Checklist template

Cash handling and safe drops for convenience stores

A ready-to-use checklist with 107 items in 6 sections, covering Till limits, Drops, Safe, Shift reconciliation, Paid-outs, Deposits. Use it as-is in Bindy, or adapt it to your own standards in minutes.

  • 6 Sections
  • 107 Items
  • 88 Yes / No checks
  • 6 Scored ratings
  • 118 Points

Use this template How audits work

1. Till limits 18 items

  1. The till limit set by company policy is written on the cash handling procedure kept at the register Yes / No 1 pt
  2. The cashier on duty could state the till limit for the day shift Yes / No 1 pt
  3. The cashier on duty could state the lower till limit that applies at night Yes / No 1 pt
  4. Cash counted in the main register drawer at the time of the visit (dollars) Number
  5. The cash counted in the main register drawer was at or below the till limit Yes / No 1 pt
  6. The register displays a drop reminder when the drawer passes the limit Yes / No 1 pt
  7. Large bills are dropped as soon as they are received, as observed on a sale during the visit or described by the cashier Yes / No 1 pt
  8. No bills are kept under the till insert or the coin tray Yes / No 1 pt
  9. The starting float of each drawer equals the float amount set by company policy Yes / No 1 pt
  10. Each cashier works from a drawer assigned to them alone for the shift Yes / No 1 pt
  11. Cashiers sign on with their own register code, never a shared code Yes / No 1 pt
  12. The register drawer is closed between transactions Yes / No 1 pt
  13. The drawer key is removed from the register while the store is trading Yes / No 1 pt
  14. Rolled coin kept at the register is limited to the quantity allowed by company policy Yes / No 1 pt
  15. Change is obtained from the safe's change compartment or dispenser, not from another cashier's drawer Yes / No 1 pt
  16. Bills above the denomination accepted by company policy are refused, as posted at the register Yes / No 1 pt
  17. Counterfeit detection (pen or UV light) is used on the denominations named in the procedure Yes / No 1 pt
  18. Till level compared with the limit during the visit Rating
    • At or below the limit 5 pts
    • Over the limit, one drop overdue 3 pts
    • Well over the limit, several drops overdue 1 pt

2. Drops 18 items

  1. Each drop is recorded on the register with the drop function before the cash leaves the drawer Yes / No 1 pt
  2. Each drop is placed in a drop envelope or is fed through the bill acceptor of the smart safe Yes / No 1 pt
  3. Drop envelopes show the amount, the time and the cashier's initials Yes / No 1 pt
  4. The drop log lists every drop of the current shift in time order Yes / No 1 pt
  5. Drops recorded so far on the current shift Number
  6. The drops recorded on the register match the entries of the drop log for the current shift Yes / No 1 pt
  7. Drops are made when no customer is standing at the counter Yes / No 1 pt
  8. The cashier does not count the drop on the counter top in view of customers Yes / No 1 pt
  9. Drops go straight from the drawer into the drop slot, without being set aside to drop later Yes / No 1 pt
  10. No filled drop envelope is waiting outside the safe Yes / No 1 pt
  11. Blank drop envelopes are stocked at the register Yes / No 1 pt
  12. The smart safe prints a receipt for each drop, kept with the shift paperwork Yes / No 1 pt
  13. The amount of a single drop stays within the range set by company policy Yes / No 1 pt
  14. A drop is made before each shift change so the incoming cashier starts at the float Yes / No 1 pt
  15. Checks and money orders accepted are dropped with the cash on the same shift Yes / No 1 pt
  16. Lottery and fuel prepay cash is included in the drawer total that triggers a drop Yes / No 1 pt
  17. Largest gap between two drops on the last completed shift (minutes) Number
  18. Drop discipline on the shifts reviewed Rating
    • Drops frequent and all recorded 5 pts
    • Drops made but some late or not logged 3 pts
    • Drops rarely made 1 pt

3. Safe 18 items

  1. The safe is bolted to the floor Yes / No 1 pt
  2. The safe door is closed and locked at the time of the visit Yes / No 1 pt
  3. The time-delay on the change compartment is active Yes / No 1 pt
  4. Time delay set on the safe (minutes) Number
  5. The drop compartment can be opened only by a manager or by the armored carrier Yes / No 1 pt
  6. Cashiers do not hold a key or combination to the drop compartment Yes / No 1 pt
  7. The list of people who hold the safe combination is current Yes / No 1 pt
  8. Date the safe combination was last changed Date
  9. The safe combination was changed after the last departure of a person who knew it Yes / No 1 pt
  10. The safe combination is not written down anywhere in the store Yes / No 1 pt
  11. Each person with access to the smart safe uses an individual PIN Yes / No 1 pt
  12. PINs of former employees have been deleted from the smart safe Yes / No 1 pt
  13. The change fund in the safe was counted during the visit and equals the amount on record Yes / No 1 pt
  14. Change fund counted in the safe (dollars) Number
  15. The change fund is counted and signed for at every shift change Yes / No 1 pt
  16. Only cash, change and negotiable items are kept in the safe compartments used for money Yes / No 1 pt
  17. The office door is locked whenever the safe is open Yes / No 1 pt
  18. Control of access to the safe Rating
    • Limited, current and individual 5 pts
    • Limited but list or PINs out of date 3 pts
    • Shared or uncontrolled 1 pt

4. Shift reconciliation 17 items

  1. Each cashier counts down their own drawer at the end of the shift Yes / No 1 pt
  2. The drawer is counted in the back office or away from the sales floor, not at the open register Yes / No 1 pt
  3. The shift report is printed or closed on the register before the count begins Yes / No 1 pt
  4. The count is recorded by denomination on the shift count sheet Yes / No 1 pt
  5. The cashier signs the shift count sheet Yes / No 1 pt
  6. The manager verifies the count the same day, with a signature on the sheet Yes / No 1 pt
  7. Over and short amounts are recorded for each cashier on each shift Yes / No 1 pt
  8. Over or short amount of the last completed shift (dollars) Number
  9. Shortages above the tolerance set by company policy were investigated, with notes on file Yes / No 1 pt
  10. Repeated shortages by the same cashier led to a documented conversation Yes / No 1 pt
  11. Cashiers do not make up shortages from their own pocket or keep overages Yes / No 1 pt
  12. Drawers are not carried over from one cashier to the next without a count Yes / No 1 pt
  13. Fuel sales, lottery sales and money order sales are each reconciled to their own reports Yes / No 1 pt
  14. Card settlement totals are compared with the register's card sales for the day Yes / No 1 pt
  15. Shift paperwork of the last 7 days is complete, with no missing shift Yes / No 1 pt
  16. The count sheets are filed by date in the back office Yes / No 1 pt
  17. Accuracy of shift reconciliation in the last 7 days Rating
    • Every shift within tolerance 5 pts
    • Occasional shifts outside tolerance 3 pts
    • Frequent shortages or missing paperwork 1 pt

5. Paid-outs 16 items

  1. Every paid-out is entered on the register with a paid-out reason code Yes / No 1 pt
  2. A receipt or invoice is attached to each paid-out slip Yes / No 1 pt
  3. Each paid-out slip is signed by the person who received the cash Yes / No 1 pt
  4. Paid-outs above the limit set by company policy have manager approval before the cash leaves the drawer Yes / No 1 pt
  5. Vendors paid in cash are on the list of vendors approved for cash payment Yes / No 1 pt
  6. Paid-outs for store supplies are supported by the store's purchase receipt Yes / No 1 pt
  7. No paid-out was used to cash a personal check or to give an employee an advance Yes / No 1 pt
  8. Lottery prize payouts are recorded under the lottery function, not as a paid-out Yes / No 1 pt
  9. Customer refunds are processed as refunds, not as paid-outs Yes / No 1 pt
  10. Paid-out slips are kept with the shift paperwork of the day they were made Yes / No 1 pt
  11. Paid-outs recorded in the last 7 days Number
  12. Total of paid-outs in the last 7 days (dollars) Number
  13. The paid-out total on the register matches the slips on file for 3 days sampled Yes / No 1 pt
  14. The manager reviews the paid-out report weekly, with initials on the report Yes / No 1 pt
  15. Payments to the same payee are not split into smaller paid-outs to stay under the approval limit Yes / No 1 pt
  16. Documentation of paid-outs sampled Rating
    • Every paid-out supported and approved 5 pts
    • A few slips incomplete 3 pts
    • Paid-outs unsupported 1 pt

6. Deposits 20 items

  1. The deposit is prepared by a manager or a person authorized in writing Yes / No 1 pt
  2. The deposit is prepared in the back office with the door locked Yes / No 1 pt
  3. The deposit total equals the day's drops, as shown by the deposit worksheet Yes / No 1 pt
  4. A second person verifies the deposit amount, with initials on the deposit slip Yes / No 1 pt
  5. Deposits are sealed in numbered tamper-evident bags Yes / No 1 pt
  6. The bag number is written on the deposit log Yes / No 1 pt
  7. The armored carrier's employee shows identification before the bags are handed over Yes / No 1 pt
  8. The armored carrier signs the deposit log for each bag collected Yes / No 1 pt
  9. Where an employee takes the deposit to the bank, the trip is made in daylight Yes / No 1 pt
  10. Deposits are made on every banking day Yes / No 1 pt
  11. Date of the last deposit Date
  12. Deposits prepared but not yet collected or banked at the time of the visit Number
  13. Bank-validated deposit slips or carrier receipts are on file for each of the last 7 days Yes / No 1 pt
  14. Validated deposit amounts match the deposit worksheet for 3 days sampled Yes / No 1 pt
  15. Deposit discrepancies reported by the bank were resolved, with the correspondence on file Yes / No 1 pt
  16. Change orders from the bank or carrier are counted on receipt by two people Yes / No 1 pt
  17. Corrective actions from the previous cash handling review have been completed Yes / No 1 pt
  18. Name of the manager on duty Short text
  19. Overall control of cash at this store Rating
    • Limits kept, drops logged and deposits verified 5 pts
    • Procedures in place with gaps in the records 3 pts
    • Tills over the limit or cash unaccounted for 1 pt
  20. Corrective actions required 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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