# Event cash issue and reconciliation worksheet

Use one copy per fund. This blank form is an operations record. Finance should approve the fund rules, allowed expenses and how any in-transit replenishment is treated. Do not put attendee or card details here.

## 1. Issue and custody

| Field | Enter or check |
|---|---|
| Event / site / date / local time zone | |
| Fund type | ☐ Sales change float ☐ Petty cash for approved expenses |
| Currency and authorized opening amount | |
| Allowed purpose and approver | |
| Box/bag ID, seal number and storage location | |
| Issuer / custodian / phone or radio contact | |
| Issue time and counted amount | |
| Issuer signature / custodian signature | |

### Opening count

| Denomination | Quantity | Subtotal |
|---|---:|---:|
| | | |
| | | |
| | | |
| | | |
| **Total counted** | | |

## 2. Transfers and authorized fund changes

| Local time | Type: top-up, withdrawal, shift handoff, cashier transfer | Amount | Source/destination and reference | Outgoing person | Incoming person | Both acknowledged? |
|---|---|---:|---|---|---|---|
| | | | | | | |
| | | | | | | |

A shift handoff needs a fresh count. Record ticket-sale cash on the sales ledger, not as petty-cash income. If this float was mixed into a ticket drawer, reconcile the full drawer to sales before identifying the float to return.

## 3A. Petty-cash expense vouchers (complete only for petty cash)

| Local time | Approved purpose | Amount | Receipt/voucher reference | Recipient | Approver | Accepted by finance? |
|---|---|---:|---|---|---|---|
| | | | | | | |
| | | | | | | |
| **Total accepted vouchers** | | | | | | |

Unapproved, missing or disputed receipts stay in the exception list. Follow your finance team's rules for replenishment in transit; do not invent an expense to balance the fund.

## 3B. Sales change float (complete only for a change fund)

| Sales-drawer or cashier reference | Enter or check |
|---|---|
| Drawer and sales ledger ID | |
| Full drawer-to-ticket-sales reconciliation owner / reference | |
| Float amount separated after sales reconciliation | |
| Cash returned to finance or next custodian | |

## 4. Closing physical count

| Denomination | Quantity | Subtotal |
|---|---:|---:|
| | | |
| | | |
| | | |
| | | |
| **Total physical cash counted** | | |

| Reconciliation field | Amount / reference |
|---|---:|
| Original entrusted fund | |
| Plus documented authorized top-ups | |
| Less documented authorized withdrawals/returns | |
| **Adjusted entrusted amount** | |
| Closing physical cash | |
| Plus accepted petty-cash vouchers (petty cash only) | |
| Plus any in-transit item approved by finance | |
| **Total accounted for** | |
| **Difference: adjusted entrusted amount minus accounted for** | |

For a sales change float, the full drawer is reconciled to ticket sales separately. Do not add ticket receipts to petty-cash vouchers or treat the drawer balance as the float.

## 5. Exceptions and sign-off

| Difference or missing evidence | First count preserved? | Recount result | Investigation and source record | Owner | Due date | Resolution approved by |
|---|---|---|---|---|---|---|
| | | | | | | |

**Return time / amount / receiving person:** ______________________________

**Custodian signature / date:** ______________________________

**Receiver signature / date:** ______________________________

**Finance reviewer / decision / date:** ______________________________

**Status:** ☐ Closed and balanced ☐ Open with named owner ☐ Escalated under local policy