Receiving an Order

LT = Lead Teller 

Order Verification Courier Present

On the day of delivery, verify the receipt of the order as follows. Take the order confirmation with you when going into the vault with the courier.

Single Control Vault
Currency is to be verified by the Lead Teller (LT).

Dual Control Vault
The Acting Vault Custodian and a dual control associate must verify the shipment under dual control.

  • Verify the number of bags and boxes delivered.
  • Verify that the amounts listed on the manifest equal the amounts of currency and coin ordered on the confirmation form.
  • Verify the total amount of currency and coin was received:
    • Strap count the currency through the bag.
    • Count the boxes of coin.
 
 

Order Discrepancy

All outages $10.00 or Less are written off to the office GL Over/Short account XXX 560420 6315 000.

Do not write the outage off to an individual teller record.

Click on the accordions below for details on handling order discrepancies:

Cash Discrepancy in Unopened Bag - Courier Present

If the currency strap count through the bag is over or short, do the following:

 

  1. DO NOT OPEN THE BAG.
  2. Notify the courier. 
    • If short, the money may be on the truck.
    • If over, do not open the bag and do not give the extra strap(s) to the courier.
  3. Verify that the delivery manifest matches what was ordered.
  4. Make any applicable corrections on the paper manifest before signing it. If the delivery manifest is electronic and is wrong:
    1. Ask the courier to contact their manager to have comments added to the electronic delivery record.
      1. Always record the extra or shortage in straps on an Order Discrepancy Form (courier present). Keep a supply of this form in the vault. 
      2. The courier and LT (Single Control Vault) or Acting Vault Custodian (Dual Control Vault) must sign the form.
      3. Keep the form with the delivery receipt and attach it to the Vault Balance Sheet.
      4. Scan the form to _SupportU.
    2. Sign the electronic pad and indicate any issues over or short.
  5. Process all US Bank tickets and Teller System entries for the amount received.
  6. Edit C3 Financial.
 
 

Short a Box of Coin - Courier Present

If the order is a short a box or boxes of coin, do the following:

  1. Ask the courier. The coin may be on the truck.
  2. Call and/or e-mail your Loomis hub to let them know your coin is short and ask when your coin will be delivered.
  3. Verify that the delivery manifest matches what was ordered.
  4. Make any applicable corrections on the paper manifest before signing it.
  5. If the delivery manifest is electronic and is incorrect:
    1. Ask the courier to contact their manager to have comments added to the electronic delivery record.
      1. ALWAYS record the missing coin on an Order Discrepancy Form (courier present). Keep a supply of this form in the vault.
      2. The courier and LT (Single Control Vault) or Acting Vault Custodian (Dual Control Vault) must sign the form.
      3. Keep the form with the delivery receipt and attach it to the Vault Balance Sheet.
      4. Scan the Order Discrepancy Form to _SupportU.
    2. Sign the electronic pad and indicate any issues over or short.
  6. Process all US Bank tickets and Teller System entries for the amount received.
  7. Edit C3 Financial.
  8. If the courier states that the coin will be delivered the next day:
    1. Do not complete an Order Discrepancy Form.
    2. Process all US Bank and Teller System entries for what was received
    3. Edit C3 Financial
    4. Notify Retail Support
  9. If the coin cannot be delivered OR is not delivered the next day as expected, contact Retail Support. They will direct you when to e-mail the Order Discrepancy Form.
  10. When instructed, scan the Order Discrepancy Form form to _SupportU. 

 

Note: Whenever previously ordered coin is delivered, accept it. Even if the delivery is days or weeks later. Do not refuse the delivery. Notify Retail Support.

 
 

Extra Bag or Box - Courier Present

If extra bags of currency or boxes of coin are delivered that were NOT ordered, do the following:

  1. Notify the courier.
  2. If the money DOES NOT belong to your office, REFUSE receipt of the extra bag of money or box of coin.
  3. Before signing the delivery manifest, verify that it matches what was ordered. Make any applicable corrections.
  4. If the delivery manifest is electronic and is incorrect:
    • Ask the courier to contact their manager to have comments added to the electronic delivery record.
  5. Notate in the appropriate section the refusal of the money on the Order Discrepancy Form (courier present). Keep a supply of this form in the vault.
  6. The courier and LT (Single Control Vault) or Acting Vault Custodian (Dual Control Vault) must sign the form.
  7. Keep the form with the delivery receipt and attach it to the Vault Balance Sheet.
  8. Sign the electronic pad.
  9. Contact Retail Support immediately to report the discrepancy and scan the form to _SupportU.
  10. Process all US Bank tickets and Teller System entries for the amount ordered.
 
 

Discrepancy - Courier NOT Present

If the courier is gone, and it is realized that the order is over or short by a strap(s) of currency, box(s) of coin or bag(s) of currency, the following procedures MUST be followed:

  1. Process all tickets for the original amount of the US Bank order.
  2. The US Bank GL ticket and Vault Teller System Entry Totals MUST MATCH the US Bank order total.
    • This will cause the vault to be out of balance.
  3. Accept and process the outage with an over/short GL and in/out to the vault.
  4. If the outage is $2,000 or greater, complete an audit and follow the audit and notification requirements.
  5. Contact Retail Support. They will contact the Courier Service to report the error.
 
 

 

 
 

Piece Count Verification


On the day the order is received, it must be piece counted in a secure area such as the vault, out of sight. Straps should be verified individually removing each strap separately and re-strapping. Multiple straps should not be commingled together when verifying, making it difficult to identify a discrepancy in a specific strap.

Single Control Vault 

  • A piece count shall be conducted by the LT under single control.
  • If the order cannot be piece counted immediately after it is received, place the order in the Vault under dual control until it can be verified.
  • All currency, except ones (1's) and two's (2's), MUST be piece counted.
    • All straps, including 1's and 2's, must contain the dated vault stamp.
    • Single Control Initials (first initial/full last name) are NOT required on 1's or 2's.
 
 

Dual Control Vault

  • A piece count shall be conducted by the acting Vault Custodian and a dual control associate
  • If the order cannot be piece counted immediately after it is received, place the order in the Vault under dual control until it can be verified
  • All currency, except ones (1's) and two's (2's), must be piece counted.
    • All straps, including 1's and 2's must contain the dated vault stamp.
    • Dual Control initials (first initial/full last name) are NOT required on the 1's or 2's.
       

Note: If there is a discrepancy during the verifying piece count, follow the Order Discrepancy procedures.

 
 
 
 

Strap Completion

Single Control Vault

All straps Fed/Loomis or new straps must contain the dated vault stamp and the LT initials (first initial/full last name).

 
 

Dual Control Vault

All straps Fed/Loomis or new straps must contain the dated vault stamp and the initials (first initial/full last name) of the Acting Vault Custodian and the dual control associate.

 
 
 
 

US Bank Packing Slip

A US Bank Packing Slip (customer copy), with a complete listing of the order, is included with the shipment. When the bag is opened and verified, the packing slip is to be signed as follows:

Single Control Vault: LT's signature
Dual Control Vault: Acting Vault Custodian and the dual control associate

Attach the packing slip to the Vault Balance Sheet

 
 

C3 Financial Fulfillment

  • After the order has been verified, log into C3 Financial website.
  • The fulfilled button must be selected to log the completed order into the activity ledger.
  • Contact _SupportU if you need assistance to backdate an order or deposit.
 
 

Courier Late

From time to time, the courier service may run behind schedule due to unforeseen circumstances. On the rare occasions when the service provider has not notified the office of the delay and the delay time is excessive, do the following:

  1. Call the courier to obtain an estimated time of arrival (ETA). Courier numbers are located in Who to Contact.
  2. If they are unable to make the delivery or do not arrive before the office closes, the delivery will be made the next day unless otherwise notified.

 

Note: Procedures require all cash orders to be piece counted before the end of the day. However, if the courier arrives just before close, any after-hour accommodations to verify the cash must be approved by your CXM/CXMII or RXM. Notify Retail Support of any decision made by management to hold the unopened bag in the vault overnight.

 
 

Vault and Balance Sheet Entries

Vault Balance Sheet/Teller System Entries:

  • Do not make order entries on the Vault Balance Sheet until after the shipment has arrived and has been verified.
  • Do not process the order in the Teller System until after the shipment has arrived and has been verified.

To complete vault and balance sheet entries, do the following:

  1. Enter the shipment amount on the Vault Buy Cash Sheet.
  2. Complete the Vault/US Bank entries
  3. Vault Cash In - Speed Key 8/Tran Type 440 US Bank Buy Cash. 
  4. Create a virtual credit to US Bank.
    • In the Instrument field, enter BR XXX where XXX is the office number. 
    • Vault entries must post to the US Bank General Ledger the business day the order is received. 
  5. Input the order by denomination on the Vault Balance Sheets.

 

If it's discovered that there is an error on the vault balance sheet after it is printed and signed. the vault balance sheet must be redone. Do not use white-out, cross-through entries, or handwrite entries.

 
 

 

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