Developed by the City of Toronto
Petty cash refers to a fund (usually between $200 and $400, depending on your corporation’s specific needs) of fixed amounts used for small expenditures A petty cash policy details how and when these funds can be used.
Although petty cash amounts should be relatively small, they can be subject to theft if the proper controls are not in place. To prevent this, the Board should have a documented petty cash policy. Petty Cash policies/procedures must allow for adequate control over petty cash expenditures, ensure that petty cash payments are supported by proper documentation, and ensure that petty cash funds are protected from theft.
Determine the required amount of petty cash and the maximum expense amount
The amount should cover at least one month’s petty cash requirements.
Designate the petty cash fund custodian and the alternate custodian during lengthy absences
A good business practice is to have only one person appointed custodian of the petty cash fund.
Ensure that your petty cash system has appropriate financial controls
A petty cash voucher should be used for all disbursements.
Ensure that vouchers have the following information:
- account to be charged
- name of person who disbursed petty cash
- signature of person receiving petty cash
Each petty cash voucher should be supported by original receipts, where possible. Where this is not possible, this should be indicated on the voucher.
Monitor and replenish petty cash fund to avoid shortages and record expenses within the fiscal period in which they were incurred
- Petty cash and receipts should be reconciled at least monthly by someone other than the custodian. This step should be done in the presence of the petty cash custodian.
- Decide when cash will be replenished. Stamp vouchers and receipts “paid” when the fund is replenished.
- Cash shortages or excess cash should be reported immediately to the person with authority over the fund.
- Report thefts and/or attempted thefts to police.
- Petty Cash should be replenished when cash is nearly spent, allowing enough time to process a reimbursement request, e.g. 3 to 4 days.
Establish procedures for implementing the petty cash policy
- Use Cash and Create Petty Cash Voucher
Use cash to purchase small maintenance and office supply items.
Keep receipts and details of purchase.
Substantiate petty cash purchase with a voucher.
- Reimburse Petty Cash
Complete cheque requisition form.
Complete expense details (voucher system) and
Forward requisition to Board for approval.
Perform petty cash reconciliation and file.
Determine who does this step.
- Approve cheque requisition
Determine who approves payment (i.e. Treasurer)
- Issue cheque
Forward to signing officers for signature.
Determine who does this step (i.e. book keeper)
- Sign Cheque
Signing Officers sign cheque and return to property manager
- Cash Cheque
Cash cheque and replenish petty cash float.
Determine who does this step (i.e. property manager)
Ensure that the corporation’s petty cash policy is being followed
The Board of Directors can ensure that the corporation’s petty cash policy is being followed by