Sub-Cashier Deposits

It is our goal to do an efficient job in processing your department's sub-cashier deposit. In order to do that, we need your help. To assist us in accurately verifying and distributing your department's revenue, we are providing the following information that we feel will be helpful in the preparation of your sub-cashier deposit.

Responsible Deposit Practices

Good cash management practices and audit controls benefit not only your department but the campus as well.

• Always deposit your departmental revenue to us as soon as possible. Submit your deposit to us for processing at the close of each day, or on the following business day, whenever your sub-cashier collections total $500 or more. Deposits totaling less than $500, should be made weekly or more often.
• Request that all check payments be submitted in U.S. funds written on a U.S. bank to avoid delays and potential charges associated with foreign item processing. This includes additional bank charges and losses on currency exchange rates which would be absorbed by your department.
• Submit your deposit to us in a locked money bag or a tamper proof security envelope. These can be ordered through an outside vendor. Be sure to get two sets of keys when ordering a money bag, one for your department, and one for us to keep permanently.

Check Payments

Check payments 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
• have a student or staff ID number when applicable
• have the customer's bank branch information and personal account number imprinted on the check by the bank

Deposit Preparation Tips

There are approximately twelve sub-cashiering stations on campus for which we process deposits. To maintain consistency throughout each deposit, we have developed some preparation tips. Your cooperation in following these tips (listed below) is appreciated.

Check Deposits:

• List the check deposit total on the Cash Collection Report.
• Provide a calculator tape when depositing more than one check.
• If the dollar amount is written illegibly, write the amount above the numeric amount written on the check.
• Include Traveler's checks, Cashier's checks, and Money Orders in your check deposit, and not as cash.
• Endorse all checks with your department's endorsement stamp. If your department does not have one, it can be ordered through our office.

Cash Deposits:

• Before depositing with us, have a second cashier verify your cash amount.
• List your cash deposit total on the Cash Collection Report.
• Strap and bundle currency of the same denomination in increments of 100 with standard bank currency straps. Example: 100 ones=$100, 100 fives=$500, etc. Currency straps are available by request through our office.
• Sort loose currency by denomination and rubberband it together in one stack.
• The bank prefers unrolled coin deposits. Place loose coin in a small envelope and write the amount enclosed on the outside. For coin amounts $25 or more, use a plastic bank bag and write the total coin amount boldly on the outside of the bag. We can provide you with bags if needed, just let us know.

Cash Collection Reports:

• When completing your Cash Collection Report, write the amounts legibly.
• Enclose one copy of your report in an envelope, or rubberband it around your deposit.
• Keep cash register audit tapes, voids, and other documentation together by day, if more than one deposit is enclosed. Be sure to write your department's name on them.
• If multiple deposits are enclosed in a deposit bag, separate them from one another to avoid overcrowding and damage to the reports.

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.

Additional Information

For more information on cashiering responsibilities and sub-cashier deposits, refer to UC Business and Finance Bulletin BUS-49 and Campus Cashiering Procedures.

FS Home | Cashier Home