Bank deposit procedures

May 2025

Quick Facts

  • Deposits are done each week on Tuesdays. Drivers will pick up deposits on Wednesday morning.
  • Place deposit documents, all facing the same way, in the red plastic envelope, along with the daily receipt reconciliation form. Do not staple documents together.
  • See Cash reconciliation quick guide and Cash for more information.
  • Questions and comments about bank deposits? Contact:
  • MCL Staff Academy tutorials:

Procedure

  1. Deposits should be processed every week on Tuesdays.
  2. Drivers will pick up deposits on Wednesday mornings.
  3. Preparation of Deposit Slip:
    • Do not alter a deposit ticket. Start over, if necessary.
    • Date: when deposit is prepared.
    • Currency: Fill in the total amount of Currency using complete figures, such as $100.00.
    • Coin: Fill in total amount of coins.
    • Checks: Endorse checks with your location's endorsement stamp. Contact Business Services at libbissvc@multco.us to order the stamp through the County Treasurer.
    • Total: Add currency, coin and checks. Do not include credit card charges.
    • Total Deposit: Enter the amount from the Total at the bottom.
    • Write the deposit bag number on the deposit slip, on the line at the top of the form.
    • Endorsement stamp the front of the deposit ticket, both original and copies.
  4. Preparation of Deposit Bag
    1. Never reseal a bag. Start over if you make a mistake.
    2. Label the deposit bag:
      • Date: use the date the deposit was prepared, same as the deposit slip.
      • Said to contain $: total of currency and coins only, not checks.
      • From: Multnomah County Library/Location Name
      • To: Bank of America
    3. Place the following items into the bag:
      • Original deposit slip face up on the clear side of the bag.
      • Checks with adding machine tape.
      • Currency and coins un-rolled.
    4. Follow bag instructions to seal deposit bag.
    5. Place deposit bag in the metal lock box at your location for library driver pickup. Write the last 5 digits of the bank bag number on the deposit pickup sheet for driver's signature.
    6. Drivers: Verify deposit bag numbers to the pick-up log before signing out for pickup. Place deposit bags in carrier/pouch for transit to Business Services at OPS.
  5. Submit other deposit-related documents in the red envelope in the deposit box:
    • Cash Reconciliation Form
    • Copy of deposit slip
    • Credit/debit card batch summaries and receipts
    • Cash register summary tape
    • Do not staple documents together
    • Any donations from the envelope under the cash register till
    • See the Cash quick guide for details.
  6. Deposit bags and slips are available through Library-specific supplies and special orders in the Miscellaneous section.

Tip

  • Business Services does not need:
    • “Currency and coin count” sheets
    • The numbered plastic strips off the deposit bags
    • “Credit batch empty” slips (the slip generated when there’s no credit card activity)
  • If you have two Bank of America deposit slips, place them next to each other.
  • Do not staple any documents together, they can go loosely into the red plastic envelope.

Policy

Cash reports, Cash Reconciliation Forms, and deposits are processed to keep an accurate record of transactions from Symphony, the cash register record, and actual cash revenues. 

Process deposits every Tuesday. Send deposit documents to Business Services/OPS each week.  

Staff will record the data from Symphony, the cash register tape summary, and the cash register drawer accurately, and note any discrepancies.

Count the cash register and get change if necessary every Tuesday, even if there is no deposit for that date.

Rationale

The library is responsible for monetary transactions and revenues. Cash reports, Cash Reconciliation Forms, and deposits are processed to keep an accurate record of transactions from Symphony, the cash register record, and actual cash revenues.

Manual category
Circulation
Tags
Access services
Cash