Checklist template

Cash and safe controls for fuel stations

A ready-to-use checklist with 103 items in 6 sections, covering Tills, Safe drops, Safe counts, Deposits, Paid-outs, Reports. Use it as-is in Bindy, or adapt it to your own standards in minutes.

  • 6 Sections
  • 103 Items
  • 87 Yes / No checks
  • 6 Scored ratings
  • 117 Points

Use this template How audits work

1. Tills 18 items

  1. Each cashier works from an assigned till and signs on with a personal ID Yes / No 1 pt
  2. No cashier was seen ringing sales under another employee's sign-on Yes / No 1 pt
  3. The opening float count of each till in use is initialed by its cashier on today's count sheet Yes / No 1 pt
  4. The float amount matches the amount set by company policy Yes / No 1 pt
  5. Cash in the till counted during the visit is below the limit set by company policy Yes / No 1 pt
  6. Large bills are placed under the till tray or dropped straight into the safe Yes / No 1 pt
  7. The till drawer is closed between transactions Yes / No 1 pt
  8. Cash handed over for prepaid fuel is rung to the pump before the pump is authorized Yes / No 1 pt
  9. Change due on prepaid fuel that was not fully pumped is paid only from the point-of-sale refund prompt Yes / No 1 pt
  10. The till is locked or the cashier signed off when the cashier leaves the counter to clean the forecourt Yes / No 1 pt
  11. The "no sale" key requires a reason code or a manager's approval Yes / No 1 pt
  12. A surprise count of one till during the visit matched the point-of-sale reading within company tolerance Yes / No 1 pt
  13. Difference found in the surprise till count (dollars, negative for a shortage) Number
  14. Counterfeit detection pens or a detector are at each register Yes / No 1 pt
  15. A sign states that the cashier cannot change large bills at night Yes / No 1 pt
  16. The night pay window or pass-through drawer is used during the hours set by company policy Yes / No 1 pt
  17. Rolled coin and spare change are kept in the safe, not under the counter Yes / No 1 pt
  18. Till discipline observed at the counter Rating
    • Followed by every cashier 5 pts
    • Minor lapses 3 pts
    • Tills shared or left open 1 pt

2. Safe drops 16 items

  1. The cashier asked could state the till amount that triggers a safe drop Yes / No 1 pt
  2. Each drop is keyed into the point of sale or the safe keypad before the cash goes in Yes / No 1 pt
  3. Drops are placed in a sealed envelope or fed through the bill acceptor Yes / No 1 pt
  4. Each drop envelope shows the cashier, the date and the amount Yes / No 1 pt
  5. The drop slot of the safe does not allow envelopes to be fished back out Yes / No 1 pt
  6. Drops are made away from the counter queue, or when no customer is at the register Yes / No 1 pt
  7. The drop log for the last shift shows drops spread through the shift rather than one drop at the end Yes / No 1 pt
  8. Safe drops recorded on the busiest shift yesterday Number
  9. The till was within the cash limit on the 3 shift reports sampled at the times shown Yes / No 1 pt
  10. Cash from the car wash pay station is collected by two people or under camera Yes / No 1 pt
  11. Cash from the air and vacuum machines is collected on a set schedule Yes / No 1 pt
  12. Coin collected from outdoor machines is counted and recorded separately from store sales Yes / No 1 pt
  13. Collections from outdoor machines are made in daylight Yes / No 1 pt
  14. Cashiers do not carry drop envelopes off the counter in a pocket or apron Yes / No 1 pt
  15. A camera covers the safe and the drop slot Yes / No 1 pt
  16. Safe drop practice Rating
    • Frequent and recorded 5 pts
    • Recorded but infrequent 3 pts
    • Tills routinely over the limit 1 pt

3. Safe counts 18 items

  1. The safe was found locked at the time of the visit Yes / No 1 pt
  2. The time-delay on the safe is active Yes / No 1 pt
  3. A sign at the counter states that employees cannot open the time-delay safe Yes / No 1 pt
  4. The safe combination or user codes are known only to the people named in company policy Yes / No 1 pt
  5. Each safe user has a personal code on an electronic safe Yes / No 1 pt
  6. The combination or codes were changed after the last manager or key holder left Yes / No 1 pt
  7. Date of the last change of safe combination or codes Date
  8. The safe log shows a count at every shift change for the last 7 days Yes / No 1 pt
  9. The outgoing and the incoming shift lead both sign the count Yes / No 1 pt
  10. The change fund in the safe matches its set amount Yes / No 1 pt
  11. Lottery pay-out cash is counted as part of the safe fund Yes / No 1 pt
  12. A count of the safe during the visit matched the safe log Yes / No 1 pt
  13. Difference found in the safe count during the visit (dollars, negative for a shortage) Number
  14. Rolled coin in the safe is in bank-wrapped rolls or rolls initialed by the person who made them Yes / No 1 pt
  15. The safe audit report from an electronic safe is printed at each shift change Yes / No 1 pt
  16. Money orders and prepaid card stock are counted with the safe Yes / No 1 pt
  17. The office door is closed during the count Yes / No 1 pt
  18. Accuracy of the safe Rating
    • Balanced with dual sign-off 5 pts
    • Balanced but single sign-off 3 pts
    • Out of balance 1 pt

4. Deposits 17 items

  1. A deposit is prepared for every business day Yes / No 1 pt
  2. The deposit is prepared by one person and verified by a second Yes / No 1 pt
  3. The deposit amount equals the cash sales on the day report less paid-outs Yes / No 1 pt
  4. Deposit bags are sealed, tamper-evident and numbered Yes / No 1 pt
  5. The bag number is written in the deposit log Yes / No 1 pt
  6. Deposits go to the bank or the armored carrier on the schedule set by company policy Yes / No 1 pt
  7. No deposit older than the number of days allowed by policy is being held in the safe Yes / No 1 pt
  8. Deposits held in the safe at the time of the visit Number
  9. The deposit log shows bank trips at different times of day over the last 14 days Yes / No 1 pt
  10. The person who carries the deposit said the route to the bank is varied Yes / No 1 pt
  11. The deposit is carried in an unmarked bag, not in a visible bank bag Yes / No 1 pt
  12. The armored carrier's ID is checked against the carrier's list before the bags are handed over Yes / No 1 pt
  13. The armored carrier signs the deposit log for each bag collected Yes / No 1 pt
  14. Bank-validated deposit slips are matched to the deposit log within the time set by policy Yes / No 1 pt
  15. The last 10 deposits sampled were all credited by the bank for the full amount Yes / No 1 pt
  16. Deposit discrepancies notified by the bank are investigated with the cashier and the preparer Yes / No 1 pt
  17. Deposit control Rating
    • Daily, verified and reconciled to the bank 5 pts
    • Made but late or not reconciled 3 pts
    • Missing or unexplained deposits 1 pt

5. Paid-outs 16 items

  1. Every paid-out from the till has a receipt or invoice attached Yes / No 1 pt
  2. Paid-outs above the limit set by company policy carry a manager's approval Yes / No 1 pt
  3. Paid-outs are rung through the point of sale with the correct reason code Yes / No 1 pt
  4. Lottery prizes are paid only after the ticket is validated on the lottery terminal Yes / No 1 pt
  5. Lottery pay-outs on the day report match the lottery terminal report Yes / No 1 pt
  6. Vendors paid in cash sign the paid-out slip Yes / No 1 pt
  7. Refunds for prepaid fuel are supported by the pump transaction showing the volume dispensed Yes / No 1 pt
  8. Refunds for a faulty car wash are logged with the wash code Yes / No 1 pt
  9. Cash refunds to customers require a second employee or a manager's code Yes / No 1 pt
  10. Drive-offs are recorded as drive-offs, not as paid-outs or voids Yes / No 1 pt
  11. Refunds for a pump overcharge or a wrong-grade claim are approved by the manager on a signed slip Yes / No 1 pt
  12. No cash is borrowed from the till as an IOU Yes / No 1 pt
  13. Change orders from the bank are recorded as an exchange, not as a paid-out Yes / No 1 pt
  14. Paid-outs on the last full day report Number
  15. Paid-out totals for the last 4 weeks were reviewed by the manager Yes / No 1 pt
  16. Paid-out documentation in the sample reviewed Rating
    • Every paid-out supported 5 pts
    • Some receipts missing 3 pts
    • Paid-outs unsupported or unapproved 1 pt

6. Reports 18 items

  1. Each cashier's shift report is printed and signed by the cashier Yes / No 1 pt
  2. Over and short amounts are tracked by cashier Yes / No 1 pt
  3. A cashier over the tolerance on repeated shifts has a documented conversation on file Yes / No 1 pt
  4. The weekly void report by cashier carries the manager's initials for each of the last 4 weeks Yes / No 1 pt
  5. Fuel prepay cancellations listed by cashier for the last 4 weeks show the manager's note on each cashier above the site average Yes / No 1 pt
  6. The day report reconciles fuel sales paid inside with the pump totals Yes / No 1 pt
  7. Card settlement totals are matched to the processor's batch report daily Yes / No 1 pt
  8. Pay-at-pump card totals are included in the daily settlement check Yes / No 1 pt
  9. The manager reviews the exception report from head office and notes the action taken Yes / No 1 pt
  10. Daily paperwork is filed by date Yes / No 1 pt
  11. Daily paperwork is kept for the period set by company policy Yes / No 1 pt
  12. Access to the back office computer is by individual password Yes / No 1 pt
  13. Largest single cashier shortage in the last 30 days (dollars) Number
  14. Findings from the previous cash audit have been corrected Yes / No 1 pt
  15. Date of the previous cash audit Date
  16. Name of the site manager Short text
  17. Overall cash and safe control at this site Rating
    • Counts balanced, drops and deposits on time, paperwork complete 5 pts
    • Balanced, with late drops, late deposits or missing paperwork 3 pts
    • Unexplained shortage or controls not followed 1 pt
  18. Findings and corrective actions Comments

About this template

This checklist is part of the Bindy template library. Yes / No checks score 1 point when met; ratings score the points shown for each option. The overall score is the percentage of points earned, with N/A answers excluded. In Bindy you can add photos, assign corrective actions, require sign-off and compare results across sites.

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