Petty Cash

Petty Cash Expenses & Reconciliation

Petty Cash (Revised 09/01/23)
At times, you may need to make a small payment for goods or services. Petty cash is held on hand at every office and is tracked by the office administrative support staff and overseen by the local manger. Common uses for petty cash include: 
  1. Birthday cards for employees
  2. Break room supplies, such as creamer and emergency coffee
  3. Stamps and mailing supplies
  4. Copies from the courthouse or small filing fees
Individual Using Petty Cash Funds
  1. Identify the need for funds and estimate how much you will require. 
  2. Request approval from local manager
  3. Request funds from office administrative support staff and add expense to the tracking sheet found in the petty cash box. 
  4. Use funds
  5. Bring back receipt and return change and receipt to the petty cash box. Complete the tracking log with the amount spent. 
  6. If a client related expense, ensure the expense is entered into Clever Case. Expense Tracking for Clients in Clever Case (gravislaw.com)
Office Administrative Support (person responsible for tracking petty cash)
  1. Petty Cash Tracking
    1. Download a copy of the Petty Cash Tracking Log (it is suggested you use colored paper). A new log should be printed every month. 
    2. Place in or near the petty cash box
    3. When money is requested ensure, the log is completed before and after the purchase
    4. Ensure receipt and change is returned to petty cash box


  1. Reconciling Petty Cash
    1. Petty cash shall be reconciled every month on the last day of the month (or business day after) for the previous month. Even if no petty cash is used, petty cash must be reconciled every month and submitted to Finance.
    2. Download a copy of the Petty Cash Update Log (Attached). Use the excel spreadsheet to reconcile, please do not print and hand write as the formulas auto-calculate (see below for example). 
    3. In the Petty Cash Log tab, select your office location from the drop down (this will auto-set your budget for petty cash)
    4. Using the Petty Cash Tracking log found in the petty cash box, complete the line items for each expense.
    5. Verify that any client related expenses were entered in Clever Case
    6. The log will calculate the expected balance and the amount spent, etc.
    7. Count the money remaining in the petty cash box using the Change Order tab in the Petty Cash Log.
      1. If you have full change rolls, you can enter them in the # rolls column
    8. The amount in your cash box should be the same as your "Expected Balance."
      1. If there is a difference, work to locate the missing receipt or funds, reminder that the administrative support staff is responsible for ensuring that any money that is used has a receipt and change returned. 
      2. If you cannot determine why money is missing notify your manager and place a line item with the total in the Petty Cash Log indicating there are missing funds.
    9. Once all transactions are entered and it's time to submit, save the "Petty Cash Log" as a PDF
    10. Scan in all receipts for the month into a PDF and combine with the Cash Log
    11. Submit a ticket on Request Hub to request a check in the amount you need. To do so, select:  Finance > Bill Pay for Clients and Gravis > Petty Cash Disbursement. The subject should be "Petty Cash: Your Office"
    12. Attach the PDF file you made and press submit
Example of Petty Cash Log:



Example of Change Order: 



Cashing Your Check
  1. When you receive your petty cash check, you will need to take it to the issuing bank, typically Chase or Wells Fargo
  2. Tell the teller you need to cash the check to receive funds.
  3. Return to the office with the funds, count them and the balance already in the petty cash drawer to confirm accuracy
  4. If you are accumulating change, use the money rolls to store, and exchange for cash at the bank

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