Deposits are to be submitted within two business days of receipt per paragraph 1d. of OP 62.07.

  • Departments that do not follow this rule may be reported to Internal Audit.
  • Deposits having errors must also be done within the two business days of receipt. We will call or email you to pick these up so that the required time frame can be met.

Please retain copies of the DDIS form, copies of the checks, copies of the credit card batch settlements and additional documentation in the department. When someone requests additional information about a TC document, we will refer them to you and you will need to provide whatever information is needed.

  • Only one copy of the DDIS form is needed. If more copies are sent with the deposit, the additional copies will be shredded.

Do not send deposits in first class mail or campus mail. No exceptions! University Deposits will provide security deposit bags to all departments. Let us know when you need more and we will send them to you via campus mail.

Multiple DDIS forms and deposits may be put in a single security deposit bag rather than using separate bags for each DDIS form and deposit. However, if you do this, please follow these guidelines:

  • Our preference is to have all of the cash and checks in a bag combined onto one DDIS form.
  • Utilize all three credit card sections and only use additional DDIS forms if more room is needed for additional credit cards.
  • If checks are combined onto one DDIS form, also combine the bundles into one.
  • Put the department name and list the total amount of cash and coin on the bag.

Here is how to package a deposit to go in the security bag:

  • Attach documents together with paper clips or rubber bands only. Please do not use staples. If there are staples already in the checks, please remove them before sending to us. Staples jam our scanners and cause problems.
  • Use an Excel spreadsheet (insert link to form) instead of a calculator tape for deposits having more than one check or that contain cash. The spreadsheet goes with the money to the bank and is the only tool the bank has for verifying the amounts.
  • Put the checks and cash in separate bundles. List the checks individually on the spreadsheet, not just the total. List the checks in the same order on the spreadsheet as they are in the bundle.
  • List each cash denomination and coin type separately on the spreadsheet, not just the total.
  • Checks should be faced in the same direction and should be stamped on the back with a PCB endorsement stamp (available from Cash Investments, see OP 62.18: The Endorsement of Checks to Texas Tech University).
  • Verify the legal line and box amounts on checks. If they do not match, use the legal line amount (the amount that is written out).
  • If there is a small amount of loose coin, please put in a coin envelope (available from University Deposits).
  • If you have enough bills to make a bundle of 50 of a denomination, please rubber band those bills together. Do not use paper clips or staples.
  • Credit card batch settlements are required. The settlement must list the total by card type and total amount settled. Each batch should be listed separately on the DDIS form.
  • Make sure the batch settlements are readable. This is what we use to verify the amount listed on the DDIS form.
  • The batch settlements will be scanned into Xtender with the TC document. Faint ink will not scan well so make sure the machine ribbon is good.
  • We do not use the credit card detail reports. Keep those in the department.
  • Tape the credit card batch settlements onto a sheet of 8"x10" paper but do not obscure any print with the tape.
  • Do not use highlighter on the DDIS form or attachments as it obscures information when scanned into Xtender.
  • Put the department name and list the total amount of cash and coin on the bag.

For questions, call Alice Schulz at 834-5677 or Janette Cantrell at 834-7710.