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Emergency Cash, Bank and Advance Management Procedure

FPE02

Documents emergency cash handling, cash advances, mobile money or bank payments, liquidations, cash counts and emergency reconciliation routines. Includes cash forecasting and replenishment planning, segregation of duties in cash handling, approval thresholds for advances and payments, and mandatory closure of advances on staff or volunteer exit or role change.

What changes

Improved cash control during emergency operations, faster liquidation, stronger segregation of duties and reduced risk of cash loss or unsupported advances.

What you get

Emergency cash, bank and advance management procedure FPE005
Emergency cash forecast and replenishment planner FPE006
Emergency advance request, liquidation and closure form FPE007
Emergency cash count and reconciliation sheet FPE008

What has to come first

FPE01Emergency Finance Activation and Minimum Controls Procedure Recommended

Emergency finance activation sets the mode this runs under
FMP modules or a finance manual Recommended

The normal cash controls this adjusts
NAHNeeds Assessment Report - National Head Quarters or NABNeeds Assessment Report - Branch/District Recommended

Needs assessment identifies emergency cash-control gaps

Who is involved

From the National Society's side. This is what the engagement asks of your people.

Your own staff work alongside the adviser throughout, so this is a commitment of their time as well as the Centre's. Ask in the request and you are given the day estimate per role before anything is signed.

Role	What they do
HNS Finance Director	Owns emergency cash control
HNS emergency cashier and finance staff	Handle and reconcile cash
HNS field staff and volunteers who take advances	Account for them
HNS emergency approvers	Authorise advances and payments, per thresholds
Mobile money or bank providers in the response	Where used
GFDC delivery team	Drafts and advises

How it is measured

Indicator	Target	Evidence
Emergency cash, bank and advance procedure approved and issued	Approved within 6 weeks of kick-off	Approval record; issued procedure
Emergency advances liquidated within the set timeline	100% within the timeline	Advance liquidation and closure forms
Advances closed on staff or volunteer exit or role change	100% of cases	Closure record against HR exit list
Emergency cash reconciled on the set frequency	100% of cash points on schedule	Cash count and reconciliation sheets

Tools

4 of 4 ready to download.

FPE005 Emergency cash, bank and advance management procedure Template DOCX
FPE006 Emergency cash forecast and replenishment planner Template XLSX
FPE007 Emergency advance request, liquidation and closure form Template DOCX
FPE008 Emergency cash count and reconciliation sheet Template XLSX

Standards

COSO Internal Control - Integrated Framework
Humanitarian cash and voucher and emergency finance practice and donor rules

Describe the problem, not the service

You do not need to know which of the 124 to ask for.

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