Cash Security Standards

Revised: October 2016

Cash security standards are established to protect Associates, Guests, and the Company against loss or harm due to robbery, burglary, or internal theft. Maintenance of these standards and corrections of deficiencies are the responsibility of restaurant and field management. These standards are to be maintained at all times.

The Safe

All monies within the safe (except cash contained in sealed, disposable deposit bags) must be counted by the opening manager to confirm the previous night’s closing balance. The safe and cash registers must be counted and balanced by the manager on duty at the close of each shift. Opening, afternoon, and closing cash audits must be entered on the Cash Control Chart.

The safe door must be locked at all times and is never to be on “daylock” or left open while unattended. An additional cash drawer not exceeding $150 may be kept in the lower compartment during operating hours, along with additional change not to exceed the following limits:

Cash in the Safe

Rest. Avg Wkly Volume                     Coins                  Bills

Up to $20,000                                         $75                     $125

$20,000 to $30,000                             $75                     $225

Over $30,000                                          $75                     $325

All other monies must be kept in the time delay portion of the safe. Associate paychecks must be treated like cash and must be stored in the safe at all times; any paychecks not issued by the end of the day following the day they are received must be stored in the safe. Do not keep them in the time delay portion of the safe.

The safe combination must not be encoded any place within the restaurant and must be changed immediately (same day) after the termination or transfer of a member of restaurant management. Note: Only active members of the restaurant's management team should have the safe combination. Area Supervisors should not be given or have access to safe combinations.

If the restaurant is burglarized with no sign of forced entry, the safe combination and door lock are to be changed on the day the burglary is discovered. The procedures for changing the safe combination are attached below.

The safe is to be opened only in the presence of persons authorized to have the safe combination (active members of the restaurant's management team). The safe must never be opened when the back door is open. The management person in charge is responsible for advising Associates to keep the back door closed when the safe is opened. The time delay portion of the safe may not be opened between 8:30 p.m. and closing. Before opening the safe, check all public areas to be sure all Guests have left the building.

Bank Deposits

The restaurant's General Manager and Area Supervisor are to ensure that a minimum of two (2) bank deposits are prepared daily. The deposit of the previous night’s sales is to be made by 10:30 a.m.; the deposit of the lunch sales must be made between 2:00 p.m. and 5:00 p.m. the same day. When dusk occurs before 5:00 p.m., the deposit is to be made before dark. Any deposit made after sunset requires a police escort.

An additional deposit may be made before sunset (for example, during summer when it is light until 9:00 p.m.). Such additional deposits are not required.

The Area Supervisor will be required to visit the bank and verify bank deposit logs upon notification of a missing or late deposit.

Deposit Preparation

The back door must be locked when the bank deposit is being prepared. Deposit funds should be gathered from the safe by a manager and taken directly to a private location (back of the restaurant and/or the manager’s office) for counting and deposit preparation.

The opening manager is responsible for transporting the previous evening’s deposit to the bank, and for preparing and transporting the afternoon deposit.

Whenever possible, restaurants should utilize the tamper-resistant plastic deposit bags provided by the Company.  Otherwise, use of a lockable canvas bag is appropriate.

The manager who prepares the deposit must sign (or initial) and date the deposit ticket.

Tamper-Resistant Bags: Deposits prepared in tamper-resistant bags are to be sealed and stored in the time-delay compartment of the safe until they are transported to the bank. Once sealed, these bags must not be opened except by bank personnel who verify the deposit amount.

Canvas Bags: Deposits prepared in lockable canvas bags are to be stored in the time-delay compartment of the safe until they are transported to the bank. The manager responsible for transporting deposits stored in canvas bags must first count the money in the bag(s) and verify the funds match the deposit ticket before going to the bank. Discrepancies should be immediately reported to the Area Supervisor.

Transferring Funds to the Bank

At least six (6) lockable canvas deposit bags (or an adequate supply of tamper-resistant disposable bags) must be available at all times to ensure timely deposits for long weekends and holidays.

Before leaving the restaurant, the manager responsible for transporting the deposit must first check the vicinity of the restaurant for any suspicious persons, activities, or conditions. Such circumstances would warrant delaying the deposit trip and immediate notification of the appropriate law enforcement agency.

Whenever practical, the manager responsible for transporting the deposit should hand the sealed, tamper-resistant or locked canvas bag to another Associate, get in his/her vehicle, then pick up the deposit through the restaurant’s drive-thru window and proceed directly to the bank. The depositor must never be accompanied to the bank by anyone, other than an on-duty Associate or a police escort.  When transporting Company funds, the depositor must never make additional stops along the way (such as the post office, store, etc.). It is never advisable to walk from the restaurant to the bank when making a deposit, regardless of the distance or perceived convenience.

The deposit bag should never be carried in plain view. The depositor is to discreetly conceal the deposit bag on his/her person or in a paper bag. When making a deposit, the depositor should not wear clothing or other items that identify him/her as a Company employee. In warmer months, vests, blazers, name tags and other identifiable items are to be removed before leaving the restaurant. In colder months, a jacket or coat that conceals the Company uniform may be worn. The route to the bank and the exact time of day deposits are made should be varied from time to time.

At the bank, the depositor is not to use deposit chutes when inside teller service is available. The depositor is to obtain a verified deposit slip for each bank deposit and return the receipt to the restaurant.

Deposits When the Bank Is Closed

Extra caution is required when deposits are made during times the bank is closed: before or after banking hours, on weekends, or on holidays. Never use unattended deposit chutes when inside or drive-thru teller service is available. If possible, the depositor is to request a police escort. Any deposit made after sunset requires a police escort.

Only on-duty members of management are authorized to transfer deposits to the bank. Restaurants equipped with a drive-thru window may use the “buddy system” to transport deposits. The manager may give the Associate the locked/sealed bag containing the deposit, then walk directly to his/her vehicle. The manager then pulls to the drive-thru window and receives the locked/sealed deposit bag.

Before depositing money in a bank depository, the depositor is to circle the bank in his/her vehicle, checking for suspicious persons or vehicles in the vicinity. The depositor is to ensure that deposits are made into a clearly identifiable, official bank depository. Out-of-order signs on bank depositories or suspicious persons, activities, or conditions are to be reported immediately to the police after the depositor returns to the restaurant. In these circumstances, the depositor should not leave his vehicle or attempt to make a deposit. The deposit should be placed in the restaurant’s safe for deposit on the following day.