Checklist template

Negotiable instrument and key control for bank branches

A ready-to-use checklist with 119 items in 6 sections, covering Official cheques, Keys and combinations, Night depository, Safe deposit, Logs, Audits. Use it as-is in Bindy, or adapt it to your own standards in minutes.

  • 6 Sections
  • 119 Items
  • 97 Yes / No checks
  • 6 Scored ratings
  • 127 Points

Use this template How audits work

1. Official cheques 20 items

  1. Reserve stock of blank official checks, drafts and money orders is locked in the vault under dual control Yes / No 1 pt
  2. The working supply of blank official checks at each station is locked up whenever the station is unattended Yes / No 1 pt
  3. The working supply at each station is within the quantity set by company policy Yes / No 1 pt
  4. The inventory register lists reserve stock by serial number range Yes / No 1 pt
  5. Each issue from reserve to working supply is recorded with the serial numbers, the date and two signatures Yes / No 1 pt
  6. The inspector's count of reserve stock agreed with the inventory register Yes / No 1 pt
  7. The next unused serial number in the working supply sampled is the one the system expects Yes / No 1 pt
  8. Official checks are used in serial number order, with no gap in the working supply sampled Yes / No 1 pt
  9. Spoiled official checks are marked void, have the signature area cut out or defaced, and are kept and logged Yes / No 1 pt
  10. Official checks issued each day are reconciled to the system register by an employee who did not issue them Yes / No 1 pt
  11. The list of employees authorized to sign official checks matches the current staff roster Yes / No 1 pt
  12. Stock loaded in a check printer is removed or the tray is locked overnight Yes / No 1 pt
  13. Blank debit card stock for instant issue is kept under dual control and logged by quantity Yes / No 1 pt
  14. Prepaid cards, gift cards or travel money cards held for sale are counted and logged like cash Yes / No 1 pt
  15. Counter checks and starter check kits are kept in a locked drawer Yes / No 1 pt
  16. The signature guarantee stamp is locked away when not in use and its holder is named Yes / No 1 pt
  17. Each numbered teller stamp is assigned to one teller in the stamp register Yes / No 1 pt
  18. Number of blank official checks counted in reserve stock Number
  19. Difference between the count and the inventory register Number
  20. Control of blank instrument stock Rating
    • Locked, logged and count agrees 5 pts
    • Count agrees, log or storage gaps 3 pts
    • Count differs or stock unsecured 1 pt

2. Keys and combinations 21 items

  1. The key and combination register names the holder of every key and every combination Yes / No 1 pt
  2. No employee holds both halves of access (two combinations, or key and combination) to the same compartment Yes / No 1 pt
  3. The register shows combinations changed each time a holder left or transferred Yes / No 1 pt
  4. The register shows combinations changed at least as often as company policy requires Yes / No 1 pt
  5. No combination or alarm code was found written down at a desk, under a keyboard or near a lock Yes / No 1 pt
  6. Spare keys and sealed combination envelopes are held under dual control or off site, per company policy Yes / No 1 pt
  7. Sealed envelopes have intact seals with signatures across the flap Yes / No 1 pt
  8. The spare keys on hand match the spare key inventory Yes / No 1 pt
  9. Each teller holds the only working key to their drawer and locker Yes / No 1 pt
  10. No key was found left in a lock or in an unlocked desk drawer during the walk Yes / No 1 pt
  11. Keys other than exterior door keys stay in the branch overnight, in a locked key cabinet Yes / No 1 pt
  12. Keys are stamped with a number and "do not duplicate", not with the name of the lock they open Yes / No 1 pt
  13. Exterior door keys are held only by the employees named on the opening and closing roster Yes / No 1 pt
  14. Employees sign for each key received, and returns at departure are recorded Yes / No 1 pt
  15. Keys to shred consoles, drop safes and coin machines are listed in the key register Yes / No 1 pt
  16. Combination changes are made in the presence of the new holders, and a previous combination is never reused Yes / No 1 pt
  17. ATM keys and ATM safe combinations are split between two employees Yes / No 1 pt
  18. Lost key reports on file show the lock was changed or rekeyed Yes / No 1 pt
  19. Date of the last change of the vault combinations Date
  20. Number of employees holding an exterior door key Number
  21. Key and combination control Rating
    • Register current and access split 5 pts
    • Access split, register out of date 3 pts
    • One person can reach a dual-control compartment 1 pt

3. Night depository 19 items

  1. The night depository log shows two employees' signatures for each opening in the last 30 days Yes / No 1 pt
  2. Both employees stay until every bag and envelope is logged Yes / No 1 pt
  3. Each bag or envelope is logged with the customer name and the bag or envelope number Yes / No 1 pt
  4. Night deposits logged are posted to the customer accounts on the same business day Yes / No 1 pt
  5. The chute and the depository head are checked with a light for a bag stuck inside Yes / No 1 pt
  6. Bags are handed to a teller against a signature in the log, or processed by the two employees Yes / No 1 pt
  7. Envelopes containing cash are opened and counted by two employees Yes / No 1 pt
  8. Locked bags are opened only as the customer's night depository agreement allows Yes / No 1 pt
  9. A signed night depository agreement is on file for each customer using bags Yes / No 1 pt
  10. Customer bag keys held by the branch are tagged by number, not by name, and kept locked Yes / No 1 pt
  11. A difference between the deposit slip and the contents is documented and the customer is told the same day Yes / No 1 pt
  12. Empty bags are returned to customers against a signature Yes / No 1 pt
  13. Deposits found without a slip or a name are logged and held under dual control Yes / No 1 pt
  14. The two locks or combinations of the depository safe are held by different employees Yes / No 1 pt
  15. The outside depository door closes fully and shows no sign of tampering or a trapping device Yes / No 1 pt
  16. No unofficial sign or box near the depository directs customers to leave deposits elsewhere Yes / No 1 pt
  17. Bags are processed before the branch opens or away from customer view Yes / No 1 pt
  18. Number of bags and envelopes in the depository at this morning's opening Number
  19. Night depository handling Rating
    • Dual control and log complete 5 pts
    • Dual control kept, log incomplete 3 pts
    • Opened or processed by one employee 1 pt

4. Safe deposit 20 items

  1. Opening a safe deposit box requires both the renter's key and the bank's guard key Yes / No 1 pt
  2. The renter's signature is compared with the signature card at each visit Yes / No 1 pt
  3. An entry record with date, time and employee initials is made for each visit Yes / No 1 pt
  4. Renters not known to the employee are asked for identification Yes / No 1 pt
  5. The employee hands the renter's key back as soon as the box is unlocked Yes / No 1 pt
  6. The renter carries the box to a private booth and is never left alone in the vault with open boxes Yes / No 1 pt
  7. The booth is checked for items left behind after each use Yes / No 1 pt
  8. Guard keys are locked away when not in use and never left in a box door Yes / No 1 pt
  9. Both keys of each unrented box are in a sealed envelope under dual control Yes / No 1 pt
  10. The count of sealed key envelopes equals the number of boxes on the vacant list Yes / No 1 pt
  11. A surrendered box is checked empty by two employees with the renter, and the surrender is signed Yes / No 1 pt
  12. The lock is changed or exchanged before a surrendered box is rented again Yes / No 1 pt
  13. A box is drilled only with two bank employees present who list the contents Yes / No 1 pt
  14. Contents of drilled boxes are held in sealed bags under dual control and logged Yes / No 1 pt
  15. Deputy or power of attorney papers are on file before anyone other than the renter is admitted Yes / No 1 pt
  16. Access to the box of a deceased renter is restricted as local regulation and company policy require Yes / No 1 pt
  17. Items found in the booth or the vault are logged and held under dual control Yes / No 1 pt
  18. Number of boxes on the vacant list Number
  19. Number of sealed key envelopes counted for vacant boxes Number
  20. Safe deposit access as observed Rating
    • Identity, signature and escort at every step 5 pts
    • One step skipped for a known customer 3 pts
    • Access given without signature check 1 pt

5. Logs 20 items

  1. The official check register shows the purchaser, payee, amount and serial number of each check issued Yes / No 1 pt
  2. The official check register has no blank line, no erasure and no correction fluid Yes / No 1 pt
  3. Corrections in the registers are struck through and initialed by two employees Yes / No 1 pt
  4. Ten safe deposit entry records sampled all carry signature, date, time and employee initials Yes / No 1 pt
  5. Night depository logs are kept for the retention period set by company policy Yes / No 1 pt
  6. Each opening of a sealed spare key or combination envelope is logged with the reason and two signatures Yes / No 1 pt
  7. Technicians servicing the vault, ATM, locks or alarm are logged with name, company, time in, time out and escort Yes / No 1 pt
  8. Stop payment and reissue requests on official checks are logged with the original serial number and the approver Yes / No 1 pt
  9. Customer requests for duplicate night depository or safe deposit keys are logged with the approval Yes / No 1 pt
  10. Destruction of voided instruments and expired card stock is logged with two signatures Yes / No 1 pt
  11. Controlled items sent to or received from another branch are logged by serial number with a receipt confirmation Yes / No 1 pt
  12. Card stock deliveries are counted on arrival and entered in the card register the same day Yes / No 1 pt
  13. Debit and credit cards held for customer pickup are logged and destroyed after the number of days set by company policy Yes / No 1 pt
  14. Handwritten control logs are filled in ink, with no pencil entries Yes / No 1 pt
  15. Completed log books are stored in a locked cabinet Yes / No 1 pt
  16. The branch manager initials each control log monthly as reviewed Yes / No 1 pt
  17. Date of the last entry in the key and combination register Date
  18. Number of log entries sampled during the visit Number
  19. Number of sampled entries missing a signature or a date Number
  20. Completeness of control logs Rating
    • Complete and reviewed monthly 5 pts
    • Complete, manager review missing 3 pts
    • Entries or signatures missing 1 pt

6. Audits 19 items

  1. Official check stock is counted at the frequency set by company policy by someone other than its custodians Yes / No 1 pt
  2. The last key audit sighted every key in the register with its holder Yes / No 1 pt
  3. Unrented safe deposit key envelopes were audited by surprise within the period set by company policy Yes / No 1 pt
  4. The night depository opening was observed by a manager or auditor within the period set by company policy Yes / No 1 pt
  5. Manager spot checks of dual control are documented with date and result Yes / No 1 pt
  6. The employee who orders instrument stock is not the one who reconciles it Yes / No 1 pt
  7. System rights to issue official checks match the employees' current roles Yes / No 1 pt
  8. Five issued official checks sampled by the inspector trace to the register and to the purchaser's payment Yes / No 1 pt
  9. Five keys sampled by the inspector were shown by the holders named in the register Yes / No 1 pt
  10. The branch self-assessment for controlled items was completed for the last period Yes / No 1 pt
  11. Exceptions found by branch audits were reported to the regional office or corporate security Yes / No 1 pt
  12. Findings on controlled items from the last internal audit have closure dates Yes / No 1 pt
  13. Date of the last internal audit of the branch Date
  14. Date of the last key audit Date
  15. Number of audit findings on controlled items still open Number
  16. Name of the custodian of controlled items Short text
  17. Name of the branch manager Short text
  18. Overall control of instruments and keys Rating
    • Strong 5 pts
    • Acceptable, minor gaps 3 pts
    • Weak, needs follow-up visit 1 pt
  19. Comments 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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