Handling of Cash and Checks Policy

This Rules/Policy document is provided to you and your organization as a starting point or maturity checkpoint for existing rules/policies. It is brought to you on behalf of Jim McConnell, Principal Owner, and Ask McConnell, LLC — A Converged Security Services Provider. The content is not meant to cover every circumstance, industry, law, regulation, contractual requirement, threat, environment, or risk, but it provides an easy, defendable, highly accountable starting point for any organization. Please consult with your legal counsel and insurance provider about added requirements. If you know of peers that you think would find value in these resources, please have them contact us. These will be updated on our website regularly. We are not legally protecting these documents; we just ask for credit, shout-outs, and referrals if you find them helpful. If you have recommended updates, we are all ears. And if you need Converged Security Consulting and Training, please reach out, we would be honored to serve you and your organization.

Jim McConnell  |  info@askmcconnell.com  |  askmcconnell.com

Handling of Cash and Checks Policy

Updated: 8 April 2025

Protecting human lives is the highest requirement of our entire organization, whether they are employees, customers, volunteers, visitors, or part of our supply chain while under some nexus to our organization. Many times things we do online will impact people’s lives physically, financially, and emotionally.

  • I will report security incidents, concerns, vulnerabilities, and threats to my supervisor or the organization’s Ethics Hotline as soon as possible and safe. If they are not available and I feel unsafe, I will contact law enforcement.
  • I will engage the organization’s safety and security leadership in all cash and check handling process development, training, and improvement activities.
  • If I am handling cash or checks — or managing individuals who handle cash or checks — I will:
    • Verify all handlers have had an extensive background check that includes added financial checks.
    • Make sure cash and checks are counted, documented, and registered by a minimum rotating two-person trained count team in a non-public space — confirmed to be covered 24×7 by a tamper-resistant camera.
    • Use an electronic safe or drop safe for storage until picked up by the courier or taken directly to the bank.
    • Use a contracted bank courier when the total exceeds $[ORGANIZATION THRESHOLD].
    • Use a bag-in-a-bag and bank bag with audit documentation enclosed.
    • Use Nitrile gloves or equivalent PPE during all handling procedures.
    • Perform opening, closing, and shift counts, registered on proper count forms with a two-person blue-ink wet signature.
    • Make sure additional security controls, pickup rotations, and training are in place for all public events where cash or checks are involved.
    • Use a two-guard contracted armed guard service to support onsite cash and check protection when the total exceeds $[ORGANIZATION THRESHOLD].
  • I will confirm all personnel with knowledge of or access to the organization’s Petty Cash Box are background checked, trained, and signed off on these rules. I will also make sure the box is rotated (location, key, etc.) on a quarterly basis.
  • I will implement metrics to manage the security and safety aspects of cash and check handling.
  • I will manage or support a State of Cash Handling Security Report and Presentation, under Executive Session, at least yearly — covering incidents, vulnerabilities, improvements, and metrics across all security domains.

Signature Note: I am a huge fan of wet signatures on these types of documents for accountability and investigation reasons. You can add the signature lines below to each rule/policy document, or have a collective wet signature with references in the Security Commitment Agreement document available on the One-Pager library page. Organizational preference.

________________________
Print Full Legal Name

________________________
(Blue Ink) Full Legal Signature
Style of signature must closely match Driver’s License

________________________
Date

🖶 To save or print this policy, use your browser’s Print function (Ctrl+P / Cmd+P) and select “Save as PDF” if needed.