Cash & Banking Policies
Policy Number:
001 / Policy:
Prosecution Policy / Effective Date:
September 1, 2011

1.1Purpose:

  • The purpose of this policy statement is to clearly establish policies and procedures for the handling of situations in which the Company (Franchise Management) is the victim of a crime.

1.2Zero Tolerance

  • It is the policy of the Company to report all crimes committed against the Company to law enforcement agencies and to cooperate with and provide assistance to those agencies involved with the investigation and prosecution of such crimes, whether committed by and employee or non-employee.

1.3Reporting

  • When there is a suspicion of a crime having been or will be committed against the Company, immediately contact the Area Manager or Regional Director of Operations for direction and instruction.
  • When a crime has been committed against the Company, the person in charge of protecting the company assets at the location should do the following:

-Report the crime to the proper law enforcement authority

-Immediately make proper notifications, to the Area Manager and Regional Director of Operations, for direction and instruction.

1.3Restitution

  • An offer of restitution by a person suspected of a crime is an insufficient reason not to refer the matter to the proper law enforcement authority.
  • No one may enter an agreement with a suspect not to prosecute in exchange for restitution.
  • The Company will seek restitution through the court system without any promises of exchange

Cash & Banking Policies
Policy Number:
002 / Policy:
Cash and Security Violations Policy / Effective Date:
September 1, 2011

2.1 Introduction

  • The Company has a duty to protect its assets. The most important assets are our Team Members. This policy identifies some of the more serious violations, but is not meant to be an inclusive list.

2.2Critical Violations

  • These policies are critical to the safety of our employees and assets, and violation of them may result in immediate termination with cause.

2.2.1.1Criminal Or Fraudulent Activity

  • Any offence which is deemed to be either fraudulent and/or criminal in nature, according to federal or provincial law.

2.2.1.2Back Door Policy

  • Our back door policy covers all entrances (leading to the back of the house area) that are intended for customer use. Violations Include;
  • Opening the BACK DOOR after dark unless expressly authorized.
  • Opening the BACK DOOR during daylight hours for any reason with the exception of ;
  • Taking out the garbage, and returning through the front doors
  • Receiving deliveries only after the driver has provided proper ID at the front counter.

2.2.1.3Entering the Restaurant After Hours

  • Re-entering the restaurant after hours without authorized approval by the Area Coach or Director of Operations.

2.2.1.4Staggered Closing Procedures

  • Failure to follow the staggered method of closing the restaurant.
  • Depositing Procedures
  • Failure to control cash and make daily deposits as outlined below:
  • Funds MUST never be left unsecured at any time. All funds MUST be kept in the inner compartment time delay safe (where applicable) except when funds are being counted or a deposit is being prepared. The safe MUST be locked at all times.
  • Failure to take the previous day’s deposits to the bank before 5pm or in extreme circumstances, failure to inform your Area Coach that you could not make it the bank.

2.3Serious Violations

Any Violation of these Policies will be considered a serious offense, which will result in disciplinary action up to and including termination with cause.

  • Leaving any perimeter door unlocked before open or close.
  • Allowing anyone in to the restaurant when it is closed; includes friends, former Team Members, non-scheduled Team Members, Non-scheduled Delivery Drivers and relatives.
  • Allowing Vendors admittance who do not have authorized scheduled work.
  • Bringing onto company property, weapons of any type, which are known to cause bodily harm.
  • Possessing, consuming or trafficking of drugs, alcohol or any other controlled substance on company property.
  • Stealing, intentionally misusing, damaging or destroying Company assets or displaying misconduct leading to such a loss
  • “Borrowing” funds from the register or Cash Float to include the use of personal credit or debit cards in exchange for cash from the restaurant funds. No personal “IOUs”.
  • Intentionally under-ringing or not ringing in sales.
  • Using any form of floating receipts, kiting, rolling deposits or funds.
  • Accepting personal cheques.
  • Failure to set the alarm system (if applicable) when leaving the restaurant after close.
  • Manipulating or falsifying financial, operational or performance information which may involve, but is not limited to the following:
  • Inventory counts or transfers
  • Vendor purchase invoices
  • Coupons, allowances, discounts or promotions, voids, refunds, credit or debit cards or delayed payments
  • Failure to use the time delay/time-locking feature on the safe. Day lock is not permitted.
  • Failure to verify all bank deposits on a weekly basis to ensure they are properly validated with the date and amount.
  • Failure to control cash and make daily deposits as outlined in the Cash Management section.

3 Cash Float

3.1 Cash Float

  • Each restaurant has a designated Cash Float (restaurant’s operating funds). Cash Float levels vary by restaurant location.
  • The amount of money in the cash Float MUST be maintained at its approved level.
  • The Cash Float MUST be:
  • Used to make change for Cash Register Floats
  • Kept in a locked safe
  • Made up of cash only
  • Cheques or IOUs are NOT ALLOWED at any time
  • Cash MUST be kept in either the secured safe or cash register only
  • During non-operational hours, the entire Cash Float MUST be secured in the safe, time delay compartment (where applicable).
  • Money from the Cash Float may not be used for cash paid outs.
  • Only one Manager is permitted to have safe control and accountability for the Cash Float at any time. This is true even when there are two managers on duty.
  • Cash Float accountability MUST be signed over from the outgoing Manager On Duty to the incoming Manager On Duty.
  • At Minimum, the Cash Float MUST be counted at Opening, Each Shift Change, and at Closing.
  • Any variances in the Cash Float MUST be resolved immediately. If this issue cannot be resolved, the Area Coach MUST be notified.

3.2 Changes in Cash Float

  • The Director of Operations may approve a change in the Cash Float levels for a specific restaurant.

INCREASE IN CASH FLOAT LEVELS

  • A written request (via email or fax) is to be sent to the CFO and Director of Operations with the following information:
  • Restaurant number
  • Current amount of Cash Float
  • Increase amount requested
  • Date required
  • Reason for increase
  • Director of Operations will inform the Area Coach of approval, and the date the increase in the Cash Float that will take affect

DECREASE IN CASH FLOAT

  • Restaurant is to make a separate deposit to the bank in the amount of the decrease in the Cash float
  • The deposit slip is forwarded in a separate envelope, in the weekly package, to the CFO
  • The CFO will confirm the re-deposit of the Cash Float funds and make the appropriate accounting adjustment

3.3 Opening Shift Count-Cash Accountability

  • Ensure that all restaurant doors are locked before opening the safe in the morning
  • The opening Manager On Duty MUST count the entire Cash Float and verify the previous evening’s cash count balance.
  • Only the opening Manager On Duty is permitted to have access to the safe and the Cash Float until a change over Cash Float count is completed with the incoming Manager On Duty.
  • After preparing the Cash Register Floats, make sure that all funds except the necessary operating funds are LOCKED in the safe (time delay inner compartment when available).
  • The only bills and coins permitted in the outer compartment (if applicable) of the safe MUST be those necessary for normal business operations.
  • The opening Manager On Duty is responsible to ensure that the previous day’s deposits are taken to the bank.

3.4 Shift Change Count – Cash Accountability

  • Both the incoming and outgoing Manager On Duty MUST count the entire Cash Float together.
  • The following items MUST be counted and verified by both the incoming and outgoing Manager On Duty
  • Entire Cash Float.
  • Count all Drawer Skims, which are not part of a sealed deposit
  • Confirm that All deposits not taken to the bank are sealed with the correct bag number listed on the Bank Deposit Log.
  • Confirm all other safe contents.
  • Both Managers On Duty MUST sign the Cash Count Log
  • After both the Incoming and Outgoing Manager On Duty complete the cash count, the Incoming Manager On Duty now assumes accountability of the Safe, its contents, and the Cash Float.
  • The Outgoing Manager On Duty is no longer permitted access to the Safe or Cash Float.

3.5 Closing Shift Count – Cash Accountability

  • The closing Manager On Duty MUST count the entire closing Cash Float and daily deposits to confirm that they match the day’s sales activity.
  • All cash counts and deposit preparations MUST be performed after the restaurant is closed and all the doors have been locked.
  • All Cash Register Floats MUST be settled and stored in the safe.

Note: Leave all cash register tills empty and in the open position overnight.

3.6 Cash Float Discrepancies

  • If the Cash Float is over / short in excess of $50.00, the Manager On Duty MUST notify the Area Coach immediately.
  • Never hide/falsify “Cash Over” by ringing in orders
  • Never hide/falsify “Cash Shortage” by deleting orders.
  • Never hide/falsify “Cash shortage” by making up the difference by adding your own money.
  • Cash Floats MUST always be balanced to the authorized level each evening.

3.7 Safe Control

  • All funds MUST be secured in the inner compartment or time delay section (if applicable) of the safe.
  • Funds MUST not be left unattended or in an unsecured location at any time, not even for a minute.

4 Drawer Skims

4.1 Frequency

  • Drawer skims MUST be performed whenever the cash in the register exceeds the maximum allowable limit. There should not be more than $150 in your cash register at one time, on top of the float.
  • During peak hours, including lunch (11:30am – 1:00pm) and dinner rush (4pm – 7pm), there MUST be a minimum of three (3) drawer skims made on the register. These drawer skims should be varied throughout the rush and never back to back. Only 10% of the drawer skims conducted can be greater than $150. For example, if you made 10 drawer skims that day only one of those skims should be greater than $150.
  • At non-peak periods, drawer skims MUST be made as frequently as necessary to ensure that the register till does not exceed the allowable limits.

4.2 Drawer Skim Management

  • All drawer skims MUST be recorded on the cash register.
  • All drawer skims MUST be performed with the Cashier and Manager On Duty present. Indicate on all skims where the Cashier and the Manager On Duty is the same person. In this event, a witness must sign the skim receipt.
  • Both the Cashier and the Manager On Duty count the total drawer skim. Both MUST agree on the amount being skimmed.
  • The drawer skim is entered on the cash register and a receipt printed.
  • Record the drawer skim amount, the Cashier’s signature and the sequential drawer skim number on the receipt. (For example the first drawer skim for JW would be JW1)
  • Both the Cashier and the Manager On Duty sign the receipt.
  • The drawer skim is recorded on the Drawer Skim Log and signed by both the Cashier and the Manager On Duty.
  • The Manager On Duty is responsible for the drawer skim funds.
  • The drawer skim MUST immediately be put into the safe, inner compartment or time delay section, or dropped in drop chute part of safe.
  • At Shift Change, all drawer skims not part of a sealed deposit, MUST be counted by both the incoming and outgoing Manager On Duty and signed for on the Drawer Skim Log.

4.3 Record Keeping

  • Ensure that all drawer skim receipts are part of the Cashier’s settlement.
  • Ensure that all drawer skims are logged on the Drawer Skim Log.
  • When making up deposits, complete the deposit portion of the Drawer Skim Log.
  • Any discrepancies between the Drawer Skim Logs, receipts and actual cash MUST be resolved immediately.

5 Register Operations

5.1 Cash Register Floats – Management

  • The Manager On Duty MUST count all funds in the cash register float.
  • Cash Register Float amount is logged on the Cash Register Float Sheet and signed by the Manager On Duty.
  • Keep ALL cash register floats locked in safe until ready for use by a cashier.
  • Assign cash drawer and a register to a cashier (CSR for delivery drivers).

5.2 Cash Register Floats – Cashier (CSR for Delivery Drivers)

  • The Cashier MUST count all the funds in the Cash Register Float.
  • The Cashier logs the total float amount on the Cash Register Float Sheet and signs as confirmation that funds were counted and verified to the Manager On Duty’s count.
  • DO NOT accept cash Register Floats with a discrepancy +/- $1.00. Immediately bring this discrepancy to the attention of the Manager On Duty.
  • The Manager On Duty and the Cashier MUST resolve the discrepancy prior to the Cash Register Float being used.
  • The Cashier is to use assigned cash register only.

5.3 Register All Transactions

  • Anyone using the cash register MUST be fully trained on the correct processing of all cash register transactions, policies and procedures.
  • Each sales transaction MUST be processed under the proper transaction type. Example: Take-Out, Drive Thru, Full Service Dine In or Home Delivery.
  • Each sales transaction MUST indicate the method of payment. Example: Cash, Visa, MasterCard, American Express, Debit Card, Gift Card, etc.
  • All transactions MUST be processed through the cash register with supporting documentation, such as:
  • Change Downs/Voids – Needs to have original ticket, new ticket, management and employee signatures and a detailed explanation.
  • Closing Manager On Duty verifies change downs to the change down report that is provided by the computer, and checks for proper documentation.
  • RGM follows up at the end of the week, to make sure that all change downs have proper documentation and equal the ending week report.
  • Cancel Made – Mistake /Burn – Must have original ticket, management and employee signature and detailed explanation.
  • Should be wrung in within 2 hours of the original bill being processed.
  • Undeliverable – Must have original ticket, management and driver’s signatures and a detailed explanation.
  • Ticket needs to be processed immediately and customer called back.
  • No Show/ Walk Outs – Must have original ticket, management and employee signature with a detailed explanation.
  • Excessive Walk Outs on a particular full service dine in server is an indication that the server is not maintaining their section and could face disciplinary action.

5.4 Non-Sales and $0.00 total

  • Cash drawers may be opened using the “No Sales” key or “Open Drawer” key (depending on system) for the following reasons only:
  • To perform a drawer skim
  • To close off register
  • To make change
  • Supporting documentation is required for all non-sales and $0.00 total transactions
  • Each non-sale or $0.00 total transaction receipt MUST include:
  • Reason for transaction
  • Signed by Cashier and the Manager On Duty
  • Include all above receipts with the Cashier’s Settlement Reports.

5.5 Cashier/ Register Restrictions

  • Only ONE cashier is permitted per cash register and cannot be shared at any time.
  • Where cash control becomes an issue (example: two consecutive days variance +/- $20) restrictions on the number of authorized cashiers MUST be implemented in writing by the Area Manager/Director of Operations.

6 Other Cash Register Activity

6.1 Vouchers

  • Vouchers should be treated the same as cash. Vouchers are not Gift Certificates, but are usually traded for specific products (no change is given).
  • Each voucher MUST be:
  • Voided/ comp’d after being redeemed under the appropriate category.
  • Include the transaction ticket #
  • Have two signatures and an explanation.

6.2 Coupons / Promos

  • Coupons MUST be presented at the time of purchase to be validated
  • All coupons MUST voided once redeemed
  • All coupons MUST be keyed into the cash register with original sale
  • Proper coupon codes MUST be used.
  • Physical coupon MUST be attached to original ticket
  • Surprise Promo/Open Coupon needs original ticket, management and cashier’s signatures.

6.3 Deletions

  • Cashiers can make corrections to orders before “Take Out” / “Eat In” totals
  • Deletions of items after that point MUST be treated as Voids.

6.4 Voids / Overings / Cancels

  • The Manager On Duty MUST authorize All voids / overing corrections
  • Voids /overings are to be completed prior to cashing out the customer
  • Voids / overings after the sale transaction has been closed/completed MUST be treated as Refunds
  • Voids / overings MUST include:
  • Sales receipt
  • Voided items noted on receipt.
  • Written reason for void including outcome. Example: Customer changed mind from 2 medium deal to 2 large deal.
  • Requires two signatures, one being the Manager on Duty.

6.5 Refunds

  • The Manager On Duty MUST authorize all refunds at the time of the transaction.
  • Documentation MUST include:
  • Original receipt
  • Refund receipt
  • Detailed explanation
  • Customer’s signature and telephone number.
  • Manager On Duty and cashier’s signature (2 employees)

6.6 Discounts