RISK MANAGEMENT PROCEDURE SUBJECT: SAFETY & SECURITY of CASH HANDLING EMPLOYEES R 12.0 EFFECTIVE: 6/20/14 REVIEWED: 1/15/18 I. PURPOSE The purpose of this document is to create procedures and guidelines with respect to the handling, receiving, transporting and depositing of cash. The term cash includes currency, checks, money orders, and debt and credit card transactions. II. SCOPE These procedures apply to all City employees, including part time & temporary employees paid by the City who handle cash. This document is intended to complement existing procedures and guidelines set in place by the individual department. III. ADMINISTRATION A. Procedural Review and Revision: 1. This procedure shall be reviewed on an annual basis by the Safety Advisory Board (S.A.B.) in conjunction with Financial Services and Risk Management. 2. Immediately following a serious incident or where there is reason to suspect it is no longer applicable. 3. Revisions to the procedure shall be approved by the Safety & Risk Manager and the City Attorney. B. Training and Assessments: 1. Risk Management shall conduct an annual review of these procedures with personnel who handle cash. 2. Risk Management shall conduct, at a minimum, one annual assessment and a process evaluation to ensure employees are familiar with their responsibilities. R 12.0 SAFETY & SECURITY of CASH HANDLING EMPLOYEES Page 1 of 6
3. Departments may request additional training from Risk Management, at the discretion of the Department Director. IV. PROCEDURES A. Cash Transactions / Safekeeping: Cash must be physically protected through the use of vaults, locked cash drawers, cash registers, cashiers cages, locked metal boxes, etc. 1. Cash must be safely collected and stored in a secure environment. 2. All cash trays/drawers must be kept closed at all times and locked when the employee is away. 3. Currency should be counted in the presence of the customer presenting it for payment. 4. Cash should not be visible by the customer at any time. Balancing the cash should be conducted away from the view of customers and in a secure environment. 5. Cash amount in tray/drawer should not exceed the limit set by the department. 6. Cash should not be retained in desk drawers or standard file cabinets since they are easily accessed with minimal force or readily available keys. B. Locations with Panic Alarms: With the installation of panic buttons at various locations throughout City Departments, it is important that employees understand the proper procedures for reporting emergencies and understand how Onsite Security (if staffed) and CCPD will be responding. 1. If a panic button is located in your work area, it should not be assumed to be functional until it is tested. 2. Departments are responsible for performing quarterly tests of the panic buttons in their respective areas and then document the results. 3. In the event of a security event, or if an individual is feeling threatened, the panic alarm should be activated as soon as it is safe. 4. Once the panic alarm is activated, Onsite Security (if staffed) and CCPD will respond and assume control of the situation. a. City Hall Security will be alerted through a text. 5. Following the activation of an alarm the alarm must be reset. The Onsite Security (if staffed) or supervisor will be responsible for the resetting of a panic button. 6. The Onsite Security (if staffed) or supervisor will be responsible for recording the incident. R 12.0 SAFETY & SECURITY of CASH HANDLING EMPLOYEES Page 2 of 6
C. Attempted Robbery / Robbery: The following guidelines are provided to help ensure staff safety and minimize loss to the City. 1. Avoid confrontation to the maximum practical extent and facilitate a rapid departure. 2. Stay as calm as possible and do not take any unnecessary risks and try not to panic or show any signs of anger or confusion. 3. Make a mental note of any descriptive features or distinguishing marks on the robber, such as his/her clothing, hair color, eye color, scars, tattoos, etc. Do not affect the areas where the robbers were located and take a mental note of the specific areas and objects that may have been touched by the robbers. 4. If it is safe to observe, the direction the robber took should be determined. If possible, observe color and make of vehicle leaving the scene. 5. Locations with security alarms should trip the alarm as soon as it is safe. 6. Police should be called as soon as it is safe. 7. The robbery should not be discussed with anyone until the police arrive. 8. Cooperation with the police is important. 9. The victim should, above all else, remain calm and try to remember the details. 10. Write the details down on the form provided below to aid in recalling the details. R 12.0 SAFETY & SECURITY of CASH HANDLING EMPLOYEES Page 3 of 6
BE ALERT, BE OBSERVANT!! Features, which you can remember, regarding the physical characteristics of suspicious persons or assailants, can greatly assist the police department in their apprehension. HAT: (color, type, etc.) DIRECTION OF ESCAPE: METHOD OF ESCAPE: HAIR: FOOT VEHICLE EYES: SCARS: (or marks) SHIRT: TIE: COAT: PANTS: VEHICLE LICENSE: VEHICLE MAKE / MODEL: VEHICLE COLOR: NUMBER OF SUSPECTS: TYPE OF WEAPON: HAND GUN SHOES: RACE: SHOT GUN SEX: AGE: WEIGHT: OTHER REMARKS: CONTACT THE POLICE AS QUICKLY AS POSSIBLE AFTER DEPARTURE OF SUSPECT(S) PHONE: POLICE 911 CITY HALL SECURITY 826-3088 R 12.0 SAFETY & SECURITY of CASH HANDLING EMPLOYEES Page 4 of 6
Section C Active Shooter Event and Section D Suspicious Mail and Abandoned Items are excerpts from the City Hall Emergency Procedures R 9.0 C. Active Shooter Event: An active shooter is an individual(s) actively engaged in killing or attempting to kill people in a confined and populated area, typically through the use of firearms. In preference and priority order, there are three general options or responses when confronted with an active shooter situation: 1. Run (First preference and priority) Have an escape route and plan in mind Leave your belongings behind Keep your hands visible 2. Hide (Second preference and priority) Hide in an area out of the shooter s view Block entry to your hiding place and lock the doors Hide behind furniture if possible Silence your cell phone and turn off lights 3. Fight (Third preference and priority) If confronted directly, and as a last resort when your life is in imminent danger, attempt to incapacitate the shooter Act with physical aggression, throw items at the shooter, yell loudly and commit to the effort 4. Call 911 when it is safe to do so. Information you should provide to the 911 operator or law enforcement includes: Your location Location of the active shooter Number of shooters Physical description of shooters Number and type of weapons held by shooters Number of potential victims at the location 5. When law enforcement arrives: Remain calm and follow instructions Put down any items in your hands (i.e., bags, jackets) Raise hands and spread fingers, keep hands visible Avoid quick movements toward officers Avoid pointing, screaming or yelling Do not stop to ask officers for help or direction when evacuating. The active shooter incident will be a dynamic situation that evolves rapidly and demands immediate response from law enforcement to terminate the life-threatening situation. The immediate response of the first responders on scene is to take aggressive action to find and stop the shooter(s). Rescue efforts will be delayed until the danger can be either mitigated or eliminated. R 12.0 SAFETY & SECURITY of CASH HANDLING EMPLOYEES Page 5 of 6
D. Suspicious Mail and Abandoned Items: 1. How to identify suspicious letters and packages: Excessive postage Incorrect title, or title without a name No return address Protruding wires or aluminum foil Ticking sound Powdery or Oily substance appearing on envelope/package 2. If you see an unattended bag, receive suspicious mail or any other item that is unusual or suspicious: Do not disturb or attempt to move the item Leave the room and close the door (If one is to suspect a powdery substance call Building Maintenance to shut down the HVAC system and stay in the immediate area) Immediately wash hands with soap and water Notify City Hall Security 826-3088 and call 911 Make a list of all persons who were in the room or in contact with the item, and provide it to emergency responders V. QUESTIONS REGARDING THESE PROCEDURES Questions regarding this Procedure shall be directed to the Risk Manager, or designee, who may be contacted at 361/826-3680. R 12.0 SAFETY & SECURITY of CASH HANDLING EMPLOYEES Page 6 of 6