BANK DEPOSIT PREPARATION Pacific Area Finance Training February 2008

2 The USPS has a National Contract with Harland for all bank deposit tickets, endorsement stamps, and bank address stamps.  Offices with computer access are required to order through eBuy, online catalog requisition from the vendor. Order 3 part slips.  Place orders for bank deposit tickets approximately six weeks before the current supply runs out. Do not use deposit slips from another office.  Ensure 10-digit unit finance number (UFN) is correct.  The Host Post Office will order deposit slips for their respective contract postal units (CPU). All orders will be mailed to Host Post Office. Deposit Slip

3  Postal retail units (PRUs) make deposits when postal funds are in excess of authorized cash reserve.  Funds generated from daily transactions at a PRU must be consolidated into one bank deposit or two deposits if cash deposits are separate from checks.  When funds exceed normal operating needs early in the day, advance deposits must be made in addition to regular deposits.  Advance remittance of funds are reported into AIC 751, Cash Remitted Advance, on PS Form  Funds deposited into the bank at the close of business are reported into AIC 752, Cash Remitted Final, on PS Form  Authorized cash retained and cash reserve are reported into AIC 753, Cash Retained Today, on PS Form General Banking Procedures

4 RA Bank Deposit Preparation RA must remain with funds until the designated employee verifies deposit and initials the AIC 751/752 entry on the clerk’s copy of PS Form 1412.

5 Bank Deposit Preparation  Close-out employee must separate and sort bills by denomination and consolidate checks.  The close-out employee and witness will count final deposit independently.  Each must run a separate adding machine tape of : All Cash Checks and Money Orders  Compare both adding machine tape totals for discrepancies.

6  Attach one independent adding machine tape to checks; retain second adding tape and individual check tapes with count sheet and Unit 1412 receipts.  When depositing foreign money orders, verify the money orders are cashable in U.S currency. Money orders must be payable in US dollars with U.S. currency amount imprinted on front of the document.  All deposits to the bank must be sent via Registered mail through Registry Section or Armored Courier. Bank Deposit Preparation (Cont.)

7 Currency  Count bills carefully and sort by denomination, placing bills flat, face up and in same direction.  Strap 100 bills of each denomination together.  On each strapped bundle; record Office name, location, date prepared and preparer’s initial. If there are less than 100 bills of a given denomination, reverse paper strap and place around the bills. Bank Deposit Preparation (Cont.)

8 Checks  Arrange checks and money orders face up with account numbers toward bottom.  Bundle together and secure with a rubber band.  Run an adding machine tape on checks and attach to the check bundle.  Leave ample space at bottom of adding machine tape for office round date.

9 Bank Deposit Slip Preparation Enter Date Enter Each Currency Ensure 10-Digit ID and Unit Name is Correct Enter Total Cash Enter Total Checks including Travelers Checks, MO, Personal Checks Enter Grand Total (Cash and Checks) Enter Grand Total here also Signature of verifier and witness on office copy only EllyMatet

10 Bank Deposit Slip Preparation (Cont.)  Record deposit ticket preparation date on the date line.  Write currency amount on currency line for total of each bill denomination.  Record total amount of all denominations of currency on “Total Cash” line.  Write total of checks and money orders on “Total Checks” line.  Do not separate money order totals from final check total.

11  Add ”Total Cash” and “Total Checks” lines together to get “Grand Total” of deposit count.  Write sum of total cash plus total checks in box marked “Grand Total” on deposit slip.  Write same “Grand Total” in lower right-hand side of deposit ticket in spaces next to dollar sign ($).  Verifier and witness must sign office copy only of deposit slip. Bank Deposit Slip Preparation (Cont.)

12  The top 2 copies of the three-part deposit ticket are sent to the bank with bank remittance.  Third copy is retained with office records.  If no witness is available, annotate “No Witness Available” or “NWA” on the office copy only of deposit slip in designated witness signature space. Bank Deposit Slip Preparation (Cont.)

13 Deposit Envelope  The verifier and witness must witness bank deposit and top 2 copies of completed bank deposit ticket being placed inside bank envelope (bearing registered number label) and sealed.  Ensure all open flaps are completely sealed with brown paper tape.  Verifier and witness must sign across brown paper tape on the back of the bank remittance envelope.  Use station round dater to stamp date of remittance on edges of brown paper taped seals.