Define how sealed event envelopes will be verified before signing the cash count. Record custody and contents through an authorised process instead of assuming that the amount written on an envelope equals cash held.

Accounting records, calculator and glasses on a desk
Illustrative photograph by Cht Gsml.

Identify the funds

List the envelope labels, event, custodian and claimed amount. Establish whether each envelope contains company funds, third-party money or documents. Keep the custody record and approvals for any opening or transfer.

Ask the finance owner how the event funds are represented in the ledger. Cash set aside for a purpose still needs to be accounted for according to its actual ownership and use.

Perform a traceable count

For example, two envelopes contain floats prepared for separate events. Arrange a witnessed count under the company's controls, record denominations and reseal or transfer them as directed. Reconcile the counted amount to the float record and any event receipts or payouts.

If an envelope cannot be opened at the count, document the limitation and refer it to the reviewer. Do not describe an unverified label as a completed physical count.

Close the reconciliation

Keep the count sheets, custody transfers and reviewer sign-off with the cash records. Identify shortages, excesses and unsupported movements separately. Give unresolved items an owner and next action. At the event's close, reconcile the returned cash and supporting documents to the original float so that the full movement is traceable.

Related practical guidance

For the surrounding records and responsibilities, see bookkeeping basics, company records to keep, bookkeeping and accounting.

Official guidance: the relevant official guidance.

Help with your company records

For accounting, bookkeeping and related compliance support, contact Raffles Corporate Services at [email protected] or WhatsApp +65 8501 7133. Tell us which records or process need attention so we can discuss the relevant next steps.