Rev. 34

There are times when it is possible to make small purchases using your own money and then claim it back afterwards against a charge code.  Before you do this, you need to make sure various conditions are met:- 1. The purchase has to be less than £50 2. The purchase is fully justified.  Justification is needed for why normal purchasing routes are not used—often this is urgency and/or lack of availability on i-Proc etc. 3. Permission from the budget holder of the code being charged to must be sought beforehand If these conditions are not met then you could find yourself out of pocket, so be careful and check beforehand!  While Julie/Gemma might be able to advise, they will most likely refer you to Jonathan Masterson (email) in the Finance Hub who can advise on a case-by-case use. Examples of legitimate use from our experience include:- • Urgent small purchases when not even next day is fast enough • Something cheap but very specialised not available online but is available in a local shop • Buying packaged snacks from the local supermarket for a meeting

To claim petty cash back

1. After checking it’s OK to do so as discussed above, make the purchase (< £50) and keep the receipt 2. Go to the Finance Hub  3. Ask for a petty cash reimbursement 4. Fill out very short form you are given which requires a summary of the purpose and the charge code to use, and hand in the receipt to receive cash