QUICK REFERENCE GUIDE FOR PREPARING BANK DEPOSITS
PREPARING DEPOSIT TICKET
Prepare the unitˇ¦s daily deposit using the following procedures:
„h The preparer (and a witness, if available) must count and verify the bank deposit and sign the deposit ticket. If no witness is available, leave the Witness Certification line on the deposit ticket blank. NOTE: Both individuals must verify the accuracy of the deposit to ensure proper preparation.
„h Complete all sections of the two-part deposit ticket for every deposit. Send the original (white copy) to the bank and keep the other copy at the unit. If you make a mistake and enter something incorrectly prepare a new deposit ticket. Write the Registered Number on the deposit ticket (both copies). DO NOT send in a torn or un-readable deposit ticket and DO NOT use a Xerox copy of a deposit ticket.
„h All figures must be clearly written on the deposit ticket, including the Currency by Denomination, Total Cash, Total Checks & Money Orders, and Grand Total. All amounts MUST be placed on the deposit ticket. Please use a calculator to ensure accuracy of the amounts. Accurate math is a MUST on the deposit tickets and any errors will cause adjustments to be posted to the unit.
„h Never borrow a deposit ticket from another office. If you do, your deposit will be credited to that office. Also, make sure you are using a ticket for your current bank. ALL old Bank supplies (tickets and stamps) should be destroyed and if any additional supplies are found, must be IMMEDIATELY destroyed.
„h Do not make a bank deposit for less than $100. EXCEPTION: Check items (such as checks, money orders, travelerˇ¦s checks, etc.) must be deposited within five business days ˇV even if the total deposit is less than $100.
„h If there are no deposits for the day, follow the procedures in Handbook DM902, Procedures for Handling Registered Postal Bank Remittance Mail, Chapter 2, ˇ§Procedures for Preparing a Postal Bank Remittance for Mailing.ˇ¨
o The Handbook DM902 is at http://blue.usps.gov/procops/proc/dm902.pdf.
o See Section 223 for procedures on preparing a pouch contents bill (no bank deposit but other items dispatched to the Registry).
o See section 224 for procedures on preparing a nil-bill (no bank deposit and no other registered items dispatched to the Registry).
NOTE: DO NOT send a Nil-Bill to the Bank inside the blue plastic deposit bags.
PREPARING CHECK ITEMS
„h Endorse the back of check items (checks, money orders, travelerˇ¦s checks, etc.) using POS or a rubber stamp. Endorsement includes:
o USPS
o ˇ§For Deposit Onlyˇ¨ and unit name
o Bank account number
o 10-digit unit ID (6-digit finance number + 4-digit unit ID)
„h Include a single, system-generated list or adding machine tape, showing the value of each check item.
„h Place the list or adding machine tape on top of the bundled check items and bind the WHOLE deposit together with one rubber band. Do NOT use paper clips, staples or adhesive tape. Also, do NOT ˇ§rollˇ¨ the deposit. If the deposit items are a small number and a rubber band will cause the items to ˇ§rollˇ¨, then use a singular paper clip.
„h Write the total of all check items on the deposit ticket under Total Checks & Money Orders.
„h Do not send in voided money orders or bait money orders.
PREPARING CURRENCY
„h Arrange the bills face up, in the same direction, by denomination. Do not put coins in the bag.
„h Write the total amount of cash being deposited ˇV break down and total by denomination, then enter the total amount under Total Cash on the deposit ticket.