Custodial Funds

Scope

All Indiana University units and employees.

In the event of a conflict, this policy shall supersede all campus, school and college, program, department, center, institute, and unit policies on any core or regional campuses of Indiana University.

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Policy Statement

The university may authorize funds to be used by a designated custodian to meet a specific operational need within the custodian's area of responsibility. In order for a custodial fund to be authorized, circumstances must be such that normal payment procedures, including the use of purchase orders, check requests, or procurement cards, are not adequate to meet the operating needs of the unit involved. When such a fund is authorized, a Custodial Fund Agreement that designates the type of fund (petty cash, revolving, etc.) authorized uses, and other responsibilities of the custodian must be filed with Cash Accounting in the Office of the University Controller. General provisions of custodial funds include:

Purpose: A custodial fund can be used only for the purpose indicated on the purchase order that is established for the fund.

Amount: The authorized amount of a custodial fund should not exceed an average of two (2) month's transaction volume for that fund.

Documentation of Expenditures: Every purchase of supplies or services from a custodial fund must be supported by adequate documentation. This documentation should include original receipts, which specify the seller, nature of the purchase, date of purchase, and amount of the purchase.

Reconciliation of Cash Balances: The total of all paid receipts, reimbursement in transit, and cash on hand should agree with the authorized amount of the fund at all times. If the fund is held in a bank account, the custodian is responsible for assuring that a monthly bank reconciliation is prepared on a timely basis. By the 15th of each month, a signed copy of the monthly bank reconciliation report for the preceding month must be submitted to Cash Accounting in the Office of the University Controller. 

Shortages or Theft: Any shortage or theft must be reported to the Internal Audit department and the Office of the Universtiy Controller. Investment and Cash Management. The custodian will replace any shortage from personal funds in accordance with the Custodial Fund Agreement, unless the shortage is due to theft. All thefts should be reported immediately to the IU Police Department.

Continued Use of Custodial Fund: Custodians must submit a written justification for the continued need for these funds on an annual basis to Cash Accounting in the Office of the University Controller.

It is the policy of Indiana University to handle cash activities with special care and attention. In limited circumstances, the university may authorize the use of cash by a designated custodian to meet a specific operational needs within the custodian's area of responsibility, otherwise known as a custodial fund.  

For a custodial fund to be authorized, circumstances must be such that normal payment procedures, overseen by the Office of Procurement Services, including the use of purchase orders, check requests, or procurement cards, are not adequate to meet the operating needs of the unit involved. A custodial fund may not be used to compensate an employed individual in lieu of the university’s normal payroll process.  

The Office of the University Controller authorizes custodial fund usage and monitors compliance. Prior to obtaining a custodial fund, advance written approval must be obtained from the department’s respective Vice President, Chancellor, or designee (eg Vice Chancellor for Finance). When such a fund is authorized, a Custodial Fund Agreement is retained by the Office of the University Controller.  

The Office of the University Controller (UCO) has established the IU Accounting Standards, which detail relevant university accounting and control procedures. These standards, while not exhaustive, are mandatory to carry out fiscal audit and compliance responsibilities. All units must adhere to the IU Accounting Standards with regard to the establishment, modification, operation, and deactivation of custodial funds, as well as related controls. 

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Reason for Policy

To establish standards for the establishment and use of custodial funds.

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Procedures

Procedures that provide specific details with regard to the establishing, modifying, and closing of custodial funds (including petty cash funds, revolving funds, change funds, etc.) will be provided to custodians by Cash Accounting in the Office of the University Controller.

Procedures that provide specific details with regard to the processing of payment transactions on custodial fund accounts will be provided by the Office of the University Controller.

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Definitions

Custodian: Must be an employee of the university who is a faculty member, unit head, business manager, or fiscal officer. The custodian must accept personal responsibility for the safety, proper usage, and return of the funds entrusted. The custodian is personally responsible for safeguarding, properly using, and returning the funds entrusted to them.The actual handling of the fund may be delegated in some cases, but responsibility for the fund remains with the custodian.

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Sanctions

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Additional Contacts

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History

This policy was established on October 1, 1990.

This policy was updated on August 18, 2021

[Month] 2025- Substantive changes

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