Set clear rules for drawers, counts, drops, refunds, deposits and shortages, so cash is safe and staff are protected.
Clear cash rules protect the business and the employees: when everyone follows the same steps, it is easy to see where a difference came from.
Deducting cash shortages from wages is restricted under federal and many state laws, especially if it takes pay below minimum wage. Check before including deductions in the policy.
15 items. Complete it digitally or on paper, whichever your team prefers.
A café introduces witnessed opening and closing counts and a $300 drop limit. A recurring shortage on Tuesdays turns out to be a refund that was never approved, and the refund process is fixed.
Written cash rules make each person answerable for one drawer and add a second person to every count, so shortages can be traced instead of shared. Consistent records of counts, drops and approvals are also what an accountant or insurer will ask for after a theft or robbery.
| Who may handle cash | Shift leads and trained cashiers only |
|---|---|
| Drawer | 1 cashier per drawer, $150 starting bank |
| Counts | Open and close, with shift lead as witness |
| Cash drop | Drop to safe when drawer passes $400 |
| Voids and refunds | Manager code for anything over $25 |
| Personal money | Kept in lockers, never at the register |
| Differences | Every variance recorded; over $5 written up and reviewed weekly |
Sample for Route 66 Fuel Stop in Tulsa, Oklahoma. Small variances are still recorded but only those over $5 get a write-up, which keeps attention on patterns rather than every coin.
Restricted by federal and state law; get advice.
The cashier with a witness.
Moving excess cash from the drawer to a safe.
Weekly spot checks.
Many policies say no, because change requests are a common setup for short-change scams that confuse the cashier with fast swaps. If you allow it, have a manager make the change away from the open drawer.
Keep them with your other accounting records, which the IRS generally expects you to hold for at least three years. Many businesses keep them longer to cover audits and insurance claims.
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