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Data Entry Sheets and Tamper Evident Deposit Bags

by ltfehl01 last modified Mar 07, 2014 11:56 AM

Bank Deposits with Location Code

  • University Accounting assigns a Location Code to each eligible 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 posting to the financial system.
  • 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 webpageRequest 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 Deposit 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 to the prearranged speedtype/PS account within two business days after bank posting.

Tamper Evident Deposit Bags - Instructions

  • 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.
  • If you have not been assigned a Location Code, attach the yellow copy of the deposit slip to a Data Entry Sheet (Data Entry Sheet ad Deposit Instructions are listed in the following section) for the Bursar’s Office to process.
  • Important:  If you are using a deposit slip with a Location Code do not use a data entry sheet, your deposit will be automatically posted by University Accounting.
  • 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 exist for posting credit cards.

Data Entry Sheets and Deposit Instructions

  • Fill in the Bag Number, 10-digit (numeric) Reference Number, Department Name, Extension, Date and Name of the Individual preparing the deposit. The Bag Number must correspond to the number assigned to the Tamper Evident Deposit bag containing the cash and check items. The Bag Number will reflect in RDS reporting unless 10-digit Reference Number is indicated.
  • The speed type and PS account is required on every Data Entry Sheet. If you do not know the speed type and PS account, contact your department's UBM. If the speed type and PS account is not complete, the deposit may be returned to you or processing may be delayed.
  • Do not put Credit Card Summary (GBOK) in Tamper Evident Deposit bag. Make sure that the Yellow Copy of deposit ticket is attached to the Bursar Data Entry Sheet. The other three copies of the deposit ticket should go in the Tamper Evident Deposit bag.
  • Departments that process credit card transactions through the Bursar:
  • All departments that send their credit card transactions to the Bursar for processing will be assessed a 3% fee for each transaction by the Bursar. Thus, a department that submits a credit card transaction for $100 will be credited $97 and the Bursar will keep $3 (3%) to cover their processing fees.

Credit Card Authorization Form (pdf)

  • Separate Bursar Data Entry Sheets should be used for deposit slip & credit card transactions.

Deposit Ticket Data Entry Sheet  (pdf)

Credit Card Data Entry Sheet (pdf)

IMPORTANT: If the transmittal consists of more than three (3) checks, please provide the Bursar's Office with two (2) adding machine tapes, include the Speedtype and PS Account on both adding machine tapes. One tape is sent to the bank and one tape is for the Bursar's Office.

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. Deposits or credit card transactions to be processed by the Bursar’ Office totaling $200.00 or more should be deposited immediately. 
  • Checks should be restrictively endorsed immediately upon receipt by the depositor. If your unit has not been assigned a Location Code, contact Treasury Managment 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:
    1. The deposit does not include currency/coin.
    2. The envelope drops down completely.
    3. There is no rolled coin.

 

Direct any questions regarding
bank deposits to the Bursar's Office.
Phone: 852-6503

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CONTACT INFORMATION

Bursar's Office
Houchens Building
Suite 101
Monday - Friday
9:00 am - 5:00 pm
Email the Bursar
Phone: 502-852-6503
Fax: 502-852-7032

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Phone: 502-852-6503

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Phone: 502-852-6843

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Phone: 502-852-2687

University Departmental Information

Questions about Student Billing

Email the Bursar

502-852-6503

Campus Locations

Budget & Financial Planning
Phone: 502-852-6166

Grawemeyer Hall
Room 20
Louisville, Ky. 40292

Bursar's Office
Phone: 502-852-6503

Houchens Building
Room 101
Louisville, Ky. 40292

Controller's Office
Phone: 502-852-7072

Service Complex
2nd Floor
Louisville, Ky. 40292

Payroll Office
Phone: (502) 852-2978

Personnel Services Building
1980 Arthur Street
Louisville, Ky. 40208-1707

Position Management
Phone: (502) 852-2978

Personnel Services Building
1980 Arthur Street
Louisville, Ky. 40208-1707

Vice President for Finance
Phone: 502-852-6166

Grawemeyer Hall
Room 20
Louisville, Ky. 40292

 
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