Handling cash contributions safely at group meetings

Many groups, especially those that meet in person, still collect contributions in cash. Cash is convenient but risky. It's easy to lose, easy to miscount and easy to take. A few simple habits make cash handling safe, and protect the treasurer from suspicion as much as they protect the fund.

#The golden rules

1. Two people, always. Cash is never counted or carried by one person alone.
2. Receipt at handover. Every member gets a receipt the moment they hand over cash.
3. Record before you leave. The cash book is completed and signed before the meeting ends.
4. Bank it fast. Cash goes into the group account the same or next working day.
5. No borrowing from the cash. Not for change, not for a meeting expense, not "until tomorrow".

#The meeting routine

Before the meeting: bring the receipt book, the cash book, a calculator and an envelope or cash bag. Two designated counters are agreed in advance, typically the treasurer and one other member, rotated each meeting.

During collection:

• each member hands cash to the treasurer in view of the second counter;
• the treasurer issues a numbered receipt immediately (see receipts and proof of payment);
• the cash book records the member, amount, purpose and receipt number.

At the end:

• both counters count the cash together;
• the total must equal the cash book total and the sum of receipts issued;
• both sign the cash book with the date and total;
• the total is announced to the meeting and recorded in the minutes.

After: the cash is deposited into the group account (see opening a group bank account) and the deposit slip is attached to the cash book page.

#Set a cash limit

Your constitution should state the maximum cash anyone may hold for the group, for example GHS 1,000, and for how long. Anything above goes to the bank or the group mobile money wallet immediately. This limits losses from theft or accidents and removes temptation.

#Paying out in cash

Avoid it where possible. If you must:

• pay only against an approved decision (loan, welfare);
• have the recipient sign for the money in front of a witness;
• record it in the cash book and minutes.

#Handling differences

If the count doesn't match:

• recount immediately, together;
• check for receipts not recorded, or recorded twice;
• if still different, record the exact difference in the minutes, with both signatures;
• investigate before the next meeting.

Never quietly fix a difference. Small unexplained differences that keep recurring are a classic warning sign (see preventing fraud in group funds).

#Moving away from cash

Cash is the hardest money to control and reconcile. Most groups find that once members try mobile money, few want to go back:

• set up a group short code or payment link (see collecting dues with mobile money);
• show members that receipts arrive automatically;
• help less confident members make their first payment at a meeting;
• agree a date after which cash is the exception, not the rule.

Digital payments also make reconciliation and reporting far quicker, and they create a record that protects everyone's privacy better than a passed-around notebook. See member data privacy.

Frequently asked questions

Is it safe for the treasurer to keep cash at home?

Only briefly and in small amounts. Set a cash limit in your rules and bank anything above it the same or next working day.

What if the count doesn't match the cash book?

Recount together immediately. If it still doesn't match, record the difference in the minutes, sign it, and investigate before the next meeting. Never quietly top up or remove cash.

How can we move members away from cash?

Offer a simple mobile money option, show that receipts are automatic, and set a date after which cash is accepted only in exceptional cases.

This guide is general information to help groups organise themselves. It isn't financial, tax or legal advice — rules for savings groups differ by country, so check with a qualified adviser for your situation.