Bank Deposit Preparation
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BANK DEPOSIT
PREPARATION
Pacific Area
Finance Training
February 2008
Deposit Slip
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.
2
The Host Post Office will order deposit slips for their
respective contract postal units (CPU). All orders will be
mailed to Host Post Office.
General Banking Procedures
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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 1412.
Funds deposited into the bank at the close of business are
reported into AIC 752, Cash Remitted Final, on PS Form 1412.
Authorized cash retained and cash reserve are reported into
AIC 753, Cash Retained Today, on PS Form 1412.
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.
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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.
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Bank Deposit Preparation (Cont.)
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.
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Bank Deposit Preparation (Cont.)
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.
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Bank Deposit Preparation (Cont.)
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.
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Bank Deposit Slip Preparation
Enter Date
Enter Each Currency
Ensure 10-Digit ID and Unit
Name is Correct
Enter Total Cash
Matet
Ell
y
Signature of verifier and
witness on office copy
only
Enter Grand Total
(Cash and Checks)
Enter Total Checks
including Travelers
Checks, MO,
Personal Checks
Enter Grand Total
here also
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Bank Deposit Slip Preparation (Cont.)
Record deposit ticket preparation date on the
10
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.
Bank Deposit Slip Preparation (Cont.)
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.
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Bank Deposit Slip Preparation (Cont.)
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.
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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.
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