West Bookstore
DailyDeposit Procedures
As you start preparing your deposit, you will first want to obtain a copy of the deposit spreadsheet from the Bookstore Manager.
Make two (2) tape totals for the checks, and endorse all checks with the Madison College endorsement stamp. Attach one (1) tape total to the checks and enter the amount to the deposit spreadsheet. Attach the second tape total directly to the deposit spreadsheet.
Count the remaining cash (coins and bills) and enter your money counts on the corresponding lines of the deposit spreadsheet. Complete the deposit spreadsheet by entering the date, department name, and the name of the person preparing the deposit. Attach the printed register receipt and all necessary documentation to the deposit spreadsheet.
Prepare a stamped deposit envelope, available from Financial Services, by entering the total of cash, coin, and checks on the envelope. Place all cash, coins and endorsed checks (tape total attached) in the envelope.[1] If the deposit does not fit in one (1) envelope, use additional deposit envelopes and rubber band them together placing the envelope with the entries on top. Seal the prepared deposit envelope and label it “West Bookstore”.
The sealed envelope, two (2) printouts of the deposit spreadsheet and all back-up documents should be placed in a locking bank bag[2] addressed to Financial Services and taken to the West Welcome Center.
When you turn in the deposit, sign the log sheet as proof of your deposit drop-off. The deposit will be placed in a secure location and transported to the Financial Service office via the contracted armored car transport. It is strongly recommended that you keep a copy of the deposit for your files in case it is ever lost in transit.
Should you have any questions regarding your deposit, please contact Karen Gretschmann in Financial Resources at 258-2347.
[1] Credit card slips should not be included in the sealed deposit envelope.
[2] Empty bank bags will be returned to the department via interdepartmental mail.