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Petty Cash Form Template

Streamline Your Small Expense Management with This Template

Tracking small expenses can feel overwhelming without the right tools. This petty cash form template helps you manage daily expenses, ensuring accuracy and accountability in your financial records. With it, you can simplify reimbursement requests, maintain clear documentation, and streamline budget reporting, all while complying with financial policies. Dive in and start using the live template for effortless expense management.

Use this Template (FREE) Live Preview
Date of request
Requester full name
Employee ID
Department or team
Work email
Purpose of expense
Expense category
Please Specify:
Transaction type
Cash advance
Reimbursement
Direct petty cash purchase
Currency
USD
EUR
GBP
CAD
AUD
Other
Please Specify:
Amount requested
Receipt reference or number
Project or cost center code
Receipt available
Yes
No
Approver full name
Approval decision
Approved
Approved with changes
Not approved
Approved amount
Requester signature
Approver signature
Approver signature date
I confirm the information is accurate and complies with the petty cash policy
Yes
No
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Paper art illustration showing a petty cash form template for FormCreatorAI article

When to use this form

Use this form to log small cash spends like office supplies, parking, or staff tips. It helps front-desk teams, project leads, and finance record date, amount, purpose, and approver so the fund stays balanced and auditable. Use it when a teammate takes money from the box or requests a quick payback under your limit. If a receipt is missing, attach the Lost receipt form. For mileage-only claims, route to the Mileage reimbursement form. If the expense has many lines or needs tax and per diem, use the Expense reimbursement form with calculations form . At month end, summarize entries in the Monthly business expense report form. You get a clean trail, faster close, and fewer duplicate payouts.

Must Ask Petty Cash Questions

  1. What was purchased and why?

    This captures the business purpose so you can code the cost correctly and prove it is necessary. If the spend should be pre-approved instead, direct the requester to the Expense request form.

  2. When did you make the purchase?

    The transaction date sets the right accounting period and supports cutoffs. It also helps spot stale or duplicate claims.

  3. How much did you spend, and in what currency?

    The exact amount avoids rounding errors and speeds reconciliation. Currency ensures correct exchange handling when travel is involved.

  4. Which department, project, or account should be charged?

    Charging details map the spend to the right budget and general ledger code. This keeps reports accurate and prevents end-of-month rework.

  5. Are you attaching the original receipt? If not, why?

    Receipts are proof of payment and protect the fund from misuse. If none is available, require a short explanation and manager sign-off.

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