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Cashiering Services: How to Complete a Deposit Advice Form

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

1. Access a deposit advice form.

  • Access the new deposit advice on the Services & Support portal
    • If your payment is a deposit to your department ledger, choose Miscellaneous as your deposit type.
    • If your payment is for an invoice, choose Standard as your deposit type.

2. Complete the deposit advice form.

For a Miscellaneous receipt, you will need to provide the following information for processing:

  • Your organizational details
    • Department
    • Business Unit
    • Date
    • Email or Phone number
  • Receipt information
    • Deposit total
    • Receipt type - miscellaneous
  • Remittance Distribution information 
    • Deposit description
    • Full 12 element oracle accounting string
  • Additional details 
    • Cash and check totals ($$)
    • Serial Bag # (optional - only use if sending deposit in plastic deposit bag)

For a Standard receipt, you will need to provide the following information for processing:

  • Your organizational details
    • Department
    • Business Unit
    • Date
    • Email or Phone number
  • Receipt information
    • Deposit total
    • Receipt type - standard
  • Customer information
    • Customer Name
    • Customer Account Number
    • Remittance Reference information (transaction/invoice #'s)
  •  Additional details
    • Cash and check totals ($$)
    • Serial Bag # (optional - only use if sending deposit in plastic deposit bag)

 

For deposit of foreign checks :

  • For foreign currency drawn on foreign banks, fill out the online deposit advice on the Services & Support portal but replace the default USD currency designation in the Receipt Information section with the appropriate currency type
  • 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.).

3. Forward the deposit to the Cashier's Office

Be sure to include either a printout of your portal Case displaying the case number or with a note indicating which portal Case number the deposit is associated with.

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

  • U.S. Mail
  • Campus mail
  • Cashier's Office dropbox located on our south wall along Rupertus Lane
  • Hand delivery to the Vault Custodian Monday - Thursday from 9:00 a.m. - 2:00 p.m.

 

Find answers, request services, or get help from our team at the UC San Diego Services & Support portal.