Petty Cash Template For Non-Profit Organization

Friday, December 15th 2023. | Petty Cash Templates
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Managing the finances of a non-profit organization can be a complex task, and one important aspect is the handling of petty cash. Petty cash is a small amount of money set aside for day-to-day expenses such as office supplies, minor repairs, or emergency purchases. To keep track of these expenses, it is crucial to have a well-designed petty cash template. In this article, we will discuss the importance of a petty cash template for non-profit organizations and provide a sample template for your reference.

The Importance of a Petty Cash Template

Having a petty cash template is essential for several reasons:

1. Financial Accountability

A petty cash template helps ensure financial accountability within the organization. It provides a clear record of all petty cash transactions, including the date, purpose, and amount spent. This information is crucial for audits or when reporting to donors or funding agencies.

2. Expense Tracking

A well-designed template allows you to categorize expenses, making it easier to track where the money is being spent. This information can help identify areas where costs can be reduced or reallocated to better support the organization’s mission.

3. Budget Management

A petty cash template helps in managing the organization’s budget effectively. By recording all expenses, you can compare them against the approved budget and make necessary adjustments if needed. This ensures that the organization stays within its financial limits.

4. Reimbursement Process

A petty cash template simplifies the reimbursement process for employees or volunteers who have used their own money for organizational expenses. With a clear record of expenses, it becomes easier to calculate the amount to be reimbursed.

Petty Cash Template Sample

Here is a sample petty cash template that you can use as a starting point for your non-profit organization:

Organization Name: [Insert Non-Profit Organization Name]

Petty Cash Balance: [Insert Initial Petty Cash Balance]

Date Purpose Amount Receipt
[Insert Date] [Insert Purpose] [Insert Amount] [Insert Receipt]

Frequently Asked Questions (FAQ)

1. How often should petty cash be replenished?

It depends on the organization’s needs and the amount of petty cash available. Some organizations replenish the petty cash fund weekly or bi-weekly, while others do it monthly. It is important to establish a replenishment schedule that ensures there is enough cash on hand without risking theft or mismanagement.

2. Should petty cash transactions be approved?

Yes, all petty cash transactions should be approved by a designated authority within the organization. This helps maintain financial accountability and prevents unauthorized spending.

3. How should receipts be managed?

All petty cash transactions should be supported by receipts. These receipts should be attached to the petty cash template or stored separately in a designated folder. Keeping track of receipts helps in case of audits or when reporting to donors.

4. Can the petty cash template be customized?

Yes, the petty cash template can be customized to fit the specific needs of your non-profit organization. You can add or remove columns, change the format, or include additional information that is relevant to your organization’s financial management.

5. Should the petty cash template be shared with all employees?

No, the petty cash template should be shared only with authorized personnel who are responsible for managing the petty cash fund. This helps maintain confidentiality and prevents unauthorized access or tampering.


A well-designed petty cash template is a valuable tool for non-profit organizations. It helps maintain financial accountability, track expenses, manage budgets, and simplify the reimbursement process. By using a standardized template, organizations can ensure consistency and accuracy in their financial management. Customize the sample template provided to meet the specific needs of your organization and start effectively managing your petty cash today!


Petty cash, non-profit organization, finance management, expense tracking, budget management, reimbursement process, financial accountability, petty cash template, sample template, FAQ

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