The document outlines cash control guidelines and examples, focusing on accountability, safeguarding cash, accepting payments, and reconciliation processes. Key procedures include maintaining secure cash storage, utilizing point-of-sale systems for all transactions, and implementing dual controls for cash handling. It emphasizes the importance of proper cash management to prevent errors and discrepancies in financial reporting.

1. Cash Control Examples
and Guidelines

2. Tiffany Blair
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solutions.

3. Cash
Control
Examples
and
Guidelines
1. Accountability
2. Handling and Safeguarding Cash
3. Accepting Payments
4. Reconciliation
5. Separation of Duties
6. Dual Controls
7. Transporting Cash
8. Overages and Shortages
9. Example Cash Control Flow
10. Viewing and Reporting

4. Accountability

5. Accountability

6. Handling and Safeguarding Cash
• All cash, checks, and payment cards, should be kept in a locked/combination vault or safe, or, in a locked room in a locked
drawer or file cabinet, during non-business hours.
• Access to areas where cash is stored should be limited to only those employees who need access and have been designated
to have access.
• During business hours, all forms of cash should be stored in locking drawers, cash registers, and cash boxes.
• Only the cashier collecting these monies should control over this cash, and make sure that the cash is securely locked when
they take lunch, or a break.
• The cashier should have complete control and responsibility for the cash they collect during business hours.
• To reduce the risk of error, all cash should be separated according to the denomination, and should face the same direction.
• Checks, credit card receipts and any other documentation should also be kept together.
• When possible, areas that store cash should be alarmed during non-business hours.
• All types of cash should be deposited within 3 business days.

7. Accepting Payments
• All types of transactions should be input into your point-of-sale program. Transactions completed outside of the point-of-sale
program should be tracked and input into your point-of-sale program on the same day.
• Payments for goods or services can be accepted in the form of cash, checks, credit cards and gift cards.
• Payments accepted by departments without an electronic device should be tracked by pre-numbered receipts. And processed through your
point-of-sale program as soon as possible.
• When cash and coin payments are accepted as payment, they should always be recounted in front of the customer to confirm the amount
received from the customer.
• A receipt should always be given to the customer for cash payments.
• If change is given back to the customer, the change should be counted back to customer, to confirm that the correct amount is given back.
• Checks should be endorsed immediately.
• A completed credit card receipt must be retained by the cashier.
• All transactions should be processed through the point-of-sale program.

8. Reconciliation
i.e. Cashier should count and record the amount of money at the end of the
shift. Drop the bag in a secure location.
• The float should be closed out daily or the following day.
• All closed bags need to be reconciled with a second person. The bag should
be reset, and the deposit recorded.

9. Separation of Duties
The cashieraccepting the
daily paymentsprovides a
totalbefore they close their
float for the day.
This deposit goes to
anotheremployee to have
the monies confirmed,and
a departmentaldeposit
prepared with the
appropriate chart fields.
Anotheremployee must
confirm and approve the
monies in the
departmentaldeposit.
Two Cashiers in the
Cashier’s Office count the
departmentaldeposit, or it
is counted by a bank teller,
if the deposit goes directly
to the bank.
The department’s
accountantconfirms that
the deposit is booked to
the correct chart fields, and
balances to the
department’s system.

10. Dual Controls
• Dual controls should be established by
departments to ensure that two
employees count the cash, together, and
deliver deposits to the Cashier’s Office,
or the bank.

11. Transporting Cash
When the cash is
transported a minimum
of two people should be
transporting the money
to the Cashier’s Office.
Deposit should be
delivered to the Cashier’s
Office in an
inconspicuous manner.

12. Overages
and
Shortages
When an overage or shortage is
identified, a supervisor should
recount the deposit.
Check cash drawer and
surrounding areas for any lost
monies
A bag should never be over or
short more than $5.00.

13. Example Cash Control Flow
1. Start bag is signed out of safe. Cash control employee is responsible for all start bags assigned to them.
2. Float is opened by a cash control employee, this will assign a specific start bag to a specific employee, and
responsibility for the start bag is signed over to cashier.
3. Cashier will log into a Gatemaster point-of-sale. This will assign the start bag to the specific register.
4. When the cashier goes on break, the supervisor will put the float on hold, the cash will be removed from
the cash drawer and signed back into to cash control. When the break is finished, they will sign the bag
back out of cash control and return to their register.
5. At the end of a cashier’s day they will close the float. They will count and record the amount of money
received and drop in a secure location or return the bag back to cash control.
6. The bag will be reconciled by a cash control employee, the bag will be reset to the starting amount and the
bag & deposit will be signed back into the safe.

14. Viewing and Reporting
• Obtain a daily reconciliation form on which to document the cash reconciliation.
• List on the form the amount of beginning cash in the cash drawer, which may be broken down by individual type of bill and coin.
• Close out the cash register.
• List on the daily reconciliation form all cash collected, which may be broken down by individual type of bill and coin.
• Using individual cash and receipts in the cash register, summarize on the form the amount of receipts by cash, check, coupon, and credit cards.
• Using the "running totals", summarize on the form the amount of receipts by cash, check, and credit card.
• Compare the totals on the form for cash, checks, and credit card receipts that are based on individual cash drawers and workstations.
• Sign and date the form and submit to a supervisor for review.
• The supervisor reviews the reconciliation form, as well as any explanations for discrepancies, and approves the form if he or she agrees with it.
• Once approved the supervisor reconcile the differences between the two columns and enters the information into the system.
• Depending on the site operation the Staff permission may be different for the type of employee "Cashier, Managers, Supervisors ECT..
Typically final reconciliation is done by upper-management.

15. Reference Page
• https://fbs.admin.utah.edu/download/income/CashControlandDepositProcedures.pdf
• https://financial.ucsc.edu/Pages/Cash_Guide.aspx#Training_Activities
• https://financial.ucsc.edu/Pages/Principles_CashControl.aspx
• https://fmo.tamu.edu/general-accounting/sales-receivables/docs/cash-handling-
procedures/
• https://afr.fo.uiowa.edu/cash-handlling/cash-handling-deposits/cash-handling-deposit-
procedures
• https://www.bankmidwest.com/2015/07/reduce-fraud-with-cash-managements-dual-
control/

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