The procedure should control custody without publishing a pattern
A deposit handoff record identifies the responsible roles, amount or sealed package reference, transfer time, receiving point, exception process, and reconciliation. It should not appear in public material or expose a predictable schedule, route, staff identity, access code, or storage location.
Separate preparation, transfer, and reconciliation
Preparation
Count in an appropriate controlled area, compare against the business record, resolve discrepancies according to policy, and seal or package the deposit. Limit who needs to know the amount and timing.
Transfer
Record the custody change between authorized roles. Use the bank, cash-service, insurer, and workplace procedures that apply. Staff safety takes priority over property, and no procedure should require resistance or pursuit.
Reconciliation
Confirm receipt through the official record and investigate missing confirmation promptly. The person who prepared a deposit should not be the only person able to alter every related record when staffing allows separation.
Plan for exceptions before they occur
- Bank, safe, or deposit system unavailable.
- Unexpected short staffing or missed handoff.
- Amount does not match the point-of-sale or count record.
- Package damaged, seal number wrong, or custody unclear.
- Threat, robbery, suspicious surveillance, or unsafe transport condition.
For immediate danger, move toward safety and contact local emergency services. Preserve facts after safety needs are addressed. The cash handling controls guide covers till limits and separation of duties, while the incident log supports exception review.
Audit the control, not only the amount
Review whether the correct roles completed each handoff, confirmation arrived, exceptions were escalated, and predictable details leaked into calendars, messages, or public conversation. A deposit that balances can still reveal a weak custody process. Correct the process before the same weakness becomes a loss or staff-safety issue.