Every crew member who is given cash by the Producer or PM must submit all of their receipts for things they purchased with production money.
At the end of the shoot, the crew member should fill out this form, and submit it to the Producer or PM with all receipts attached.
For example: If you were given $100, you should have receipts for $100. If you didn't spend all of the money, you need to submit receipts for the money you spent, and bring back any left over cash. If you spend more than the $100 you were given by the Producer or PM, you must notify them in advance and have your excess expense approved. You will bring back the receipts for over $100, and the Producer or PM will reimburse you the amount over $100.
If you spend money over the amount you were allocated by the Producer or PM, and did not get approval of overages, you may be responsible for this purchases, and Producers and PMs may not be able to reimburse you.​
Producers and PMs - use this when you give money to someone on your crew. Have them sign and confirm that they received the funds. They can keep a copy and you should keep a copy.
Crew - if you receive cash from your producer or PM, make sure you sign this document and keep a copy of it.
You probably won't need this, but some vendors ask for Purchase Orders.
If they do, you can use this form.
The purchase order is basically a promise to pay, and instead of paying up front, the vendor will send you a bill. The bill will match up with the purchase order number.