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 Colonial Central Processing Unit is responsible for receiving departmental check deposits for the University. This unit also provides training and support to departments that are set up on remote deposit check scanners.

The Colonial Central Processing Unit is located at:

Colonial Central
Ground Floor of the Marvin Center
800 21st Street NW
Washington, D.C. 20052
Tel: 202-994-6200
Fax: 202-994-0578
Email: [email protected]

Departmental check deposits are only accepted during these hours of operation:

Monday – Friday: 9:00am – 4:30pm

Check deposits may be inserted into our drop-box using a Departmental Deposit envelope. These envelopes can be found below the drop-box.  Your deposit will be processed within one business day. Cash deposits must be deposited at the PNC Bank Branch at 1919 Pennsylvania Ave. For more details, please review the cash deposit instructions. 

If you deliver your deposit prior to 2:30pm, your journal must reflect today’s date in the Effective Date field. If you deliver your deposit after 2:30pm, your journal must reflect the following business day’s date. Please include a copy of your journal entry with your deposit. 

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.

Deposit Returns

In the event that your deposit is returned by the bank, the following will occur: 
 
A.   The Accounting Office and Processing Unit will prepare journal entries to reverse the deposit to charge the department for the total of the returned checks. The department has access to the journal entry above, the original deposit journal entry, and the returned check(s) via the Oracle EAS system.  The department should monitor the activity in the account described below as part of their monthly budget performance review process.
1.    The department’s Alias is normally charged.
2.    The returned check account (52422) is normally used.
        i.    There are some exception for items such as financial aid, Grants and Contract Accounting and “R” funds which may use different accounts.
3.    No fees are charged.
 
B. The bounced check documentation will normally be returned to the department within 2 weeks from the receipt of the return.
 
C. The department should record subsequent replacement deposits in the account to which the returned check was charged, normally account (52422).

Need help with your deposit?

Please contact the Processing Unit, or refer to our helpful step-by-step guides:

If you are interested in setting up a remote deposit scanner in your department due to the high volume of checks received, please contact Ellen Thompson at [email protected].

 

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