For bank deposit supplies, contact OST, Cash Management at 360-902-8909. If you order directly from the bank, your agency may be responsible for paying for the supplies.

Prepare a pre-printed deposit slip from your agency’s supply.

1. Currency should be sorted face up, by denomination and listed in the designated boxes on the front of the deposit slip and verified by another individual and initialed.
2. Cash and coin will be verified at the bank under dual control.
3. Include one check tape listing with your deposit and keep one for future reference with a duplicate copy of the deposit slip.
4. Be sure the checks are properly endorsed.
5. Check batches should not exceed 100 checks each.
6. Rubber band each batch with a tape listing.
7. Enter each tape total by batch on the deposit slip.
8. Do not use tape or staples and remove all excess rubber bands and paper clips.
9. Place deposit in a poly bag, tear off the bag edge with the pre-numbered bag number, record the number on your duplicate deposit slip and keep with your records.

Instructions appear on each bag. Each polybag has a removable trace number on the top which corresponds to the bar code printed on the front of the bag. Tear this strip off and attach it to your agency’s deposit paperwork. This reference number will be the only way that the polybag can be traced once it has been sent to the bank.

There are single and double pocket polybags. One deposit per polybag. Our office will work with you to determine what combination will best meet your agency’s needs.

The single pocket bag is for deposits that include checks only.

The double pocket bag should be used for deposits containing both cash and checks or cash only.

• Place Cash/Coin and a copy of the deposit slip in the top pocket.
• Place Checks and the original deposit slip in the lower pocket. Be sure the original deposit slip is in the lower pocket to guarantee timely credit of your deposit.
• Do not comingle cash & checks.

Ensure the information on both deposit slips is the same and visible through the polybag.

Once the bag is sealed, if you need to re-open it, discard the used bag and place in a new one.

Canadian cash and coin should not be accepted as payment for services.

1. Scan the front of the check to see if it indicates anywhere that it is in “US Funds”.
2. If in US Funds, highlight in Yellow the ‘USD or US Dollars’ on the face of the check.
3. Deposit the Canadian check(s) separately using a separate deposit slip.
4. If USD or US Dollars isn’t indicated on the face of the check, it is most likely Canadian Funds.
5. Call the bank to get the Canadian rate of exchange for the depositing day by calling Bank of America, 1-800-523.7860 for the indicator rate.
6. Deposit all “Canadian Funds” checks on a separate deposit slip.
7. The deposit ticket should list the items by face value, note the exchange rate, and use the USD equivalent as the deposit total.
8. Each check should be placed in a separate green FX carrier jacket, with the appropriate information completed; The banking centers / branches should have these carriers. The information to be completed on each item is:
Account number the check is being deposited into
Buy / Exchange Rate
Rate reference number (provided over the phone at the time you obtain the rate)
Currency Code (CAD)
Foreign Amount
USD Equivalent

If you erroneously deposit a Canadian fund check with your regular deposit, B of A will send a debit advice for the discount with a copy of the check. OST will prepare an adjustment Cash Receipt (A8) and send a copy to the agency accompanied by the debit advice and check copy.

Foreign items in foreign funds

1. Call 800.523.7860 for the buy rate and rate reference number, which is only effective for the same day you are calling; the checks must be delivered to the banking center in time for processing same day in order for the rate to be in effect.
2. Each check should be placed in a separate green FX carrier jacket, with the appropriate information completed; The banking centers should have these carriers. The information to be completed on each item is:
   Account number the check is being deposited to
   Buy Rate
   Rate reference number (provided over the phone at the time you obtain the rate)
   Currency Code
   Foreign Amount
   USD Equivalent
3. The deposit ticket should list the items by face value, note the exchange rate, and use the USD equivalent as the total.

Foreign items in US Dollars

Foreign checks drawn in US Dollars need special handling and should be sent directly to the bank for collection.

1. Bank requires a minimum amount of $200.00 per item to send a check on collection.
2. Mail the Check to:
   Bank of America
   Attn: Beth Beck
   PO Box 34414
   Seattle WA 98124
3. Include a cover letter with the following information:
   Language requesting the foreign item be sent on collection
   The amount of the foreign item
   Your contact information: Name, phone number, address, email.
   Account number to be credited
   As soon as funds are collected, the bank will deposit the proceeds into the account number indicated in the cover letter. Any fees will be deducted from the proceeds.
4. Send an email to OST A8@tre.wa.gov with a copy of the information from the cover letter. When the account is credited OST will create an Adjustment Cash Receipt for the deposit amount and provide you a copy.

Checks returned unpaid will be sent to your agency with an explanation for non-payment.

The bank will provide OST with deposit adjustment information explaining the reason for the correction.

OST Cash Management will prepare a cash receipt journal summary (A-8) debiting or crediting your agency and fund 01P. Copies of all documentation will be sent to the agency contact.

Checks returned by the drawer bank are returned for the reason indicated on the face of the check. Reasons for return can include: non sufficient funds (NSF), missing signature, stale dated, hold on account, non negotiable item, refer to maker and stop payment.

OST Cash Management will prepare a cash receipt journal summary (A-8) debiting your agency and fund 01P. Copies of all documentation will be sent to the agency contact.

Photocopies of deposited checks can be obtained by contacting OST Cash Management at 360-902-8910 or by FAXing the request to 360-902-8945.

1. Specify agency name and number, date of deposit, amount of check in question and deposit total.
2. Research check location within the deposit check tape listing and find the amount of the check listed just before and just after the item needed.
3. A copy of the check will be available in 3-5 business days and will be forwarded to the requesting agency.
4. A request for multiple check copies may result in charges by the bank. 10 or less copies will be $1.00 each. For more than 10 items, a $25.00 per hour charge will be assessed.

Some checks need special handling and should be sent directly to the bank for collection. Requests for collection should be sent to:

Bank of America
Attn: Beth Beck
PO Box 34414
Seattle WA 98124

Include a cover letter with the following information:

Language requesting the foreign item be sent on collection
The amount of the foreign item
Your contact information: Name, phone number, address, email.
Account number to be credited

As soon as funds are collected, the bank will deposit the proceeds into the account number indicated in the cover letter. Any fees will be deducted from the proceeds.

Checks returned unpaid will be sent to your agency with an explanation for non-payment.

Warning Contaminated currency is lawfully held U.S. currency that may pose a health or safety hazard due to known or suspected contact with a chemical, radioactive or biological substance. Shipping currency known or suspected to be hazardous without proper notification may be a criminal violation of federal, state and/or local hazardous material statutes or ordinances.

1. The state agency in control of the contaminated currency must provide a written statement on official letterhead concerning the degree of contamination, the degree of risk involved, and the recommended method of disposition. The agency should also answer the following questions:
   1. How, when and where did the currency become contaminated?
   2. Who has knowledge of or had contact with the contaminated deposit?
   3. Has the dollar amount been verified?
2. Do not mix contaminated currency with other deposits.
3. Place currency and/or coin into a tamper proof poly deposit bag and seal.
4. Prepare a deposit slip for your agency listing the verified amount of currency and/or coin and place on the outside of the poly bag along with the agency letter for this type of deposit.
5. Call the State Treasurer’s Office who will work with our BofA customer service representative to notify the branch that contaminated currency is being delivered.