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CIRCULAR NO. HO/I&C/Fr.30/2008-09/559 Dated: 12.01.2009

ALL BRANCHES/ REGIONAL OFFICES/ DEPARTMENTS OF HEAD OFFICE/ CURRENCY

CHESTS/ EXTENSION COUNTERS/ STAFF TRAINING COLLEGES/REGIONAL INSPECTORATES

REG: GUIDELINES FOR MAINTAINING CASH WITHIN CASH RETENTION LIMIT AND
TAKING PREECAUTIONS FOR HALDLING CASH AT BRANCHES AND TRANSPORTATIONS OF
CASH TO AVERT FRAUDS / BURGLARY / ROBBERY / DECOITY

It has repeatedly been advised for adhering to existing guidelines in-relation to maintaining cash
within Cash Retention Limit, taking precautions for handling cash at Branches and transportation of
cash vide detailed Circulars issued by the Bank to guard against the frauds / burglary / robbery /
decoity from time to time. However, it has been observed that certain branches deviate from the laid
down guidelines and take thing in casual manner, which not only jeopardise the interest of the
institution but also expose the staff to strict disciplinary actions and penalties.

Recently we have come across cases of burglary/robbery taken place at our few branches and on the
basis of lapses observed, we reiterate certain important check points for handling of cash for taking
extra caution and strict compliance of the Bank’s laid down guidelines for proper custody of cash.

1) The Branch Managers must ensure that the Cash at the branches is kept at the minimum
required level but in any case not beyond the retention limits and the laid down procedure be
adopted for remittance of the surplus or excess cash to Currency Chests/Authorised Banks. In
case cash exceeds the retention limit the branches should obtain prior approval from Regional
offices.
2) In case of the absence of Security guard at the branch the local Police Authorities must
be informed in writing and be requested for providing additional security cover under
intimation/copy by fax to respective Regional Office.
3) The movement of Cash should always be in locked box only. The Cash Box shall be placed
overnight in the Cash Safe in the Strong Room. No personal effect be kept in the Cash Box or
Cash Safe.
4) When cash is remitted or withdrawn from Currency Chest or some other bank proper vouchers
shall be passed and details recorded in the cash in transit and insurance register. The Cash
Box must be carried in preferably closed vehicle and be chained to the vehicle, by the official
deputed for the purpose duly escorted by the armed guard. Transportation of Cash should
be secret with vigilance and alertness, time of movement of cash should not be same
always and the shortest and clean route be chosen without any halt on the way.
5) The Bank’s main gate should be kept locked both at the time of withdrawing or depositing the
cash in the Cash Safe. The Grill Gate of the strong room must be kept locked from inside at the
time of handling cash in the Cash Safe. Only one entrance to the Branch premises will be kept
open during working hours.
6) ‘Cash in Safe Register’/’Cash Reserve Register’ must be maintained which shall show the
running balance of cash in safe from time to time. The said Register shall remain with the
Manager during day and overnight it should be kept in Cash Safe.
7) Cash Cabin should be kept locked throughout the day and Cash staff should avoid entertaining
their visitors inside the Cash Cabins. He should not indulge in conversations with customers or
others or involve in filling forms etc while performing his duties.
8) Once in fortnight at irregular intervals Branch Manager/Authorised Official other than the Joint
Custodian of Cash must check the entire cash and he shall record his observations in the Cash
Detail Book.

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9) Clean Note Policy of the Reserve Bank of India is followed in its true sense.
10) The Branch Managers/Second Man must ensure compliance of security and safety norms:
- Security Alarm System must be tested invariably at the time of opening and closing
of cash to ensure its functionality. In case of malfunctioning of the system, necessary
steps be taken immediately to get the system functional at the earliest and the matter
must be reported to Security Officer/ Regional Office immediately.
- Automatic latches at cashier cabins, Grill Gates, Shutters with embedded locks must
always be operational and used as per guidelines.
- They may adopt additional security/safety measures, if the situations demand so, in
consultation with the Security Officer/Regional Office.

All the Branch Incumbents and staff members are advised to go through the circular carefully and follow
the instructions meticulously. The Regional Heads/Security Officer will ensure that the branches under
their jurisdiction strictly comply with the instructions and take suitable measures to provide sufficient
security cover to the branches. Any laxity in this regard will entail strict action as deemed fit. The
Branch Incumbents are advised to get the contents of this circular noted from all the staff members to
ensure compliance of above guidelines.

General Manager (I&C)

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