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Cash Handling

INTRODUCTION


There will be numerous occasions when you will be faced with an exposure of cash on the sites you visit. This will range from a few hundred pounds up to thousands of pounds, dependent on the usage of the site. Even with the advent of the debit and credit card, some occupations remain very cash rich and are currently not prepared to change their working practices to reduce the amounts of cash held.


It is imperative that the cash risk is properly explored along with suitable risk control programmes to help minimise cash losses. Remember, cash is probably the most attractive commodity as you don’t need to do anything with it once you have it (apart from spending it!).


You will often not know the extent of the cash held on site until you ask, so this guidance is to help you ask the right questions and to fully assess the risks allowing you to decide whether existing security is acceptable and where necessary to help you through the process of agreeing additional security measures.

 

CASH ON PREMISES


This first process should be to discuss the levels of cash held. Where this is limited to no more than a few hundred pounds, there is probably little else you need to do. Most insurance policies will allow £200 to £300 out of safe.


Try to find out what the average amount of cash held is and also the absolute maximum. Find out if there are fluctuations in the amounts held, e.g. pubs and clubs will often have more cash on a Monday morning after the weekend and this will greatly increase after a long Bank Holiday.


Consider ways to reduce the cash holding, e.g. where staff are still paid in cash could this be changed to direct bank payment.


Find out where cash is held on site, tills, cash offices, etc. and what the procedures are for moving cash around the site. The greater the level of cash that is moved around the site the more you will need to explore the arrangements in place. Consider whether cash is moved around when the premises are closed for business, or is it done whilst customers are on site. If cash movements are undertaken whilst customers are on site does this involve more than one member of staff?


Where the client has tills on site, how much cash is accumulated within the tills, do they have a policy for periodically emptying tills throughout the day. Are tills emptied overnight with the till draw either removed or left in the open position. Modern tills can cost £1,000+ and the damage caused trying to open them can result in the till being written off.

                                                          

SAFES


Where the amount of cash held is above the out of safe policy limit the cash should be stored in a security safe with appropriate cash rating. Consultants should try to make a positive identification of the safe to enable the relevant cash rating to be given. A separate document has been prepared to help with the identification of safes.


When there is an existing safe the following details should be taken:


  • Make and model of the safe (where possible).

  • The type of safe, i.e. free-standing, underfloor, wall.

  • The locking devices. If the safe is key operated what happens to the keys during the day and out of hours. Most policies will have a safe warranty that stipulates that keys must be removed from site. Where the safe is locked by a combination device how often is the combination changed, is the combination routinely changed when a key member of staff leaves?

  • Whether the safe is anchored or not; if not anchored thought must be given to having it anchored in line with manufacturer’s recommendations

  • Any cash deposit facilities?

  • Is the safe within an alarm protected area?

  • Is there any direct alarm protection on the safe (i.e. a limpet device)?

  • Where is the safe located within the premises?

  • Presence of time locks*

  • Presence of time delays**


Cash ratings for safes can be found in the AIS safe listing for all RiskSTOP clients. Clients that have their own safe ratings will be specified in the Client Service Instructions (e.g. RSA Insurance).


If a safe cannot be identified Consultants may refer to RiskSTOP Technical Helpline, including as many of the above details as possible, and a photograph whenever possible.

 

CASH OFFICES


Is there a bespoke cash office? This will be more relevant for sites with greater cash holdings and the following information should be obtained:


  • Where is the cash office?

  • What is the construction of the cash office - walls, floor and ceiling/roof

  • Details of any glazed areas and security afforded to them, i.e. bars or security grilles over windows, bullet resistant glazing, etc.

  • How do staff access the cash office? Single door, double interlocked doors***. What type of doors are they?

  • Is there any CCTV – ideally should be covering the approach to the outer door with an additional camera within the inner holding area

  • What are the opening procedures for the cash office when staff arrive on site?

  • Is there a minimum of 2 staff present at all times when cash is out of the safe?

  • Consider a time lock on the cash office door

 

CASH TRANSITS


How is cash brought to and taken away from site?


Does the site comply with any cash carrying warranties?


Do the site use professional cash carrying companies? Most insurance companies will insist on professional carriers when the amount carried is in excess of £10,000.


If the company use their own staff is thought given to how the money is carried, using different vehicles and varying the route to the bank? Ensure the doors to the vehicle are locked during transit and extra vigilance is taken during loading and unloading times? Avoid the use of public transport.


Consider how staff carry the cash. Split the money between staff. Bank notes to be carried on the person in pockets. Alternatively, in circumstances where insistence upon the use of a professional carrier is not justified and practical considerations preclude the carrying of bank notes on the person, a security bag (or bag-insert) of the alarm, smoke and dye type should be used.  The bag should be of the "passive" radio type ensuring that it is discrete in use.  It should not involve any obvious mechanical link such as a wrist chain or strap.

 

Where professional carriers are used does the client actively check the ID of the carriers; is there a secure way for the carriers to receive and deposit cash (cash traps, etc); at what point do the carriers become responsible for the cash? Ask to see a copy of the contract to ensure that the carrying company are insuring the cash and up to what amount.

 

HOLD UP RISK


The most common form of cash loss is during a duress / hold up situation. This could be in the form of an armed hold-up during working hours or forcing somebody back on to site out of business hours. Consultants should consider incorporating suitable electronic measures to help prevent such an occurrence and also to provide warning via an ARC (Alarm Receiving Centre) that something is amiss.


Consider:


  • The addition of panic buttons within critical locations within the buildings; also consider the use of portable panic devices.

  • Incorporating a duress facility on the intruder alarm system.

  • The monitoring of the setting and unsetting of the intruder alarm system with strict hours logged with the ARC.

  • Time locks on the safes.

  • Where there are two keys ensure that they are held by two members of staff.

  • Unlocking and locking up to be undertaken by more than one member of staff, ideally with one member of staff standing away from the door observing the opening / closing procedures.


This guidance is not exhaustive and where there are real concerns with regards to the holding and movement of cash further information and discussions may be necessary. Any concerns must be discussed with the RiskSTOP technical team who will provide any necessary further guidance.

 

NOTES


*Time lock- a time lock is an electronic locking mechanism used to prevent the opening of a safe or vault until it reaches a pre-determined time, even if the combination is known or keys are available.


**Time delay-a time delay is most commonly an electronic lock equipped with a time delay facility that delays the unlocking of the safe for a pre-determined time period, normally for a period of between 10 minutes and an hour.


***Interlocked doors-doors which are programmed to only allow one door to be opened at a time. Consideration should be given to these doors failing secure in the event of an emergency.


N.B. where a safe is fitted with a key lock and management do not want the key taken off site due to operational reasons consider replacing the locking mechanism on the safe for a combination lock. It is possible on more modern safes to retrospectively replace one locking mechanism for another.

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