FIN-6.10.01 - Deposits

To ensure adequate chain of custody of City cash and checks, bureaus shall use one or more of the following options to make deposit of cash and checks received. Deposits include US dollar denominated coin, currency, and checks. Checks include personal checks, business checks, certified checks, cashiers’ checks, and money orders.

To ensure employee safety, Treasury will schedule daily armed courier pickups at locations with large deposits. Bureaus with smaller or less frequent deposits will either bring their deposits to bureaus in their building that have armed courier pickups, or will be issued desktop check scanners. Treasury will determine the most cost-effective bank deposit solution for each bureau and pay the associated costs.

Deposit Options for City Bureaus

#1 Bureaus deliver checks to Treasury – this option is only for bureaus with locations in Congress Center and only for checks.

• Treasury is in Congress Center, 1001 SW 5th Ave., 22nd Floor, Portland, OR 97204. Office hours are 8:00 am to 5:00 pm PST. When arriving at the 22nd floor elevator lobby, please call Treasury at 3-4220 so s member of our staff can meet you.
• Bureaus must deliver checks to Treasury in person. Do not send checks through inter-office mail as it weakens the assurance of chain of custody.
• Bureau staff must either bring a screen print of the journal entry (J/E) document from SAP that posts the deposit to the appropriate GL account or write the J/E document number directly onto the deposit slip(s).
• Treasury staff will validate the deposit(s). Do not leave deposits unattended in mailboxes or give to any non-Treasury personnel.

#3 Bureaus have deposits delivered to an approved bank branch via an approved armored carrier

Bureaus whose locations prohibit deposit delivery to Treasury or directly to a bank branch can request Treasury assistance for contracting with an armored carrier service.

#4 Bureaus make deposits by electronic processing (checks only)

Bureaus that primarily receive checks can request Treasury issuance of a desktop check scanner. Note: This is not an option for deposits of coin or currency.

Related Items:

• Treasury encourages bureau staff to verify their deposits the next business day by using SAP t-code FF_6.
• Treasury is responsible for ordering all banking supplies needed by the City. Please call Treasury if you have a need for desktop scanners, deposit books, deposit bags, and related supplies.
• Treasury staff is available to consult with bureaus seeking help understanding the City’s Comprehensive Financial Management Policies and Accounting Administrative Rules, and to provide research assistance regarding all bank-related activity.