Medical Center Cashier Deposit Tips
Deposit ticket
Actual form filled out by the department and submitted to Cashier’s
Receipt
What you get back after the Cashier’s Office processes the receipt. Includes copies of the deposit ticket and white receipt printed by Cashier POS system
Tips for filling out deposit tickets
Press firmly – all information must pass through five copies
Write everything so it is legible
All checks must have a Workday account number on the back. This is necessary in case the check gets separated from the deposit, needs to be researched or is returned for stop payment/insufficient funds. We suggest buying a stamp with your Workday account # to use on the back of all checks. If you currently have a stamp with your FRS account #, you will need to order a new stamp with your Workday account information
Must include an adding tape if there is more than one check
If you have items going to different Workday accounts, please write “see attached” and check off the “see attached” box on deposit ticket. Attach a separate sheet of paper indicating the respective amounts and Workday account breakdown. We suggest using an Excel sheet with formulas to ensure the distribution balances to the deposit total.
Keep the last copy (blue) for your records, do not send to Cashier’s Office
Credit cards, ACH or Foreign checks need to be on their own deposit ticket
Attach a successful credit card close report to credit card deposits. Include last four digits of Merchant ID# and credit card close date in respective fields of deposit ticket
Write the bank date in the appropriate field of deposit ticket for ACH deposits
Include cash total and check total breakdowns on deposit ticket
Include contact name and DIRECT phone number so we can promptly reach you if there are questions or concerns about a deposit
Each deposit ticket should have the associated check/cash items behind it (paperclip is ideal for each deposit)
No loose coin please (use coin envelopes, small zip-lock bags or small envelopes)
Foreign Currency
All foreign checks must have their own deposit ticket
We encourage departments not to accept foreign checks less than $200. (Except Canada) These can be expensive to process with large fees attached to them. By the time you get your funds, there may not be much left. You can suggest Credit Card or ACH transactions instead
Delivery to and from Cashier’s
We have a same way in/same way out policy. If your bag arrives by courier, it will go out via the courier. If you physically drop off your deposit, we will hold it for you to pick up or use interoffice mail
If you need to discuss different arrangements, you must speak with the Cashier Supervisor for arrangements and approval
General Information
It is the department’s responsibility to maintain copies of receipts, checks, credit card close out reports and any other back-up for audit and research purposes
Please make copies of all checks before sending to Cashier’s. Cashiers cannot provide copies of checks once they’ve gone to the bank since they do not currently scan items
Detach the blue copy of the deposit ticket before sending and keep for your records.
Requests for copies of deposit tickets will take time to research and pull. The Cashier’s POS system receipt can be easily provided. This shows the date and amount processed
MC Cashiers does not accept Gift and Grant deposits
The date of checks should not be post-dated or stale-dated (older than 90 days)
Deposits should be made on a timely basis and not held and submitted in batches
Deposits for batches posted to Flowcast Hospital Patient Accounting (HPA) should be sent to Cashiers on the same date the Flowcast batch is posted. Include Flowcast HPA Batch # on Flowcast deposit ticket (this ticket is not changing)
If you need to have the receipts processed while you wait please make sure you limit the number of transactions to 3 and are at the Cashier’s Office by 3:00 p.m.
New Deposit Ticket Information
· New deposit tickets are scheduled to be available Dec 23rd through RR Donnelly. All departments will be responsible for ordering deposit tickets online from RR Donnelly.
· You will need to obtain a sign-on by completing a Supplier On-Line Ordering (SOLO) registration form through Purchasing. If you currently have a SOLO account, you should request to add RR Donnelly to your profile. Information can be found here http://www.urmc.rochester.edu/purchasing/how-to-purchase/solo-form.cfm
· Deposit tickets will be available for purchase from RR Donnelly by the carton or by the package
· A carton is 2,250 deposit tickets (45 packages with 50 deposit tickets in a package). Current cost from RR Donnelly is $111.98 per carton
· A package is 50 deposit tickets. Current cost from RR Donnelly is $2.49 per package
Important Posting information
Every attempt will be made to process work received by 2pm. Departments need to be sending work daily, not holding and combining deposits. Also note if sending by courier they have to account for travel time, a courier may pick up from the office at 1pm but not arrive to Cashiers until 3pm.
Posting dates will be changing for Cash/check deposits, please plan accordingly. See example below;
2015 Month Last Day at 2pm to get deposit to MC Cashier so it is recorded in current month
January 28
February 25
March 27
April 28
May 27
June 26
July 29
August 27
September 28
October 28
November 24
December 29
The cut off is for cash/check deposits. EFTs will have a Workday bank date equal to the EFT date. Credit cards will have a Workday bank date equal to the credit card close date. (provided the EFT and credit card deposits are made in a timely manner).
MC Cashier Hours and Contact Information
Monday – Friday 8:30am – 5:30pm (closed on University holidays)
Main Office # 275-4681