Deposits

Click here for the cheat sheet.

Making the Deposit Envelope

Step 1: Create Envelope

Grab a blank or used envelope from the box by the front computer and write the following information on the front:

1. Your name

2. The Z report number (from the bottom of the Z Report later)

3. The date

4. What receipt numbers are contained in the deposit (example: #245-249) (You will get these from the long cash register tape)

5. As you collect various things, place them inside of the envelope.

Step 2: Z out the Register

1. Enter in personal clerk number (xxxx followed by the clerk button)

2. Turn key to “Z” Position

3. Enter the admin password for the register and then hit “clerk” button. (You can get this from a supervisor)

4. Press ‘Amount Tend Total’.

5. Pull out all receipts, checks, gift certificates, and cash correlated with this deposit and place in envelope.

6. Return the key to the “Reg” position.

Step 3: Retrieve the Register Tapes

1. Collect the tape that printed on the left (the "Z Report")

   1. Find the item called "RPRT CNT" This is your Z report number.

2. Pull the black spool (at the back of the tape on the right) off of the register.

3. Press the ‘j’ key to the left of the clerk button to feed some slack onto the spool.

4. Using scissors, cut off the printed part from the blank portion.

5. Loosen the tape on the spool until you can remove it, then collect the tape. (The "long tape")

6. Hold the ‘j’ key until the tape is long enough to reach where the spool belongs.

7. Fold the end of the tape back on itself (maybe 2-4mm) twice, then slide the lip you made into one of the slots in the spool.

8. Place the spool back onto the register, twisting it to collect extra tape.

9. Gently lift the spool from its resting place and turn to bring tape slack in.

10. Make sure that the tape does not droop when the spool is in place.

11. Press the ‘j’ key until the spool has at least two full laps of tape around it.

Step 4: Settle the Credit Card Machine

1. Press the settlement button on the machine. 

2. Enter the password when it asks, then press “enter” and the first part of the receipt will print. Do not rip it off yet. (If you don't know the code, ask one of the supervisors)

3. Press "enter" again to fully settle the machine. The remainder of the receipt will print.

   1. At the top of the second printed part is a "Batch number." You will need this later.

4. Collect the tape (the "settlement report").

Step 5: Sign the Deposit Tracking Log

Go to the deposit tracking log attached to the filing cabinet in the back office and sign off with your name and the date that you cashed out the register.

Entering the Deposit

Step 1: Fill out the Deposit Slip

1. Open up the Brain > Finances > Deposits > Current Fiscal Year (FY) > Current Term. Open up the “Deposit Slip Template”. Click "Save As."

2. Name the file with the following format inside of the folder for the current term: “Z# XXXX MM-DD-YYYY”.

3. Pull all contents out of the envelope and sort the receipts and checks from lowest to highest by register receipt number. Keep the Z report, long tape, and settlement slip off to the side for reference. Make sure to never leave any parts of the deposit unattended, as these receipts have sensitive and important information.

4. On the first page of the spreadsheet, enter the information  for each payment  in numeric order by receipt number. This should include the Account code, which is listed on the right hand page of the z-report spreadsheet (See Figure 1 at top of this section). Once all payments have been completely entered, double check that the total amounts calculated for each payment type match the Z Report printed from the cash register.

5. On the bottom page, enter the Z Report totals for the different activity codes. Fill them in to the corresponding spots. Assure totals still match and that there are no differences shown in the "difference column."

6. If there are any differences, problem solve where they came from. Check the register error log for additional information. Once the problem has been discovered, clearly document the error with corresponding receipt numbers in the “error documentation” box on the deposit slip.

7. Go to the “Who Paid” sheet, and fill in the information with the participant’s name. Do not forget to enter the type of payment (i.e. Check, Charge, Cash).

8. Add your name, the date, and the z-report number on the second page of the deposit slip in the top right corner. .

9. Click SAVE.

Step 2: FY Spreadsheet

1. Open up the “FYXXXX Z Report Log” in the Brain under Finances>Deposits>FY XXXX

2. Fill in the totals for the day to each department in the “FYXXXX Z Report Log” tab.

3. Fill in the totals for corresponding departments in their respective tabs. Make sure that all numbers add up correctly and that all formulas in the log are still functioning correctly. Under the list of individual payments by child within each tab, the “=SUM” formula should be used to check that totals are adding up correctly.

4. Click SAVE.

Step 3: Sign the Deposit Tracking Log

1. Put all contents of the deposit back into the envelope.

2. Go to the deposit tracking log in the back office and sign off that you entered it with the date.

3. If another office staff is around and available, pass the double check on to them. If not, put the envelope in the “deposits waiting to be processed” folder in the filing cabinet and note on wrike that the deposit is ready to be double checked.

Figure 2 (Example of Z-Report Spreadsheet)

• Orange cells are what you check in Step: 1 part 6.

• Blue cells are what you use to fill out Department totals Deposit Slip in Step: 4

Walking the Deposit

*Note: The person who double checked the deposit cannot walk the deposit.

Step 1: Check if the Office is Covered

If there is someone else in the office that can cover phone calls and customers while you are gone, take the deposit to the business center. If not, put the completed and sealed deposit into the “ready to go to business center” folder in the back filing cabinet and make sure that somebody who works after you knows to take it. 

Step 2: Take the Deposit to the Business Center

The business center is currently on the fourth floor of Snell Hall. Walk over there. The person to give the deposit to is Dawn Price in room 424 or Dave Wright, also in 424. The deposit must be handed directly to someone in the HSBC with access to their vault. If no one is there, take the bag back to KidSpirit and put it back in the filing cabinet. Try to take the deposit down again in an hour or so, repeating until the deposit has been handed to an employee at the business center. 

Until further notice, deposits are to be sealed with a tamper-proof bag to the Kerr Administrative Building where there will be a giant bin to drop it into at the lobby. There will be a giant blue sign above the dropbox.

Step 3: Sign the Deposit Tracking Log

Once the deposit has gone to the business center, sign off with your initials and the date that the deposit was indeed handed off to the business center on the deposit tracking log on the filing cabinet in the back office. 

Processing a $0.00 Deposit 

Step 1: Settle Credit Card Machine to Ensure $0.00 Deposit 

1. Check long tape on cash register for payments. If the long tape is blank, continue to steps below! 

2. Press the settlement button on the machine. 

3. Enter the password when it asks, then press “enter” and if settlement is $0.00, credit card machine will read "batch empty." (If you don't know the code, ask one of the supervisors)

4. Do NOT Z-out the cash register. 

Step 2: Email Business Center

1. Email the business center at: HSBC.Invoices@oregonstate.edu informing HSBC of $0.00 deposit for designated day.

Step 3: Slack on #04office_general

1. Inform other office staff of $0.00 deposit by posting in the #04office_general channel.