Table of Contents. Preparing bag for shipping Consolidation Size 15X20 Size 19X28. Large Coin Bag Other information

Transcription

1 San Antonio I.S.D

2 Table of Contents Introduction Required Materials Currency Preparation Mixed Currency Loose Coin Checks Preparing Preparing Deposit Slip Preparing Deposit Bag, Size 9X12 Preparing bag for shipping-consolidation, Size 15X20, 19X28 Preparing bag for shipping Consolidation Size 15X20 Size 19X28 Large Coin Bag Other information 2

3 Introduction

4 Your presenters Elsa Arias Vice President Public Funds Management Roxane Soto Vice President Treasury Management Services 4

5 Deposit Preparation

6 Required Materials Tamper proof deposit bag Deposit ticket Currency straps Coin envelopes (any envelope) Endorsement stamp for checks 6

7 Currency Preparation Strap 100 bills of each denomination together which will create a Full Fed Ready Strap Identify each strap with date and campus number. 7

8 Mixed Currency Combine all loose currency that does not fit the full fed ready strap using paper clip and/or rubber band. Bills should be flat. Prepare a currency breakdown by denomination on front of the bag and provide a calculator tape inside the bag. Include the following: SAISD + School Name Campus Number Account Number Date Total Deposit Amount Signature of person preparing the bag # of Bills & Amount (with decimal) 8

9 Loose Coin (Any size/color envelope) Place coin (up to $25) in a sealed envelope. Record coin amount on the envelope and place in the deposit bag (do not roll coin) $12.00 $

10 Checks Checks must be face up in the same direction. Batches should not exceed 150 items. Prepare calculator tape listing for each batch of checks, include decimal. List total amount of checks, money orders & traveler checks on the deposit slip in the check section. 10

11 Preparing Deposit Slip List dollar amount for each component (currency, coin & checks). Include one deposit slip per deposit bag. Include date, bag number and location name on deposit slip. Include club account number, name and amount. Include the sum of all listed amounts for Total Distribution Include the fundraiser name for source of funds Example. Cookie dough Include the sponsor s signature Include the signature of the bookkeeper or secretary for Received by Include sales tax amount, if applicable. 11

12 Preparing deposit bag (Size 9X12 white bag) Write your school name and campus number on the bag. Include the original deposit ticket. Include endorsed checks & calculator tape with paperclip and/or rubber band for larger batches of checks. Place strapped currency in bag. Place singe coin envelope in bag. Only one deposit per bag. 12

13 Preparing bag for Shipping-Consolidation (Size 15X20 or 19X28 Clear Bag) If 2 or more bags are sent from the same location a manifest form must be completed and placed in the bag. Manifest form, in excel format, will be available on the SAISD SAF Website. The manifest should include each bag number & the grand total of each bag within. Include the campus name and campus number on the bag. Include the total amount of the manifest on the shipping bag. 13

14 Preparing bag for Shipping-Consolidation (Size 15X20 or 19X28 Clear Bag) Remove the tear-off record and load contents into the shipping bag. Place bag on a flat surface front side down and fold security tape AWAY from bag opening. Remove release liner to expose adhesive. Press flap down & press closed. The bag should be properly sealed after this point. NOTE: If the words VOID TAMPERING ACTIVED appear on the security tape, tampering may have occurred, DO NOT USE BAG. 14

15 Large Coin Bag The large coin bag will be used for the penny drive and other large coin deposits. Include deposit slip. 15

16 Other Information Frost will process out of balance bags and will send an notification of the deposit correction to the designated finance office. Do not staple or tape bills. Include a calculator tape for currency. This can be helpful when there s an out of balance bag. 16

17 Commercial Vault

18 One Frost Operations Center Collaborative community of business operations 443,000 square foot facility Statewide processing for 135+ financial centers 24/7 operations Technology Center Built as two data centers Heavily controlled physical access to and within building Can withstand the force of a F3 tornado 18

19 Questions/Discussions 19