Cash balance limit for 2021 for small businesses

Since 2014, individual entrepreneurs and legal entities from the small business sector have been exempted from the mandatory cash limit. However, this does not mean that they can forget about this concept. To free your cash register from any restrictions, you need to sign certain documents.

We will talk about the correct design of a cash limit at an enterprise (for individual entrepreneurs and LLCs) or its absence in our article today.

Limit as part of cash discipline in 2021

Any enterprise can use cash, but to do this, you first need to open a cash register and, by internal order, limit the maximum amount that can remain in it.

Amounts exceeding the cash limit on hand must be deposited at the bank. This is indicated by the Directive of the Central Bank No. 3210-U.

Every working day, before the end of the shift, the cashier reconciles cash documents, writes down the balance of cash in the cash book and certifies it with his signature. It is this balance that cannot exceed the established limit.

Responsibility

Exceeding the permitted amount of cash at an enterprise becomes a reason for bringing the offender to justice:

However, this law also has its exceptions. According to the instructions of the Central Bank, it is permissible to exceed the limit with impunity:

• for issuing salaries and other payments to employees;
• on days when the company is open and financial institutions have a day off (for example, these are Saturday and Sunday for most retail stores).

Why is this necessary?

Initially, the cash limit was introduced as a measure to limit the amount of cash in circulation by a business. Money lying in non-cash bank accounts ceases to be a dead weight for the state, they begin to “work”.

For entrepreneurs themselves, limiting cash is primarily a security issue. Emergencies, robberies, fraud - it is impossible to insure against everything, but if you keep only part of your proceeds in cash, many risks can be reduced.

Small businesses and individual entrepreneurs - is there a need for a cash balance limit?

As mentioned above, since 2014, small businesses and individual entrepreneurs have been exempted from the obligation to set a cash balance limit. That is, these business representatives are allowed to keep any amount of money in the cash register for an unlimited time. Or you may not have any balance at the end of the day (or shift) - how much you received during the day is how much you spent.

Of course, this is convenient; you don’t have to constantly worry about the need to comply with the limit. However, this fact does not free up employees conducting cash register transactions to clearly balance the balance of money at the end of the day (shift), and then the month. This allows the seller to keep track of cash, understand what revenue is received and generally track the movement of money.

You can fix the value of the cash register limit or, conversely, cancel it only by means of an order. The established limit must be strictly observed.

Cash limit calculation

Each organization (or individual entrepreneur) sets the cash limit itself, but does not invent it, but rather calculates it using a certain formula, which the Central Bank approved in its Directive No. 3210-U.

Formula for calculating the cash limit: SP / RP * Day

It is recommended to round the cash register limit to the nearest ruble, discarding pennies.

For example, for 28 working days, the company’s cash revenue amounted to 75,000 rubles. The accountant deposits the proceeds into the checking account every 5 business days. Then the cash register limit will be calculated as follows: 75,000/28*5=13,393 rubles.

There is no need to agree on the limit with the bank or tax office. Despite the strict calculation procedure, the law allows businessmen to significantly adjust the value of the limit. For example, the limit can be increased or decreased by changing the frequency of collection.

The unspecified limit for legal entities of the medium and large sector is equal to zero, which means that even one hundred rubles will be assessed as an excess.

At any time, the company can recalculate the limit and approve its new value. Conversely, if some data has changed, the organization is not obliged to recalculate.

Calculation of the limit for enterprises without cash proceeds

Companies that have exclusively non-cash income are also sometimes forced to observe cash discipline. For example, they may need cash to work with suppliers.

Then, in the cash limit formula, instead of revenue, the existing or expected amount of funds issued (except for payments to employees) is taken into account.

Another version of the formula: Issue amount / RP * Number of days between receipts of cash from the account .

Calculation example: an enterprise purchased materials with cash in 4 days and paid contractors for a total amount of 107,000 rubles. The CEO withdraws money from the current account every 3 days. The company receives all revenue by bank transfer. Then the cash register limit is: 107000/4*3=80250 rubles.

Cash limit for separate divisions

How the limit for a cash register at a representative office or branch will be calculated depends on where the cash is deposited.

If cash from a division is sent to the main cash desk of the company, then the total cash limit for the entire enterprise and its branches is calculated, taking into account all cash movements.

If a division independently deposits cash into the bank, then its own restrictions are established, independent of cash desks in other divisions.

Document options for registering a cash limit

There are several options for processing documents according to the cash limit:

1. Without applying a limit from the beginning of the year - an Order for storing cash without a set limit is issued.
2. Cancellation of the limit in the middle of the year - you need to draw up two documents: an Order to cancel the previously established limit and an Order to store cash.
3. Establishing a cash limit - an Order on the cash limit and an Appendix to the order Calculation of the cash limit are drawn up.

Issuing a new limit order automatically cancels the previous order if its validity period was not specified in it.

Making an order:

• Full name of the business entity;
• Title of the document (Order);
• Order number, date;
• Full name of the document (for example, “On approval of the cash balance at the cash desk”);
• In accordance with what federal regulations is the internal procedure for cash discipline established?
• Further, “I order:” and the detailed text of the order point by point depending on the specific circumstances;
• Indicate the establishment/cancellation/absence of a cash limit on cash;
• Specify the procedure for storing cash at the cash desk;
• Appoint responsible persons for the execution of this order;
• When setting a limit, specify the document - Limit Calculation application;
• Signature of the director of the organization or individual entrepreneur.

A sample Order on the cash limit can be obtained at the link: https://okbuh.ru/wp-content/uploads/2017/03/obrazec_prikaza_na_limit_kassy.docx

Order to establish a cash limit

After completion of settlements, the cash limit is fixed by order of the general director of the company.

The laws of the Russian Federation do not put forward any special requirements for the order. Each organization issues an order in any form and includes items that it considers necessary, but among them:

• limit size;
• date of entry into force of the restriction;
• expiration date of the order (if any);
• list of responsible persons;
• details of the calculation of the total amount.

Which receipts should be taken into account when calculating the cash limit, and which should not be taken into account?

All funds received at the cash desk in the course of business activities are added to revenue. These include received advance payment, payment for goods shipped or for services rendered. Such receipts are taken into account when determining the cash limit.

However, there are receipts that do not affect the amount of the cash limit. These, for example, include interest on loans, contributions to the authorized capital, the resulting overpayment from the buyer for a product or service, and others.

Sample order

Let's look at samples of an order establishing a cash limit for two companies: a new one and an existing one.

The document is printed on the organization’s corporate letterhead, if any, and must be numbered, dated and signed by both the manager who issued the order (general director, individual entrepreneur) and the officials responsible for compliance (accountant, cashiers).

The order may also contain additional clauses regarding liability for exceeding the limit or procedures for preventing such situations.

A detailed calculation of the established limit can be included both in the text of the document itself and in the appendix.

you can order here.

What it is?

The requirements for establishing and complying with the cash limit by business entities are prescribed by a specific regulatory act - the Directive of the Central Bank of the Russian Federation dated March 11, 2014 (No. 3210-U).

This document regulates the procedure for performing and recording cash transactions.

Accordingly, business entities that accept and spend cash must strictly follow these requirements.

Limiting the cash balance implies determining and approving the maximum amount of money in the cash register, exceeding which is not allowed by the business entity at the end of the operating (working) day.

Completing the next operating day, the responsible cashier of the organization closes his work shift with a standard summing up of the cash register.

Cash receipts/expenditures are reconciled and the actual cash balance is calculated. The cash book is properly filled out, and the information entered is certified by the cashier’s signature.

An important point is that the actual cash balance cannot exceed the amount of the specified limit.

The excess amount of funds should not remain and be stored in the cash register - it is transferred (collected) to the bank serving the business entity and credited to its current account.

It is allowed to store (keep) excess money in the cash register only for the period of payment of salaries to staff (maximum five working days), as well as on weekends/holidays (if cash transactions are carried out by a business entity and banking institutions are not working).

A business entity is given the right to independently determine and approve its own cash limit.

The methodology for calculating the cash limit is established by the above-mentioned Directive of the Central Bank of the Russian Federation No. 3210-U.

In this case, it is recommended to take into account the specifics of the activity being carried out, the actual volumes of cash expended and received.

Having calculated the adequate cash limit, the management of the business entity approves this standard by a separate order, drawn up in free form, but including the following data:

• the method used to calculate the limit;
• the specific size of the established limit;
• date of entry into force of the cash standard.

The established cash balance standard does not require coordination with external structures (tax authority, financial institution, other third-party entities).

However, its strict compliance is a mandatory requirement for an enterprise/individual entrepreneur carrying out cash transactions.

For exceeding the cash limit, organizations pay a fine ranging from 40,000 rubles to 50,000 rubles, and individual entrepreneurs and officials - from 4,000 rubles to 5,000 rubles, unless, of course, this fact is established by an audit.

This standard can be adjusted by a business entity as necessary - at any time.

Do I need to set limits on my cash balance?

Individual entrepreneurs have the right not to set a cash limit for themselves.

This norm is clearly provided for by Directive of the Central Bank of the Russian Federation No. 3210-U and has been in effect since 06/01/2014.

In other words, the individual entrepreneur is not obliged to establish and comply with this restriction, but he has such a right.

If it is appropriate, an individual entrepreneur can limit the cash balance by issuing an appropriate order, but in this case he will have to comply with it.

If the individual entrepreneur previously limited the cash balance, but now wants to abandon it, he should issue an order to cancel such a limit.

Cancel limit

The cash limit for small businesses and individual entrepreneurs was abolished three years ago, but in 2021 some entrepreneurs continue to adhere to it.

To cancel the limit, it is necessary to issue a corresponding decree and notify all employees. Even a self-employed individual entrepreneur, in order to avoid questions from regulatory authorities, should not easily stop observing the limit, but first of all issue a canceling order.

You can view and download a sample order for an individual entrepreneur:

Then it is recommended to issue an order according to which, from a certain date, the cash balance limit is not set. Or this point can be immediately included in the text of the order.

The cash balance limit has been exceeded. Consequences.

Let's consider this example.

The organization has a cash limit. The accountant who handles cash transactions got sick and took sick leave. The director of the enterprise promised to personally monitor the movement of funds, and, accordingly, the cash limit. When the accountant returned from sick leave, it turned out that on some days the amount of money in the cash register exceeded that which was assigned to the orders of the enterprise. The director repented that he did not have time to do all the tasks and missed the moment of exceeding the deadline.

The accountant turned out to be smart and corrected the situation as much as possible. What threatens entrepreneurs who set a limit but exceeded it?

As we can see, in case of violation of cash discipline, in this case liability is provided in the form of a fine both for the performer (accountant) and for the organization itself.

Maintaining a cash book and issuing cash orders

A cash book in form No. KO-4 is necessary to keep records of cash transactions of cash receipts and withdrawals. All legal entities are required to maintain a cash book, but small businesses are allowed not to set a cash limit.

In addition, individual entrepreneurs may not issue receipts and expenditure orders at all, and not maintain a cash book, but only on the condition that they keep records of income, income/expenses, or physical indicators in accordance with the Tax Code of the Russian Federation (clause 4.1 of the Procedure). This is a simplified procedure for cash transactions for entrepreneurs.

With the entry into force of the amendments, the circle of persons who can make entries in the company's cash book has significantly expanded. If until August 19, 2017, only the cashier had the right to do this, now this can be any person authorized by the manager - an employee of the enterprise (clause 4 of the Procedure).

Registration of cash transactions upon receipt of cash is accompanied by the preparation of a cash receipt order in form No. KO-1. Unlike the “consumables”, the PKO consists of two parts - an order and a tear-off receipt with the seal and signatures of the cashier and chief accountant, which is handed over to the depositor of money. Previously, even if the PKO was issued electronically with electronic signatures, the receipt for transferring the “cash” to the depositor still needed to be printed on paper. Now, when generating a “receipt” in electronic format, the receipt can be sent to the depositor’s email if he asks for it. If the PKO in the organization is issued in “paper” form, the receipt is handed over exclusively in person (clause 5.1 of the Procedure).

The Central Bank has “simplified” some cash transactions. In an electronic cash receipt order, it is no longer necessary to verify the compliance of electronic signatures with the sample (clause 6.1 of the Procedure). The recipient of cash can also put his electronic signature on the electronic consumables (clause 6.2 of the Procedure).