If your department receives cash or checks for a service or goods, these should be immediately submitted for processing to us on a Deposit Advice form. This form is used to specify the account and fund in which campus departments want their revenue deposited. We will verify the amount and record the deposit to the designated account(s) through the Cashiering System and post the revenue to the General Ledger at the end of the business day.

Responsible Deposit Practices

Good deposit practices and controls benefit not only your department but the campus as well.

• Always deposit your departmental revenue to us as soon as possible.
  Do not hold cash and/or checks in your department. Unfortunate consequences have been known to occur when deposits are not made immediately, such as returned checks (due to stale dates or closed accounts), misplacement or theft of checks and/or cash, and a loss of interest income to the campus.
• Request that all check payments be submitted in U.S. funds written on a U.S. bank.
  When a check is drawn on a foreign bank, there may be delays and potential charges associated with foreign item processing. Additional charges may be assessed by the bank and fluctuations in currency exchange rates may result in losses which would be absorbed by your department.

Check Information

Checks collected by departments must:

• be made payable to the Regents of the University of California, or UC Regents
• be completed for the proper amount
• be signed
• have a current date (post-dated checks are not accepted)
• have a complete address

Preparing Your Deposit

Preparing your deposit for processing is pretty simple. Just follow the steps below:

1. Verify the amount received.
2. Provide a calculator tape when depositing more than one check. Include traveler's checks, cashier's checks, and money orders in your check deposit, and not as cash.
3. Endorse checks using your departmental endorsement stamp in accordance with University and federal banking regulations.

Completing the Deposit Advice

When preparing a Deposit Advice, we request that cash deposits and check deposits be done on separate forms since each of these are processed differently by our office. Complete one copy of the Deposit Advice as follows:

1. In the top section under "Please Deposit as follows," provide the information requested:

• cash Amount and/or check Amount
• payee (UC Regents)
• payor (the person or entity who wrote the check)
• check Number
• check Received from
• explanation
• prepared by (name of the person who prepared the deposit)
• department
• department address and phone number

1. In the lower section, provide the account-fund and revenue information. It is not necessary to include the account's Class Code unless you are sure of the correct number. The Class Code is a three-digit "shortcut" number assigned to a balance sheet or income account by the Central Cashier at the department's request. It is used by the cashiers to streamline the keying of account information. If you do not know your class code, the cashiers will insert it for you. Contact us for information on acquiring a class code.

Valid Financial System Account-Funds

To avoid problems or delays, use valid Financial System account-funds when making a deposit. Expenditure accounts (accounts that begin with 4 or above) require a sub and object code. Income accounts (accounts that begin with 2) and balance sheet accounts (accounts that begin with 1) do not.

Submitting Your Deposit

We prefer you to bring cash deposits in person so that we may process them on the spot.  Do not send cash deposits through inter-campus mail. Check deposits may be placed in special deposit bags marked "EXPEDITED CHECK DEPOSIT NO CASH" (available through Distribution and Document Management Services), and dropped in the white inter-campus mail boxes located around campus, marked "Special Mail." These drop boxes are designated for departmental deposits and student payments (no postage required) only. Pick-up times are posted on the outside of the boxes. Deposits are delivered to us the same day as long as they are dropped before the last pick-up.

Recording Your Deposit

Cash deposits are recorded immediately when they are brought in person so that a receipt may be given. Check deposits, whether dropped-off by departmental staff or delivered through inter-campus mail, are processed within eight business hours from the time they are received. If the information provided is complete and valid, the account(s) specified will be credited. If there is a problem or discrepancy in your deposit, it may delay processing until resolved. If this occurs, the person who prepared the deposit will be notified. Discrepancies can be avoided by verifying the account-fund information and dollar amount for accuracy before submitting to the Central Cashier for processing.

Verifying Receipt of Your Deposit

Use Online General Ledger Inquiry to verify receipt of your deposit(s).  This information may be viewed online the day after your deposit has been processed by our office. All deposits and payments processed through the Cashiering System are identified as type entry 34.

Where Can I Get a Deposit Advice form?

The good news is we can provide you with a sample Deposit Advice form in an Excel format. Just contact the department manager, Dianne Bean. The form may also be replicated on your own desktop computer, so there is no need to order or store paper copies of completed forms. All you need to do is to save your Deposit Advice copy to disk and submit your printed copy to us with your check or cash deposit.

Gifts and Donations

If your department receives funds designated as a gift or donation, follow the procedures in the Development section of UCI Policies and Procedures, to complete the online Gift/Pledge form.  For more information, refer to UCI Foundation Accounting.

Returned Checks

Checks returned by the bank unpaid may be charged back to your departmental account.  Typically we will debit the account that was originally credited when the check was deposited. 

FS Home | Cashier Home