Petty Cash Voucher

What's Included

A standard Philippine petty cash voucher (PCV) for documenting small cash disbursements:

• PCV number (sequential)
• Date
• Payee name
• Amount (figures and words)
• Purpose / description of expense
• Account code (for bookkeeping)
• Approved by (name and signature)
• Received by (payee name and signature with date)
• Supporting documents checklist

What is Petty Cash?

Petty cash is a small amount of physical cash kept on hand for minor day-to-day expenses that are impractical to pay by check or bank transfer — delivery fees, baon, taxi fare, small supplies, office snacks, etc.

The petty cash fund is typically established at ₱5,000–₱20,000 for SMEs. When the fund runs low (usually below 25%), it is replenished by a regular bank check equal to the total of all PCVs since the last replenishment.

BIR Recognition

The BIR recognizes petty cash vouchers as internal supporting documents, but they must be paired with external receipts (Official Receipts, sales invoices, or delivery receipts) for each expense to be tax-deductible.

A PCV alone — without an attached BIR-registered receipt — is insufficient to claim an expense deduction. The PCV is the control document; the receipt is the proof of expense.

Petty Cash Controls

Imprest system (recommended): Maintain a fixed petty cash fund balance. Any disbursements are replaced by a replenishment check equal to the exact amount of PCVs issued.

Controls to implement:

• Number all PCVs sequentially; never leave blank vouchers in the petty cash box
• Require original receipts for all disbursements above ₱100
• Conduct surprise cash counts — total cash + unreplenished PCVs should always equal the established fund amount
• Designate a custodian who is not also the one approving vouchers

How to Use

1. Print a set and number them before placing in the petty cash box.
2. Complete a new PCV for every cash disbursement before the money is released.
3. Attach the receipt immediately to the PCV.
4. When the fund reaches the replenishment threshold, total all open PCVs and request a replenishment check.
5. File replenished PCVs in a monthly folder; retain for 10 years per BIR requirements.