The role includes handling petty cash and office disbursements, so the interviewer is checking whether you understand basic imprest fund controls, documentation, and reconciliation. Trustworthiness and attention to detail are non-negotiable in this position.
Define the petty cash as a fixed imprest amount, then walk through the control cycle: requester submits a voucher, you verify a receipt, record the disbursement, keep the cash secure, and reconcile daily before topping up.
Start by explaining that a petty cash fund operates on the imprest system, meaning you keep a fixed base amount, say five thousand pesos, and every disbursement reduces the cash on hand until you replenish it back to that base. Say plainly that the key components are the physical cash itself, the signed vouchers, official receipts, and a simple logbook or spreadsheet that tracks each transaction. Then walk through your control cycle in practical terms: you only release money when the requester hands you a completed petty cash voucher with a corresponding receipt, you record the expense immediately in the logbook, and you physically lock the cash box in a drawer or cabinet when not in use. Emphasize that you reconcile daily, counting the remaining cash plus the total of unreplenished vouchers, which should always equal your fixed imprest amount. When the balance drops to around twenty percent, you prepare a replenishment request with all supporting documents and submit it for approval before topping up. In a Philippine office, be explicit that you follow the company's documented petty cash policy and DOLE guidelines on proper record keeping, and you never substitute personal memory for written documentation. Close by stating that this discipline prevents leakage, makes audits straightforward, and builds trust with management.
A common mistake is to treat petty cash loosely with lines like 'Okay lang po, kabisado ko naman ang laman ng cash box' and then not record small purchases right away. Instead, say you require a signed voucher and receipt before releasing cash, record every transaction the same day, and reconcile the balance before requesting replenishment.
Situation
During my on-the-job training as an office administration student at a medium-sized trading company, I was assigned to manage the office petty cash fund of PHP 10,000 used for jeepney fares, small office supplies, and emergency meal allowances.
Task
I had to keep the fund accurate daily and prepare it for the accountant's monthly replenishment without any shortage or overage.
Action
I kept the cash in a locked tin box, issued a pre-numbered petty cash voucher for every disbursement, required a signed receipt for every peso, and recorded each transaction in a logbook the same day. Each afternoon I counted the remaining cash and matched it against the logbook balance, investigating any difference immediately.
Result
Over a three-month period, my petty cash fund had zero variance and passed the accountant's random cash counts twice. The office manager commended the clean vouchers and asked me to train the next intern.
Petty cash survives on same-day recording and receipts for every disbursement, no exceptions.
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