New Hire CRC Presentation final

RCI CASH MANAGEMENT SERVICES

1

Induction & Role specific Training for

New Hires (CRC)

Training Department


IntroductionRCI Cash Management Services (P) Ltd (RCM) was incorporated in mid 2012 to cater to the growing need of quality Cash Management Solution companies offering reliable, scalable and customized solutions using automation and cutting-edge technology.

RCM is leveraging on the existing Branch Network of more than 50 Branches of group company, RCI Logistics covering more than 300 locations across 22 states in India.

> Cash Replenishment & ATM Deposit Processing, > Cash Delivery Pick up and Processing, > FLM Services> Cash Indenting & Cash Forecasting> Cash in Transit Services to Banks,

SpecialtiesCash Management Solutions, Cash In Transit, Cash Forecasting, ATM

Replenishment and FLM Services, Cash Indenting. 2


Objectives• Introduction to RCI • Masterminds behind the Business• Business Lifecycle• Technology & support• Custodian tools• Various Roles and specific Functions• Cash Replenishment Process • Types of Difference while replenishment• Driver & Gunmen Responsibility• Process monitoring• Checks Controls & audit• Growth path of Custodian

3


Business Lifecycle

4

Q

Bank

Cash Chest

MSP RCiM ATM


Various Roles of CRC

5

Custodian

Driver

Gunm

an

Cash Van


Technology & support.

•Blue Flock software for IMS. (Incident Management System)•CRA Tracking Software

6

GPS Driven vehicles

GPS Hand held devices

OTC Locks


Who is a custodian ?

Custodian is a two member team in every CRC (Cash Replenishing Crew), where combination of a team’s primary responsibility is Cash movement & replenishing the ATM’s as per the indent given to them by the Team Leader.

He plays a very crucial role in carrying cash to all different locations. He is held responsible right from Cash withdrawal till replenishment.

7


Custodian

8


Roles & Responsibilities

• ATM Handover and Take over • Cash withdrawal • Cash replenishment• Trunk Keys and Password Management• Attending FLM & SLM (Only coordination) Calls • Submission of reports to TL at the EOD. • Coordinator between TL & MSP• Custodian must possess/commute on a Two Wheeler for all FLM calls after

work hours• Route Migration – Custodian to Custodian route migration

9


Custodian Handy Bag containing• Stapler ,Pins & Rubber bands• Seals for sealing the cash trunks, Trunk, its Keys & Chains.• Pre-printed RCI logo or Bank’s EOD Book• Marker/Pen – Currency marking/• Admin Card of respective ATM along with Password to

generate Admin Transaction Slip• Indent(Schedule)/Cheque/Withdrawal request• Calculator• Hand Held – With FLMs • Trunk & its keys• ID Card is mandatory

10


Cash Withdrawal

Here custodians will accept the cash from the Vault / Bank to replenish across the ATM’s given as per the indent. During this Custodian has to count the cash and ensure the figure is tallying with the Replenishing Indent.

11

1. Custodian has to approach the Vault / Bank2. He should never ever carry Personal cash when going for collection of Cash

from the Vault.3. Deposit the personal belongings at the Security counter of Bank/Vault entrance

1. Eg:- Cash, Mobile phones and Bags etc.4. Custodian has to show the replenishment schedule (Indent) to the Vault Officer

of his designated route, which is authorised by the Team Leader(Signed by TL)


5. Collect each bundle and count appropriately, and set them into the Trunk.

6. Lock the Trunks with dual custody

7. Custodian has to sign on the Cash register which is held by Vault Officer.8. Vault officer will seal your trunk boxes and issues a gate pass describing Seal number.

a. Gate pass:- Will describe the number of trunks or bags, Seal No.,9. Collect the gate pass from the vault officer and show it at the exit to security10. Collect your personal belongings submitted at the deposit counter before leaving Vault.11. Gunman alerts the vehicle, loaded with Sealed Trunks as issued by the Vault Officer

12

Contd…


Contd….12. Gunman should coordinate with Custodians and Cash vehicle drivers.13. Gunman should escort the cash soon it is out of Vault/Bank until it is replenished

14. Loading of Trunks should begin from the interior part of the vehicle

15. Soon the Vehicle is loaded with Trunks, They have to be chained and locked.

16. Custodians will also have to ensure that the Safety Door of the Vehicle is locked. 17. Cross check the required stationary before heading to the designated area or route

Note: During the transit it is everyone’s responsibility to safeguard it, However If need arises and Vehicle had to be halted, ensure it is parked in a safe, secure and under advice and custody of the Armed Guard. And never ever entertain any third party or unauthorised personnel to get into the vehicle in whatsoever conditions.

13


Cash Replenishment

This is a process where the Cash Collected from the Vault is distributed into the respective designated ATM machines; here the entire Crew (CRC) will have to be at the most

In ATM Cash Replenishment, the cash is replenished into the ATM as per the defined frequency. The Cash replenishment is to be done either on the same day of withdrawal or afterwards depending on agreement with the banks. If the cash replenishment is not on same day, then the cash is withdrawn from bank and is deposited at RCiM vault along with relevant documents. Then on the day of Cash Replenishment, the cash is withdrawn from RCiM vault for replenishment.

14


Steps forCash Replenishment

1. Soon the vehicle reaches the first destination (ATM) of the route, Armed guard will get down first and review the surroundings and upon his consent custodians will get off the vehicle.

2. Custodians will have to take the Trunk and Cash Tool Bag, into the ATM site to replenish the cash.

3. Before entering the ATM/Site for FLM Call/Cash replenishment entry should be maintained in the register available at the site (IN & OUT time).

4. Custodian should advise the ATM site’s Guard to partially close the ATM site’s Shutter/

Exception:- For Open ATM sites where it is not a closed Site, It is gunman’s responsibility to stand at the ATM while custodian Replenishes the Cash. They should load from the rear side (Back Lobby) of the ATM 15


Contd..

5. Take out the Admin Card of respective ATM along with Password to generate Admin Transaction Slip

6. Use the Upper Hood key and open the Hood to Make the ATM into supervisor mode and take the TCS (Terminal Counter Slips)/ Counter Slips.Eg:- Opening balance, Replenish Cash, Amount Dispensed & Closing Balance & Diverts/Purge Bin (is the only additional component compared with Admin Bal

7. Tally the Admin and Counter Balances slips and ensure figures are the same.

8. Now, open the chest door of the ATM with dual custody method, and tally the

remaining physical cash balances as per the Admin / Counters slips.

9. After the remaining physical cash is tallied, then replenish the fresh cash as per

the Indent.16


Contd..10. Before replenishing mark the currency with the Black Marker

on both the sides of the bundles.

11. Need to sort the cash and do fanning before replenishing the cash in ATM.12. Soon the cash replenishment is completed clear the previous counters and

enter the fresh cash balances in the ATM counters, before entering the ATM counter cross check with the CBR (Cash Balance Report) .

13. Make the ATM into online mode and do the increment in the Admin / Switch balances.

14. CBR Should match with All three Admin, Counter & Physical balances.15. Soon after which every custodian has to check and ensure if there are any

leftover currency or any other valuable belongings before leaving the site.•Eg:- Stationary, JP Roll, RP Roll, Captured cards, Cheques & any deposit envelopes etc..

16 Enter the out time in the visitor’s register at the ATM site.17 Follow the same procedure for every site visit. 17


Types of DifferencesPhysical Excess:In this case ATM Base counters & ATM Journal counters will be same and the

physical cash available in ATM will be differed with ATM Admin/Switch & Journal counters. Physical cash in the ATM will be more than the admin/switch & Journal counters.

Physical Shortages : In this case ATM Admin/Switch counters & ATM Journal counters will be same and

the physical cash available in ATM will be differed with ATM base & Journal counters.

Physical cash in the ATM will be less than the base & Journal counters.In this case CRA Custodians have to record the excess details in CBR sheet and have

to update the ATM Journal counters& Base counters as per the cash available in ATM.

18


Contd…

Base Excess: In this case there will be difference in dispense figures between ATM Journal counter & Base counters. The dispense cash will be shown more in TCS/Journal counters when compare to the ATM Base counters. And the remaining/end cash in base counters will shown more than the ATM journal counters.

Base Shortage: In this case there will be difference in dispense figures between ATM Journal counter & Base counters. The dispense cash will be shown more in base counters when compare to the ATM journal counters. And the remaining/end cash in base counters will shown less than the ATM journal counters.

19


Submission of reports to TL at EOD

These are the reports generated by custodians and submit to their respective reporting Team Leader.

1.CBR – Cash Balancing Report - Prepared by custodians at ATM site2.Cash balancing report explains about the cash status in individual ATM. It contains with below details3.Opening cash in ATM4.Cash dispensed from ATM from previous day EOD to till day EOD. 5.Cash in cassettes & Divert bin cash details6.Cash replenishment details for that particular day.(Denomination wise)7.Deposits made in ATM & Card retained in ATM

20


Password Management• Password Management:-

• TL allocates the Chest Password to the Custodians based on the routes• Custodian will have to change the password on the first day of allocation

and submit in a sealed envelope to the TL for future need based usage.• Eg:- During absenteeism & unavailable

• Chest Password of ATM machines have to be maintained in a secured fashion.

• Soon Password is sealed and submitted the same has to be registered in the register book

• Passwords can’t be exchanged directly rather TL will have the complete responsibility to allocate Sealed passwords

21


Trunk & Trunk Keys

• Custodians will have to collect the Trunk boxes from the store room after signing in the register.

• These are the keys of cash carrying Trunk boxes with dual locks, each key will be held with both custodians

• Each route will be allocated with required no. of trunks hence it is every custodian’s responsibility that only allotted trunks only have to be carried with them

• Custodians must handle the trunks very gently and softly ensuring no damages or dents occur on the boxes.

• Soon the Cash replenishment is completed, they have a responsibility to deposit the trunks back into the Store room, and they must not leave the boxes in the cash carrying vehicle.

22


ATM Handover and Takeover

Handover:-Any ATM when we are losing business it has to be zeroed and handed over

Takeover:-•New ATMs•Existing ATMs

Brand New ATM:- Should be in a Tech Live at Supervisor mode, for CRA with Tech Live•New ATM- Newly installed at premises, ATM Takeover format has to be completely filled right from its ID to configuration•Existing ATM:- Status of the AC machine,ups & Etc. 23


Drivers Responsibility• Do’sDo’s • Crew drivers should report to office on time.• Drivers should strictly wear his uniform along with the ID Card Displayed.• Carry a valid license along with badge number.• Should keep his vehicle clean and tidy.• Must check for fuel before starting.• Must update the vehicle log register from site to site.• On reaching the bank, the Cash van must be parked very close to bank,

preferably inside the compound.• Driver should always remain in the Cash Van and guard the Cash Van. • All the Crew members should have contact number of all concerned CMS

officers, Police stations, hospitals, vehicle service centers & Garages near to or within the given route.

24


Contd…

• Don’ts Don’ts • Must not use the vehicle for personal use.• Must not leave the vehicle till the assigned route is completed.• Should not park the vehicle in no parking area. • Should never jump signals OR break traffic rules. • Should never take alcoholic beverages while on duty.• Should never stop the vehicle for Tea/Snacks/toilet at unsecured area. • Should never drive vehicle rashly or over speed.• Should never give vehicle to custodian for driving.• He should not use mobile while driving

25


Armed guard Responsibilities

• Guards should report to office in time along with his Arms, ID Card & Uniform

• They must have original ARM license.• Guards should carry sufficient ammunition (i.e. 6 rounds). • Guard should not leave the crew till the route gets completed.• Guard should always sit near the door of the crew and should be very alert.• Special attention should be paid for any vehicle(s) following the Cash Van. • No unauthorized person can travel in the Cash van and that should not offer

pick up• Guard should get down first from the vehicle, review and upon his

confirmation, custodian should get down.• Should not take alcoholic beverages while on duty.• Crewmembers have to keep relations restricted & should interact only to

the concerned bank/customer representative. They should not get distracted or entertained by any outsiders.

• Be alert with Mind Diversions team. 26


Process Monitoring

27


Controls & Checks• Every custodian has to submit the CBR sheets to MIS team at EOD.• MIS team will tally the CBR(Cash Balance Report) with Physical Admin &

Counter Slips• Creates C3R (Cash Replenishment & Reconciliation report) formats

received by MSP & Bank.• In case of discrepancies, they must be rectified immediately (same day)

and rectified report has to be submitted to MIS team.• E.g.:- Wrong updates, Feeding error in Journal Counters & base diff

• GPS system:- Is a hi-tech control over the cash carrying vehicle ensuring no route deviation or mischief. This will break down the vehicle at any instance of suspicion.

28


Surveillance Audit

29Note: Regular Filed Audit will be conducted by various sources


Career Growth Plan

30


Consequences of Fraud

• FIR will be lodged against the culprit• Severe Punishment• Loss of employment• Loss of reputation (Using median and other sources)• Loss of market credibility• Heavy Penalty

31


32

All The Best

From Training & Development Team

Documents

New Hire CRC Presentation final