Washington State University

Revised 4-16
Controller's Office

Cash Registers

PDF link

Departments which use cash registers must maintain complete records of cash register activity. Departments are responsible for closing out each register at the end of the business day and completing a balance reconciliation for each register.
In order to maintain complete activity records, cash registers used by University departments must have all of the following:
Follow the procedures below to balance the cash register at the end of each business day:
Ring Out Register
Total and close out ("ring out") the cash register.
Reconciliation Sheet
Use a daily reconciliation sheet to compare and balance the register receipts and adjustments against the money (e.g., cash, checks, bankcard receipts) on hand at the end of the day.

Departments may create daily reconciliation sheets or use the template in the PDF version of 30.59.5 as needed.

The instructions for completing the Daily Reconciliation Sheet are numerically keyed to numbers on the sample in the PDF version of page 30.59.2.
(1) Starting Cash (Till Cash)
Remove the till cash before counting the day's receipts. See 30.51.
(2) Cash Collected
After the till cash is accounted for, list the cash collected, including totals of each denomination.
(3) Total Collected by Money Type
List the money collected by type, e.g., cash, checks, bankcard, and CougarCard. Indicate the total collected for the day.
(4) Totals from Cash Register Tape
On the other side of the page, list the daily cash register tape totals and any adjustments.
Net Sales / Gross Sales
Compare the amount of net sales and gross sales (if applicable) showing on the register tape.

Note the source of any differences (voided sales, sales returns, and/ or other credits). These adjustments should be accounted for and documentation supporting the adjustments should be retained.
Voided Sales
A supervisor must initial approval for voided sales transactions. The voided sales slip must be attached to the daily reconciliation sheet along with the original sales slip.
Sales Recorded by Type
List the sales recorded by type on the register tape, e.g., cash sales, check sales, bankcard sales.
(5) Money Collected by Type / Sales Recorded by Type
Compare the amounts of money collected (e.g., cash, checks, bankcards, CougarCards), to the sales listed by money type on the register tape. Investigate and note any differences.
(6) Total Recorded / Total Collected
Compare the amount of total sales recorded on the cash register daily tape to the total collected.

Investigate and attempt to resolve any differences. If any difference cannot be resolved, write the amount over or short on the reconciliation sheet.
(7) Notes/Comments
Describe any differences investigated, attempts to resolve the differences, and any adjustments made to the sales totals and/or totals of money collected.
(8) Grand Total
Ensure that the Grand Total from the previous day's cash register tape plus the current day's net sales are equal to the Grand Total on the current day's cash register tape.

Note the result of the comparison on the reconciliation sheet. Write the ending Grand Total from the previous day on the current day's reconciliation sheet.
(9) Ending Transaction Number
If cumulative totals are not kept, compare the previous day's ending transaction number plus the current day's number of transactions to the current day's ending transaction number.

Write the ending transaction number from the previous day on the current day's reconciliation sheet.
Supporting Documentation
Attach the cash register tape and all supporting documents to the Daily Reconciliation Sheet.
(10) Approvals
The cashier and a reviewer sign the reconciliation sheet. The reviewer's signature indicates that he or she has reviewed the reconciliation sheet and that it is correct.
Records Retention
Retain the reconciliation sheet and attachments for six years after the end of the fiscal year. See 90.01 for records retention requirements.
Monitor Sales Adjustments
A supervisor and/or the department manager are to routinely monitor overages, shortages, and other sales adjustments to identify possible problems.
Do not process refunds through the cash register.
Submit a State of Washington Invoice Voucher to the Controller's Office to refund cash or check purchases. See 30.45 and 30.55.
Credit Card
Complete a Credit Card Refund Voucher and follow the procedures described in 30.55 to refund credit card purchases.
Someone other than the cashier prepares a Cash Deposit Report and attaches a copy of the cash register ring-out total tape. This person signs the Cash Deposit Report as Preparer.

The Cash Deposit Report and the deposit is forwarded to a reviewer. The reviewer verifies the deposit for intactness and signs the Cash Deposit Report as Approver.

See 30.53.

See PDF version of BPPM, 30.59.5: Daily Reconciliation Sheet
Blank Master
Complete and/or print as needed.