Petty Cash Float Template

Download the petty cash float template (.xlsx)

Record every movement in the float

Give every payment a sequential voucher number. Record the date, purpose, person or supplier paid, receipt status, cash out, running balance and approver. Never combine several unrelated payments in one line. Correct an error with a new entry or a documented correction so the history remains readable.

Reconcile cash plus vouchers to the authorised float

1. Stop transactions during the count and count the physical cash.
2. Total all vouchers issued since the previous reconciliation.
3. Add cash and vouchers. The result should equal the authorised float.
4. Investigate any difference before replenishing. Record the cause, action and approver.
5. Have someone other than the custodian perform or witness the count.

The workbook includes a separate Reconciliation sheet with an example $200 float. The dollar values are examples only; replace the currency and authorised amount with your policy.

Controls to put beside the template

• Set a maximum transaction value and list prohibited uses.
• Keep the locked float with one named custodian and a documented backup.
• Require receipts, numbered vouchers and approval before reimbursement.
• Reconcile at a fixed frequency and on every custodian handover.
• Do not use petty cash to avoid procurement, payroll or expense controls.