SOPs for Petty Cash Fund
PLANNING AND DEVELOPMENT DEPARTMENT
KHYBER PAKHTUNKHWA
POST CRISIS NEEDS ASSESSMENT
GOVERNANCE SUPPORT PROJECT
IMPLEMENTATION SUPPORT UNIT
STANDARD OPERATING PROCEDURES
[SOPs]
For Establishment and Management
Of
PETTY CASH FUND
Financial Management Specialist
Financial Management Specialist
| 1. INTRODUCTION:
1
GSP-PCNA-ISU,
Khyber Pakhtunkhwa
11/2/2012
SOPs for Petty Cash Fund
Table of Contents
1. INTRODUCTION: .............................................................................................................................1
2. Definitions .....................................................................................................................................2
3.Purpose and Use of Petty Cash Fund: ...............................................................................................3
4.Establishing an Imprest Petty Cash Fund:- ........................................................................................4
5. Petty Cash Fund Administration:.....................................................................................................5
6. Petty Cash Replenishment: .............................................................................................................8
7. Record Retention ......................................................................................................................... 10
8. Roles and Responsibilities: ........................................................................................................... 11
Appendix A- Petty Cash Forms:......................................................................................................... 13
Form PCNA-PCF-01 ................................................................................................................................. 14
Form PCNA-PCF-02 ................................................................................................................................. 15
Form PCNA-PCF-03 ................................................................................................................................. 17
Form PCNA-PCF-04 ................................................................................................................................. 18
Form PCNA-PCF-05 ................................................................................................................................. 19
Form PCNA-PCF-06 ................................................................................................................................. 20
Appendix B- Petty Cash Process Snapshot ......................................................................................... 21
Financial Management Specialist | 1. INTRODUCTION:
0
SOPs for Petty Cash Fund
1. INTRODUCTION:
All organizations/projects regularly incur small items of expenditure.
Often these expenses are paid for by cash since the amount required
may be too small for payment to be made by cheque. The Petty Cash
Funds are therefore established and maintained by the
organizations/projects for the purpose of paying for or reimbursing
minor, incidental expenditures that are incurred outside the regular
purchasing system or cycle.
Petty Cash Funds are maintained on an imprest system (i.e. a system
in which cash fund of a specific amount is established for appropriate
use and is periodically replenished at any time.
1.1 Purpose of SOPs:
These SOPs provide guidelines for establishment, management,
operational procedures and termination of Petty Cash Fund. It applies
only to the Petty Cash Fund operated by the Projects funded by Multi
Donor Trust Fund including GSP ISU. It is intended to help the Project
Staff to: Understand the Project rules on the use of Petty Cash Fund;
 Properly record and report transactions processed through
imprest Petty Cash Fund; and
 Know the responsibilities of employees involved in the use and
management of imprest Petty Cash Fund.
Any transaction that involves use of Project Funds are subject to
specific policies and requirements of the project. All individuals
involved in any transaction related to Petty Cash Fund are required to
know those procedures and understand the requirements that apply
in particular to project expenses, purchasing and expense
reimbursement. The Project Operations Manual and Financial
Management Manual may also be consulted for guidance.
1.2 Objectives:
Upon completion of these SOPs Custodian will;
 Have an overview of Petty Cash management;
 Know why Petty Cash is necessary;
 Understand the key role and responsibilities in the
management process;
 Understand the policies surrounding Petty Cash Fund;
 Know the documentation requirements of Petty Cash; and
 Understand how to manage the daily operations of Petty Cash
Fund, including approval and Petty Cash replenishment.
Financial Management Specialist |PCNA
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SOPs for Petty Cash Fund
2. Definitions
Please refer to the following definitions for clarification when reading
the SOPs for Petty Cash Funds.
Custodian:
The individual responsible for controlling and safeguarding the Petty
Cash Fund. The custodian is responsible for reviewing requests for
reimbursement and/or compensation, disbursing funds, and
approving all petty cash transactions.
Documentation:
Written records regarding the petty cash transaction, including, but
not limited to:
 a completed petty cash voucher slip (with signatures);
 a detailed cash register receipt or invoice;
 documentation of the fund number; and
 approval.
Imprest Account:
An account into which a fixed amount of money is placed for the
purpose of making minor disbursements. As disbursements are made,
a voucher is completed to record the date, amount, nature, and
purpose of the disbursement. At least monthly (or more frequently if
the petty cash fund is low), a replenishment request is prepared with
substantiating vouchers. The account is then replenished for the exact
amount of the disbursements, charging the appropriate general ledger
accounts. The total amount of cash and the substantiating vouchers
should always equal the total fixed amount of money set aside in the
Petty Cash Fund.
For PCNA ISU KP, the limit of imprest account has been set at Rs.
100,000 (one hundred thousand).
Approver (Project Coordinator/Director):
The individual responsible for ensuring that all expenditures from
Petty Cash Fund are in compliance with Project Petty Cash Policy and
sponsor guidelines. This individual must have appropriate
authorization.
Financial Management Specialist |PCNA
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SOPs for Petty Cash Fund
3. Purpose and Use
of Petty Cash Fund:
3.1The use of an imprest Petty Cash Fund is regulated under Para 132
of the General Financial Rules Volume-I read with Para 10 of the
Financial Management Manual Multi Donor Trust Fund. The Petty
Cash Fund should be disbursed only for minor expenses that are valid
and for which appropriate documentation is supplied. Expenses that
may be reimbursed from the imprest Petty Cash Fund include, but are
not limited to, the following:

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




Small office supplies and repairs of vehicles with a total value
of Rs.5,000 or less per order, provided the items are not
obtainable through any of the Project’s regular procurement
methods;
Refreshments or meals in connection with business meetings or
events;
Travel expenses under Rs.5000 (e.g., taxi fare, parking fees,
tolls, business mileage when personal vehicle is used)
Note: Per diem allowances are not reimbursed through the
imprest Petty Cash Fund.
Small communication expenses;
Trainings, Workshops and Conferences (minor expenses); and
Other miscellaneous small cash expenses.
Utility bills.
3.2 Expenses that may not be reimbursed from the Petty Cash Fund
include, but are not limited to:





Expenses that do not comply with the Project Financial
Management Manual(e.g., personal expenses, any fraudulent
and illegal expense, expenses that will be reimbursed from
another source)
Purchases in excess of Rs.5,000 per order (reimbursements for
such purchases should be processed through Assignment
Account)
Travel expenses over Rs.5,000 (reimbursement should be
processed through Assignment Account)
Expenses related to travel for which a cash advance was
previously requested, and issued, by submitting a Cash Advance
Request Form to Assignment Account (reimbursement should
be processed through Assignment Account in order for this cash
advance to be cleared)
The Petty Cash Fund may not be used to cash cheques of any
kind or to grant salary advances to Project employees.
Financial Management Specialist |PCNA
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SOPs for Petty Cash Fund
4. Establishing an
Imprest Petty Cash
Fund:-
4.1To establish a Petty Cash Fund for MDTF funded Projects, the
Custodian of the Petty Cash Fund shall adopt the following
procedure:
 Complete a Request to establish a Petty Cash Fund Form (see
“Forms” section of this document). Be sure to provide the
following:




Purpose for establishing the fund;
The amount of the Fund being established;
Maximum single Petty Cash transaction limit;
Types of minor expenditure that the Petty Cash Advance can
be used for;
 The names of the Custodian and the Alternate Custodian who
shall be responsible for managing the fund; and,
 The approval of the Project Coordinator/Director.
Note: Only employees of the Project may be designated as
Custodian or Alternate Custodian.

Submit the approved form complete in all respect to the
Finance Unit of the Project.
4.2 The Finance unit shall:
 Evaluate the purpose for which the Fund is being established,
the appropriateness of the amount requested, measures
taken to safeguard the fund, etc;
 Notify the name of the Custodian of the Petty Cash Fund;
 Notify formal sanction of establishment of Petty Cash Fund;
and
 Issue cheque from the Project Assignment Account in the
name of Custodian of the Petty Cash Fund.
4.3For PCNA ISU KP, the Project Accountant will be the Custodian of
the Petty Cash Fund and shall:
 encash the cheque;
 maintain Petty Cash Book; and
 record all transactions in the Petty Cash Book as they occur
and calculate a running balance of the remaining funds of the
Petty Cash Advance.
Financial Management Specialist |PCNA
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SOPs for Petty Cash Fund
5. Petty Cash Fund
Administration:
Custodian of Petty Cash Fund:
5.1.1The imprest Petty Cash Fund is the property of the MDTF projects
and must be used in accordance with its applicable policies. It should
be under the control solely of the Custodian named on the request
form or, in his/her absence, the Alternate Custodian also identified on
the form. In the absence of both, any individual who assumes
management of the fund on a temporary basis becomes the Fund
Custodian.
Changing the Custodian/Alternate Custodian:
5.1.2 In case of the Custodian’s absence, the individual named as
Alternate Custodian on the Request to Establish a Petty Cash Fund
form should take over management of the Fund. If a Petty Cash Fund
is permanently transferred to a new Custodian, or when a new
Alternate Custodian needs to be named, the Project
Coordinator/Director should inform the Finance Unit in writing. Also,
Project Coordinator/Director should immediately inform Finance Unit
when a Custodian ceases to be a regular employee of the project.
Increasing, Decreasing Petty Cash Fund:5.1.3 An imprest Petty Cash Fund may be decreased or increased at
any time keeping in view requirements of the project. The procedures
detailed for establishing a Petty Cash Fund shall apply:
Terminating a Petty Cash Fund:
5.1.4 An imprest Petty Cash Fund may be terminated at any time by
submitting a written notice to Finance Unit specifying that the Fund is
being terminated. When terminating a Fund, the Custodian should
ensure that the following are satisfied:

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outstanding requests are paid;
receipts and cash on hand are reconciled;
all logs and reconciliation records are on file in case of audit
review;
original amount of the fund in full is adjusted; and,
Finance Unit is notified in writing and provided with the final
reconciliation form and the record of the adjustment bill.
Safeguard:
5.1.5 The amount of petty cash will be kept in a strong vault.
Financial Management Specialist |PCNA
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SOPs for Petty Cash Fund
Lost or Stolen Petty Cash Fund:
5.1.6In the event of theft or loss of the Petty Cash amount, the
Financial Management Specialist and Internal Auditors should be
notified immediately. An investigation shall be conducted by the
competent authority.
5.2Using Petty Cash:
5.2.1A Payment Voucher on prescribed form (see forms section)
with supporting documents such as an original receipt or invoice
must be signed and dated by the applicant requesting payment.
5.2.2The Custodian shall complete the payment voucher and shall:
 Check supporting documents, Budget availability, Signature of
the Applicant requesting payment;
 Enter the correct object code(s), and sequentially number the
Payment Voucher;
 Deduct income tax, sales tax wherever applicable
5.2.3The delegated officer (Project Coordinator/ Director) shall
satisfy himself/herself about the appropriateness of the claim and
approve the Petty Cash voucher.
5.2.4When approved, the payment from the Petty Cash fund may
be made by the Petty Cash Custodian, who must obtain the
signature of the recipient on the Payment Voucher as evidence of
them receiving the cash.
5.2.5The Custodian of the Petty Cash Fund shall record the
expenditure in the Petty Cash Book, and file the Payment Voucher.
5.3At regular intervals (daily or weekly), the Petty Cash Fund must be
reconciled, and the expenditure posted to the General Ledger:



The Petty Cash Book balance must be reconciled to the cash
funds and Petty Cash Vouchers held.
The petty cash expenses in the Petty Cash Book must be
summarized by account and a posting summary must be
prepared.
If the balance of the Petty Cash Fund is less than the amount
that has been determined by the Financial Management
Specialist in the Petty Cash Instructions, then action should be
taken to replenish the Petty Cash Fund (see below).
Financial Management Specialist |PCNA
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SOPs for Petty Cash Fund
After review and approval of the reconciliation and the posting
summary by the relevant delegated officer, the expenditure from the
petty cash posting summary is posted to the relevant ledger accounts
and Petty Cash Log.
Financial Management Specialist |PCNA
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SOPs for Petty Cash Fund
6. Petty Cash
Replenishment:
The Petty Cash Fund is required to be replenished at least once a
month. It is important to replenish petty cash monthly to allow
expenditures to be recorded in the month in which they occurred,
regardless if funds are low.
There are four phases to replenish Petty Cash Fund:
 documentation review and cash analysis;
 paperwork preparation;
 authorization from the Approver; and
 Pre-audit by Finance Unit.
Documentation Review and Cash Analysis
6.1 The first step in replenishing the Petty Cash Fund is reviewing the
petty cash documentation and counting the cash on hand. The review
of the petty cash documentation provides the Custodian with the
opportunity to verify that the information received at the time of
reimbursement was correct. Below are the steps the Custodian must
complete during the review phase of replenishment.
 Gather all petty cash voucher slips, supporting receipts, and
the petty cash box for review. Perform a second review of all
the petty cash expenditures verifying that all charges are
reasonable, allocable, allowable, and consistent.
 Separate all of the expenditures by fund and object code.
 Complete a Petty Cash Replenishment form.
Note: Transactions with the same object code and fund may be
listed on a single line item on the request for replenishment
form.
 Count the cash on hand.
 Sign, date, and copy the form and all supporting
documentation for the department’s records.
 Submit the Petty Cash Replenishment form and supporting
documentation to the Approver for review and approval.
Note: The Custodian should obtain a copy of the approved front
page of the Petty Cash Replenishment form and add to his
record.
6.2 Authorization by Approver:
Before the Approver can authorize the request for petty cash
replenishment, he/she must complete the following steps:
 Perform a review of all the petty cash expenditures verifying
all charges are reasonable, allocable, allowable, and
consistent.
 Sign and emboss the Petty Cash Replenishment form to certify
the accuracy of the charges and approve the request for cash.
 Sanction the expenditure included in the Replenishment form.
Financial Management Specialist |PCNA
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SOPs for Petty Cash Fund

Sent the Petty Cash Replenishment form and supporting
documentation including sanction to Finance Unit for PreAudit.
6.3 Pre-Audit By Finance Unit:
6.3.1Every claim voucher (bill) must be pre-audited by a certifying
officer in the Finance/ Accounts section. The pre-audit process
comprises two functions, namely a verification function and an audit
function. The Certifying Officer shall:
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Ensure that the claim voucher has been approved by a
delegated approving authority;
Certify the validity of claim voucher;
Ensure that it correctly identified the object code to which it
will be charged;
Check that funds are available under the relevant object to
make payment;
Check that sanction is accorded by the authority who has been
delegated Financial Powers;
Check that arithmetic calculations of the voucher are correct;
Deduct income tax, sales tax where applicable; and
Verify the actual payees receipts attached with the voucher.
6.3.2The claim voucher (bill) should be authorized for payment after
it is pre-audited.
6.3.3The payment is authorized by the authorizing officer by
recording a ‘pay order’ on the claim voucher in writing, noting the
amount for which the claim has been passed in figures and in words.



All payments should be recorded in appropriation register as
expenditure, classified as per Chart of Account, under
appropriate object code.
No payment exceeding the value of available funds can be
passed for payment.
Project Accountant shall issue the cheque in the name of
Custodian of the Petty Cash Fund.
Financial Management Specialist |PCNA
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SOPs for Petty Cash Fund
7. Record Retention
7.1 The Project and both the Internal/External Auditors require that
records related to the reimbursement of business expenses incurred
by Project employees must be retained for a prescribed length of
time. In case of audit, these records provide the materials that
support the expenditures.
7.2 The Finance Unit is responsible for maintaining and retaining such
records as those listed below for the period of time required by law,
and for making them readily available for audit. Other records related
to Petty Cash Fund transactions that are not submitted to the Finance
Unit should be retained by Custodian.
7.3 Records related to Petty Cash Fund transactions that are retained
by the Finance Unit include:




Original receipts or other documentation that support the
validity of the expenses being reported for reimbursement;
Request for reimbursement forms;
Attachments such as the Expense Breakdown Sheet; and,
Any memo that may have been necessary to support the
request for reimbursement from the Fund.
7.4Records related to Petty Cash Fund transactions that are not
submitted to the Finance Unit and which local Custodian is advised to
maintain include:
 Petty Cash Fund Log;
 Any petty cash voucher or form established for internal use by
local units;
 Petty Cash Book; and
 Stock Register.
7.5 Accounting record for the petty cash needs to be maintained in Pak
Rupees and US Dollars.
Financial Management Specialist |PCNA
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SOPs for Petty Cash Fund
8. Roles and Responsibilities:
The major responsibilities each party has for management of Petty Cash Fund of the MDTF funded
Projects are as follows:
Project
 Review requisitions for appropriateness of expenses;
Coordinator/Director:
 Know what expenditures are allowed for particular account;
 Approve establishment/Replenishment of Petty Cash Fund; and
 Sanction expenditure.
Financial Management
Specialist/ Finance
officer of the Project:

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
Project Accountant:
Fund Custodians:
Review requests to establish Petty Cash Fund.
Ensure that appropriate accounts are used for the Fund.
Train Project Staff on their responsibilities related to the Fund
disbursement and maintenance.
Ensure that employees understand and comply with rules,
regulations, and policies governing project expenses and expense
reimbursement.
Review requisitions for appropriateness of purchases and of charges
to specific accounts.
Advise on proper charging of expenditures.
Review and investigate when necessary to determine and ensure
that project procedures related to imprest Petty Cash Fund are
adhered to.
Authorize payments.
 Ensure that expenses reported by Fund Custodian are supported by
receipts or other appropriate documentation and that replenishment
requests have appropriate approvals and are promptly responded to;
 Pre-audits all expenditures for payment;
 Enter the expenditure in the appropriation register; and
 Record pay order on the claim voucher noting the amount for which
the claim has been passed in figures and in words.
 Ensure that Petty Cash is kept in a safe place, maintained properly,
and disbursed appropriately;
 ensure that every requisition is supported by appropriate
documentation;
 maintain the Petty Cash Fund Cash Book;
 Reconcile the Petty Cash Account monthly;
 Submit Replenishment requests to the Project Coordinator/Director at
regular intervals; and
 Retain the record.
Financial Management Specialist |PCNA
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SOPs for Petty Cash Fund
Internal Audit:
Individual Requesting
Reimbursement from
the Petty Cash Fund:
Review and investigate when necessary to determine and ensure that
Project policies and procedures related to imprest Petty Cash Funds are
adhered to.




Ensure that expenses are valid and permissible;
provide proper documentation for expenses incurred; and
provide the correct object to which expenses should be charged;
acknowledge the amount received from Petty Cash Custodian
Financial Management Specialist |PCNA
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SOPs for Petty Cash Fund
Appendix A- Petty Cash Forms:
Appendix A provides a copy of all the forms needed to manage the Petty Cash Fund. The forms
noted in this document, listed below, are available at the Finance Section or PCNA website
(pcna.gkp.pk)
Form
Use
Request to Establish a Petty
Cash Fund (PCNA-PCF01)

To establish an imprest Petty Cash Fund;
Expense Replenishment
Form: (PCNA-PCF 02)

To report all expenses paid through the imprest Petty Cash
Fund and to request replenishment from the Project
Assignment Account.
Petty Cash Fund Transfer of
Custodian Responsibilities
(PCNA-PCF 03)

To be used at the time of transfer of the Custodian of
Petty Cash Fund.
Petty Cash Fund
Reconciliation Form
(PCNA-PCF 04)

To report the status of the fund by noting total cash on
hand and total receipts paid from the fund.
Petty Cash Fund Log
(PCNA-PCF 05)

To record Petty Cash Fund transactions.
Petty Cash Voucher
(PCNA-PCF 06)

To be used for payment from the Petty Cash Fund.
Financial Management Specialist |PCNA
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SOPs for Petty Cash Fund
PCNA GSP ISU
P & D Department Khyber Pakhtunkhwa
Form PCNA-PCF-01
PETTY CAHS FUND (IMPREST) START UP FORM
Use this form when requesting to establish an imprest petty cash fund for your Project.
1. Submit completed form to the Finance Unit of the Project..
For guidance on the establishment, use and maintenance of imprest petty cash funds, refer to the Petty Cash Funds (Imprest)SOPs of the MDTF
Projects available on (http/:pcna.gkp.pk)
PETTY CASH FUND NUMBER(For
General and Restricted Accounting use)
PROJECT
ASSIGNMENT ACCOUNT NO.
AMOUNT
PURPOSE OF THE FUND(Describe the nature of expenses that will be paid using the fund)
ESTIMATED TWO-WEEK USE OF FUND
IF APPLICABLE FUND END DATE AND PROJECT NUMBER
JUSTIFICATION FOR ESTABLISHING THE FUND(Explain why Assignment Account cannot be utilized for Petty Cash
requirements)
MEASURES TAKEN TO SAFEGUARD THE FUND
SIGNATURE OF CUSTODIAN
SIGNATURE OF APPROVER
OFFICE STAMP:
For Use of Finance Unit
Passed for Rs.___________________ (Rupees.____________________________________________)
Signature of Project Accountant
Signature of Financial Management Specialist
Date
Cheque issued No.______________________ date___________________ Rs.________________
Cheque acknowledge by :_________________________ Date:_____________________________
Financial Management Specialist |PCNA
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SOPs for Petty Cash Fund
PCNA GSP ISU
P & D Department Khyber Pakhtunkhwa
Form PCNA-PCF-02
Replenishment
PETTY CASH FUNDS (IMPREST)
This form is to be used by MDTF funded Projects employees to request replenishment for an existing petty cash fund. Submit
completed form to the Finance Unit of the project
For guidance, refer to the Petty Cash Fund SOPs of the MDTF funded Projects at (www.pcna.gkp.pk).
PETTY CASH CUSTODIAN INFORMATION
1. CUSTODIAN’S FULL NAME
2. Voucher No.
Dated:
3. PROJECT ADDRESS
EXPENSE/ACCOUNT DETAILS
REQUEST TO REPLENISH EXISTING IMPREST PETTY
CASH FUNDS
ASSIGNMNET
ACCOUNT No.
FUND
PROJECT
6. AMOUNT
Rs.
7. DESCRIPTION/Object Code.
GROSS
AMOUNT
8.DEDUCTIONS
INCOME TAX
SALES TAX
TOTAL
DEDUCTIONS
9. NET
AMOUNT
A03205 Courier service
A03301 Gas
A03303 Electricity
A03603 Motor Vehicles Registration
A03806 Transportation of Goods
A03807 POL
A03808 Conveyance charges
A03809 CNG charges
A03901 Stationary
A03905 News papers, Periodicals, Books
A06301 Entertainment
A09802 Purchase of other assets
A13001Repair of Vehicles
A13101 Repair Machinery & Equipment
A13201 Repair of Furniture and fixtures
A13199 Repair others
A13701 Repair of Computers
A13703 Repair of IT Equipments
A13801 Maintenance of Garden
10. TOTAL AMOUNT OF REIMBURSEMENT (IN WORDS)
Financial Management Specialist |PCNA
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SOPs for Petty Cash Fund
12. SIGNATURES/APPROVALS:I, the Petty Cash Custodian, certify that the charges reported here are correct and that I am not claiming
SIGNATURE OF CUSTODIAN
reimbursement from other sources for the same.
EMAIL ADDRESS OF CUSTODIAN
NAME OF APPROVER
SIGNATURE OF APPROVER
Official Stamp:
Official Stamp:
Finance/Accounts Section use only
Appropriation for the year:
Budget Allocation:
________________
Rs.________________
Expenditure including this bill: Rs.________________
Balance:
Rs._______________
Passed for Rs.____________________ (Rupees.______________________________________)
Project Accountant
Financial Management Specialist/Finance Officer
Cheque issued. No.______________________ date:_______________ Amount:_____________
Project Accountant
Acknowledgement/Receipt
Received by:_____________________ Signature:_____________________ Date:_________
Financial Management Specialist |PCNA
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SOPs for Petty Cash Fund
PCNA GSP ISU KP PCNA GSP ISU
Form PCNA-PCF-03
P & D Department Khyber Pakhtunkhwa
Finance/Accounts Section
PETTY CASH FUND TRANSFER OF CUSTODIAL RESPONSIBILITIES
Petty Cash Fund
Location: _______________________________
Effective Date: _________________
Amount Rs. _____________________________
Object: ____________________________________
Reference No. ________________
(Finance Unit use only)
Former Custodian: _____________________________ _________________________________
PRINT NAME
New Custodian:
SIGNATURE
_____________________________ _____________________________
PRINT NAME
SIGNATURE
Your signature indicates that you:
1. have confirmed the amount above
2. have acknowledged that the individual receiving the fund is authorized to manage the fund, and
3. understand that the site fund is subject to routine audits by the Internal/External Auditor.
Project Coordinator/Director
Approval:
________________________________
PRINT NAM E
_____________________________
SIGNATURE
Your signature indicates that you:
1. have witnessed the transfer of the above funds,
2. have acknowledged that the individual receiving the fund is authorized to manage the fund, and
3. understand that the site fund is subject to routine audits by the Internal /External Auditor.
Finance Officer
Approval:
_______________________ ____________________
PRINT NAM E
SIGNATURE
________________
DATE
Financial Management Specialist |PCNA
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SOPs for Petty Cash Fund
PCNA GSP ISU
P & D Department Khyber Pakhtunkhwa
Form PCNA-PCF-04
PETTY CASH FUND RECONCILIATION FORM
____________________________
MONTHLYREPORT TO PROJECT Coordinator/Director
DATE
__________________________________
PETTY CASH FUND NUMBER
TRANSFER OF CUSTODIANSHIP
FROM: _________________________________
__________________________________
PROJECT
TO: _________________________________
Description
AMOUNT
Cash on Hand
Rs.
Receipts on Hand
Rs.
Total Cash and Receipts
Petty Cash Fund Original Amount
Rs.
Difference
Rs.
Rs.
REASONS FOR DIFFERENCE (IF ANY):
SIGNATURES
I have verified fund status and agree to this
Reconciliation report:
I have verified fund status, agree to this reconciliation
report, and assume management of the fund:
_________________________________________
Project Coordinator/Director Signature
______________________________________________
Custodian Assuming Fund Management
Financial Management Specialist |PCNA
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SOPs for Petty Cash Fund
Form PCNA-PCF-05
PETTY CASH FUND LOG
____________________________
PETTY CASH FUND NUMBER
DATE
NAME OF RECIPIENT
________________________________
PROJECT
SIGNATURE OF
RECEPIENT
TYPE OF EXPENSE
________________________________
CUSTODIAN SIGNATURE
AMOUNT
DISBURSED
Financial Management Specialist | Appendix A- Petty Cash Forms:
_____________________________
DATE RANGE
EXCESS CASH
RECIPIENT INITIAL
RETURNED
(IF APPLICATBLE)
(UPON RETURN OF
EXCESS CASH)
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OBJECT
SOPs for Petty Cash Fund
PCNA GSP ISU
P & D Department Khyber Pakhtunkhwa
Form PCNA-PCF-06
Petty Cash Voucher N0.
Date:
Description
Amount in Rupees
Total
TOTAL AMOUNT IN WORDS RUPEES.
SIGNATURE OF THE CLAIMANT:________________________________
CHECKED BY PETTY CASH FUND CUSTODIAN:_______________________________________
AUTHORIZED BY PROJECT COORDINATOR/DIRECTOR:_________________________________
PAYMENT ACKNOWLEDGED BY:__________________________________________________
Financial Management Specialist | Appendix A- Petty Cash Forms:
20
SOPs for Petty Cash Fund
Appendix B- Petty Cash Process Snapshot
Step 1
Claimant to fill the Form PCNA-PCF-06 (see page 23) and submit to the custodian (Project
Accountant). Supporting documents should be attached with the Form.
Step 2
Custodian will process the request and obtain approval of the Coordinator. Petty cash
payments will usually processed within a day but in some cases it can take maximum of 3
days.
Step 3
Custodian will make payment to the claimant and will obtain recipient
acknowledgement. No other person can receive cash on behalf of the claimant.
Step 4
In case of advance, the claimant shall submit adjustment of advance within 3 days
including actual invoices/ bills for expenditure incurred and the remaining balance
amount, if any, shall be refunded to the custodian. The custodian will provide the refund
receipt in case of balance refunded. In case the actual expenditure is more than the
amount of advance, custodian will pay the balance amount to the claimant after
obtaining approval for the coordinator.
Note: Form PCNA-PCF-06 will be used for reimbursement of expenditure already incurred by the
claimant, advance requested by the claimant and the adjustment of advance received.
Financial Management Specialist |PCNA
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