Petty Cash Out

A Petty Cash Out voucher is a simple receipt used to record every withdrawal from a company’s petty cash fund, capturing who took the money, how much, and why. People most often use it to keep small office cash spending organized and auditable, so the fund always balances at the end of the month. You can download this Petty Cash Out template free in PDF and DOCX—no signup required.

What Is a Petty Cash Out Voucher?

A Petty Cash Out voucher is a small internal document that proves cash was removed from a petty cash box for a specific, approved purpose. It is typically completed by the person receiving the money and signed off by whoever controls the fund—usually an office manager, bookkeeper, or supervisor. Rather than relying on memory or loose notes, the voucher creates a paper trail showing the amount, the date, and a short description of the expense. Each voucher stays in the cash box in place of the cash that left it, so the box should always contain cash plus vouchers equal to the original fund balance. When the fund runs low, the vouchers are tallied and used to request reimbursement.

When Do You Need a Petty Cash Out Voucher?

Any time physical cash leaves the petty cash drawer, a voucher should be filled out. Common situations include:

• Buying small office supplies like pens, paper, or printer ink for cash.
• Reimbursing an employee who paid out of pocket for a minor business expense.
• Covering postage, courier fees, or parking for a quick errand.
• Paying for staff refreshments, coffee, or supplies for a meeting.
• Handing cash to a runner sent to pick up a part, document, or last-minute item.
• Tipping or paying a delivery person when no other payment method is available.

In each case, the voucher ensures that the cash withdrawal is documented before the money is spent, so nothing slips through the cracks during reconciliation.

What a Petty Cash Out Voucher Should Have

A complete voucher leaves no doubt about the transaction. At minimum it should capture the date of the withdrawal, the dollar amount in numbers, a clear description of what the money is for, the name and signature of the person receiving the cash, and the name or initials of the person authorizing it. A total line confirms the full amount, especially when one voucher covers several small items. Attaching the store receipt to the voucher afterward strengthens the record and makes audits painless. Sequentially numbering vouchers also helps you track them in order and spot any that go missing.

How to Fill Out a Petty Cash Out Voucher

1. Date: Enter the date the cash is taken from the fund. Use a consistent format so vouchers sort easily later.
2. Description: Write a short, specific note explaining the purpose—for example, “Printer ink for front office” or “Postage for client mailing.” Vague entries like “supplies” make reconciliation harder.
3. Amount: Record the exact dollar figure being withdrawn. If you are estimating ahead of a purchase, note that and adjust once you have the receipt.
4. Total: Confirm the full amount of the voucher. When several items are listed, add them up and enter the combined figure here.
5. Received by: The person taking the cash signs or prints their name, acknowledging they got the money.
6. Authorized by: The fund custodian or supervisor signs to approve the disbursement, confirming the expense is legitimate.

Once completed, place the voucher in the cash box along with any change and the receipt so the box balance stays accurate.

Keeping the Petty Cash Fund Balanced

The strength of a petty cash system is its simplicity, but it only works if every withdrawal is logged. At any moment, the cash on hand plus the value of all vouchers should equal the fund’s set amount—often a round figure like $100 or $200. When the cash gets low, gather the vouchers, total them, and request a replenishment check for that exact sum. This brings the fund back to its full balance and resets the cycle. Regular spot checks, ideally weekly, catch discrepancies early. If the numbers do not add up, review recent vouchers for missing signatures, math errors, or a withdrawal that was never recorded.

Petty Cash Out vs. Petty Cash In

It helps to distinguish two related records. A Petty Cash Out voucher documents money leaving the fund for an expense, while a Petty Cash In entry records money being added—usually a reimbursement that restores the fund to its float. Keeping them separate gives you a clean view of both spending and replenishment. Some teams use a combined log, but a dedicated out voucher for each disbursement provides a signature trail that a running log alone may lack.

Common Mistakes to Avoid

• Skipping the voucher entirely: Taking cash “just this once” without a record is how funds go unbalanced.
• Leaving the description blank: Without a clear purpose, the expense can’t be coded correctly during bookkeeping.
• Forgetting signatures: A voucher with no “received by” or “authorized by” signature offers no accountability.
• Not attaching receipts: The store receipt verifies the actual amount and protects you in an audit.
• Rounding or estimating loosely: Small inaccuracies add up and throw off the fund balance.
• Reusing or backdating vouchers: Each transaction needs its own dated voucher to keep the trail honest.

Frequently Asked Questions

What is a Petty Cash Out voucher used for? It records each withdrawal of cash from a petty cash fund, noting the amount, date, purpose, and the people involved. This keeps small cash spending organized and makes it easy to reconcile the fund and prepare for audits.

Who signs a petty cash voucher? The person receiving the cash signs the “received by” line, and the fund custodian or supervisor signs the “authorized by” line. Having both signatures creates accountability and confirms the expense was approved.

Do I need a receipt with the voucher? While not always strictly required, attaching the store or vendor receipt is strongly recommended. It verifies the exact amount spent and supports clean bookkeeping and audits.

Is a petty cash voucher a legal document? It is an internal accounting record rather than a formal legal contract. It is still important for financial accuracy, tax support, and internal controls, so treat it carefully.

How much does this template cost? This Petty Cash Out template is completely free to download in both PDF and DOCX formats, with no signup or payment required. You can print it or edit it to fit your office’s needs.

How do I balance the fund using these vouchers? Add the value of all out vouchers to the cash remaining in the box; the total should equal your set fund amount. When cash runs low, total the vouchers and request reimbursement for that amount to restore the float.

This Petty Cash Out template is a general example provided for informational purposes only and is not legal, financial, or tax advice. Accounting practices and internal control requirements vary by organization and jurisdiction—consult a qualified accountant or bookkeeper for guidance specific to your situation.

Official resource: for the rules that apply to your situation, see the Consumer Financial Protection Bureau.

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