Key takeaways
Fill, sign, and submit Cash Count Sheet from any browser — or have AI generate a custom version in seconds. No installs, no printing, no back-and-forth.
- The Petty Cash Count Sheet documents the physical count of a Department of Justice petty cash fund during monthly reconciliations or replenishment.
- Both the designated Fund Custodian and an independent witness must perform the count and sign the document to certify its accuracy.
- The form requires itemizing currency and coins by denomination, listing vouchers, and calculating total fund accountability against the authorized amount.
- Internal regulations require fund counts at least once per month and whenever the petty cash fund is replenished.
- Any employee accountable for the fund is personally liable for any financial shortages identified during the verification process.
- This document identifies discrepancies by comparing the total fund accountability against the original Petty Cash Fund Amount.
What is Cash Count Sheet?
Petty Cash Count Sheet is a financial document used within the U.S. Department of Justice to record the physical count of a petty cash fund during replenishment or monthly reconciliation. Its primary purpose is to ensure accountability and identify any financial discrepancies that may arise within a specific activity. The document records essential header information, including the date of the count, the name of the activity, the designated fund custodian, and the authorized petty cash fund amount to establish a clear baseline for the audit.
The document provides a structured table to itemize currency and coins by denomination and quantity, alongside a dedicated section for total vouchers. This cash count form calculates total fund accountability by combining cash on hand with itemized vouchers and comparing that sum to the authorized fund amount to determine if there is an overage or shortage. Accuracy is maintained through a verification process requiring two individuals, typically the fund custodian and an independent witness, to sign and date the completed record.
U.S. Department of Justice, Justice Management Division
Who needs the Cash Count Sheet — and who doesn't
Not everyone files Cash Count Sheet. The checklist below tells you whether it applies to your situation — and points you to the right alternative if it doesn't.
You need this Cash Count Sheet if…
- you are the designated Fund Custodian of a petty cash fund within the U.S. Department of Justice
- you are serving as an Independent Witness required to verify the physical count of currency and vouchers
- you are replenishing a petty cash fund and must document the total fund accountability and any discrepancies
- you want to use pdfFiller to electronically fill, sign, and securely store the count records to ensure compliance with internal audit requirements
You do not need this Cash Count Sheet if…
- you do not manage or oversee a petty cash fund for the Department of Justice
- you are processing financial transactions that do not involve the formal replenishment or monthly reconciliation of a petty cash fund
Why you need the Cash Count Sheet
Why people fill out Cash Count Sheet, and what tends to go wrong when they don't.
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Ensure Financial Accountability Use this form to verify the petty cash fund's balance against the authorized amount. It identifies overages or shortages, which is critical since custodians are personally liable for any fund discrepancies.
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Certify With Witnesses The sheet requires signatures from both the Fund Custodian and an Independent Witness. This dual-verification process ensures the accuracy of the count and provides a formal record of the reconciliation.
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Itemize Fund Assets Specifically record every denomination of currency and coin alongside an itemized list of vouchers. This comprehensive breakdown allows for a clear calculation of total fund accountability during replenishment or monthly reviews.
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Streamline Digital Records Use pdfFiller to complete the count sheet in your browser and add legally binding e-signatures. Secure encrypted storage ensures your financial records are protected and easily accessible for future audits.
What each section of Cash Count Sheet means
Every section explained — what it's asking, the records you'll need on hand, and the mistakes that most often cause a rejection or follow-up request.
| Form Title and Description | This section identifies the document as a Petty Cash Count Sheet and describes its official purpose for documenting fund counts at the time of replenishment. |
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| General Header Information | Filers enter the specific date of the count, the name of the designated fund custodian, the activity name, and the total authorized petty cash amount. |
| Currency and Coin Count | Users record the quantity and total value for each denomination of bills and coins, ranging from twenty-dollar bills down to one-cent pennies in the fund. |
| Fund Summary Totals | This area captures the total cash and vouchers, calculates overall fund accountability, and identifies any financial discrepancies such as overages or shortages in the balance. |
| Count Verification Signatures | Two individuals must provide their signatures, printed names, and the date to certify that they have accurately performed and witnessed the physical petty cash count. |
How to fill out Cash Count Sheet using pdfFiller
A walkthrough from the first field to the signature line. With your records in front of you, most people finish in under ten minutes.
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Open the Form Click Get Form to open the Petty Cash Count Sheet in the pdfFiller editor to begin documenting your fund replenishment or monthly reconciliation process using our intuitive online tools.
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Complete Header Information Provide the header information by clicking the text fields to enter the date of the count, the fund custodian's name, the activity name, and the total fund amount.
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Itemize Cash Denominations Itemize all currency and coins using the petty cash template table, entering the quantity for each denomination from twenty-dollar bills down to pennies to determine the total cash.
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Calculate Total Accountability Record the total for itemized vouchers and calculate the total fund accountability by adding cash and vouchers, then noting any overage or shortage compared to the fund amount.
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Add Verification Signatures Use the Sign tool to add a legally binding eSignature for both the Fund Custodian and the Independent Witness, certifying the accuracy of the count and the date.
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Save and Share Click Done to save this cash verification sheet to your secure pdfFiller account, where you can download the PDF, print it, or share it via a secure link.
Deadlines, key dates & penalties for Cash Count Sheet
When Cash Count Sheet is due, what late filing actually costs, and how to request more time if you need it.
| Internal Counting Deadlines | For internal purposes, the petty cash fund must be counted by the custodian and an independent witness at least monthly and at the time of replenishment. |
|---|---|
| Liability and Penalties | Any employee who is accountable for a petty cash fund is personally liable for any shortages that may occur. |
Related content
The forms, guides, and worksheets most filers reach for alongside Cash Count Sheet.
Key terms used in Cash Count Sheet
A one-sentence glossary of the Cash Count Sheet terms and concepts you'll see throughout this guide.
- Fund Custodian
- The designated individual responsible for managing and documenting the petty cash fund within the U.S. Department of Justice.
- Independent Witness
- A second person who verifies the accuracy of the cash count alongside the Fund Custodian.
- Total Fund Accountability
- The calculated sum of total cash and the total value of vouchers held in the fund.
- Over/Short
- The difference identified by subtracting the assigned petty cash fund amount from the total fund accountability.
- Vouchers
- Items that must be itemized on the back of the count sheet and included in the fund accountability calculation.
- Denomination
- The specific face value of each type of currency or coin being recorded in the count table.
Frequently asked questions about Cash Count Sheet
Quick answers to the questions we hear most often about completing the Cash Count Sheet.
The Petty Cash Count Sheet is used to document the physical count of a petty cash fund during replenishment or monthly reconciliation to ensure financial accountability. This document helps the U.S. Department of Justice track denominations, verify total cash against vouchers, and identify any discrepancies. You can easily fill and edit this form in your browser using pdfFiller to maintain clean financial records.
The Petty Cash Count Sheet must be signed and dated by two individuals, specifically the designated Fund Custodian and an independent witness who verifies the count. This dual-signature requirement ensures that the funds are counted accurately and provides a layer of internal control. Using pdfFiller, both parties can add a legally binding e-signature to the document quickly and securely from any device.
A petty cash fund must be counted by the custodian and an independent witness at least monthly and at the time of replenishment. Regular counts are essential for identifying overages or shortages promptly. pdfFiller allows you to save or download the finished PDF for your records or share it via a secure link with relevant department supervisors to ensure compliance with internal policies.
Any employee who is accountable for a petty cash fund is personally liable for any shortages that may occur. The count sheet includes a specific field for calculating any overage or shortage by comparing total fund accountability to the petty cash fund amount. Maintaining accurate digital records through pdfFiller can help track these balances over time and identify recurring issues in fund management.
The form includes fields for the date of count, fund custodian name, name of activity, and the total petty cash fund amount. These header details establish the context for the financial audit before the custodian begins the physical count of currency and vouchers. pdfFiller provides an easy-to-use interface to fill, edit, and manage these forms in a secure, encrypted online environment.
Total fund accountability is calculated on this form by adding the total physical cash to the total value of all itemized vouchers. This calculation ensures that the sum of physical currency and paid receipts equals the authorized fund level established for the department. You can use pdfFiller to complete this form, calculate totals, and even merge or rearrange pages if you have multiple voucher itemization sheets to attach.
The legal authority for the Petty Cash Count Sheet is derived from 31 U.S.C. § 3321 and the Treasury Financial Manual. These regulations govern the establishment and management of petty cash funds within federal agencies like the Department of Justice. Using pdfFiller ensures that your completed forms are stored in a secure environment that is compliant with SOC 2 and PCI DSS standards.
