For bank deposit supplies, contact OST Cash Management at 360-902-8913. 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.
10. If you utilize the Treasurer’s courier, they may initial your copy of the deposit slip when the poly bag is picked up.

Instructions appear on each bag. Each polybag has a removable trace number on the top which corresponds to the barcode 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. Our office will work with you to determine what combination will best meet your agency’s needs.

The single pocket bag can be used for deposits that include checks only.

The double pocket bag should be used for deposits containing both cash and checks or cash only. Be sure to place the deposit slip and checks in one pocket and cash by itself in the other. If you use the double pocket bag containing cash, only one deposit per bag is allowed. Multiple deposits with checks only can be placed together in the same bag.

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, simply include it with other checks in your regular deposit.
3. If it isn’t indicated on the face of the check, it is most likely Canadian Funds.
4. Call the bank to get the Canadian rate of exchange for the depositing day by calling Beth Beck, or a member of her team, at Bank of America, Seattle at 1-800-426-1411.
5. Deposit all “Canadian Funds” checks on a separate deposit slip.
6. Write “Canadian Funds” directly on the deposit slip. This will aid Bank of America’s proof department in separating the Canadian deposits from our regular U.S. funds deposits.

The deposit slip should show the following details as per the example below:

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 should be deposited separate from your regular deposits for special handling.

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 fewer copies will be $1.00 each. For more than 10 items, a $25.00 per hour charge will be assessed.

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 local banking center in advance to let them know you are depositing contaminated currency.