Changes to UMBC Petty Cash Procedures
Updates to UMBC petty cash policy starting Nov. 1, 2026.
Effective November 1, 2026
In accordance with State of Maryland requirements governing Comptroller Advances, UMBC is updating its petty cash reimbursement procedures effective November 1, 2026.
What is changing?
Petty cash reimbursements will be limited to infrequent, incidental, and urgent expenses of $50 or less that cannot reasonably be processed through standard University purchasing or reimbursement procedures. Requests will be reviewed and approved on a case-by-case basis by the Manager of Business Services and Accounts Payable.
Example: An employee who must pay for Express Mail to ship specimens for university business over a weekend when Mail Services is closed may qualify for an emergency reimbursement.
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Payment Method Requirement: Eligible petty cash expenses must have been paid in cash or by debit card.
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Ineligible Payment Method: Expenses paid by credit card are not eligible.
What expenses are no longer eligible?
Routine, non-emergency purchases will no longer qualify for petty cash reimbursement. Examples include, but are not limited to:
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First aid kits, snacks, and beverages for student trips and activities.
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Routine Express Mail, shipping, and postage expenses.
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Food and refreshments for meetings, leadership trainings, kick-off events, and similar activities.
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Office supplies, craft items, candy for students, and other routine departmental purchases.
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Fuel for UMBC vehicles.
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Membership dues for Costco, BJ’s, and similar organizations.
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Laboratory, instructional, and other university supplies and materials.
How should departments handle these expenses?
Departments should plan purchases in advance and use established university procurement methods, including purchasing cards where permitted. Employee expenses that require reimbursement should be submitted through the regular Accounts Payable reimbursement process.
Business Services is available to help departments identify appropriate purchasing and reimbursement methods.
Questions?
For questions, please contact Linda Rothfus at lsrothfus@umbc.edu or 410-455-3288.