One sheet for each cash box
Use one closeout sheet for each box, register, ticket table, or sales station. Give it a plain label that matches the cash bag or envelope.
Record the starting bank before sales begin. Write down cash added, cash drops, payouts, or money moved between boxes when it happens instead of trying to reconstruct it at the end of the night.
Two people count and sign
National PTA says the treasurer and another volunteer should count the money together and both sign the cash-count sheet. Follow your group's rules if they require a different process.
Count bills and coins by denomination. Keep checks, card totals, and other electronic payments on separate lines so they do not get mixed into the cash variance.
What if the box is over or short?
Compare the actual cash with the amount your ticket count, item count, or point-of-sale report says should be there. If the box is over or short, check the count again and write a short factual note about anything you know.
A variance note does not need a theory. Record what you know, such as a missing payout receipt or change added from another box, and leave the review to the treasurer.
The treasurer handoff
Have both counters sign the sheet. Then attach or reference the deposit slip, cash bag, checks, receipts, and event report required by your group's procedure.
If the bank is closed, follow your treasurer's approved night-deposit or secure-storage procedure. Record who received the packet and when.
Cash closeout and treasurer handoff
Use this sheet to connect the count packet, deposit and payment reports. Record the next action for any difference and leave room for the treasurer to confirm receipt. The fictional sample keeps a $5 shortage open for review.
The HTML sheets contain all PDF content and work on a phone.
Blank treasurer handoff sheet
Fictional cash closeout sample
Sources & local guidance
Source links checked July 31, 2026
Use this for planning and handoffs. Follow your organization and local procedures.