Cash Order and Currency Shipment SOP

Standard operating procedure for forecasting branch cash needs, ordering currency and coin, and verifying inbound cash shipments under dual control.

Steps

• Review cash demand and forecast the order
  The branch manager reviews prior cash usage, upcoming customer demand, seasonal trends, and scheduled events to forecast currency and coin needs for the order cycle. Document the forecast by denomination and by currency versus coin. Record the planning assumptions, date range, and any expected deviations from normal demand.
• Verify cash limits and ordering authority
  The vault teller verifies that the requested order is within branch cash limits, approved thresholds, and ordering authority. If the forecast exceeds the approved tolerance or requires an exception, the teller escalates the deviation to the designated manager before submitting the order.
• Prepare and submit the currency and coin order
  The authorized employee prepares the order by denomination, currency amount, and coin amount. The employee enters the order into the approved Federal Reserve or cash services ordering channel and records the submission date, requested delivery date, and confirmation number.
• Confirm shipment notice and delivery window
  The receiving role reviews the shipment notice, expected delivery date, carrier details, and shipment identifiers before the delivery arrives. The receiving role confirms that the delivery window matches the order record and that dual control personnel will be present for receipt and verification.
• Receive the inbound shipment under dual control
  Two authorized employees receive the shipment together and maintain continuous dual control from handoff to secured placement. The employees inspect the shipment for visible tampering, verify the seal or container integrity, and move the shipment directly to the secure counting area or vault.
• Count and verify currency and coin
  The two authorized employees count the currency and coin separately and compare the physical count to the shipment manifest and order confirmation. The employees record denomination totals, overages, shortages, and any damaged or suspect items. If the count is outside tolerance, the employees stop and escalate the discrepancy for investigation.
• Document discrepancies and complete reconciliation
  The branch manager documents any shortage, overage, seal issue, or shipment damage in the discrepancy log and attaches supporting records. The manager completes the reconciliation entry, notifies the appropriate operations or treasury contact, and retains the documented non-conformance for audit review.
• Store verified cash and close the order record
  The vault teller stores the verified currency and coin in the approved secure location and updates the vault balance records. The teller closes the order record, files the shipment documentation, and confirms that all required approvals, counts, and discrepancy notes are complete.