Run: Cash Order and Currency Shipment SOP

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.

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.

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.

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.

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.

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.

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.

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.