How to Complete a Cashiers Deposit Form

The online Cashiers Deposit Form is available on the Services & Support portal

*If you will be dropping off your deposit to the UCSD Medical Center Cashier's, do not complete and submit this deposit form.  This form is designed for deposits being processed by the UCSD Central Cashier's only.

The Organization Details section includes:

• Department - choose your department from the dropdown menu
• Business Unit - choose your business unit from the dropdown menu
• Date - this field will auto-fill
• Email address - this field will auto-fill

1. Specify the Receipt Type - there are three receipt types available
   • Miscellaneous - deposits being applied to a chartstring (COA)
   • Standard - deposits being applied to an Oracle/SPARCM invoice
   • Miscellaneous and Standard (mixed deposit) - choose this receipt type if your deposit is being split between a chartstring and an ORACLE/SPARCM invoice.
2. Specify the Amount of the deposit
   • do not include commas
   • do not include a $ sign
3. Include the Deposit Description (for miscellaneous receipts only)
   • general deposit description -or-
   • PO number -or-
   • Concur report ID number & cardholder name

For a Miscellaneous receipt (ledger deposit), you will need to provide the following information:

1. Click on Add to record one or more Chart String(s) - a deposit can have multiple COA lines 
2. Choose the Deposit Type - the required COA elements will be determined by the deposit type
   • Concur Reimbursement: used to clear Concur related credit memos created when personal/non-reimbursable purchases were made on Travel or P-cards and for returning Travel Advances
   • Expense Reimbursement: used for credit to expense/refund of overpayment of expense deposits
   • Foundation Agency: for use by Gift Services. Do not use unless directed by Gift Services.
   • Program Income
   • Regents CRU (Gift Clearing): for use by Gift Services. Do not use unless directed by Gift Services.
   • Revenue: Receipts resulting from cash sales (point-of-sale transactions), selling goods, or providing services.  Cost (Expense) reimbursement transactions related to revenue-generating activities are considered revenue.
   • Other: revenue being credited to a departmental clearing account (account 2xxxxxx)
3. Add Amount being applied to chartstring - do not add "$" sign or commas to the numeric value
4. Validate Chart String
5. Add Currency & Check breakdown - do not add "$" sign or commas to the numeric values
6. Optional fields
   • Serial Bag Number (only needed if deposit is sent in plastic deposit bag)
   • Additional Comments
   • Include "watchers" on the deposit form ticket

For a Standard receipt (invoice payment), you will need to provide the following information:

1. Click on Add to record Remittance Information - a deposit can be applied to multiple invoices
2. Add the Remittance Information
   • Customer Name
   • Customer Account Number
   • Transaction (invoice) Number
   • Amount - amount of the deposit that should be applied to the invoice
3. Add Currency & Check breakdown - do not add "$" sign or commas to the numeric values
4. Optional fields
   • Serial Bag Number (only needed if deposit is sent in plastic deposit bag)
   • Additional Comments
   • Include "watchers" on the deposit form ticket

Be sure to include either a printout of your deposit form ("copy of submitted variables" email) displaying the case number or a note indicating the case number of the deposit form.

Deposits can be sent to the TritonPay Office in either an envelope or a plastic deposit bag via:

• U.S. Mail
• Campus mail
• TritonPay Dropbox located on our south wall along Rupertus Lane (available 24/7)
• Hand delivery to the Vault Custodian Monday - Friday from 10:00 a.m. - 3:00 p.m.

• For more information, see How to Prepare and Submit a Departmental Deposit.

For deposit of foreign checks :

• For foreign currency drawn on foreign banks, fill out the online deposit advice on the Services & Support portal but please add a note in the "Additional Comments" section of the deposit form indicating that the check is in foreign currency.
• You can expect a deposit delay as the currency is converted to USD.  The collections process requires that we request a currency conversion, submission of the check to the bank via U.S. Mail, waiting for confirmation from the bank that the funds have been collected and are available.  This process, on average, can take 3 to 6 weeks.

For deposit of U.S. currency drawn on foreign banks:

• Checks drawn on banks in Canada and the United Kingdom, fill out the online deposit advice on the Services & Support portal.
• Checks drawn on banks outside North America and the United Kingdom for $200 (U.S.) or more:
  • Fill out the online deposit advice on the Services & Support portal.
  • 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.).

For Expense Reimbursement deposits:

• documentation of the original expense must be provided with deposit form
• documentation of the original expense can be from either the GL or PPM
• the deposit COA must match the COA of the original expense