1. Make sure cashbox is empty.
2. Count the float and leave a signed note in the cashbox stating the float amount.
3. Limit access to the cash box.
4. Purchases should not be made from cash box. It is better to have the autocrat or their deputy purchase the item and submit a receipt for later reimbursement.
If no one is able to pay for the item and submit for later reimbursement, the following must be done:
- The receipt must be labeled with Who, What, and Why. (i.e.- Lord John, Butter, Feast)
- Also make note of how much money was advanced and how much change was returned.
- Lord John gets $10 from Gatekeeper, a note is placed in cashbox.
- Lord John returns with receipt, change, and butter. Gatekeeper labels receipt, and counts the change. Original note for $10 is amended to note change returned. Both note and receipt are left in cashbox.
5. Some outside count needs to be made for all sales.
- Individual signatures on roster waivers at sign
- Bar tickets where start and finish numbers are noted
- Tokens for lunch counter sales
- A count of items for sale at beginning and end
Because lunch counter sales are difficult to track, it is recommended that these be run by private individuals or guilds and not use SCA funds.
6. Cash boxes should be emptied and counted with witnesses at end of sales. (Ideally by the salesperson and Exchequer)
7. If periodic deposits are made (or withdrawals of excess) a note of the amount must be left in the box. (I.e. – $500 sent for deposit to TD with Lord John)