TITLE: CASH HANDLING PROCEDURES FOR CASH

HANDLING OFFICERS

Document Number: LANBELL TM 000

Effective (or Post) Date: October 1, 2021
Review cycle: Annual
Retrieve by: Laboratory Manager

Purpose : To guide cash handling officers on procedures to follow in carrying out their
functions.

Scope : Covers the contextual definition of cash, guidelines for accepting and
safeguarding cash, cash holding limits and close-of-day procedures.

Responsibility : Cash handling officers, accountant and other supervising officers

References : N/A

1|P a g e
CONTROLLED DOCUMENT
LANBELL Laboratory & Diagnostic Center
 TITLE: CASH HANDLING PROCEDURES FOR CASH
HANDLING OFFICERS

Document Number: LANBELL TM 000

Effective (or Post) Date: October 1, 2021
Review cycle: Annual
Retrieve by: Laboratory Manager

1. Definition of Cash
1.1 The term “cash” as used in this document, refers to local and foreign currency notes and coins,
personal and business cheques. (Receipts of mobile money transfers, credit and debit card
payments, and other electronic payments and transfers are handled in the e-payment procedure
document).

2. Accepting Cash Payments

2.1 All types of payments should be input into the designated software, and entered manually in the
‘Daily Cash Collection Record Sheet’ (see Apendix 2) to ensure that all payments are properly
documented.

2.2 When cash and coin payments are accepted as payment, they should always be recounted in
front of the customer to confirm the amount received from the customer.

2.3 Currency notes should always be counted with a money-counting machine to help detect
counterfeit notes.

2.4 A receipt should always be given to the customer for cash payments.

2.5 Payments should be input, or rung in, on the designated software at the same time they are
received. In case of system failure, a manual receipt may be issued only after informing the
supervising officer.

3. Safeguarding Cash
3.1 During business hours, all forms of cash should be stored in locking drawers, and/or cash boxes.

3.2 Only the cashier collecting these monies should control over cash he/she has received during
business hours, and make sure that the cash is securely locked when they take lunch, or a break.

3.3 To reduce the risk of error, all cash should be separated according to the denomination, and
should face the same direction.

2|P a g e
CONTROLLED DOCUMENT
LANBELL Laboratory & Diagnostic Center
 TITLE: CASH HANDLING PROCEDURES FOR CASH
HANDLING OFFICERS

Document Number: LANBELL TM 000

Effective (or Post) Date: October 1, 2021
Review cycle: Annual
Retrieve by: Laboratory Manager

4. Cash-holding limits
4.1 Staff designated to handle cash are required to keep cash on hand not in excess of GHS3,000.00
during business hours.

4.2 Cash handling officers are required to move all or part of their cash holdings to the designated
safe when it goes in excess of GHS3,000.00 during business hours.

4.3 The receiving officer must complete ‘Safe Deposit Form’ indicating the details of deposit made
and have it confirmed and signed by the Accountant or a supervising officer.

5. Close-of-day Procedures
5.1 At the close of business hours, cash handling officers must:

i. Ensure all cash receipts are logged manually in the ‘Daily Cash Collection Record Sheet’.
ii. Ensure all cash receipts have been entered in the software unless there is a system
downtime in which case this must be documented in the remarks column of the ‘Daily Cash
Collection Record Sheet.
iii. Ensure all ‘Safe Deposit Forms’ have been properly completed and signed by the Accountant
or a supervising officer.
iv. All cash received has been handed over to Accountant or supervising officer for further
lodgment in the safe.

6. Banking of Cash
6.1 Cash received on a given day must be banked within 3-working days.

6.2 Cash would be banked by the Accountant or any officer he shall designate for this purpose.

3|P a g e
CONTROLLED DOCUMENT
LANBELL Laboratory & Diagnostic Center
 TITLE: CASH HANDLING PROCEDURES FOR CASH
HANDLING OFFICERS

Document Number: LANBELL TM 000

Effective (or Post) Date: October 1, 2021
Review cycle: Annual
Retrieve by: Laboratory Manager

Appendix 1: Safe Deposit Form

Lanbell Labo rato ry & Diagno stic Center

Safe Deposit Form

Date:

Denomination (GHS)
Notes
200
100
50
20
10
5
2
1
Total Notes
Coins
2
1
50p
20p
10p
5p
1p

Total Coins

Total Notes & Coins

Prepared by:
(Name) (Signature)

Checked by:
(Name) (Signature)

Remarks:

4|P a g e
CONTROLLED DOCUMENT
LANBELL Laboratory & Diagnostic Center
 TITLE: CASH HANDLING PROCEDURES FOR CASH
HANDLING OFFICERS

Document Number: LANBELL TM 000

Effective (or Post) Date: October 1, 2021
Review cycle: Annual
Retrieve by: Laboratory Manager

Appendix 2: Cash Collection Form

DAILY CASH COLLECTION RECORD SHEET

NAME OF CASH OFFICER:

PAYMENT
ENTERED IN
DATE PURPOSE AMOUNT (GHS) CASH / CHEQUE REMARKS
SOFTWARE (YES
/ NO)

Prepared by:
(Name) (Signature)

Checked by:
(Supervising officer) (Name) (Signature)

Supervising Officer's Remarks:

5|P a g e
CONTROLLED DOCUMENT
LANBELL Laboratory & Diagnostic Center