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Cash Handling Policy – Sips & Souls Cafe

Status: DRAFT

Drawer Float

  • Standard drawer float: $150.00
  • Suggested denomination breakdown:
  • $1 x 20 = $20.00
  • $5 x 10 = $50.00
  • $10 x 5 = $50.00
  • Quarters x 80 = $20.00
  • Dimes x 20 = $2.00
  • Nickels x 50 = $2.50
  • Coin subtotal: $24.50 | Bill subtotal: $120.00 | Remaining $5.50 flex
  • Adjust denomination mix based on actual usage patterns

End-of-Day Cash-Out Procedure

Who

  • Managers only count the drawer and complete cash-out.

Steps

  1. Run End Day on SpotOn POS
  2. Remove drawer to counting area (office or designated spot)
  3. Count all bills by denomination, record on cash-out report
  4. Count all coins by denomination, record on cash-out report
  5. Do not estimate coins. Count or use coin wrappers/scale.
  6. Calculate total in drawer
  7. Subtract float ($150.00) – remainder is the day's cash intake
  8. Compare to SpotOn cash sales total from End Day report
  9. Record variance (over/short) on cash-out report
  10. Rebuild float – return exactly $150.00 to drawer for next shift
  11. Place in envelope:
    • Cash-out report (signed and dated)
    • Day's cash intake (excess over float)
  12. Seal envelope, write date on outside
  13. Drop envelope in drop safe

After Drop

  • Drawer with $150.00 float stays in register (or secured location – TBD)
  • Do NOT leave uncounted cash in the drawer overnight

Opening Drawer Check

  • Bills: Always count and verify at open
  • Coins: Optional count at open – verify at close

Variance Policy

  • Acceptable variance: +/- $2.00
  • $2.01 - $5.00: Note on report, mention to manager on duty next day
  • Over $5.00: Investigate same day. Document cause if known.
  • Recurring variances: Review with staff, retrain on register procedures

General Rules

  • Only one person on the register at a time (accountability)
  • No personal transactions through the register
  • Do not make change from the drawer for non-customers
  • Large bills ($50, $100): verify with counterfeit pen if available
  • If drawer is running low on a denomination mid-shift, make change from the safe (manager only)
  • All safe access is manager-only

Safe

  • Drop safe is for end-of-day envelopes only
  • Manager retrieves envelopes for bank deposit on a regular schedule (TBD – weekly? bi-weekly?)
  • Safe combination/key access limited to: (TBD – list authorized persons)