The Controller’s Office has observed an increase in deposits over the past two years using the bank’s generic deposit slips. This has contributed to an increase in misdirected deposits and unidentified deposits in our bank account with no corresponding cash journals.
Why does it matter?
The bank’s generic deposit slip contains no unique identifiers to tie the deposit to the department. This makes tracking a deposit much more difficult and increases opportunity for data entry errors by the depositor or bank teller.
When issues arise, the Controller’s Office is often unable to identify the department that submitted the deposit to our bank account. For example, if a department deposits a check using a generic deposit slip and the check is later returned due to a stop payment or non-sufficient funds, the Controller’s Office may not be able to identify and notify the department about the returned check.
What are UCSF deposit slips and how are they unique?
UCSF deposit slips include pre-printed UCSF bank account details and a unique 4-digit code in the bottom left corner, referred to as the deposit location number:
Each department is assigned a unique deposit location number to track and identify deposits when they reach our bank. Department journal preparers also need to enter the deposit location number in the reference field when creating a cash journal.
UCSF deposit slips are ordered through the Cash and Controls Team and shipped directly to your department from Bank of America.
To re-order deposit slips, email the following details to [email protected]:
- Deposit location number
- Full delivery address (no abbreviations for street or building name)
- Contact name for delivery mailing address
If you have questions regarding deposit slips, contact the Cash and Controls Team at [email protected].