Petty Cash: What It Is; How It’s Used And Accounted For; Examples » YVES BROOKS

Petty Cash also refers to the current asset account in a company’s general ledger, which documents the amount held for small, miscellaneous expenses. Petty cash amounts might range from $30 to $300 and depend on the business. Petty cash—a seemingly simple concept—can become a complex operational headache if not managed effectively.

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Many small businesses establish what’s called a petty cash float, which is the total amount of cash allocated to the fund. As cash is used, the balance decreases and receipts are collected to account for each expense. When the remaining petty cash balance reaches a low threshold, the fund is replenished by withdrawing more cash from the business bank account. The primary purpose of Imprest funds or petty cash is to ensure that small but essential expenses do not hinder business operations. It acts as a financial buffer for unforeseen or immediate costs that cannot be processed through the usual payment systems. For example, you might have petty cash available so that your staff can quickly go to the store if you run out of something essential.

• In accounting, you reconcile petty cash by comparing the fund’s current amount to recorded withdrawals and receipts.
• When changing petty cash custodianship, fill out the change form, obtain signatures from current and new custodians and supervisors, and submit to the relevant authority or team.
• The petty cash fund is reconciled periodically to verify that the balance of the fund is correct.
• This is the first entry in your petty cash account, represented by the following journal entry that shows petty cash leaving your bank account.
• Upon reconciliation, the fund is forced to balance due to the over or short account.
• It’s an accessible fund set aside, outside of the main accounting records, to pay for minor necessities that don’t require a check or credit card payment.
• The petty cash balance is present on the company balance sheet with cash in the bank and cash on hand.

Bookkeeping

Petty cash is simply any physical cash your business keeps on hand to pay for small, unplanned expenses. Most businesses won’t keep more than a few hundred dollars in petty cash around. They’ll usually keep it in a lockbox or a cash register, and will have some kind of system in place to make sure none of it gets lost. If you’re planning to create a petty cash fund, there are three basic procedures that are essential to follow.

• It starts with implementing a petty cash management system that integrates with your wider financial ecosystem, offering seamless workflows and enhanced oversight.
• After a designated interval—usually, the same time each month or week—it’s time to reconcile or balance the petty fund account.
• This log facilitates a transparent view of where the money is going—and how fast it’s being spent.
• The petty cash receipts are logged into the company’s General Ledger as credits to the petty cash account, and probably debits to several different expense accounts.

How Petty Cash is Important in Managing Finances

• The custodian is tasked to overlook and safeguard the account by issuing cash, approving reimbursements, and recording the debits and credits to the account.
• As cash is used, the balance decreases and receipts are collected to account for each expense.
• Petty cash refers to a small amount of money set aside by a business to cover minor expenses that do not require the use of checks or banking services.
• Encouraging employees to report any petty cash misuse they notice can further strengthen your audit controls.
• In conclusion, petty cash is a vital component of a business’s financial framework, facilitating the smooth handling of minor expenses.

By maintaining proper controls and a clear reimbursement process, companies can effectively manage petty cash and integrate it seamlessly into their financial systems. Distinguishing between petty cash and cash on hand is essential for clarity in your financial management. Petty cash refers specifically to a small amount of currency set aside for incidental expenditures. It’s a predetermined amount that’s replenished routinely and used for smaller, ad hoc expenses that don’t warrant a check or credit card transaction. On the other hand, cash on hand encompasses all liquid assets available to a business.

Regular audits, whether internal or external, will help ensure that your petty cash policies and procedures are being followed and will identify any potential weaknesses in your internal controls. Petty cash is commonly used for minor expenses such as purchasing office supplies, covering small repairs, and reimbursing employees for out-of-pocket costs. It simplifies the process for these transactions while requiring careful tracking to ensure accurate financial records.

Step 4: Go to an ATM, or write a check to petty cash

The security aspect is often important to small companies, who have long feared that keeping cash around is an invitation to crime. While it shouldn’t be a habitual practice, petty cash in a pinch can be used to make change for customers, if the till’s running short. “Petty cash” and “cash on hand” sound a lot alike, and they do overlap. Understanding this distinction helps in organizing finances more effectively and avoiding confusion in bookkeeping. Visualize the way your money moves, and move your business like an expert. Shaun Conrad is a Certified Public Accountant and CPA exam expert with a passion for teaching.