The petty cash form, which is held by the Business Office, is completed and signed. A receipt is provided for any money returned. If all cash is not accounted for upon returning from the trip, the employee who received the cash is held personally responsible for the unaccounted for amount. This may also prohibit the department from receiving cash for student travel in the future. It is the policy of the College that payment is made to vendors after service has been performed.
Some hotels request that fees be paid upon arrival instead of a week after the stay.
Only in the case of student travel does the College allow an employee to receive a check made payable to a vendor other than themselves and hand-carry the check to that vendor. A check for hotel fees can be requested to cover the student s hotel fees. If an employee is traveling as a chaperone with College Students within the city limits of their base, the employee's overnight expenses can be included in a purchase order which covers student' s overnight expenses. No per diem can be claimed. If an employee is traveling as a chaperone with College Students outside the city limits of their base and within the State of Alabama, the employee's overnight expenses cannot be included in a purchase order which covers student's overnight expenses.