Business Operations - Complete a Deposit Verification Form

What forms do I need?

• Deposit Verification Form

How to complete the deposit verification process:
Cashier Supervisor

• Cashier obtains starting bank (bank).
• Each cashier retrieves their $50 bank from the locked armored cash vault (HW);
• Cashier supervisor obtains (2) drawers from the vault with $75 bank and inserts in window stations (MXC);
• Cashier processes transactions throughout the day.
• Cashiers must include customer numbered tickets accepted throughout the day (HW);
• At the end of the day, the cashier runs and prints the “Tender by Cashier Report” (PeopleSoft).
• Cashier separates all cash collected from the starting cash bank.
• Cashier places bank into their respective lock bank bag (HW);
• Cashier leaves bank in drawer. Closing supervisor places drawers in vault.
• Cashier balances their drawer and credit card settlement tape to the “Tender by Cashier Report”.

MXC

• Cashier enters all money (cash, check, credit card, etc.) received on the Deposit Verification Form.
• Cashier signs off on DVF;
• Cashier solicits peer to count monies received;
• If balances, peer signs off on DVF;

HW

• Cashier uses high speed cash counting machine (Cummis JetScan) to count deposit.
• Cummis Jet scan produces an audit ticket that breaks down the deposit by denomination along with subtotals and a final total. The ticket is attached to the tender by cashier report;
• Cashier signs off on Tender by Cashier Report;

OHC

• Cashier will record, cash, check and credit card totals on Daily Tally and initial;
• All employees are to immediately report any balancing discrepancies between actuals and tender by cashiers.
• Cashier deposits cash via the electronic safe and prints receipt upon completion;
• Cashier deposits checks via the electronic check scanning machine and obtain printouts of deposited amounts (OHC).
• Cashier prepares deposit tickets for coins collected (OHC).
• Cashier places the coin/deposit slip in an envelope, seals the envelope, place the envelope in their locked bank bag and places the bag in the safe (OHC).
• Cashier attaches the following documents to the signed Tender by Cashier Report:
• Signed Deposit Verification Form (MXC);
• Deposit Receipt (Garda Safe);
• Credit Card Receipt along with Credit Card Settlement Tape;
• Checks/Money Orders received along with 10 key tape with total (HW);
• Checks/Money Orders received (MXC);
• Counter tickets to keep count of those serviced (Cash and non-Cash transactions).
• Cashier puts all money (checks/MO/coins) received and reports (step G) in bank bag;
• Cashier must also include starting bank with step H (HW).
• Cashiers put locked bank bag in the locked armored cash vault at the end of their shift following the above procedures;

Note:  Cashiers are required to place their bags in the armored cash vault via a slot designed to accept the bags;

Cashier Supervisor

• Each morning, Cashier Supervisor retrieves bank bags from locked cash vault;
• Business Manager or designee opens the bank bag in the presence of the Cashier Supervisor (HW);
• Two employees will review information to verify a match for each employee’s recorded and deposited totals to tender by cashier and count and seal any coins in Garda deposit bag for pick-up (OHC).
• Cashiers verifying amounts will sign off on the Daily Tally indicating that all information matches or would otherwise indicate the  what, who and why discrepancy exits in comment section of Daily Tally Sheet. Verified information must be forwarded on to the Business Manager for review and signature. Attaching copies of all supporting reports.
• Supervisor reconciles cashier’s DVF from the prior day (MXC);
• After verification is complete, Supervisor does the following:
• sign off on cashier’s, Tender by Cashier Report then enclose checks/MO, Garda Receipt, and Credit Card Settlement tape to the “Tender by Cashier Report (HW);
• sign off on Cashier’s DVF (MXC);
• scan/deposit any checks and money orders received;
• prepares deposit slip for any coin received and places in vault for Garda pick-up;
• Deposit slips are dated based on transaction date;
• Done to facilitate reconciliation between campus and District Office;
• Separate College Bursar III, prepares DCR for the day (HW)
• Supervisor prepares DCR for the day (MXC);

Note:

• Each day cashiers begin their shift with $50 bank.
• All other monies will remain in cash bank in the vault to make change throughout the day;