13.5 Safe Log Form

13.5 Safe Log Form

Version: V2
Last Updated: October 2025
Category: Cash Handling / Till Systems

Purpose

To maintain a clear record of all cash movements in and out of the safe, establishing accountability and creating an audit trail for financial reconciliation.

Scope

This procedure applies to all staff members and managers who add or remove cash from the safe.

Equipment Required

  • Safe Log Form (digital or paper)
  • Calculator
  • Pen (for paper forms)
  • Access to the safe
  • Manager authorization

Procedure

1. When to Complete a Safe Log Form

Complete a Safe Log Form every time you:

  • Add cash to the safe (deposits from till)
  • Remove cash from the safe (for change, purchases, or other purposes)
  • Transfer cash between locations
  • Perform a safe lift (end-of-day cash collection)
  • Conduct a safe count (Section 13.6)

2. Authorization Requirements

Before any cash movement:

  1. Obtain authorization from the duty manager or store manager
  2. Ensure the manager is present or aware of the transaction
  3. Do not access the safe without authorization
  4. Report any unauthorized access attempts to management

3. Completing the Safe Log Form

Fill in the following information for every transaction:

Transaction Details:

  • Date of transaction
  • Time of transaction
  • Staff member name and ID
  • Manager name and signature

Cash Movement:

  • Type of transaction (Deposit/Withdrawal/Transfer/Count)
  • Amount being added or removed
  • Reason for the transaction
  • Running balance (if applicable)

Verification:

  • Verify the amount before recording
  • Count the cash if withdrawing
  • Ensure the amount matches the authorization

4. Recording Deposits (Cash In)

When depositing cash to the safe:

  1. Count the cash being deposited
  2. Record the amount on the Safe Log Form
  3. State the reason (e.g., “End of shift till deposit”, “Safe lift”)
  4. Note the source of the cash
  5. Obtain manager signature
  6. Deposit the cash into the safe
  7. Verify the safe is locked

5. Recording Withdrawals (Cash Out)

When withdrawing cash from the safe:

  1. Verify the authorization amount
  2. Open the safe
  3. Count the cash being withdrawn
  4. Verify the amount matches the authorization
  5. Record the withdrawal on the Safe Log Form
  6. State the reason (e.g., “Float for till”, “Stock purchase”)
  7. Obtain manager signature
  8. Close and lock the safe
  9. Keep the cash secure

6. Recording Safe Lifts

A Safe Lift is when cash is collected from the till and deposited into the safe at the end of the day:

  1. Complete the Shift Cashing Up Form (Section 13.4)
  2. Transfer the cash from the till to the safe
  3. Record the Safe Lift on the Safe Log Form
  4. Include the shift date and staff member who performed the lift
  5. Note the amount transferred
  6. Obtain manager signature
  7. Ensure the safe is locked

7. Recording Safe Counts

When conducting a Safe Count (Section 13.6):

  1. Complete the Safe Count Form first
  2. Record the count on the Safe Log Form
  3. Note the date and time of the count
  4. Record the total amount counted
  5. Compare to the expected balance from the log
  6. Note any discrepancies
  7. Obtain manager signature

8. Maintaining the Log

To ensure the Safe Log remains accurate and useful:

  • Keep the log in a secure location near the safe
  • Ensure all entries are legible and complete
  • Do not leave blank spaces between entries
  • Cross out any errors with a single line and initial
  • Never remove pages from the log
  • Start a new log when the current one is full
  • Store completed logs securely for audit purposes

9. Discrepancies and Issues

If you notice any discrepancies or issues with the Safe Log:

  1. Do not attempt to correct without authorization
  2. Notify the duty manager immediately
  3. Document the issue on an Incident Report Form
  4. Conduct a Safe Count to verify the actual balance
  5. Investigate the cause of the discrepancy
  6. Update the log with manager authorization

Quality Checks

  • ✓ Verify amount before recording
  • ✓ Count cash if withdrawing
  • ✓ Ensure amount matches authorization
  • ✓ Obtain manager signature for all transactions
  • ✓ Verify safe is locked after each transaction
  • ✓ Check running balance is accurate
  • ✓ Ensure all entries are complete and legible

Safety Notes

  • ⚠️ Do not access safe without authorization
  • ⚠️ Report unauthorized access attempts to management
  • ⚠️ Keep cash secure after withdrawal
  • ⚠️ Always lock the safe after each transaction
  • ⚠️ Do not leave the safe unattended while open
  • ⚠️ Never share safe combinations or access codes
  • ⚠️ Report any missing or damaged log entries immediately

References

  • Shift Cashing Up Form (Section 13.4)
  • Safe Count Form (Section 13.6)
  • Incident Report Form
  • Cash Handling Policy
  • Safe Management Procedures

This SOP is part of Little Coffee Bean Co’s comprehensive operational procedures. For questions or clarifications, contact your store manager or head office.