Petty cash: Meaning in Film Production

Petty cash

Definition

Petty cash is a cash or card advance, called a float, given to a crew member for small production purchases like expendables, parking, or last-minute props. The crew member returns an envelope with every receipt coded to a budget account, and the accounting department reconciles it against the float before issuing more money.

Reconciling an envelope

The props department has a $500 float. After three days the prop master turns in an envelope:

Date	Vendor	Description	Account	Amount
3/16	Hardware store	Gaffer tape, zip ties	2810 Props purchases	$38.47
3/16	Grocery	Food for diner scene 14	2810 Props purchases	$112.90
3/17	Thrift store	Vintage lunchbox, hero prop	2810 Props purchases	$45.00
3/17	City lot	Parking, prop truck	3710 Parking	$24.00
3/18	Party supply	Balloons, scene 31	2810 Props purchases	$67.25
		Total receipts		$287.62

Cash returned with the envelope: $212.38.

Check: $287.62 + $212.38 = $500.00. The float balances, so accounting posts $263.62 to props purchases and $24.00 to parking, then replenishes the prop master by $287.62 to bring the float back to $500.

Rules most productions set

Floats are signed for and assigned to one person.
Every receipt is itemized; a credit card slip with only a total isn't enough.
Each receipt is coded to an account from the chart of accounts and noted with the scene or set if relevant.
No personal expenses, no alcohol unless it's a prop, and no payments to crew for labor.
Purchases above a set limit need a purchase order instead.
All floats are reconciled and returned at wrap, before final pay is released.

Where it causes trouble

Petty cash is the easiest place for a budget to leak. Envelopes that sit in a truck for two weeks mean the cost report is missing real spending, and the department looks under budget until the envelope finally arrives. Coding everything to "miscellaneous" makes the report useless. And on incentive claims, undocumented or out-of-state petty cash purchases can reduce the tax credit.

Keeping it clean

A petty cash log for each float, turned in weekly even if the envelope isn't full, keeps the reports current. The assistant accountant usually handles reconciliations, and some productions use prepaid cards with the same envelope process. Per diem is a separate payment and shouldn't come out of a department float.

Frequently asked questions

How does petty cash work on a film set?

Accounting advances a float to a department head or coordinator, who signs for it. They spend it on small items, keep receipts, code them, and turn in an envelope. Accounting checks that receipts plus remaining cash equal the float, then replenishes it.

What if a receipt is lost?

Most productions use a missing receipt form signed by the crew member and approved by a department head, with a low limit. Frequent missing receipts can mean the float is reduced or taken back.

Why do tax credit audits care about petty cash?

Incentive programs only credit spending that can be documented, and many require in-state vendors. Petty cash purchases without receipts, or bought out of state, can be disallowed.