How to use the petty cash voucher
- Fill in the business or fund name, the voucher number, an optional date, who was paid, the account or category, and the purpose.
- List the expense lines with a description and an amount in dollars and cents.
- Choose one or two vouchers per page and the number of pages. Two to a page allows up to four lines on each.
- Check the total and the amount written in words, then use Download PDF or Print, and sign the voucher by hand.
What the voucher shows
A petty cash voucher is a small record that goes with a payment out of the cash box. It shows who was paid, what for, how much, and who approved and received it. This one adds up the expense lines in whole cents, so the total is exact, and writes the total out in words, for example Twenty-five dollars and 00/100. Writing the amount in words makes it harder to alter the figure afterwards.
In the example, a $18.40 line of printer paper and a $6.60 line of postage make $25.00. There are three signature lines at the bottom for the person who requested the money, the person who approved it and the person who received it. Attach the receipt to the voucher and file them together.
Keeping petty cash tidy
Number each voucher in order and keep the paid vouchers with the cash so the total of the vouchers plus the cash on hand always equals the fund. When the fund runs low, add up the vouchers to see how much to replace. The Petty Cash Log Printable keeps a running balance, the Cash Reconciliation Sheet helps with counting, and the Expense Report Generator handles reimbursements.
The category you enter is a label for your own books. This page does not know your chart of accounts, and your organization or accountant decides who may approve a voucher and what limits apply.
Printing and privacy
The voucher is made in your browser and nothing is uploaded. If you tick the box to remember your entries, they are saved in this browser only, and unticking deletes them. The voucher is a template for your records and is not accounting or legal advice. Print on US Letter paper, and use the two-to-a-page layout to cut a sheet into two half-page vouchers.
Assumptions and limits
- Amounts are dollars and cents, added in whole cents. There is no tax calculation.
- A voucher holds up to 10 lines on its own, or 4 lines when two are on a page.
- The purpose can be up to three printed lines. A longer one is refused with a message.
- The voucher is a template for your records. Policies on approval and limits are your own.
Frequently asked questions
What is a petty cash voucher?
It is a short form that records a payment from the petty cash box: who was paid, why, how much, and who requested, approved and received it. It is kept with the receipt so the cash and the paperwork match.
Why write the amount in words?
Because a number is easy to change and words are not. Writing the total out, such as Twenty-five dollars and 00/100, makes the amount harder to alter. The page writes it for you from the total of the lines.
Can I put two vouchers on one page?
Yes. Choose two vouchers per page and each is half a page with a dashed cut line between. Each can hold up to four lines, and the page tells you if your purpose or lines are too long to fit.
Does the voucher add up the amounts?
Yes. It adds the lines in whole cents, so a list of ten lines of ten cents is exactly one dollar with no rounding drift. The total prints as dollars and cents and again in words.