A petty cash receipt is a written record that proves someone paid a small expense from a cash fund kept on hand, showing who paid it, what it was for, how much, and when.
Most businesses keep a small amount of cash in a locked box or drawer to cover minor expenses—office supplies, postage, emergency repairs, meals for a meeting. When someone takes money from that fund, they fill out a form that documents the transaction. This form becomes the receipt. It is not a receipt from a store or vendor. It is proof that the money left the petty cash box and why.
The form typically includes the date, the amount withdrawn, a description of what the money was spent on, the name of the person who took it, and sometimes their signature. Some businesses also ask for the vendor's name or a receipt from the actual purchase attached to the form. The completed form stays with the petty cash box or goes into a ledger so the business can track where the cash went.
Key Takeaways
- A petty cash receipt form documents a withdrawal from a small cash fund, not a purchase from a vendor.
- The form must show the date, amount, description of the expense, and the name of the person who withdrew the cash.
- Attaching the original vendor receipt or invoice to the petty cash form creates a complete audit trail.
- Petty cash forms are required for accounting and tax purposes so the business can prove where small cash expenses went.
What information goes on the form
A standard petty cash receipt form has several fields. The date is when the money was withdrawn. The amount is the exact dollar figure taken from the box. The description or "purpose" field explains what the money was spent on—"office pens," "taxi to client meeting," "emergency light bulbs for lobby." The payee or recipient field names the person who took the money.
Many forms also have a line for the vendor name (the store or person the money was actually paid to) and a space to attach the original receipt or invoice. Some forms include a signature line so the person withdrawing the cash confirms they took it. Others ask for a manager or supervisor signature to approve the withdrawal before it happens.
The form is not a receipt from the vendor. If you bought pens at an office supply store, you would have a receipt from that store showing the store's name, the items, the price, and the date. The petty cash form is separate—it documents that the cash left your business's fund to pay for those pens.
Why the form matters for accounting
Petty cash is real money that left your business, so you have to account for it. At the end of each month or quarter, the person managing the petty cash box counts what is left and compares it to the starting amount minus all the receipts. The receipts prove where the money went. Without them, you have a gap in your records.
For tax purposes, the IRS and your accountant need to see that small cash expenses were legitimate business costs. A petty cash receipt form with a description and an attached vendor receipt shows that the expense was real and business-related. If you cannot produce the form, you may not be able to deduct that expense, or you may face questions during an audit.
Some businesses also use petty cash forms to control spending. By requiring a form for every withdrawal, managers can see who is taking cash and for what. This creates accountability and helps prevent theft or misuse of the fund.
How to fill out the form correctly
Write the date clearly—use the format your business uses (MM/DD/YYYY or DD/MM/YYYY). Write the exact amount in numbers, and spell it out in words if the form has a line for that. Be specific in the description: "office supplies" is too vague; "two boxes of ballpoint pens, blue ink" is better. Name the vendor if you know it.
Sign or initial the form if your business requires it. If you are the manager approving the withdrawal, sign in the approval line. Attach the original receipt or invoice from the vendor if you have it. Staple it to the form or tape it to the back so it does not get lost. Write your name clearly so there is no question about who withdrew the cash.
If you do not have a vendor receipt—for example, if you paid cash to a taxi driver or handed money to a coworker to buy lunch—write that in the description. Some businesses accept a petty cash form without a vendor receipt if the amount is small and the description is clear, but policies vary. Ask your manager what your business requires.
Petty cash forms versus vendor receipts
These are two different documents that work together. A vendor receipt comes from the store or service provider. It shows what you bought, the price, the date, and the vendor's name. A petty cash form is your internal record showing that cash left your business's fund to pay for that purchase.
When you attach the vendor receipt to the petty cash form, you create a complete record: the form proves the cash was withdrawn and approved, and the vendor receipt proves what was actually bought and how much it cost. Together, they show the full path of the money. If you have only the vendor receipt, you know what was bought but not that it came from petty cash. If you have only the petty cash form, you know cash left the box but not what it was spent on.
What happens to completed petty cash forms
Once filled out and signed, the form stays with the petty cash box or goes into a folder or binder. The person managing the petty cash keeps them in order by date. At the end of each accounting period, the manager or accountant reviews all the forms, adds up the amounts, and checks that the total matches the cash that is missing from the box.
The forms are kept for the same length of time as other business records—usually three to seven years, depending on your industry and local rules. If you are audited, you may need to show these forms as proof that expenses were legitimate. Scan or photograph them if your business uses digital record-keeping, and store the originals in a safe place.
Common mistakes when filling out petty cash forms
The most common mistake is writing a vague description. "Supplies" or "miscellaneous" does not tell anyone what the money was actually spent on. Write enough detail that someone reading the form six months later would understand the expense. Another mistake is forgetting to attach the vendor receipt. Without it, you have no proof of what was actually bought or how much it cost.
Leaving the date blank or writing it unclearly makes it hard to match the form to the cash count. Writing the amount in words but not numbers, or vice versa, can cause confusion. Forgetting to sign the form or get approval before taking the cash can violate your business's internal controls. If your business requires approval before withdrawal, do not take the cash until someone has signed off.
Frequently Asked Questions
Do I need a vendor receipt if I fill out a petty cash form?
It depends on your business's policy. Many businesses require both—the petty cash form documents that cash left the fund, and the vendor receipt proves what was bought. Some allow a petty cash form alone if the amount is very small or if a vendor receipt is not available (like a cash payment to a taxi driver). Ask your manager what your business requires before you take the cash.
What if I lose the vendor receipt after I have already filled out the petty cash form?
Tell your manager or the person managing petty cash right away. Some businesses will accept the petty cash form alone if you explain what happened and the amount is small. Others may ask you to contact the vendor and request a duplicate receipt. The sooner you report it, the easier it is to fix. Do not try to hide a missing receipt—it will show up during the cash count.
Can I use a petty cash form to reimburse myself for a personal expense I paid with my own money?
Only if it was a legitimate business expense. You would fill out the form to show that you paid for something the business needed (office supplies, a work meal, a taxi to a client meeting) and are asking to be reimbursed from petty cash. Attach your receipt. Personal expenses—groceries for home, gas for your car, clothing—cannot be reimbursed from petty cash.
How long do I keep petty cash forms after I have filed them?
Keep them for at least three to seven years, depending on your industry and local tax rules. Your accountant or manager can tell you the exact requirement for your business. Store them in a safe, organized place—either in a physical file or scanned into a digital system. You may need them if you are audited or if there is a question about an expense later.
What if the petty cash box does not balance after I count all the receipts?
The cash on hand plus the total of all receipts should equal the starting amount. If it does not, there is a discrepancy. Check that all receipts are accounted for and that the amounts are written correctly. If the math still does not work, report it to your manager. It could mean a receipt is missing, an amount was written wrong, or cash was taken without a form.