Checklist template

Cash office and armored pickup controls for retailers

A ready-to-use checklist with 111 items in 6 sections, covering Access control, Counts, Safe management, Deposits, Armored pickup, Records. Use it as-is in InspectLoop, or adapt it to your own standards in minutes.

  • 6 Sections
  • 111 Items
  • 93 Yes / No checks
  • 6 Scored ratings
  • 123 Points

Use this template How audits work

1. Access control 19 items

  1. The cash office door was closed and locked on arrival Yes / No 1 pt
  2. The cash office door closes and latches by itself Yes / No 1 pt
  3. Access to the cash office is limited to the positions named in company policy Yes / No 1 pt
  4. The list of persons authorized to enter the cash office is posted inside or held by the store manager Yes / No 1 pt
  5. Door codes or badge access were removed for employees who left or changed position Yes / No 1 pt
  6. Date the cash office door code was last changed Date
  7. The door has a viewer, window or camera to identify a person before it is opened Yes / No 1 pt
  8. No one is admitted to the cash office while cash is out of the safe, other than the authorized counter and witness Yes / No 1 pt
  9. Visitors and technicians entering the cash office sign a log Yes / No 1 pt
  10. Visitors are accompanied by a manager for the whole time they are in the cash office Yes / No 1 pt
  11. A camera covers the cash office door Yes / No 1 pt
  12. A camera covers the counting surface Yes / No 1 pt
  13. The camera view of the counting surface is not blocked by a monitor, shelf or box Yes / No 1 pt
  14. Recorded video of the cash office from 7 days ago was retrieved during the visit Yes / No 1 pt
  15. The duress button in the cash office was tested with the monitoring company Yes / No 1 pt
  16. Date of the last duress button test Date
  17. Personal bags, coats and lunch containers are kept out of the cash office Yes / No 1 pt
  18. The cash office window or pass-through is covered or closed when cash is counted Yes / No 1 pt
  19. Physical security of the cash office Rating
    • Locked, restricted and on camera 5 pts
    • One weakness found 3 pts
    • Open access or no camera 1 pt

2. Counts 19 items

  1. Each till is counted at the end of its shift with a second person present Yes / No 1 pt
  2. Till counts are done on camera in the cash office, not at the register Yes / No 1 pt
  3. Only one till is open on the counting surface at a time Yes / No 1 pt
  4. The counter enters the count before seeing the expected amount (blind count) Yes / No 1 pt
  5. Till variances above the limit set by company policy are recounted by a second person Yes / No 1 pt
  6. Variances above the limit are reported to the store manager the same day Yes / No 1 pt
  7. Each cashier with a variance above the limit signs the variance record Yes / No 1 pt
  8. Starting floats are set to the amount fixed by company policy Yes / No 1 pt
  9. A float sampled during the visit matched its fixed amount Yes / No 1 pt
  10. Cashiers verify their float before the first sale Yes / No 1 pt
  11. Mid-shift cash pickups from registers are counted in the cash office with the amount recorded by register Yes / No 1 pt
  12. Cash pickups are carried to the cash office in a sealed or locked bag Yes / No 1 pt
  13. Counterfeit detection (pen, UV light or bill counter with detection) is used on large bills at the count Yes / No 1 pt
  14. The bill counter and coin scale were checked against a known amount this week Yes / No 1 pt
  15. Checks are stamped "for deposit only" at the register Yes / No 1 pt
  16. Refund and paid-out slips in the till are counted as part of the till total Yes / No 1 pt
  17. Tills with a variance above the company limit in the last 7 days Number
  18. Largest single till variance in the last 7 days (dollars) Number
  19. Counting practice observed or shown in the records Rating
    • Blind, on camera and witnessed 5 pts
    • One of the three not followed 3 pts
    • Counted at the register or by the cashier alone 1 pt

3. Safe management 20 items

  1. The safe was locked at the time of the visit Yes / No 1 pt
  2. The safe is bolted to the floor or too heavy to be moved Yes / No 1 pt
  3. The safe has a separate locked compartment or drop slot for deposits Yes / No 1 pt
  4. The time-delay lock is active on the safe Yes / No 1 pt
  5. The time delay is not bypassed by leaving the safe on day lock Yes / No 1 pt
  6. Each person who opens the safe has a personal combination or code Yes / No 1 pt
  7. Safe combinations were changed after the last change of a key holder Yes / No 1 pt
  8. Date the safe combination was last changed Date
  9. No combination is written down in the cash office Yes / No 1 pt
  10. The safe is counted at each change of the person responsible Yes / No 1 pt
  11. Both persons sign the safe count at the handover Yes / No 1 pt
  12. A count of the safe during the visit matched the amount on the safe log Yes / No 1 pt
  13. Difference found in the safe count during the visit (dollars) Number
  14. The safe total is within the maximum set by company policy Yes / No 1 pt
  15. Change fund orders keep rolled coin and small bills within the levels set by company policy Yes / No 1 pt
  16. Spare till keys and register keys are kept in the safe or a locked key cabinet Yes / No 1 pt
  17. Smart safe or cash recycler contents reported by the device match the store's cash report, where fitted Yes / No 1 pt
  18. Unactivated lottery ticket stock is kept in the safe or a locked cabinet, where the store sells lottery Yes / No 1 pt
  19. Pre-loaded gift cards and merchandise credit stock are kept in the safe or a locked cabinet Yes / No 1 pt
  20. Control of the safe Rating
    • Locked, time-delayed and balanced 5 pts
    • Balanced with one control missing 3 pts
    • Out of balance or left open 1 pt

4. Deposits 18 items

  1. A deposit is prepared for each business day Yes / No 1 pt
  2. The deposit is counted by one person and verified by a second Yes / No 1 pt
  3. Both persons sign or initial the deposit slip Yes / No 1 pt
  4. Deposits are sealed in numbered tamper-evident bags Yes / No 1 pt
  5. The bag number is written on the deposit log Yes / No 1 pt
  6. The amount of each bag is written on the deposit log Yes / No 1 pt
  7. Sealed deposit bags are held in the locked deposit compartment of the safe until pickup Yes / No 1 pt
  8. No deposit older than the number of days set by company policy is in the safe Yes / No 1 pt
  9. Deposits in the safe awaiting pickup at the time of the visit Number
  10. Checks are listed or scanned separately from cash in the deposit Yes / No 1 pt
  11. Bank or cash processor confirmation is matched to each deposit within the time set by company policy Yes / No 1 pt
  12. The 5 most recent deposits sampled matched the amounts credited Yes / No 1 pt
  13. A deposit discrepancy reported by the bank is investigated and documented Yes / No 1 pt
  14. Where the store takes deposits to the bank itself, two employees go together Yes / No 1 pt
  15. Bank trip times written on the deposit log vary from day to day Yes / No 1 pt
  16. Deposit bags are carried to the bank out of sight, not in a visible bank bag Yes / No 1 pt
  17. Night deposit keys or cards are kept in the safe Yes / No 1 pt
  18. Deposit preparation in the records sampled Rating
    • Dual-verified and sealed every day 5 pts
    • Some days lacking a second signature 3 pts
    • Deposits unverified or late 1 pt

5. Armored pickup 17 items

  1. The armored carrier's current list of authorized guards with photos or signatures is kept in the cash office Yes / No 1 pt
  2. The guard's identification is compared with the authorized list before the cash office door is opened Yes / No 1 pt
  3. A guard who is not on the list is refused until the carrier's dispatch confirms the guard by phone Yes / No 1 pt
  4. The carrier is called on the number held by the store, not on a number given by the guard Yes / No 1 pt
  5. The guard signs the store's pickup log for each bag Yes / No 1 pt
  6. The guard's receipt lists each bag number Yes / No 1 pt
  7. The store copy of the guard's receipt is kept with the deposit log Yes / No 1 pt
  8. Bags are handed over inside the cash office, not on the sales floor Yes / No 1 pt
  9. The cash office door is locked again as soon as the guard leaves Yes / No 1 pt
  10. Change orders delivered by the carrier are counted before the guard leaves or in front of a witness Yes / No 1 pt
  11. Sealed change order bags are checked for tampering before they are accepted Yes / No 1 pt
  12. Pickups arrive on the scheduled days Yes / No 1 pt
  13. A missed pickup is reported to the carrier on the same day Yes / No 1 pt
  14. A missed pickup is reported to the district office when the safe exceeds its maximum Yes / No 1 pt
  15. Missed or late pickups in the last 4 weeks Number
  16. Date of the last armored pickup Date
  17. Verification of the armored guard, as observed or described by the cash office employee Rating
    • Identity checked against the list every time 5 pts
    • Checked only for unfamiliar guards 3 pts
    • Not checked 1 pt

6. Records 18 items

  1. The safe log is filled in for every opening of the safe Yes / No 1 pt
  2. The deposit log has no blank lines or missing days in the last 4 weeks Yes / No 1 pt
  3. Corrections in the logs are crossed out and initialed, with no correction fluid Yes / No 1 pt
  4. The cash variance record is kept by cashier Yes / No 1 pt
  5. The store manager initials the cash variance record each week Yes / No 1 pt
  6. Cashiers with repeated variances have a documented conversation or retraining Yes / No 1 pt
  7. Paid-outs from the cash office are supported by a receipt Yes / No 1 pt
  8. Paid-outs are approved by a manager other than the person receiving the cash Yes / No 1 pt
  9. Cash office records are kept for the period set by company policy Yes / No 1 pt
  10. Records are stored in a locked cabinet or the locked cash office Yes / No 1 pt
  11. The key and combination holder list is current Yes / No 1 pt
  12. A surprise cash count by a district manager or auditor was done in the period set by company policy Yes / No 1 pt
  13. Date of the last surprise cash count Date
  14. Cash office employees have signed the cash handling policy Yes / No 1 pt
  15. Actions from the last cash audit are closed Yes / No 1 pt
  16. Name of the cash office lead or manager responsible Short text
  17. Overall control of the cash office Rating
    • Access restricted, safe balanced and deposits dual-verified 5 pts
    • Cash in balance, but one control not followed 3 pts
    • Cash out of balance, or the office or safe left open 1 pt
  18. Corrective actions required Comments

About this template

This checklist is part of the InspectLoop 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 InspectLoop you can add photos, assign corrective actions, require sign-off and compare results across sites.

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