Processing Petty Cash Replenishments

Staff can process replenishments of petty cash funds through Kuali Financials (KFS).  

The steps below begin after signing into UConn’s Kuali Financials. The Petty Cash Request Form is required for processing. To request the form, email Accounts Payable. 

1. Navigate to the Home tab.

2. Select Disbursement Voucher from the Activities menu under the Purchasing & Accounts Payable heading. 
   

3. Navigate to the Document Overview tab.  

4. Enter the following in the Description field:  

   • H – Petty Cash 

   • H – RS Petty Cash 

5. Use the Explanation box to describe what was purchased and the business need this purchase facilitated.

   1. The Organization Document Number is for departmental use. 
      

6. Navigate to the Payment Information tab.  

7. Click on the lookup icon () next to Payee ID. Petty Cash transactions are done with a Vendor profile for the Petty Cash account. The vendor name in the lookup will be “UConn > Revolving Petty Cash” and the address field will include your department name and U-Box number.  
   

   1. If the Vendor is not found, the Vendor will need to be created and finalized to submit the DV. 

   2. If you do not see your department in the lookup results, contact HuskyBuy Support to request setup.  

   3. Do not select the Custodian’s Payee ID. 

8. Select return value for the Vendor. All address information will automatically populate.  

9. Complete the following fields with the vendor’s payment information.

   1. Check Amount: The amount must match the accounting line total.  

   2. Invoice Number: Enter the type of expense(s). You can abbreviate if necessary.  

   3. Invoice Date: Enter the last date that the documented expenses were incurred.

10. For the Accounting Lines tab, complete the following required fields. You can use the lookup icons as needed.   

    • Chart 

    • Account Number 

    • Object 

    • Amount
      

11. Attach the scanned receipts and signed petty cash request form on the Notes and Attachments tab.

    Open

    

12. Click on the ADD button.  

13. Click the Submit button at the bottom of the Disbursement Voucher. 

When the document is successfully submitted, a link to a PDF cover sheet will become available above the Document Overview tab. All original receipts and signed petty cash request forms should be held by the department. 

Related Articles