Investigate cash discrepancies before patterns become problems

Pull the full transaction log for the teller or vault during the time period in question. You're looking for red flags - things like large cash deposits or withdrawals, voided transactions, manual overrides, or any transaction that's close to the discrepancy amount. A common mistake investigators make is only looking at big transactions. Don't skip the small ones - sometimes a $500 short comes from five $100 errors, not one big one. If your core banking system lets you filter by transaction type, start with cash-in and cash-out entries first. Pro tip: print or export the log so you can mark it up as you go. It's much easier to spot patterns on paper than scrolling through screens.

Sit down with the teller or staff member whose drawer didn't balance. Keep it conversational, not confrontational - most discrepancies are real mistakes, and people remember more when they're not feeling accused. Ask them to walk you through their shift from the beginning. Were there any difficult customers? Did they get interrupted mid-count? Did they handle any unusual denominations or large transactions? Ask specifically about times they might have stepped away from their station. Write down exactly what they tell you, even details that seem unrelated - you'd be surprised how often a passing comment like "oh, I did have to help at the next window for a minute" turns out to be the key piece. If they have a theory about what went wrong, document that too.

For discrepancies over your branch's threshold (typically $25-$50+), you'll want to check the security cameras. Most banks require supervisor sign-off before you can access footage, so get that handled first. Focus your review on the timestamps of any suspicious transactions you flagged in Step 1. Watch for things like: cash being set aside instead of placed in the drawer, bills sticking together during counting, or customers distracting the teller during a count. Don't just fast-forward through everything - real footage review takes time. If you spot something that doesn't look right, note the exact timestamp and what you observed. Keep in mind that camera angles don't always show bill denominations clearly, so footage alone rarely tells the whole story.

Now it's time to pull everything together. Based on what you found in the transaction review, staff interview, and camera footage, document what most likely caused the discrepancy. Be specific - "counting error" isn't enough. Write something like "teller miscounted a bundle of $20 bills during the 2:15 PM deposit, giving the customer $40 extra." If you really can't determine the cause, say so clearly - guessing doesn't help anyone. For corrective actions, think practically: does this person need a refresher on cash-handling procedures? Should they use a counting machine for large transactions? If you're seeing a pattern with the same employee (check their cash handling record), it's time to escalate to HR. File this investigation where your auditors can find it later - they will ask.