NORTHFIELD PUBLIC SCHOOLS
DEPOSIT PROCEDURES
If you collect money at any location on behalf of the District, please follow the procedure below for
depositing and recording the funds. This change is effective August 1, 2015 and applies to all of the
departments/schools throughout the District.
PROCEDURE SUMMARY
1) Count check, currency and coins twice
2) Complete the District Wide Deposit Form
3) Have another staff member verify the deposit and sign the District Wide Deposit Form
4) Fill out the appropriate bank deposit ticket (General Deposit Account, MS & Elementary Student
Organization Deposit Account, or HS Student Activity Account Deposit)
5) Put currency, coins, checks and deposit ticket into the tamper proof bag. Write your name, date and
school on the bag (If the bank has questions, the Business Office needs to know whose deposit it was)
6) Tear off top tag for your records; please write the tamper proof bag number on the District Wide Deposit
Form
7) Keep the deposit locked up until the courier arrives
8) Complete the Monthly Courier Deposit Check Out Form and have the courier sign upon pick up
9) Send the District Wide Deposit Form to the Accounting Generalist at the District Office within 2 days of the
deposit being picked up
10) The amount listed on the deposit ticket must agree to the amount on the District Wide Deposit Form so
the Accounting Generalist can match up the receipts from the bank. Please only use 1 bag per deposit.
11) Send the Monthly Courier Deposit Check Out Form to the Accounting Generalist at the District Office
within the first week of the month following the month ended
12) Deposits should be completed weekly
FREQUENTLY ASKED QUESTIONS:
 If my deposit is off, how do I know that it wasn’t the courier’s fault?
o As you can see in the instructions we will begin using tamper proof bags. These bags
were specifically designed by the banking industry to assist businesses in this inherently
risky process. The tellers at the bank have been trained specifically for our deposits, so if
there is any kind of tampering evident with the bags, they are to call us immediately and
not proceed with the deposit.
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What about Student Activity Deposits?
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Student Activity funds go into a separate checking account with separate deposit ticket.
You must use a separate tamper proof bag for these deposits. But the process is the
same.
What is the process if there is an error in a deposit?
o The bank will contact the Accounting Supervisor or Accounting Generalist before
proceeding if an error is found. If the error is less than $50, we will instruct the Bank to
move forward with the deposit and you will be notified of the correction.
o If the error is over $50, either the Accounting Supervisor or the Accounting Generalist
will pick up the deposit and you will be required to double check your records and
recount with them present.
Where do I order tamper proof bags from?
o You can order them from any office supply store such as Innovative or School Specialty.
o MMF Industries Biodegradable Opaque 9” x 12” Deposit Bags (Item #236211306)
Where do I order deposit ticket books from?
o Ask the Accounting Generalist at the District Office to send you deposit ticket books for
the General Deposit Account or for the Middle School & Elementary Student
Organization Deposit Account
o The High School Student Activities Account uses a different bank and the deposit ticket
books can be reordered from the bank
BEST PRACTICES
 Use pre-numbered duplicate receipt books. Write the receipt numbers that are included in the
deposit ticket for easy reference.
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Consider investing in a coin and currency counter to assist in the making accurate deposits.
Be sure that money is locked up at all times unless being counted.
Please keep the money locked up until the courier arrives and provide it at that time. Do not just
place it in the mail slot.
Consider dual control of cash handling. Always have 2 people present when handling cash, allow
another person to double check your count.