Washington State University
BUSINESS POLICIES AND PROCEDURES MANUAL
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.
CASH REGISTER REQUIREMENTS
In order to maintain complete activity records, cash registers
used by University departments must have all of the following:
BALANCE CASH REGISTER
- One cash drawer per cashier or one cash register per cashier,
- The ability to record the cashier identification name or number for
- A cash register tape and a journal tape which record all transactions,
- A key which enables readings or totals of receipts-to-date to be taken
during the business day,
- A Grand Total of cumulative sales which cannot be reset to zero or
a continuous transaction counter,
- A void transaction key on the register or departmental procedures
in place to track voided transaction numbers, and
- The ability to show money totals by type, e.g., cash, check, bankcard,
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.
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.
(1) Starting Cash (Till Cash)
Departments may create daily reconciliation sheets or use the template in
the PDF version of 30.59.5 as
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.
Remove the till cash before counting the day's receipts. See
(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.
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.
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.
(9) Ending Transaction Number
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
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.
Attach the cash register tape and all supporting documents to
the Daily Reconciliation Sheet.
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.
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
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.
Complete a Credit Card Refund Voucher and follow the procedures
described in 30.55 to refund credit card
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.
See PDF version of BPPM, 30.59.5:
Daily Reconciliation Sheet
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.
Complete and/or print as needed.