Cash Handling Safety

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Welcome to Cash Handling Safety

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Introduction

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This Working Safely with Cash in the Workplace course provides workers and supervisors with information about how to safely handle cash – especially a large quantity of cash – in the workplace. Course material includes how to prevent robberies and thefts, what should go into training for those who handle cash, and what are best practices.
The video shows a security control room with cameras.

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After completing this Working Safely with Cash in the Workplace course, you should be able to:
Describe 2 risks associated with working with cash;
Identify 2 best practices related to handling cash in the workplace;
Name 3 jobs or industries where people work with cash and are at risk; and
Explain what should be covered in training for those who work with large amounts of cash.

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Module 1 introduces the topic of how to handle cash and large amounts of cash in the workplace while Module 2 has a focus on best practices in cash handling. In Module 3 we focus on practicing safe cash handling.
Finally, Module 4 covers how to train those who handle cash in their workplace.
You will have a short quiz after each module and a final quiz at the end of this Working Safely with Cash in the Workplace course.


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Module 1: Overview

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After completing this module you should be able to:
Describe why safe cash handling is important;
Name 2 jobs or industries where people handle cash and are at risk; and
Explain the consequences of not following safe cash handling procedures in the workplace.

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The topics we address in this Working Safely with Cash in the Workplace course are important as organizations lose money each year due to robberies and embezzlement.
Best practices that include effective practices, policies, and procedures can minimize problems due to handling cash in the workplace.
There are many possible problems when working with cash.
In addition to robberies, problems can also include employees who falsify records and steal.

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Those who are at risk include any one who works alone. This includes a taxi driver. It can also include any employee who handles money at a pharmacy, convenience store, gas station, liquor store, school, large retailer, or bank.

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Best practices for those who handle money include training and education on the safest ways to handle money,  what is good store design to prevent robberies, and how to prevent problems if you work alone.

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Factors that can increase risk for workplace assault as identified by the National Institute for Occupational Safety and Health include exchange of money, having a mobile workplace such as a taxi, and working late at night or during early morning hours.
Employers should keep this in mind when they develop policies and procedures to protect employees.

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While there are few laws that concern cash handling procedures, an employee who violates their company’s cash handling procedures as stated in their employment contract could be subject to prosecution or liability.

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Any business with employees who handle cash – especially large amounts of cash – should have documents explaining cash handling policies and procedures.
An employee who violates these policies and procedures could face termination or more severe consequences.

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Employees who steal cash that doesn't belong to them can be brought up on criminal charges related to larceny or fraud. If the theft is repeated over a period of time, the penalties can include years in prison.
If an employee is negligent and allows theft of a large amount of cash, the employee can be terminated from employment and charged with a crime.

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Companies that want to clearly make their employees legally responsible for errors made in handling cash should develop cash handling policies. If a company has a policy, it is easier to bring legal charges against an employee. Policy documents can describe workplace procedures, ensure consistency, and provide legal protection for the employer and employee.

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Procedures should provide step by step guidelines for record-keeping.
With accurate records you can prove what happened with company cash.
Procedures should cover all processes.
For example, procedures can cover how to record outtakes of money in a ledger or spreadsheet at the time it happens. Train employees on procedures so employees know they must follow procedures at all times.


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Accurate accounting is mandated by local, state, and federal law.
If a third party confirms the information in a ledger, you increase the chance of detecting theft or fraud, so use of a third party is a best practice for accurate accounting.

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Implementing cash handling procedures is a business expense that reduces the risk accrued to the business. Prosecuting or suing for cash handling errors is expensive so avoiding prosecution and suits with prevention is a best practice. Procedures provide step by step instructions, reduce the risk of loss, ensure consistency in cash handling, and ensure consistency across all shifts.


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Cash-handling controls should be a regular part of business.
Businesses with employees who handle money should implement controls that protect the company and employees from theft, fraud, and errors.
Proper control includes making sure employees record transactions and complete audits.

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Employees can make mistakes when handling money. This can include giving incorrect change or ringing up merchandise incorrectly or miscounting totals. This can result in a shortage of funds and confusion. A best practice is to tell a supervisor of a mistake as soon as possible.
If you catch a mistake early enough, a remedy is more likely. After an employee leaves for the day, it is harder for a supervisor to understand an error.

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Worker accountability is important when it comes to cash handling. To make a worker accountable a good practice is a log in to a register. A worker can be held accountable for transactions on the register where they logged in.   A theft is less likely with this kind of accountability and logging in. A supervisor can question a worker about the transactions at the register where the worker logged in.

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Regular deposits and accounting are best practices for companies with workers who handle cash and can include:
Supervisors making regular deposits;
Auditing of each deposit for accuracy;
Using a register tape as a reference to balance transactions: and
Matching  transactions with cash, checks, and credit cards. 
You can catch mistakes and missing funds if you use regular deposits and accounting.

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For companies that have cash registers, good practices include that:
Cashiers remove money from a cash register to give change only;
Supervisors remove money from a cash register for other reasons such as a return or refund;
All employees follow written procedures to handle returns and refunds;
Supervisors must approve all refunds; and
Training is provided so an employee knows the right procedures.

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Cash handling procedures should always be in place to protect the employer and employee.
Employers should know all cash transactions are accounted for. This should minimize mistakes and employee theft. Employees should know that they can address mistakes and will not be unjustly accused of theft.

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You recently started working at a department store.
During your training your manager tells you that if you violate the company’s cash handling procedures as stated in your employment contract you could be subject to prosecution or liability.
The manager also tells you that a supervisor must approve all refunds and returns. You are to take money out of a cash register to give change only.
Is the department store using good practices?
(wait 3-5 seconds)

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If you said yes, you are correct.
Being subject to prosecution or liability if you violate a contract is a good practice.
Removing money only to give change is another good practice as is having a supervisor approve all refunds and returns.

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In this module we looked at why the topic of safe cash handling in the workplace is important and who is at risk. We also looked at a best practices overview and touched briefly on related laws and liabilities.
Now we’ll have a brief quiz to review what you have learned.

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Module 2:  Best Practices for Cash Handling

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After completing this module, you should be able to name 2 factors in assessing the risk of handling cash in the workplace, describe why policies and procedures are important, explain 2 best practices in working with a safe, describe 2 good store design principles, and list 2 tips for handling money at work.

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Assessing risk is an important first step to developing effective ways of handling cash in the workplace.
You can begin to assess risk by looking at shift times and for someone who works alone ask questions such as: How long will the person work alone? Is it legal for the person to work alone? At what time will the person work alone? What forms of communication are available in case of a problem? Is the security of the building a factor?

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Training an employee in the policies and procedures of safe handling of cash in a workplace is an important best practice. Having effective policies and procedures is a must for operations that involve handling cash in the workplace. These policies and procedures should describe management and employee responsibility so an organization can guard its cash assets.

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Documents should state policies and procedures clearly. For example, a policy could be that all employees must follow proper cash handling practices at all times. A procedure could be that all cashiers must log in to a cash register.
Documents should describe procedures to stop anyone who can find the opportunity and access to embezzle funds. The procedures should reflect how each organization is different and has unique and specific needs.

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An example of a policy is that you should never have just one person handle cash. Two person handling policies are a cash handling best practice.
These two person policies can stop robberies and minimize the temptation to take cash.

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What to consider in developing policies and procedures concerning safes in the workplace includes the location of a safe, who has the keys to the room with the safe, whether the safe is in public sight, and use of time locks. One person should have the key to a safe while another has the key to the room.


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Other considerations include running a background check on employees, changing safe combinations when someone leaves a place of employment, combinations versus keys, and having a drop slot in the safe to allow one way access.
You should also keep a camera monitoring all safes and cash registers.

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Good store design can minimize risks associated with handling cash in the workplace. Good design includes good visibility, keeping counter high to provide distance from robbers, keeping a cash register clearly visible, and keeping shelves low. You should also keep areas well lit, lock delivery doors, and use and advertise a security system. This can include cameras, mirrors, protective shielding, and barriers.

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Tips when handling money include that you should have a cash handling policy in place, keep a minimum amount in a cash register or taxi, use credit and debit cards, and vary the time of day you empty a cash register.   You should also encourage the use of small bills and exact change.

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You should remove all large bills once you receive them and use a locked safe. Post signs to let customers know you have a minimum amount of cash on your premises. For example, you have less than $50.


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Training an employee in the safe handling of cash in the workplace is an important best practice.
Training can cover ways to prevent robberies, how to behaving during and after a robbery, non violent response, emergency response procedures, and security system operation. If you are a manager looking to get training for your employees you can use robbery prevention programs offered by police forces, security firms, and consultants.

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Another best practices is to display signs such as ones that state the use of surveillance. Display these signs in prominent locations.

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Another options to prevent theft of cash is to use closed circuit TV and other electronic surveillance.

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Don’t carry a weapon or pepper spray if you work with cash as a weapon or pepper spray can be used against you.
Don’t stare at a person as eye contact can be perceived as a threat.
Don’t  let people in through a back entrance.
Don’t exit into a poorly lit area.

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Do greet all customers who enter a store or cab and be friendly. Do move away from a sales counter if there are no customers. Do hire security or extra staff for times when you are at a higher risk. Do consider closing at times of higher risk such as late at night. Do call police if you feel unsafe.

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Do wear conservative clothing such as a uniform. Do call the police and ask for a patrol check if you notice someone who is loitering.  Do place RFID tags on items and use entry greeters and on site security.
The video show police surveillance in a patrol car.

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You recently were hired to work in a large convenience store. You are told the policy at the store is to use security staff for times when you are at a higher risk such as late at night.
Is the store using a good practice in this use of security staff?
<Wait 3-5 seconds>

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If you said yes, you are right. Using security staff when you are at greatest risk is a good practice.

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In this module we looked at factors in assessing risk associated with handling cash in the workplace, the importance of policies and procedures, two person procedures, best practices in working with a safe, good store design principles, and tips for handling money.

Now we’ll have a brief quiz to review what you have learned.

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Module 3:  Practicing Safe Cash Handling

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After completing this module, you should be able to provide 2 examples of what could go into a cash handling policy, 2 examples of what could go into check in procedures, 3 examples of good convenience store design, and 3 examples of what could go into a staffing policy that minimizes risks due to handling cash in the workplace.

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Here is an example cash handling policy.
Use a safe to store all cash.
Keep even small amount of cash under lock and key.
Keep cash register drawers locked.
Open safes only with two people present.
Keep two people present when transporting cash.

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Have two people count cash bags after removing the bags from a safe.
Have two people sign a cash count sheet
Count cash if you are accepting cash from someone.
Keep a signed copy of the cash record with the cash.
Double count cash when returning cash to a safe.
Sign a cash count sheet when returning money to a safe.
Be sure a bank deposit slip matches cash sheets.
Keep records on all cash handling deposits.

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Be sure cash count sheets have the
name of persons removing cash from a safe and the
date cash is removed.
Record cash breakdown of coins, bills, and checks.
Use two signatures for people signing for cash.

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A best practice is to have check in procedures. Here is an example.
Have a procedure in place. A verbal check can be adequate. Have a plan for regular business hours and for after main office hours. You can use a telephone as a main source of contact. Employees should have a phone close.

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When you are traveling out of the office, your main contact person should know your destination, estimated time of arrival, return time, contact information, and mode of travel.
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Prepare a daily work plan. Have a main and back up contact person.
Determine when a lone employee will check in.
Stick to a scheduled plan.

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Have an emergency contact.
Keep a written log of activity.
Have the contact person visit for a lone employee.
Have an emergency action plan.
Use a code word to show danger.

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For convenience stores, a good store layout can help deter robberies. Cash registers and exits should be near each other with the closed circuit TV capturing what happens at the register. The use of digital video recorders and closed captioning to monitor several stores off site can also help.

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Let’s look at an example of  cash handling procedures at a school such the University of California where the school handles over $100 million annually and cash handling training is required for all cash handlers. Rules for staffing could be:
Allow only qualified staff to handle cash;
Be sure those who handle cash are trained on safe cash handling;
Maintain accountability and verify the identity of a cashier; and
Have cashiers validate their identity with their initials on a log.

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Concerning asset protection here are some more examples of good practices. Keep cash safe at all times.
Keep a cash register drawer closed except during a transaction.
Do not exchange cash between a cash register and cash box or bag.
Store un deposited cash in a locked place when vacating the cash handling area.
Supervisors should count, remove, and store excess cash.

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Concerning risk management here are some practices from our example. Make a department responsible for lost revenue due to failure to follow procedures. Do not allow a department to handle cash if the department does not follow procedures.

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Concerning cash handler proficiency, make sure any one who handles cash is qualified. This includes supervisors, deposit preparers, and deposit handlers. Train cash handlers annually using self paced training guides or training videos.
 Anyone handling money must be bondable with the hiring department verifying the employment history of a prospective employee. Prospective employees must also undergo a criminal background check.

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If a prospective employee will handle large amounts of money, a best practice is to conduct a credit history check If a background check reveals felonies, misdemeanors, or judgments due to a fraud related to cash, stocks, bonds, or other financial transaction, the hiring unit must obtain an explanation before hiring the employee.
The video shows a cash register transaction.

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When it comes to cash handling procedures, you can cover the use of a cash register and safe and transport of cash.

What should be included in procedures concerning these items?

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Here are examples of what can be included.
1. Use a safe to store all cash.
2. Keep cash register drawers locked.
3. Open safes only with two people present.
4. Keep two people present when transporting cash.

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In this module we looked at examples of a cash handling policy, check in procedure, good convenience store design, and university staffing policy as related to handling of cash in the workplace.

We will now have a short quiz about the information in this module.
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Module 4:  Worker Training

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After completing this module, you should be able to name 2 reasons why training is important when it comes to handling cash in the workplace; give 2 examples of special concerts for those who work alone; provide 2 examples of what should go into cash handling training; and explain 2 concerns for training those who hold keys.

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A good first step to prevent theft is to train employees so they know what to do to minimize risk. Their vigilance is important. You may not be able to prevent all theft but you can minimize losses.

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You should provide all employees with training on theft prevention and all cash handling related policies and procedures.

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Working alone can present risks. When you work alone and have no direct contact with another worker. This can include:
Gas station attendants;
Convenience story clerks;
Taxi drivers; and
Security guards.
Training for these jobs should address each situation individually to assess the risk and
determine what can be done to minimize risk.

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Check regulations as some jurisdictions have laws concerning working alone.
Assess the hazards  and look at solutions to problems.
Look at past incidents and learn from incidents in similar workplaces.
Avoid having a lone worker if possible.


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Train employees to report all incidents with a best practice being to analyze incidents and make changes to policies. Train on the check in procedure and keeping in regular contact with employees. Schedule high risk tasks to be done during hours when another worker can help with an emergency

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Training should cover that when counting cash an employee should follow strict security procedures.
Count cash away from customer areas.
Make sure accesas is not easy for thieves.
Use a door entry system.
Keep doors locked. Avoid counting cash when you are alone.

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For a high risk business make sure two people are present for opening and closing.
Look through windows when you arrive and note suspicious behaving.
One person should enter while another stays behind.
Tell your co worker you will return to the door to let them in.

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Train on an alert system that can include a call or text.
Have a set time to provide these calls or texts.
Use a code word to alert for danger.
Robbers may insist you call to say that all is ok so that is when a code word can help.
Silent alarms can also help.

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Train employees to know that if you handle money you could be at risk not just when you have money with you. Foe example, if you have the key to a safe, a robber could follow you home.
If you use a safe, a best practice is to use a duress code.
You can open the safe, but the robbers will not know you have used a duress code.

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If you carry keys, vary your route home.
Professional criminals can follow you home so keep this in mind.
If you vary your route this can make it hard for a criminal to know where to stop you to steal keys.

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Train employees to be alert and aware of vehicles behind them.
Pull over to see if someone passes you if you suspect someone is following you.
Keep car doors locked when you are driving.
Always be suspicious and have a mobile phone with you.
Park where people can easily see you if someone approaches your car.

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Use of technologies can help. A security system camera is an example as is the use of closed circuit television with security guards monitoring premised such as a shopping mall or large retail store.

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You were recently hired by a company that has a safe. You are responsible for holding the key to the room with the safe.  Your training should cover how to stop a thief from stealing the key.

When you drive home with the key what can you do to prevent theft of the key?

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Here is what you can do and what your training should cover.
1. Be alert and aware of vehicles behind you.
2. Pull over to see if someone passes you if you suspect someone is following you.
3. Keep car doors locked when you are driving.
4. Always be suspicious.
5. Have a mobile phone with you.
6. Park where people can easily see you if someone approaches your car.

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In this module we looked issues related to training on safe handling of cash in the workplace.
We discussed why training is important, special concerns for people who work alone, cash handling best practices, alerts systems training that can including calling and texts, key holder concerns, and precautions to take while driving.

Now we’ll have a brief quiz to review what you have learned.

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Course Summary

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In this Working Safely with Cash in the Workplace course you looked at the topic of how to handle cash including large amounts of cash in the workplace. We also looked at related best practices and examples. Training of those who handle cash in the workplace was also covered.

Let’s go on to the final quiz.

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Congratulations! You have completed the Working Safely with Cash in the Workplace course.

We hope you will use what you have learned to protect yourself and others on the job and continue to work safely throughout your life.