Petty Cash Reimbursement

Petty Cash Reimbursement Form – for cash reimbursements for expenses less than $50 

You may bypass the Petty Cash Reimbursement form, if you have been issued a Macalester Pcard.  You can request to be reimbursed through the Out-of-Pocket reimbursement submission and your reimbursement will be deposited directly into the personal account you have designated.

To request a cash reimbursement for expenses less than $50, please complete the Petty Cash Reimbursement (eform)  to open the eform in a new tab, right click the link and select “Open Link in New Tab”.   

  • The form MUST be initiated by the person who is requesting the reimbursement.
  • Requestor, enter your name and email, then the Supervisor / Approver’s name and email to initiate the form.
    • Administrative Coordinators CANNOT approve Department Chair’s Petty Cash form, approver is the Supervisor of the Department Chair.
  • Requestor, add your MAC ID, the business need for the expense (Description – Reason for purchase) , FOAPAL (Budget Code) – this field is optional for the Requestor to complete,  the amount, and all receipts.
    • Once the form is completed by the Requestor, it will be automatically routed first to the Supervisor / Approver.
    • The FOAPAL is all numbers – see What is a FOAPAL?   for more information.
  • The Supervisor / Approver will review request, check the receipt(s) by clicking on the attachment(s) and add the FOAPAL/ Account Code to charge.
    • Once the form is completed by the Supervisor / Approver, it will be automatically routed first to the Cashier.
    • The FOAPAL is all numbers – see What is a FOAPAL?   for more information.
  • Once the Cashier has reviewed the request, the form will be emailed to you as a completed PDF.
    • If you do not receive the completed PDF in a timely manner, open the acknowledgement email from Business Services regarding the form.  Here, you will be able to view the signatures to see who hasn’t signed, and you can contact them to bring their attention to the request.   See Form Notification & Checking Form Status for more information about form notifications.
    • DO NOT go to the Cashier/ Student Accounts office to pick up the Petty Cash Reimbursement UNTIL you have received the completed PDF.
  • Once the Requestor and/or the Supervisor / Approver has received the Signed Copy (PDF) of the Petty Cash Reimbursement, the Requestor should:
    • Bring to the 1st floor of 77 Macalester Street – Cashier / Student Accounts Office within one to two weeks: 
      • Petty Cash Reimbursement PDF printed
      • Original or printed receipt(s)
      • MAC ID
    • The person who is being reimbursed is the only person authorized to pick up the petty cash reimbursement. 
  • The Cashier will have the Requestor sign the Petty Cash Reimbursement acknowledging the receipt of the cash.  
  • If you would like to CANCEL a request, access the Petty Cash Reimbursement from the notification email, click on other actions and then click decline.

For Petty Cash Reimbursements for Grants

    • Use Petty Cash Reimbursement for Grants (eform) to open the eform in a new tab, right click the link and select “Open Link in New Tab”. 
    • Enter the PI as the Approver.
    • Grants Accounting will the copied on the request.

Please note

  • Macalester’s policy to issue no more than $50 per week to any individual from Petty Cash.
  • If you are a Macalester Faculty or Staff, and your role requires frequent College-related purchases, consider applying for a Macalester Pcard. 

Contact the Cashier at if you have questions.