Cash Handling Procedure template

2. Roles and responsibilities

• Till operators: responsible for their own drawer from float check to cash-up; never leave a drawer unlocked or unattended.
• Duty manager ([role]): issues floats, authorises refunds and voids above [amount], witnesses counts, and completes the daily reconciliation.
• [Name/role]: controls safe access, banking, and change orders, and investigates discrepancies above the threshold in this procedure.

3. Floats and start of shift

1. 1Collect your float ([amount]) from the duty manager and count it before your first sale.
2. 2Report any float discrepancy immediately — do not start trading on a wrong float.
3. 3Sign the float log to confirm the amount, and lock the drawer whenever you step away.
4. 4Request change from the duty manager, never from another till.

4. Till discipline during service

• One operator per drawer per shift wherever the till system allows; sign in with your own code, never someone else's.
• Close the drawer after every transaction; never process a sale with the drawer already open.
• No-sales, voids, and refunds above [amount] need duty manager authorisation at the time, logged with a reason.
• Check large notes by [method, e.g. detector pen or UV] and drop excess cash to the safe when the till holds more than [amount].
• Never count cash in view of customers or leave the till area with the drawer unlocked.

5. Cashing up

1. 1Cash up away from public view at [location], with two people wherever staffing allows.
2. 2Count the drawer, restore the float to [amount], and record takings against the till report.
3. 3Record card, voucher, and other tender totals separately and reconcile each to the till report.
4. 4Note any variance on the reconciliation sheet — never adjust a figure to make it balance.
5. 5Seal takings in [bags/pouches], sign across the seal with both counters' names, and place them in the safe.

6. Safe and banking

The safe is kept locked at all times, with access limited to [named roles]. Contents are checked against the safe log at each open and close, and the combination or keys change when an authorised holder leaves.

Banking runs happen [frequency], at varied times and routes, by [number] people wherever possible. Cash in transit is carried discreetly in [bag type]; if challenged, hand it over — no sum of money is worth an injury.

7. Discrepancies

Variances up to [amount] are recorded and monitored for patterns. Anything above that, or a repeating pattern on one till or shift, is reported to [name/role] the same day and investigated: till reports, refund and void logs, CCTV [if held], and accounts from staff on shift.

Investigations are factual, not accusatory — most discrepancies are process errors. Where evidence suggests theft, the matter moves to the disciplinary procedure. Till shortages are not deducted from pay without [name/role] checking the legal position first.

8. Records and review

Float logs, reconciliation sheets, safe logs, banking records, and authorisation logs are kept in [system/location] for [period]. They are the audit trail for your accountant, your insurer, and any investigation.

This procedure is reviewed [frequency], after any robbery, burglary, or confirmed theft, and when tills, tender types, or banking arrangements change. Owner: [name/role]. Next review due: [date].