HomeMy WebLinkAboutOCDSB 261 DepositOTTAWA-CARLETON DISTRICT SCHOOL BOARD
Deposit Form
TO:
OCDSB 261 Finance Department (Oct 2019)
FINANCE DEPARTMENT
The enclosed funds received for (please provide details):
To be deposited and credited to the following accounts:
Funds from: Name of Organization, Group, Individuals
TOTAL
X
Authorized Signature
Finance Department Use:
School or Department
ASN
Finance Department Approval
AMOUNT
TOTAL:
Amount
0
Date (yyyy/mm/dd)
0
Select from drop menu Cash/Cheque
CHEQUE
CHEQUE
CHEQUE
CHEQUE
CHEQUE
CHEQUE
CHEQUE
CHEQUE
CHEQUE
CHEQUE
CHEQUE
Initials
CASH
CHEQUE
Deposit Form
Form #: OCDSB 261
·
·
·
A deposit form is used to deposit cash, cheques and money orders into your board account for the following reasons:
1.
2.
3.
4.
Additional Information:
-
-
-
-
-
-
-
-
-
How to complete a Deposit Form:
1. School/Department
2. Date
3. Details
4. ASN
5. Amount
6. Total
7. Name of Organization
8. Amount
9. Cash/Cheque
10. Total
11. Authorized Signature
Deposit a cheque from the school payable to the OCDSB to reimburse a board account for expenses using school generated funds. (Need to deposit into the ASN where the expense is, recommend
cheque amount is net of HST rebate).
Deposit a school council cheque to reimburse a board account for expenses. (Need to deposit into the ASN where the expense is). You can also deposit the cheque into SGF.
Deposit a cheque payable to the school from an outside organization to reimburse a board account for expenses.
Note: All cheques from outside organizations/individuals need to be deposited into ROT – revenue. You can then do a budget adjustment form OCDSB 280 to transfer the funds to the ASN
of your choice.
The other option is to first deposit the cheque into School Cash Suite, then write a cheque from School Cash Suite payable to the OCDSB and deposit into the ASN of your choice.
Deposit a cheque payable to the school from an outside organization that was given in place of a credit note (Need to deposit into the ASN where the expense is).
Ensure to enter a brief description of what the deposit is for and what is being reimbursed in the “Provide Details” section.
You can use one deposit form for multiple cheques.
If including more than one cheque, ensure the descriptions in the “details” section are in the same order as the cheques listed in the “Name of Organization” section to ensure the descriptions
entered into Edsembli coordinate with the correct cheque.
If there is more than one ASN and there are multiple cheques, ensure the ASN and amounts listed are easily identifiable to which cheque they should be entered with.
If reimbursing a purchase order, enter the PO# in the details. If reimbursing specific expenses, it is preferred to attach an expense detail from Edsembli with the transactions marked
or highlighted. This assists with confirming the correct ASN is reimbursed.
You only need one cheque from your school to reimburse for multiple items. You would do this by combining cheques in the issue cheque module. The information will be detailed in School
Cash Suite as if they were entered individually, but only one cheque will print. Please contact School Support for assistance.
Cash/cheques cannot be deposited into B01; this is a budget account only.
Do not send cash in the inter office mail. Cash must have the coins rolled and the bill and coin count written on the outside of the envelope. You can use one of your log envelopes.
Please do not attach different forms together, such as deposit forms and budget adjustment forms. They go to two different departments in Finance for processing.
Note: If you are reimbursing a large expense for computers or F & E, please reference the PO# or invoice details.
(To list multiple lines of data, press Alt + Enter keys on your keyboard)
Note: Do not use more than one form for one cheque unless you run out of room listing the ASNs and need to use additional forms.
Note: If you want multiple entries to show in Edsembli for one ASN, you can list the descriptions and amounts here.
Note: Ensure the Total to the right of your ASNs (#6) matches the total at the bottom for all cash/cheques (#10) listed.
–
–
–
–
–
–
–
–
–
–
–
–
–
Enter your school or department name
Enter the date of the deposit (today’s date)
Enter a brief description of what the deposit is for and what is being reimbursed.
Enter the ASN(s) the cheque is to be deposited to
You can enter more than one ASN (Cannot use B01)
Enter the amount you would like deposited in each ASN
This field will automatically update
Name of payee. For cheques from your school, enter your school name
– Name the cash/cheque is from. For cheques from your school, you would put your school name
Enter the amount of each cheque or cash deposit
Use the drop down menu to choose cash or cheque
Use cheque for money orders
This field will automatically update
Signature of authorizing person according to the expenditure authorization form