ND DEPARTMENTAL DEPOSIT SLIP PROCEDURES

FOR CHECK DEPOSITS WITH JPMORGAN CHASE

Fall 2013

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Table of Contents

Overview Pg. 3 Deposit Slip Template Introduction Pg. 4-6 Preparing the Deposit & Deposit Slip Pg. 7-14 Preparing the Deposit Bag if one is needed Pg. 15 Contacts Pg. 16

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OverviewOne Time Only Procedures

• Receive ND departmental deposit slip from Treasury Services with pre-determined Dept. Code

• Customize ND departmental deposit slip and save as a template• Exit Excel

Recurring Procedures• Open Excel and file in ‘My templates’• Enter deposit date = ‘Bank Deposit Date’• Click ‘Create Deposit ID’• Fill out and complete the ND departmental deposit slip• Run a tape of your checks• Click ‘Clear Zero Dollar Records’• Print one ND Departmental Deposit Slip• Save as a workbook file• Click ‘E-Mail file to Controller’• Send e-mail• If you use a deposit bag, complete it accordingly• Deliver deposit to the Controller’s Office or Treasury Services

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New ND Departmental Deposit Slip for RDC Depositors

• If you deposit checks and are close to Grace Hall or the Main Building this process is for you!

• Looks much the same as before with enhancements

• The Office of Treasury Services will send you a JPMorgan Chase Deposit Slip specific to your department with a predetermined ‘Dept. Code:’ already entered

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Customize Your ND Departmental Deposit Slip • Static data, located in the grey area, such as your department name, deposited

by, phone number, and campus address can be entered and saved

• You may also enter FOAPAL’s you use regularly to help minimize future keying

• While you are setting up your new template, you can ignore the red messages in the ‘Notification Area’. These will go away when you complete the deposit slip.

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• Once you have customized your deposit slip, save as a template. Each time you open it the static data will be there.

• Go to File/Save As

• Select the ‘Save as type:’ Excel Macro-Enabled template (*.xltm)

• Next, select ‘Save’ (do not change the file location)

• Last, exit Excel. This completes saving your document in the correct format, as well as, in your ‘My templates’ folder for future easy retrieval.

Saving ND Departmental Deposit Slip the First Time

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Opening Your New Template • To open your template (Office 2010) and prepare a check

deposit: File/New/My templates

• For Office 2013 click File/New/Personal/Documents

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Prepare Your ND Deposit Slip• Fill in the ‘Bank Deposit Date:’ This is the date you are

delivering your deposit to Treasury Services (415 Main) or the Controller’s Office (801 Grace)

• You must create a unique Deposit ID each time you make a new deposit. To do so, click on the ‘Create Deposit ID’ button. The macro will create a unique deposit ID using a date/time stamp macro and your predetermined Dept. Code.

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Prepare Your ND Deposit Slip cont. . .

• Complete the Summary sections, beneath the WD, with the #checks and the total Amount of your checks

• Complete the FOAPAL’s you will be using for this deposit, Amount and GL Description

Important Notes: – Run a tape of all your checks to verify balances and to turn in with your deposit– Endorse all checks – Do not cut and paste or copy and paste as it could break the macros

For reconciliation purposes, the general ledger system combines transactions with like GL Descriptions for deposits submitted in the same day.

A solution is to use a date or unique identifier at the beginning or end of each GL Description.

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Clearing Zero Dollar Records• The general ledger system cannot accept empty ‘Amount’ cells next to FOAPAL

#’s or zero dollars. Therefore, there is a new ‘Clear Zero Dollar Records’ macro to eliminate the FOAPALS you don’t use in a given deposit. It is required to click if there are any empty rows/amounts in order to properly complete the deposit slip.

• Click this button to clear the rows with empty cells/zero dollars next to a row with a FOAPAL # in it. Having saved this file as a template, the next time you open it all of your FOAPAL’s will reappear.

 

Shown below is the deposit slip after you click the ‘Clear Zero Dollar Records’ button

Important Note: Negative dollar amounts are no longer accepted. Please contact Accounting & Financial Services for assistance.

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Printing the ND Departmental Deposit Slip Your ND Departmental Deposit Slip is complete and ready to print when the ‘Notification Area’ contains only BALANCED with no red notifications.

In the spirit of going GREEN:• Print one copy to accompany your check deposit to Treasury or the

Controller’s Office• If you need a receipted deposit slip, print one copy to accompany your

check deposit and request a receipted confirmation emailed back to you.

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Saving the ND Departmental Deposit Slip

• Save as an electronic copy for future reference

• To save a completed deposit slip – File/Save As/ Excel Macro-Enabled Workbook (*xlsm) (don’t save over your

template file)

• Saving as a Workbook is different than saving as a Template. Saving as a Workbook is a best practice to save your newly created check deposit for your records.

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E-Mail File to Controller for Posting• Click ‘E-Mail file to Controller’

• If the deposit slip has not yet been saved before you click ‘E-Mail file to Controller’ a reminder message will appear and prevent the e-mail from being sent.

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E-Mail File to Controller for Posting cont. . .

• The e-mail screen below will appear with your completed deposit slip automatically placed in the ‘Attached:’ section

• You can copy others in this message if you like

• Be sure not to change the ‘To…’ or ‘Subject:’ line. The e-mail is sent to the cashdep@nd.edu box and the subject line helps the Controller’s Office to identify your deposit for the posting

• Finally, hit the ‘Send’ button You are now ready to take your deposit to Treasury Services, 415 Main Bldg.!

If you take your deposits to the Controller’s Office, 801 Grace Hall,

Place your deposit slip and checks in a deposit bag. See the next slide for procedures.

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Complete Deposit Bag• Use deposit bags only if dropping deposit

in the Controller’s Office drop box. If you deliver to Treasury Services, Main Bldg., then you will not need a bag

• Complete the top section of the bag and tear off to keep for your records

• Complete Depositor Name and Financial Institution Name on the outside of the deposit bag

• Complete ALL in ‘Said to Contain’ section

• Place endorsed checks, along with the departmental deposit slip, and calculator tape in the bag

• Seal the deposit bag

You are now ready to take your deposit to the Controller’s Office!

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Contacts

Accounting & Financial Services– Chuck Pope: 1-1140 or cpope@nd.edu

Controller’s Office– Kathy Star: 1-7035 or star.1@nd.edu

Treasury Services– Wendy Mott: 1-2996 or mott.2@nd.edu

• Deposit supplies (JPMorgan Chase departmental deposit slip, endorsement stamps and deposit bags)