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Cashiering Services: How to Complete a Paper Deposit Advice Form

Follow the steps on this page to complete a Deposit Advice form.

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1. Access a deposit advice form.

2. Complete the deposit advice form.

  • CDS deposit advice: Enter the following information online and click on the "Submit" button
    • Deposit description (title, detailed deposit description, cash and check totals)
    • Contact information (contact name and email address)
    • Accounting details (index, fund, account and amount)
  • Paper deposit advice: Write in the following information
    • Top section:
      • Payer (the person or entity who wrote the check); if more than 1 check is deposited, put "various" in this field
      • Type of deposit: revenue, expense reimbursement, or other
      • A detailed explanation of the deposit
    • Middle section:
      • Check number (for single checks) or total number of checks (for multiple checks)
      • Date of check (if there is only 1 check)
      • Check amount (or total dollar amount of checks)
      • Total cash amount
      • Index code(s)
      • Fund(s)
      • Account code(s)
      • Amount(s)
      • Total deposit
      • Document reference number (for recaps use first 8 boxes only)
    • Bottom section:
      • Preparer (the person who prepared the deposit); it is also helpful to include a second contact person
      • Preparer's phone number; include a second phone number if you listed a second contact person)
      • Audited by (the person reviewing the deposit)
      • Mail Code (department name and Mail Code)
      • Extension (phone number of person auditing the deposit)
  • Foreign check deposits:
    • For foreign currency drawn on foreign banks, fill out the Deposit Advice for Miscellaneous Receipts (PDF) with these exceptions:
      • Indicate a foreign currency type in the Check Amount field. Example: 420.00 Euros.
      • Leave the amount(s) being credited to your index-fund-account blank.
        • This amount will be filled in and communicated to you when we receive confirmation from the bank that funds have been collected, converted into U.S. funds, and are available for deposit.
        • The collection process, on average, can take from 3 to 6 weeks.
    • For U.S. currency drawn on foreign banks:
      • Checks drawn on banks in Canada and the United Kingdom, fill out the Deposit Advice for Miscellaneous Receipts (PDF) .
      • Checks drawn on banks outside North America and the United Kingdom for $200 (U.S.) or more:
        • Fill out the Deposit Advice for Miscellaneous Receipts (PDF).
        • Please be aware that these checks will have to be sent to the bank for collection and that there will be a delay in the availability of these funds. The collection process, on average, can take from 3 to 6 weeks.
    • We cannot accept checks drawn on banks outside North America and the United Kingdom for less than $200 (U.S.).

3. Include the completed form with all cash and checks in a plastic deposit bag and forward to Central Cashier's Office.

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