Petty cash control checklist template
The petty cash control checklist template is a free, printable list of 11 checks for petty cash custodians and accounts staff in Malaysia who run an imprest float. Use it at each weekly count and replenishment. For a scored self-check with a suggested next step, take the free petty cash control check online.
What is on the checklist?
11 items from the free online assessment. Tick each item and note what is missing.
| No. | Item | Done | Notes |
|---|---|---|---|
| 1 | Keep the petty cash box locked and the key with the custodian only. | ||
| 2 | Check each claim is within the per-payment limit and allowed expense types. | ||
| 3 | Get the claimant and approver to sign every voucher. | ||
| 4 | Attach the original receipt to every voucher. | ||
| 5 | Watch for split claims on the same day or supplier. | ||
| 6 | Write each payment in the petty cash book the same day. | ||
| 7 | Count cash and vouchers against the float every week. | ||
| 8 | Report any shortage or excess to your supervisor the same day. | ||
| 9 | Prepare the replenishment request with a voucher list and get approval. | ||
| 10 | Hand over petty cash with a signed count when the custodian goes on leave. | ||
| 11 | File reconciled vouchers by month for audit. |
How do you use this checklist?
Use this checklist every week at the cash count, and again at each replenishment. Tick each of the 11 items and have the custodian and a supervisor sign the sheet.
- Custody: the box stays locked and only the custodian holds the key.
- Each claim: within limits, signed by claimant and approver, with the original receipt.
- Each week: record payments the same day and count cash and vouchers against the float.
- Each replenishment: prepare a voucher list, get approval and file reconciled vouchers by month.
For a scored result, take the free petty cash control check.
What should you do about the gaps?
Fix custody and approval gaps first, because they carry the highest risk of loss. Then tighten the records.
- Custody gaps: change the key holder or lock, and do a signed count at every handover.
- Approval gaps: write the per-payment limit and allowed expense types into your petty cash imprest system procedure.
- Shortages or excess: report them to your supervisor the same day and record the outcome.
- Read how to manage petty cash for a full routine.
Which course goes deeper?
Petty Cash Operations & Disbursement Control goes deeper into custody, vouchers and limits, and Petty Cash Reconciliation & Reporting covers counts, replenishment and reports. Together they form the Certified Petty Cash Administrator certification.
Where can you go next?
Courses, checks and reading on the same work.- CoursePetty Cash Operations & Disbursement Control
- CoursePetty Cash Reconciliation & Reporting
- CertificationCertified Petty Cash Administrator (CPCA)
- Free online assessmentDoes your petty cash always balance? Free petty cash control check
- GuideHow to manage petty cash
- Glossary termPetty cash imprest system
Which sources does this page use?
This page states no statutory figures, so it cites no official source.
Updated 20 October 2026. General information from the Certifyd team, not legal, tax or safety advice for your workplace.