1. Check(s) received in your department. Before preparing a deposit ticket, determine whether the check(s) should ultimately be posted to SAP using the Cash Journal or whether the procedure to have Cash Accounting clear open invoices should be followed. Segregate the checks to be deposited based on the required posting method. DO NOT combine Cash Journal items with Sponsored Revenue or payments for invoices on the same deposit ticket. It is critical that any given deposit reflects checks that are to be posted using a consistent method.
  2. Verify that each check is made payable to Johns Hopkins University.
  3. The check(s) should be logged into a spreadsheet that you maintain in your department to keep an audit trail. Your log should include the date of deposit, the date on the check, the payor and the amount.
  4. An adding machine tape should be run to determine the total check amount for the checks to be included in the deposit. A second tape should be run to compare to the first tape to ensure the accuracy of the total.
  5. Each check should be endorsed on the back using specific terminology. It is critical that the endorsement is legible.
  6. A deposit ticket, specifically identifying your department, should be completed. If you have currency or coin, that should be listed in the designated fields on the deposit ticket and not included in your check total. It should be included in your deposit total on the deposit ticket. It is not necessary to list each check individually. One of the adding machine tapes should be included with the deposit ticket to reflect the detail of the checks associated with the deposit ticket.
  7. The bottom copy of the deposit ticket and 1 tape should be retained for your records. The endorsed checks, currency, coin and the original plus 1 copy of deposit ticket, including tape should be sealed in a Dunbar courier bag.
  8. The outside of a plastic Dunbar courier bag should be completed, tearing off the top strip for your records. The bag should be sealed by following the directions on the bag.
  9. A bar coded sticker, provided by Dunbar courier should be placed on top of the pre-existing bar code on the bag.
  10. The Dunbar courier “Customer Receipt Book” must be completed. Procedures are written in the book. It is procedure to record the deposit ticket number and the Dunbar bag number next to the amount associated with a given bag and deposit ticket.
  11. The courier will pick up the deposit at the location and time established in conjunction with Treasury Operations.

If you have questions, please email [email protected]. For Dunbar Bag request, Deposit Slip Request, or Courier Pick Up Request see link https://treasury.finance.jhu.edu/forms/ or call Treasury Operations 443-997-8120.