Tamper Evident Deposit Bags
Bank Deposits with Location Code
- University Accounting assigns a Location Code to each department processing check, currency, and coin deposits to the bank. This unique number is included on daily bank reports allowing immediate identification as to who it belongs to and facilitates posting to the financial system.
- Contact Treasury Management to request a Location Code for your unit.
- The deposit slip and endorsement stamp will include unique Location Code and both are initially ordered by Treasury and University Accounting. Initial order deposit slips with Location Code may be ordered online on the University Accounting and Reporting webpage. Request additional endorsement stamps from Treasury Management.
- Use of a deposit slip from another location will cause the department not to receive credit for the deposit.
- Departments must work with University Accounting and Treasury Management to determine the best method for posting their deposits to the financial system by University Accounting.
- The department is responsible for keeping record of all detail relating to the deposit.
- Deposits delivered to the Bursar’s Office must be placed in a sealed Tamper Evident bag to be picked up by armor car. Campus Mail can deliver only checks in a sealed Tamper Evident bag. Currency and coin must be hand-delivered to the Bursar’s Office. Tamper Evident Deposit Bags – Instructions are listed in the following section.
- Deposits of checks, currency, and coin delivered to the closest PNC Bank branch do not require a Tamper Evident bag. Important: The deposit slip with your unique location number must be included.
- Deposits will normally be posted within two to three business days after bank posting.
- Tamper Evident Deposit bags cannot be ordered through the University’s stockroom, but can be purchased from an approved vendor.
- A deposit slip with your unique Location Code, if applicable, should be included in the bag verifying the amount of cash, coin, and/or checks. The amount on the deposit slip should match the Declared Amount on the front of the bag.
- The deposit slip face should be visible through the back of the bag so that matching amounts can be verified by Bursar staff.
- All Tamper Evident Deposit bags should be sealed before delivery to the Bursar’s Office.
- The white receipt from the Tamper Evident Deposit bag will be initialed by staff in the Bursar’s Office to confirm they have received the bag (if you bring this part of the bag with you after sealing it).
- Do not include any Credit Card activity in the Tamper Evident Deposit bag. View procedures for posting credit cards.
Miscellaneous Bank Deposit Information
- Campus mail may not be used for deposits containing currency/coin or credit card transactions. The person delivering the deposit to the Bursar's Office must obtain a receipt at the service window.
- Deposits must be delivered to the Bursar's Office or taken to a PNC Bank branch within three (3) working days of receipt of depositable funds.
- Checks should be restrictively endorsed immediately upon receipt by the depositor. If your unit has not been assigned a Location Code, contact Treasury Management to request an endorsement stamp. If checks are made payable to a specific department, organization, or individual, be sure these checks are endorsed as drawn.
- Reminder: Prior to taking a deposit to the Bursar’s Office or bank branch (location code only), checks should always be scanned or copied for internal records at the department level. The scanned images must be saved in a limited access drive, copies should be stored in a locked area. The bank recommends that images be retained for a minimum of 14 days after effective date of deposit.
- We recognize that, during peak periods, lines are long and may result in some delay, but we attempt to assist each department in this area. In some instances, you may use the Bursar's Office night depository located between the front outside doors. If the night deposit drop is used, make sure:
- The envelope drops down completely.
- There is no rolled coin.
Direct any questions regarding these
Deposits to the Bursar's Office. Phone: 852-6503