Here are 14 Free Petty Cash Voucher Templates created to help you in your day-to-day tasks in MS Word format. You can also download our collection of Editable Cash Vouchers as well.
Sometimes you need to buy something quick that doesn’t fit into your usual monthly budget. I am talking about running out to grab a pack of pens, paying a delivery driver, or just buying a few pizzas when the team is staying late to finish a project. That is exactly what petty cash is for. But when you hand over that cash, you need proof. That is why I put these editable petty cash vouchers together.
Over the years I have noticed that if you don’t track the small stuff, your cash drawer will never balance at the end of the month. When someone takes money from the box, they just need to fill out this simple slip. It is a quick way to show exactly who got the money and what they spent it on.
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Why You Actually Need a Petty Cash Voucher
To understand why these slips are such a lifesaver, you have to look at how regular company spending works. Usually, if an employee buys something for the office, they have to turn in the receipt and wait days—sometimes weeks—for the finance department to approve a reimbursement. Nobody likes waiting to get their own money back.
Petty cash solves that problem. It keeps things moving. That said, the finance department isn’t just going to hand over a box of cash without wanting to see where it went. They need a paper trail.
This template makes that record-keeping painless. When an employee takes cash, they hand over a completed voucher to the person in charge of the box. At the end of the month, you just hand the stack of vouchers over to accounting to top the box back up. It is a simple system, and it works perfectly.
Guidelines for Designing a Petty Cash Voucher
I will be honest—you don’t need to spend hours designing one of these from scratch when you can just grab one of my ready-to-use layouts below. But if you do want to tweak things to match your specific business, here is how I approach putting one together:
Keep the Size Practical
First things first, think about the physical size of the slip. In all my time putting these together, one thing that keeps coming up is that you don’t want a massive, full-page document for a two-dollar expense. Keep it small. It saves paper, cuts down on printing costs, and still gives you plenty of room for the important details.
Add the Basic Headers
Start by placing your company name and the specific department right at the top. Just below that, make sure there is a dedicated spot for the date. It sounds simple, but knowing the exact day the cash left the drawer is the only way to keep your books straight.
Leave Room for a Description
You need a clean layout with a few blank lines where employees can write down a quick explanation of what they bought. It doesn’t need to be a novel—just something simple like “mileage reimbursement” or “milk for breakroom” works perfectly.
Write the Amount Twice
Always include a spot for the dollar amount. Now, what I personally like about this layout is that it forces people to write the total in both numbers and words. It might sound obvious but it actually makes a real difference in preventing anyone from tampering with the numbers later on.
The Sign-Off Lines
Never skip the signatures. Put a clear line at the very bottom where the person receiving the cash can sign their name. This simple step creates instant accountability, so everyone knows exactly who walked away with the money.
Free Petty Cash Voucher Templates
Here are previews and download links for these Petty Cash Voucher Templates,
Editable Petty Cash Voucher – Word Format
File Type: MS Word {ZIP File}
File Size: 4.9 MB
Customizable Petty Cash Voucher Document
File Type: MS Word {ZIP File}
File Size: 913 KB
More Free Petty Cash Vouchers
Here is a preview of This First Sample Petty Cash Voucher Template created using MS Word,
Comparing Petty Cash Vouchers with Cash Vouchers:
Petty Cash Vouchers and Cash Vouchers are both used to document cash transactions within a business. However, they serve different purposes and are used in specific scenarios. Here’s a comparison between the two:
1. Purpose
- Petty Cash Voucher: Used for small, everyday expenses that don’t require a formal procurement process, like buying office supplies or paying for minor repairs.
- Cash Voucher: Covers a wider range of cash transactions and is typically used for more significant purchases or payments that require documentation.
2. Amount Limits
- Petty Cash Voucher: Usually covers small amounts, as petty cash funds are kept low for minor expenses.
- Cash Voucher: No specific limit applies, as it can be used for larger transactions as well, depending on the organization’s cash handling policy.
3. Source of Funds
- Petty Cash Voucher: Drawn from a petty cash fund, a small amount of cash set aside for incidental expenses.
- Cash Voucher: Linked directly to the organization’s main cash fund or bank account for more substantial transactions.
4. Approval Process
- Petty Cash Voucher: Often requires a basic approval, as the expenses are small, and sometimes pre-approval isn’t needed.
- Cash Voucher: Generally requires a formal approval process, especially if the transaction involves a significant amount or a specific budget line.
5. Documentation
- Petty Cash Voucher: Simple documentation detailing the date, amount, purpose, and receipt, if applicable.
- Cash Voucher: Typically includes more comprehensive details, including approvals, authorized signatures, and supporting documents like invoices or receipts.
6. Frequency of Use
- Petty Cash Voucher: Used frequently due to its purpose of covering day-to-day incidental expenses.
- Cash Voucher: Used less frequently, typically for periodic payments or larger purchases not covered by petty cash.
7. Accounting Treatment
- Petty Cash Voucher: Recorded in the petty cash ledger, with periodic reconciliations done to replenish the petty cash fund.
- Cash Voucher: Directly recorded in the main cash book or general ledger, impacting the organization’s cash flow directly.
Summary
Petty Cash Vouchers are tailored for minor, daily expenses with a simpler documentation and approval process, while Cash Vouchers apply to more substantial payments, requiring a formal approval process and more detailed records. Both play essential roles in efficient cash management within an organization.
