Departmental Deposits

University departments are required to deposit all checks and cash on the same day that they are received, in order to maintain good financial management and internal control (Deposit of Checks, Cash and Credit Card Receipts Policy).

The University Accounting Services Office (UAS) is responsible for facilitating departmental check deposits for the University. This office also provides training and support to departments that are set up on Remote Deposit On-site check scanners.

Checks received by departments should be mailed to a designated lockbox at PNC Bank. A copy of the cash departmental journal entry prepared by the department must be mailed with the checks. The lockbox address is:

GW Departments Lockbox
P.O. Box 826015
Philadelphia PA 19182-6015

Pre-addressed blue envelopes are available for mailing your deposit. These envelopes are available at the Student Services Hub or you may request envelopes be sent to you by emailing benriquezgwu [dot] edu (benriquez[at]gwu[dot]edu). Instructions for preparing check deposit journal entries are available below and UAS staff are also available to assist you. Please contact sbgamboagwu [dot] edu (sbgamboa[at]gwu[dot]edu) or benriquezgwu [dot] edu (benriquez[at]gwu[dot]edu).

The blue deposit envelopes with your checks and a copy of your cash departmental journal entry should be forwarded to mail services by dropping your deposit in the yellow intercampus mail box at the Student Services Hub, or by putting your deposit in the intercampus mail. If your deposit is in the pre-addressed blue envelope, your department will not be charged for postage.

Deposits of cash must be made at the PNC Bank Branch at 1920 L St. NW. For more details, please review the Departmental Cash Deposit Instructions. Deposit slips are available at the information desk at the SSH or by contacting treasurygwu [dot] edu (subject: Cash%20deposit%20slips) (treasury[at]gwu[dot]edu).

Please note, in an effort to eliminate cash handling by university personnel, departments which are still accepting and depositing cash will be required to discuss alternative payment / deposit methods going forward.

The Student Services Hub is located at:

Ground Floor of the University Student Center
Monday, Tuesday, Thursday, and Friday 9:00 am to 5:00 pm
Wednesday, 10:00 am to 5:00 pm

Deposit Returns

In the event that your deposit is returned by the bank, the following will occur:

A. University Accounting Services will prepare a journal entry to reverse the deposit to charge the department for the total of the returned check. The department has access to that journal entry, the original deposit journal entry, and the returned check(s) via the Oracle EAS system. The department should monitor the activity in the account as part of their monthly budget performance review process.

The department’s Alias is normally charged.
The returned check account (52422) is normally used. There are some exceptions for items such as financial aid, Grants and Contracts Accounting, and “R” funds which may use different accounts.
No fees are charged.

B. The returned check documentation will normally be returned to the department within 2 weeks from the receipt of the return by UAS.

C. The department should record subsequent replacement deposits in the account to which the returned check was charged, normally account (52422).

Remote Deposit On-Site Scanning

If you are currently capturing check deposits using a PNC check scanner, documents are available to provide guidance.

If you are interested in setting up a Remote Deposit On-Site scanner in your department due to the high volume of checks received, please contact Treasury Management at treasurygwu [dot] edu (subject: Remote%20Scanner%20Request) (treasury[at]gwu[dot]edu).

Need help with your deposit?

Please contact the University Accounting Services office (UAS).

Stefani Barbosa-Gamboa sbgamboagwu [dot] edu (sbgamboa[at]gwu[dot]edu)
Beth Enriquez benriquezgwu [dot] edu (benriquez[at]gwu[dot]edu)