Petty Cash Risk Management & Audit Services

In larger corporations, each department might have its own petty cash fund. Because there’s potential for abuse, companies often require a certain amount of reporting and control when accounting. Steps to minimize abuse include limiting the amount that can be disbursed through petty cash, requiring receipts, and monthly audits by a responsible person other than the custodian. Many of your business expenses are tax deductible, including purchases made with your petty cash fund. For petty cash reconciliation, subtract the amount in your petty cash fund from the amount stated in your books.

• Some companies also use paper vouchers, which are filled out by the employee requesting the cash and kept in the box with the cash.
• These small amounts of cash can pay for low-cost expenses, like postage stamps or donuts for a meeting.
• Petty cash funds provide a convenient way to pay for small expenses.
• While a small business might need just $50, a large company department might start with $150.

If the remaining balance is less than what it should be, there is a shortage. If the remaining balance is more than what it should be, there is an overage. Although there can be minor variances, when unbalanced, the source of the discrepancy should be identified and corrected. The Internal Revenue Service (IRS) recommends filing out petty cash slips and attaching them to receipts to record and document petty cash expenses. The custodial duties generally include enforcing petty cash rules and regulations, requesting replenishments, and dispensing funds.

What is petty cash?

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• It can be in the form of actual money, like amounts you haven’t yet deposited in the bank or smaller bills and coins that you keep in the cash register to make change for customers.
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• Alternatively, the cashier could simply count out the cash for the petty cash fund, if there are enough bills and coins on the premises.

The balance in the petty cash account should now be the same as the amount at which it started. Petty cash is a current asset and should be listed as a debit on the balance sheet. When first funding a petty cash account, the accountant should write a check made out to “Petty Cash” for the desired amount of petty cash and then cash the check at the company’s bank. The journal entry on the balance sheet would show a debit to the business bank account and a credit to the petty cash account. When petty cash is used for a business expense, the appropriate expense account, for example office supplies or employee reimbursement, should be expensed.

Determine who will manage petty cash

Once your running balance hits your replenishment amount, you’re ready to write a check to bring the petty cash total back to the original funded amount. You can deduct some petty cash purchases from your business taxes if you have the proper records to support your claims. After collecting receipts from your employees, update your books to show the used petty cash.

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Organization

It’s important to remember that, even though the amounts coming and going from a petty cash fund maybe be small individually, over time they can add up. Companies, whether large or small, don’t want to lose deductions on their financial statements or lack visibility into where and how resources are spent. When the cash balance in the petty cash fund drops to a sufficiently minimal level, the petty cash custodian applies for more cash from the cashier.

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Simple Petty Cash Book

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• These little costs can all add up, so it’s important to keep it secure.
• The cashier creates a journal entry to record the petty cash receipts.
• The petty cash balance should be sufficient to support the amount of activity expected in the account, and will typically be a reflection of the size of the company.
• Most enterprises handle their business expenses through petty cash funds.

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Alternatively, the cashier could simply count out the cash for the petty cash fund, if there are enough bills and coins on the premises. The initial petty cash journal entry is a debit to the petty cash account and a credit to the cash account. Petty cash is a small amount of cash that is kept on the company premises to pay for minor cash needs. Examples of these payments are office supplies, cards, flowers, and so forth. Petty cash is stored in a petty cash drawer or box near where it is most needed. There may be several petty cash locations in a larger business, probably one per building or even one per department.

What is a petty cash book?

When you or employees pay with petty cash, retain the receipt and attach the petty cash slip to the receipt for your records. Your petty cash custodian should be the only employee distributing petty cash. Your petty cash custodian determines if the expense is appropriate according to your business’s petty cash policy.Petty cash is considered a highly liquid asset. Consider keeping your petty cash locked in a drawer, safe, or filing cabinet. A designated employee, the petty cash custodian, accounts for your business’s use of petty cash. When an employee takes money from the petty cash fund, the petty cash custodian must record who took the money, the amount taken, what the money is for, and the date.