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I. OBJECTIVE
1. To provide guidelines in the proper turnover of keys from Service Crew to Service Crew
II. DEFINITION OF TERMS
(Not Applicable)
III. GENERAL POLICIES
As part of the responsibilities of the Service Crews, the following policies pertaining to security must be followed:
1. Cash Fund
On morning shift, once the amount of cash fund is reached and there is enough bills change available in the outlet, the cash fund may then be set aside and kept in the cash box. Make sure that there is a witness upon placing the cash fund in the cash box and locking it inside. The witness must sign in the Cash Fund Keeping and DSR Box Sales Dropping Monitoring (under Money Declaration Form) with the time indicated as proof of witnessing that correct amount of cash fund is turned over and placed in the cash box.
Note: If there is no sign of turnover transaction in the Cash Fund Keeping and DSR Box Sales Dropping Monitoring (under Money Declaration Form) and something bad and unexpected happened to the cash fund (e.g. lost or stolen), the liability will be on the morning shift staff and s/he will be given appropriate sanction.
2. If the next day’s morning shift staff is presently off-duty, s/he is obliged to go to the outlet so the on-duty staff can properly endorse and turnover the keys and cash fund to him/her. Both of them must check the cash fund if it’s complete. Both of them must sign in the Cash Box and DSR Keys Endorsement (under Money Declaration Form). The endorsed staff must call the SOS to inform him/her that the turnover is finished and that the keys are now under his/her care. The same thing must be done when the keys are returned to the endorser.
3. DSR Box – Dropping of P500 and P1000 bills
Only two (2) P500 bills are allowed to be left in the drawer box. Aside from them, all P1000 bills and excess P500 bills must be immediately dropped in the DSR box. The bills must be placed in an ice plastic bag with a small paper indicating the time of dropping before actually dropping it to the DSR box. At the moment that the Auditor or Supervisor catches sight of P1000 bill and/or more than two (2) P500 bills in the drawer box, the Service Crew on-duty will automatically be sanctioned with an amount not greater than P500.
4. DSR Box – Dropping of Sales
Part of the closing procedures is to place the sales in the DSR box. After noting down the breakdown of sales, place the sales in an ice plastic bag and properly drop it in the DSR box. To ensure that it is properly dropped, Service Crew must hook his/her forefinger into the tube where the money is dropped and make sure that the plastic bag is out of reach. Only then will the witness sign in the Cash Fund Keeping and DSR Box Sales Dropping Monitoring (under Money Declaration Form), with the time of dropping indicated, as proof that it is properly dropped in the DSR box.
Note: If there is no sign of a witness in the Cash Fund Keeping and DSR Box Sales Dropping Monitoring (under Money Declaration Form) and something bad and unexpected happened to the sales (e.g. lost or stolen), the liability will be on the closing shift staff. In case of the outlets with only one (1) assigned Service Crew, the liability will solely be upon him/her.
5. If the closing shift staff will be off-duty on the next day, the substitute staff must go to the outlet so the closing shift staff can properly endorse and turnover the DSR key and the sales inside the DSR box. The closing shift staff must count the sales in front of the substitute staff and then write the cash breakdown. The substitute staff must be the one to return the sales in the DSR box and lock it. At this point, the substitute staff will have the key to the DSR box. Both of them must sign in the Cash Box and DSR Keys Endorsement (under Money Declaration Form) as proof of proper turnover of key and sales. The remaining sales will be dropped in the DSR box as per policy no. 4.
Note: If there is no sign of a witness in the Cash Box and DSR Keys Endorsement (under Money Declaration Form) and something bad and unexpected happened to the sales (e.g. lost or stolen), the liability will be on the closing shift staff.
IV. PROCEDURE FLOWCHART
Flowchart Title
(Not Applicable)
V. REFERENCE/INTERFACE PROCESS
Document Title
(Not Applicable)
VI. FORMS AND RECORDS
Form Title
1. Money Declaration Form
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