Petty Cash Voucher (Malaysia)
PETTY CASH VOUCHER
PETTY CASH VOUCHER
[Company Name] | [Department]
Voucher No.: [Voucher Number] | Date: [Voucher Date]
Payment Details
Payee / Recipient: [Payee Name]
Amount: [Amount Paid]
([Amount In Words])
Purpose of Payment: [Expense Purpose]
Expense Category: [Expense Category]
Supporting Receipt: [Receipt Reference]
[Running Balance]
Imprest System Note
This Petty Cash Voucher is issued under the imprest petty cash system maintained by [Company Name]. The petty cash float is maintained at [Imprest Amount]. Each disbursement is recorded by a numbered Petty Cash Voucher with supporting receipt. When the float falls below the replenishment threshold, all vouchers are submitted to the Finance Department for reimbursement to restore the float to [Imprest Amount].
This voucher forms part of [Company Name]'s accounting records under Section 82 of the Income Tax Act 1967 (Act 53) and Section 245 of the Companies Act 2016 (Act 777). Expenses must satisfy Section 33 of the Income Tax Act 1967 — wholly and exclusively incurred in the production of business income.
Authorisation Signatures
RECEIVED / SPENT BY: [Received By]
Signature: ___________________________ Date: ___________________________
APPROVED BY (Custodian / Supervisor): [Approved By]
Signature: ___________________________ Date: ___________________________
CHECKED BY (Finance Officer on reimbursement): ___________________________
Signature: ___________________________ Date: ___________________________
Received / Spent By
________________
Signature
Approved By (Custodian)
________________
Signature
What Is a Petty Cash Voucher (Malaysia)?
A Petty Cash Voucher in Malaysia documents the transaction and the approvals attached to the disbursement or delivery.
Under the imprest system, the petty cash custodian holds a fixed float (e.g., RM500 or RM1,000). Each time a payment is made from the float, a Petty Cash Voucher is filled out recording the amount, purpose, and payee. When the float is depleted to a reimbursement level, the vouchers are submitted to the finance department, which issues a reimbursement Payment Voucher to restore the float to its original amount. This creates a continuous accounting cycle with a complete document trail.
Petty Cash Vouchers form part of a company's accounting records required under Section 82 of the Income Tax Act 1967 (Act 53) and Section 245 of the Companies Act 2016 (Act 777). The Inland Revenue Board of Malaysia (LHDN) may examine petty cash vouchers during tax audits to verify that petty cash expenses claimed as business deductions are supported by proper records and receipts. Missing or unsigned petty cash vouchers may result in LHDN disallowing the claimed expense.
For companies with SST registration under the Service Tax Act 2018 (Act 807), petty cash purchases from SST-registered suppliers may include service tax — the supporting receipt should show the SST component, though input tax credits on petty cash purchases are generally not claimed due to their small individual value and administrative complexity.
The legal framework governing the Petty Cash Voucher (Malaysia) in Malaysia draws on several key statutes and regulatory bodies. Under Malaysian law, the Contracts Act 1950 (Act 136) governs contractual obligations. The Companies Act 2016 (Act 777) regulates corporate entities through the Companies Commission of Malaysia (SSM). The Employment Act 1955 (Act 265) and the Department of Labour govern employment matters. The Personal Data Protection Act 2010 (Act 709) and the Personal Data Protection Department protect personal data. The Inland Revenue Board of Malaysia (LHDN) administers tax obligations. The Industrial Court adjudicates employment disputes under the Industrial Relations Act 1967 (Act 177). Parties executing a Petty Cash Voucher (Malaysia) in Malaysia should confirm the document reflects current law, including any amendments enacted since the original drafting date. The Companies Act 2016 (Act 777) sets the foundational requirements.
When Do You Need a Petty Cash Voucher (Malaysia)?
A Petty Cash Voucher in Malaysia is used for every payment made from a company's petty cash float.
A Petty Cash Voucher is needed when an office administrator or accounts clerk pays for stationery, printer cartridges, or small office supplies from the petty cash float — the voucher references the shop receipt, records the amount, and is signed by the custodian.
A Petty Cash Voucher is required when a Malaysian company reimburses an employee for a small business expense paid from the employee's personal funds — such as a taxi fare, parking fee, or refreshments for a business meeting — with the employee submitting receipts and the petty cash voucher authorising the reimbursement.
A Petty Cash Voucher is needed when a company pays a courier service, despatch rider, or urgent transport cost from the petty cash fund, with the receipt from the service provider attached to the voucher as supporting documentation.
A Petty Cash Voucher is required when a Malaysian SME maintains a petty cash fund at a remote office or factory location, and local supervisors need to pay for minor maintenance, cleaning supplies, or emergency repairs — the voucher confirms accountability and creates a record for the central finance department's reconciliation.
A Petty Cash Voucher is needed at month-end or quarter-end when the petty cash custodian reconciles the fund balance — each unexplained difference between the cash on hand and the opening balance less total vouchers is investigated, and the reconciliation is presented to the finance manager for approval.
Parties in Malaysia should prepare a Petty Cash Voucher (Malaysia) proactively rather than waiting for a dispute to arise. Courts interpret agreements based on the written terms rather than oral representations. Under Malaysian law, the Contracts Act 1950 (Act 136) governs contractual obligations. The Companies Act 2016 (Act 777) regulates corporate entities through the Companies Commission of Malaysia (SSM). The Employment Act 1955 (Act 265) and the Department of Labour govern employment matters. The Personal Data Protection Act 2010 (Act 709) and the Personal Data Protection Department protect personal data. The Inland Revenue Board of Malaysia (LHDN) administers tax obligations. The Industrial Court adjudicates employment disputes under the Industrial Relations Act 1967 (Act 177). Where the transaction involves regulated activities, prior approval from the relevant authority may be required before execution.
What to Include in Your Petty Cash Voucher (Malaysia)
A Malaysia Petty Cash Voucher must include the following essential fields.
Voucher Number: A sequential Petty Cash Voucher number for tracking and reconciliation. Numbering must be continuous — gaps suggest missing or destroyed vouchers.
Date: The date on which the petty cash payment was made.
Payee / Recipient: The name of the person or shop that received the payment — either an external vendor or an employee being reimbursed.
Amount Paid: The amount disbursed in Malaysian Ringgit (RM), in both numerals and words for clarity.
Purpose / Description: A brief description of the expense — e.g., 'Stationery — A4 paper and envelopes', 'Taxi fare to KLCC for client meeting', 'Courier charges — document delivery to SSM'. This determines the accounting ledger code.
Receipt / Supporting Document Reference: Note whether a receipt or other supporting document is attached — e.g., 'Receipt attached: Kedai Alat Tulis ABC, RM 23.50'. LHDN auditors require supporting receipts for petty cash expenses claimed as business deductions.
Authorisation Signatures: Include spaces for: (1) prepared by / received by (the person who spent the money); (2) approved by (the petty cash custodian or supervisor); and (3) checked by (finance officer on reimbursement). Two signatures are the minimum internal control for petty cash.
Cumulative Running Balance: Some petty cash vouchers include a running total of payments and the remaining float balance after each disbursement — this helps the custodian monitor when a reimbursement request is due.
Additional compliance elements for a Petty Cash Voucher (Malaysia) used in Malaysia include: Under Malaysian law, the Contracts Act 1950 (Act 136) governs contractual obligations. The Companies Act 2016 (Act 777) regulates corporate entities through the Companies Commission of Malaysia (SSM). The Employment Act 1955 (Act 265) and the Department of Labour govern employment matters. The Personal Data Protection Act 2010 (Act 709) and the Personal Data Protection Department protect personal data. The Inland Revenue Board of Malaysia (LHDN) administers tax obligations. The Industrial Court adjudicates employment disputes under the Industrial Relations Act 1967 (Act 177). Forms-legal.com provides this template as a starting point for Malaysia-compliant documentation.
Cite this page
Reference this free template in an article, syllabus, or research note:
Forms Legal. (2026). Petty Cash Voucher (Malaysia) (Malaysia) [Legal document template]. Forms Legal. https://forms-legal.com/malaysia/business/corporate/petty-cash-voucher-malaysia
"Petty Cash Voucher (Malaysia) (Malaysia)." Forms Legal, 2026, https://forms-legal.com/malaysia/business/corporate/petty-cash-voucher-malaysia.
@misc{formslegal-petty-cash-voucher-malaysia,
author = {{Forms Legal}},
title = {Petty Cash Voucher (Malaysia) (Malaysia)},
year = {2026},
howpublished = {\url{https://forms-legal.com/malaysia/business/corporate/petty-cash-voucher-malaysia}},
note = {Free legal document template. Based on Companies Act 2016 (Act 777)}
}Frequently Asked Questions
The imprest system is the standard method for managing petty cash in Malaysian companies. Under the imprest system, the petty cash fund is established at a fixed amount — for example, RM500 — at the start of each period. The custodian (typically the accounts clerk or office administrator) holds the float and pays small expenses from it, recording each payment with a signed Petty Cash Voucher and attaching the supporting receipt. When the float is reduced to a replenishment threshold (e.g., RM150 remaining), the custodian submits all vouchers to the finance department for review. The finance department verifies the vouchers, posts the expenses to the accounting ledger, and issues a cheque or bank transfer to restore the float to the original RM500. The total of vouchers plus remaining cash should always equal the imprest amount. The Malaysian Institute of Accountants (MIA) endorses the imprest system as a best practice internal control for petty cash under its members' guidelines.
Malaysian law does not prescribe a maximum limit for individual petty cash payments, but most Malaysian companies set internal limits as part of their petty cash policy — typically between RM50 and RM200 per transaction. Payments above the internal limit should be processed through the main Payment Voucher and bank transfer system rather than from petty cash. The petty cash fund size itself is set by the company based on its operational needs — commonly RM300 to RM1,500 for a small office. For income tax deduction purposes under Section 33 of the Income Tax Act 1967 (Act 53), all petty cash expenses must be wholly and exclusively incurred in the production of income, regardless of the amount. LHDN auditors have questioned petty cash expense claims where: the stated purpose is vague; no receipts are attached; or the expense does not appear to be a genuine business expense. Companies should set clear petty cash policies and ensure compliance.
Yes, a Petty Cash Voucher in Malaysia should be signed to be a valid accounting record. At minimum, the voucher should be signed by: (1) the person receiving the money or making the payment (to confirm they received the funds); and (2) the authorising person (the custodian, supervisor, or finance officer who approved the payment). Two signatures provide the minimum internal control required to prevent petty cash fraud and misappropriation. For companies subject to audit by external auditors appointed under Section 265 of the Companies Act 2016 (Act 777), auditors will test petty cash controls as part of their audit procedures — unsigned vouchers are typically flagged as control weaknesses in the management letter. For LHDN purposes under Section 82 of the Income Tax Act 1967 (Act 53), a signed voucher with a supporting receipt provides strong evidence that the expense was genuinely incurred and approved.
Petty cash expenses in Malaysia are deductible for income tax purposes under Section 33 of the Income Tax Act 1967 (Act 53) if they satisfy the basic requirement that the expense was wholly and exclusively incurred in the production of the business's income. Common deductible petty cash expenses include: office stationery and supplies; postage and courier charges; business-related taxi and parking fees; refreshments for business meetings (subject to the 50% entertainment deduction limit under Section 39 of the Income Tax Act 1967); and minor cleaning and maintenance costs. To support the deduction, each petty cash expense must be supported by a properly completed Petty Cash Voucher and a corresponding receipt or invoice. LHDN may disallow petty cash expense claims that lack proper documentation, appear non-business in nature, or are implausibly large for the stated purpose. Personal expenses accidentally paid from petty cash — such as an employee's personal lunch — should be excluded from the tax deduction claimed.
A Petty Cash Voucher (Malaysia) does not legally require a lawyer in Malaysia, and individuals and businesses may draft and execute the document independently. The Companies Act 2016 (Act 777) does not mandate legal representation for the creation or signing of this type of document. However, seeking independent legal advice from a qualified Malaysia lawyer is recommended for transactions involving substantial financial value, complex regulatory requirements, or cross-border elements where multiple legal jurisdictions may apply. A lawyer can verify that the document complies with all applicable statutory requirements, identify potential risks specific to the transaction, and confirm that the terms adequately protect the interests of all parties involved. The Federal Court of Malaysia has jurisdiction over disputes arising from this type of document, and Companies Commission of Malaysia (SSM) may impose additional compliance obligations depending on the nature of the underlying transaction. Professional legal review is particularly advisable where the document will be submitted to government agencies or used as evidence in legal proceedings.
This template is provided for informational purposes only and does not constitute legal advice. Laws vary by jurisdiction and change over time. Consult a qualified attorney for advice specific to your situation.Full disclaimer
Found an error? Let us knowRelated Documents
You may also find these documents useful:
Payment Voucher (Malaysia)
A Payment Voucher for Malaysia — an internal accounting document authorising and recording a payment made by a company to a supplier, employee, or other payee — required under the Income Tax Act 1967 and Companies Act 2016 as part of proper accounting records. Covers payment details, supporting invoice references, and authorisation signatures.
Receipt Template (Malaysia)
A Receipt Template for Malaysia issued by a seller or payee to acknowledge receipt of payment — required as a business accounting record under the Income Tax Act 1967 and Companies Act 2016. Covers the amount received, payment method, date, and the invoice or transaction it relates to.
Expense Claim Form (Malaysia)
A Malaysia-compliant Expense Claim Form for employees to submit business expense reimbursements including travel, accommodation, meals, and entertainment, with GST/SST receipt requirements and LHDN tax treatment references under the Income Tax Act 1967.
Invoice Template (Malaysia)
A standard Invoice Template for Malaysia covering the mandatory fields required for a valid tax invoice under the Income Tax Act 1967 and e-Invoicing requirements from the Inland Revenue Board of Malaysia (LHDN). Includes supplier and buyer details, SST registration, itemised goods or services, and payment terms.