The purposes of this policy are (1) to ensure that all employees receive full reimbursement for official business espenses paid from personal funds and (2) to record those transactions in the accounting system as expeditiously as possible.

Official business expenses are fully reimburseable to Smithsonian employees. Valid receipts and/or reimburseable expenses reported on form SF-1164, Claim for Reimbursements, are required to support claims and may be submitted for reimbursement together with a Petty Cash Voucher (SI-3153) to the servicing Accounting Service Unit.

Normally, these expenses should be recorded in the accounting period in which they occur. The Smithsonian has established a thirty-day rule that requires all petty cash transactions be presented as soon as possible, but no later than thirty days from the date of purchase/expense.

An exception is provided in cases involving delays in obtaining proof of payment or valid receipts. In these cases, the employee has up to ninety days to present receipts for reimbursement. No written justification is required for this exception. However, employees who abuse this exception risk losing their petty cash eligibility. No employee receipts or expenses will be reimbursed after ninety days from the date of purchase/expense.