Quick answer: Good cash handling procedures limit how much cash is exposed, make one person accountable for each drawer, and verify every count. Use these core rules: one cashier per drawer; a starting float counted and signed for; a drawer limit with frequent safe drops; counts at every shift change with two people present on camera; manager approval for refunds and voids; and bank deposits at varied times. Record everything.
Why cash procedures matter
Cash is the easiest asset to lose, through theft, mistakes or robbery. Clear, consistent procedures protect your money and your employees, because honest staff are cleared quickly when counts are documented.
The core procedures
1. Opening the drawer
- Assign one cashier per drawer.
- Count the starting float together (cashier + manager) and record it.
- Do it in a camera-covered area, never in customer view.
2. During the shift
- Keep a drawer limit, for example a set amount above the float.
- Make safe drops whenever the limit is reached; log each drop.
- Large bills go under the tray or straight to the drop safe.
- Refunds, voids over a set amount and no-sales need manager approval.
- Never leave a drawer open or unattended.
3. Shift change
- Count the outgoing drawer with both cashiers present (or cashier + manager).
- Record over/short with an explanation.
- The new cashier starts with a fresh, counted float or their own drawer.
4. Closing
- Lock the doors before counting.
- Count in the office or cash room, on camera.
- Prepare the deposit; store it in the safe.
- Leave the empty drawer open so it's visibly empty overnight.
5. Bank deposits
- Vary times and routes.
- Avoid uniforms or bank bags that advertise cash.
- Use two people or an armored service for large amounts.
- Reconcile the deposit with sales the next day.
Over/short policy
- Set a small tolerance for honest mistakes.
- Investigate patterns, not single small errors.
- Document every variance with the counts and the video time stamp.
- Don't deduct shortages from pay without legal advice. Wage deduction laws vary by state.
Daily cash handling checklist
- [ ] Float counted and signed at opening
- [ ] One cashier per drawer
- [ ] Safe drops logged during the shift
- [ ] Manager approvals for refunds, large voids and no-sales
- [ ] Drawer counted at every shift change, on camera
- [ ] Doors locked before closing count
- [ ] Deposit prepared and stored in the safe
- [ ] Empty drawer left open overnight
- [ ] Over/short recorded with explanation
- [ ] Previous day's deposit reconciled
How video and software help
- Cameras above every register and the counting area give an objective record.
- Live monitoring confirms counts and drops happen as required at every shift change.
- Software that ties shifts, attendance and incidents together makes over/short investigations fast.
Frequently asked questions
How often should cashiers make safe drops?
Whenever the drawer limit is reached, and more often at night or during high-risk hours.
Should two people count cash?
Yes, whenever possible. It protects the business and clears honest employees.
What is a reasonable over/short tolerance?
Small and consistent across stores. Investigate repeated or growing variances.
Can I make employees pay for shortages?
Rules on wage deductions are strict and vary by state. Get legal advice first.
Key takeaways
- One cashier per drawer, low drawer limits and frequent safe drops.
- Counts at every shift change, with two people on camera.
- Lock doors before counting; vary deposit times.
Next step: Digital EYE's operators verify counts and safe drops live at every shift change. Learn more.