The local agency shall prepare a resolution, for the division's approval, setting up procedures and policies in connection with cash overages and shortages. Pending the disposition of such overages and shortages in accordance with the approved resolution, cash overages and shortages shall be charged and credited to a sundry suspense and clearance account, designated cash overages and shortages. The bonding company should be promptly notified of any appreciable shortage, regardless of origin, and where the shortage appears to be due to misappropriation or embezzlement, a claim should be filed for reimbursement.