Holiday Cash & Safety Audit 2014 - v2.3

• Site Number

• Conducted on

  Date

• Conducted by

• District number

• Manager on Duty

Hold Up Alarms

• Personal hold up alarms (PHU) are required to be worn and visible by everyone working and assigned to the store. They should be regularly tested and there should be at least one spare. Station employees who close 18 hour locations should be allowed to wear them home if they desire.
  
  

• How many employees are working in the store today? (Slide the button to the right)

• Are ALL associates wearing their hold up alarms?

  Yes

  No

• Is the manager on duty wearing a hold up alarm?

  Yes

  No

• Are there enough alarms to cover the peak number of employees working at any given time?

  Yes

  No

• How many more alarms are needed? (Slide the button to the right)

• Alarms and batteries are available through the fax order form in the operations manual.

Drops & Drop Boxes

• Run the cash drop report by terminal (register) as it will help you verify the drop times much more easily. Do not filter the report by amounts. Money order sales should be run to compare large drops in money order locations. Verified money order drops should be ignored in the reporting below.
  
  

• Are drops being structured into smaller concurrent drops to avoid exceeding $300? Stores with few drops exceeding $300, but with numerous drops exactly $300, are likely structuring their drop amounts.

  Yes

  No

• Are 3rd shift drops being performed regularly, a maximum of two hour intervals?

  Yes

  No

  N/A

• Drop boxes should be mounted to the shelf and locks should be in good working order. Locks should be uniquely keyed to prevent a single key from opening all boxes. All stores should be transitioning to the new tubular lock style which should not allow the keys to be removed while the lock is open.
  
  

• Are the drop boxes properly mounted and locked?

  Yes

  No

• Do the locks use the new tubular (round) key?

  Yes

  No

  Both

• Can the tubular keys be removed when the box is open?

  Yes

  No

• Keys that can be removed indicate the lock is either broken or installed incorrectly. Please contact the LP department for assistance, if needed.

• Contact LP to replace the old style locks.

• Can the tubular keys be removed when the box is open?

  Yes

  No

• Keys that can be removed indicate the lock is either broken or installed incorrectly. Please contact the LP department for assistance, if needed.

• Contact LP to replace the old style locks.

• Are the drop box keys with cashier or in the cash register drawer?

  Yes

  No

Change Fund & Safe

• Safes should be free of tape on dials, should have at least one functioning drop slot, and should be locked at all times. The interior should be organized. The amount of the change fund should not be posted on the outside of the safe.
  
  Help - these option buttons will allow you to fill out only the questions that are specific to the equipment in your location. Selecting the same item a second "deselects" it and closes the questions below.
  
  

• What type of safe does this store have?

  Bill Validating

  Manual Drop

• You should have at least one safe in the store!

• What is the change fund amount listed in PDI? (Slide the button to the right)

• With a change fund this low, make sure the store is not running out of change, buying and selling large amounts to the drop boxes, or altering their change fund frequently.

• With a change fund this large, make sure that the store volume warrants the amount and the store is not stockpiling to avoid ordering change on a regular basis.

• Is the change fund in balance?

  Yes

  No

• Enter amount of variance

• Is the safe door closed?

  Yes

  No

• Is the money for the coin order secured in a drop box or safe?

  Yes

  No

  N/A

• Is the safe bolted to the floor?

  Yes

  No

• On the user name report, are all users setup with correct safe access? (Full access 15 & under; Coin & Drops only 16 & over). Are all users listed current employees?

  Yes

  No

• Are armored car stores buying and selling small denominations from the deposit?

  Yes

  No

  N/A

• What is the change fund amount listed in PDI? (Slide the button to the right)

• With a change fund this low, make sure the store is not running out of change, buying and selling large amounts to the drop boxes, or altering their change fund frequently.

• With a change fund this large, make sure that the store volume warrants the amount and the store is not stockpiling to avoid ordering change on a regular basis.

• Is the change fund in balance?

  Yes

  No

• Enter amount of variance

• Is the entire change fund contained within the top and bottom of the safe (excluding opening drawer amounts)?

  Yes

  No

• Is the safe door(s) closed and are the keys removed?

  Yes

  No

• Is the money for the coin order secured in a drop box or safe?

  Yes

  No

  N/A

• Is the safe bolted to the floor?

  Yes

  No

• Is the change fund counted every shift?

  Yes

  No

• Does this store increase & decrease their change fund more than twice per year?

  Yes

  No

• The change fund should not be altered frequently or for low amounts. If the store is frequently adding/subtracting funds, the amount should be permanently adjusted.

Register Audit

• All registers should have a counterfeit pen and no large bills in the drawer. The trays should be in working order. Gross sales can be found at the top of the shift tape as "system gross (+ tax)"
  
  Help - the "add register" function on the right side below allows you to add as many registers as applicable for the location, rather than forcing you to fill out extra registers that a store may not have.
  
  

• Please add as many registers as needed >>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>

Register

• Cashier Name

• What are the gross sales for the shift?

  under $500

  $500 to $1k

  $1k to $3k

  $3k & over

• What is the register cash over/short?

  $0 to +/-$5

  +/-$5 to +/-$10

  +/-$10 or more

• Slide the button over to the cash over/short amount (round to the nearest dollar)

• Cash in the drawer above the starting drawer amount

  under $150

  over $150

• Slide the button over to the amount in the drawer above the starting amount (Round to the nearest dollar)

• Enter the amount

• Cash in the drop box

  under $300

  over $300

• Slide the button over to the amount in the drop box (Round to the nearest dollar)

• Enter the amount

• Does this register have a functioning counterfeit pen?

  Yes

  No

• Does the cash drawer contain any bills larger than $10?

  Yes

  No

Lottery & Lotto

• Does this store sell lottery?

  Yes

  No

• Does this store use Store Assistant to scan lottery (4 Beta Stores)?

  Yes

  No

• Completing a scan of the lottery tickets using Store Assistant will allow you to answer the following questions.

• What is the active lottery over/short?

  $0 to +/-$5

  +/-$5 to +/-$10

  +/-$10 or more

• Enter the amount over/short

• Are there any inactive lottery tickets missing from the scan?

  Yes

  No

• Enter the amount missing.

• Are lottery winners defaced?

  Yes

  No

• Are the lottery trays locked and keys removed?

  Yes

  No

• Are the lottery trays placed in a backroom overnight in 18hr locations?

  Yes

  No

  N/A

• Lottery ticket book amounts can be found in the paperwork under "Tl Physical". On hand is a combination of active and inactive tickets plus today's sales. Sales are found in RSM > Merchandise > Item Level Sales.

• Lottery Book Value from PDI

• What is the lottery over/short?

  $0 to +/-$5

  +/-$5 to +/-$10

  +/-$10 or more

• Enter the amount over/short

• Are lottery checks completed each shift?

  Yes

  No

• Are lottery winners defaced?

  Yes

  No

• Are the lottery trays locked and keys removed?

  Yes

  No

• Are the lottery trays placed in a backroom overnight in 18hr locations?

  Yes

  No

  N/A

• Does this store sell lotto?

  Yes

  No

• Lotto machines vary by state. Sales are found in RSM > Merchandise > Item Level Sales.
  

• Today's Sales

• What is the lotto over/short?

  $0 to +/-$5

  +/-$5 to +/-$10

  +/-$10 or more

• Enter the amount over/short

3rd Party Terminals

• Does this store sell phone cards?

  Yes

  No

• The phone card terminal sales can be found in RSM under merchandise > item level sales and on the terminal by pressing "1", scrolling to admin, reports, shift report, " no " to end day". The terminal should have a sticker explaining the prepaid policies.
  
  

• Does the terminal have the proper control stickers and signs (Red stop sign, AML poster, etc.)?

  Yes

  No

• Do all cashiers have their own PIN for the terminal?

  Yes

  No

• What are the amount of sales on the phone card terminal?

• Is the terminal in balance?

  Yes

  No

• Enter the amount of the over/short

• Does this store sell sporting licenses?

  Yes

  No

• The sporting license terminal sales can be found in RSM under merchandise > item level sales and the license terminal sales report varies by state.
  
  

• What are the amount of sales on the license terminal?

• Is the terminal in balance?

  Yes

  No

• Enter the amount of the over/short

• Does this store sell money orders?

  Yes

  No

• The money order terminal sales can be found in RSM under merchandise > item level sales and on the terminal > report > accting > report > MGR PIN > total > daily > store > more > print. The terminal should have a yellow sticker at the top of the terminal stating no sales over $2000. Money laundering training completion can be found in the LMS > admin > static report > assigned objects > anti money laundering.
  
  

• Does the terminal have the proper control stickers ($2000 limit, $1000 in AK)?

  Yes

  No

• Are the employees(1+ month experience) up to date on annual training in LMS?

  Yes

  No

• Do all cashiers have their own PIN for the terminal?

  Yes

  No

• What are the amount of sales on the money order terminal?

• Is the terminal in balance?

  Yes

  No

• Enter the amount of the over/short

• Does this store have a car wash bill and/or credit acceptor?

  Yes

  No

• These devices vary by carwash. Please contact the carwash department for additional help.
  
  

• Has the bill acceptor been emptied weekly?

  Yes

  No

• What is the amount collected from the bill acceptor today?

• What was the amount removed from the acceptor? The frequency of retrieval needs to be increased.

• Does the code box accept credit cards?

  Yes

  No

• Is the tamper tape in good condition?

  Yes

  No

  N/A

• Enter the serial number:

• Does this store have a vacuum?

  Yes

  No

• There isn't a sales report for this device but they have been installed with coin counters to help balance the amount of sales.
  

• Has the vacuum(s) been emptied weekly?

  Yes

  No

• What is the amount collected from the vacuum(s) today? (Round to the nearest dollar)

• What was the amount removed from the vacuum(s)? The frequency of retrieval needs to be increased.

• What is the amount on the coin counter?

Safety - Checkout

• Are there user codes posted on or around alarm panel in 18 hour locations?

  Yes

  No

  N/A

• Does the store have an emergency flip chart accessible to all employees located in the checkout?

  Yes

  No

• Are the phone numbers up to date?

  Yes

  No

• Are employees up to date on annual training?

  Yes

  No

  N/A

• Are there functional flashlights available for the store personnel?

  Yes

  No

• Is there a phone in the store that operates without electricity?

  Yes

  No

• The phone should be plugged into a "live" phone jack at all times in order to be ready for associates who may not know where the backup phone is stored.

• Is the store using a cigarette roller stamp on all cartons received?

  Yes

  No

• Is the tamper tape in good condition on the register, customer pin pad, and verifone terminal?

  Yes

  No

  N/A

• Is the store dating and rotating the cigarettes?

  Yes

  No

Safety - Backroom

• Are any of the backroom or office doors propped open?

  Yes

  No

  N/A

• Are all gas cans empty?

  Yes

  No

  N/A

• Does the store have an incident report line posted in an area visible to all employees, but not visible to customers?

  Yes

  No

• Are any cigarettes secure in a locked and theft resistant container?

  Yes

  No

  N/A

• Is the container on camera?

  Yes

  No

Safety - Image Vault

• The Image Vault should be in good working order, located in a safe place in a back room or office where it is not exposed to potential hazards. The vents should be clean and all connections should be solid. Cameras should be in good condition, the unit should have sufficient history, and passwords should not be posted.
  
  

• Is the Image Vault set on screen saver?

  Yes

  No

• Are all registers passing journal data to the Image Vault?

  Yes

  No

• Which register(s) is/are not communicating?

  Select 1 2 3 4 Food Liquor Other

  • 1
  • 2
  • 3
  • 4
  • Food
  • Liquor
  • Other

• How many days of history are present on the Image Vault? (Slide the button to the right)

• Contact LP to re-configure recording quality to attain a minimum of 30 days history.
  
  

• Consider having LP improve the recording quality of the cameras rather than having history exceeding 60 days.
  
  

• Enter the date of the last manager login:

  Date

• How many cameras are in the store? (Slide the button to the right)

• Consider improving the stores camera coverage to at least 10 cameras.
  
  

• Are all cameras functional?

  Yes

  No

• Enter the camera number(s) that are not functioning

  Select 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32

  • 1
  • 2
  • 3
  • 4
  • 5
  • 6
  • 7
  • 8
  • 9
  • 10
  • 11
  • 12
  • 13
  • 14
  • 15
  • 16
  • 17
  • 18
  • 19
  • 20
  • 21
  • 22
  • 23
  • 24
  • 25
  • 26
  • 27
  • 28
  • 29
  • 30
  • 31
  • 32

Safety - Electrical Room

• Do the electrical panels have at least 3 feet of clearance and unobstructed access?

  Yes

  No

• Are all electrical panels, gutters, and junction boxes sealed?

  Yes

  No

• Is the tamper tape in good condition on the Tiger fuel controller?

  Yes

  No

  N/A

Safety - Sink Room

• Does the store have a first aid kit?

  Yes

  No

• Is it properly stocked and mounted to a wall in the sink room?

  Yes

  No

• Is it properly stocked and mounted to a wall in the sink room?

  Yes

  No

• First Aid kits can be ordered from North Country Business

• Does the store have a bloodborne pathogen kit?

  Yes

  No

• Is it properly stocked and mounted to a wall in the sink room?

  Yes

  No

• Is it properly stocked and mounted to a wall in the sink room?

  Yes

  No

• Blood borne Pathogen kits can be ordered from North Country Business

Safety - Entrances/Exits

• Are all Detex doors armed and working properly?

  Yes

  No

• Are all fire exits and preceding hallways completely free of obstructions?

  Yes

  No

• Are all accessible fire extinguishers fully charged and annually inspected?

  Yes

  No

• Is an extinguisher mounted off the floor near the main entrance/exit(s)?

  Yes

  No

• Does the store have height strips mounted on all customer entrances and exits?

  Yes

  No

• Are the majority of customers greeted when entering the store?

  Yes

  No

  N/A

• Do 24 hour locations have keys to lock the doors?

  Yes

  No

  N/A

• After trying them in the door, do they work?

  Yes

  No

• Please contact LP for further instruction.

Safety - Sales Floor

• Are most slow, lost, or loitering customers on the sales floor approached for help?

  Yes

  No

• Are wet floors properly marked with caution signs that are visible on camera?

  Yes

  No

  N/A

• Is the sales floor clear of sharp objects, unstable displays or shippers, and tripping hazards?

  Yes

  No

Pump Island Control

• Cashiers should be using the microphone frequently and recording license plates to help improve drive off control.
  
  

• Is the store using a drive off log?

  Yes

  No

  N/A

• Is the store using the intercom while activating pumps?

  Yes

  No

  N/A

• Can the store produce both of their unique pump keys?

  Yes

  No

  N/A

• Please contact engineering regarding the missing keys.

Outdoor Drive and Perimeter Inspection

• Outdoor areas should be clean, and free of obstructions and tripping/falling hazards. There should be sufficient lighting and signs of recurring loitering should be addressed with local law enforcement as needed.
  
  

• Is the sidewalk free of obstructions, ice, tripping hazards, cracks, etc.

  Yes

  No

• Are the parking and pump areas free of obstructions, ice, tripping hazards, cracks, etc.

  Yes

  No

• Are there signs of loitering?

  Yes

  No

• Are the state mandated fire marshall signs posted on the canopy?

  Yes

  No

  N/A

• Does this store pump unattended overnight?

  Yes

  No

• Is the outdoor fire extinguisher charged and ready?

  Yes

  No

• Is the outdoor phone functional?

  Yes

  No

• Are all appropriate signs and instructions posted?

  Yes

  No

Pump Review & Inspection

• (Hint - hit the "add pump" for all pumps before starting inspection. Then you won't scroll up and down to add pumps as you progress) >>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>>

Pump

• Pump checklist:
  Signs: Pump #, Pay Inside Arrow, Credit Card List, Promo Sign, CCTV, PAP Limit, Shock Warning, Alliance/Loyalty, Carwash, PayPal
  Hoses: Length, Breakaway, Cracking, Splash Guard
  Locks: Locked, Tampering

• Does the pump have the appropriate signs?

  Yes

  No

• Which signs are missing? (Check all that apply on right)

  Select Pump Number Pay Inside Arrows Credit Card List Promotional Signage CCTV (HSW 80000136) PAP Limit $125 Shock Warning Alliance/Loyalty Carwash Options Nozzle Talker Customer Display PayPal Sticker

  • Pump Number
  • Pay Inside Arrows
  • Credit Card List
  • Promotional Signage
  • CCTV (HSW 80000136)
  • PAP Limit $125
  • Shock Warning
  • Alliance/Loyalty
  • Carwash Options
  • Nozzle Talker
  • Customer Display
  • PayPal Sticker

• Are all hoses the correct length to avoid overhanging the curb, have breakaways, splashguards, and show no signs of cracking?

  Yes

  No

• Which items are in need of repair? (Check all that apply on right)

  Select Splash Guard Short Hose Hose Too Long Hose Cracked Breakaway Swivel Nozzle

  • Splash Guard
  • Short Hose
  • Hose Too Long
  • Hose Cracked
  • Breakaway
  • Swivel
  • Nozzle

• Tamper tape in good condition on panel door and card reader?

  Yes

  No

  N/A

• Enter serial number:

• Contact the help desk for further instruction

Scoring Summary

• Enter the percentages from each of the sections. You can find the percentages by pressing the "V" button next to summary information at the top left of the screen. Round the percentages to the nearest full point.
  
  

• Hold Up Alarm Percent

• Drop Boxes Percent

• Change Fund & Safe Percent

• Register Audit Percent

• Electronic Sales Terminals Percent

• Safety Percent

• Outdoor Percent

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  Holiday Cash & Safety Audit v2.3, rev. 09/04/14, JG