Petty Cash Custodians must follow established procedures when changing ownership of or terminating a petty cash account. Custodians remain responsible for all funds until they receive acknowledgement of the termination or change in authority from the Controller’s Office. In the event of staffing changes that result in terminating the custodial authority of a Petty Cash Custodian (e.g., extended leave, a transfer to a different department, or separation from UCSF), Department Heads must account for the petty fund’s cash and request either a change in Custodian or termination of the fund. Additionally, failure to account for a petty fund’s cash will result in a charge to the department for the fund balance.
Department Heads should notify the Controller’s Office Cash and Controls team immediately when changes to custodial authority are required outside of established procedures. Do not wait until the next cash count audit or petty cash verification to report a change in custodial authority or termination of funds.
Scenarios requiring immediate action include:
- The Custodian is on extended leave and did not submit the Petty Cash Change of Custodian Form to the Controller’s Office.
- A former Custodian has separated from their position and left the fund’s cash in the department.
- A former Custodian has separated from their position and did not deposit the fund’s cash or leave it in the department.
If you have questions, contact the Cash and Controls team.