Agencies must forward all checks, money orders, etc. and a printout of the SFS Regular Deposit screen, showing Business Unit, Deposit ID and total amount to DTF-Treasury who will deposit the funds into the appropriate State bank account. Effective August 1, 2024, Treasury will only accept cash on a preapproved basis.  Agencies must obtain preapproval by e-mailing [email protected] with the amount of the cash deposit and a justification as to why there is no alternative. Cash deposits received by Treasury without preapproval will be returned to the agency. 

Sending cash through the mail exposes the agency to the risk of theft or loss.  Therefore, agencies must have proper control activities in place to mitigate the risk.

Checks and documents must be properly prepared for deposit before being sent to DTF-Treasury. If items are received that are not properly prepared, they may be returned to the agency. Agencies must also ensure that the ‘Complete’ box is checked on Direct Journal Payments submitted in SFS. Failure to check the ‘Complete’ box causes delays in posting and can result in delayed payments.

Deposit Preparation:

• No more than 100 checks per deposit.
• For a deposit associated with a single check, submit only the check and a printout of the SFS Regular Deposit screen. For a deposit associated with multiple checks, agencies may also submit a document listing the checks. Do not submit any other documents to DTF-Treasury.
• Checks must be ready to be deposited, e.g., no advice attached or staples.
• Limit fasteners such as paperclips, staples, rubber bands, etc. Best practice is to either use a single paperclip to group a check and printout together, or in the case of multiple checks, to fold the printout around the checks.
• Multiple deposits can be sent in a single envelope to DTF-Treasury, but do not separate them in individual envelopes inside a larger envelope.
• The total of the checks and money orders submitted for each deposit must match the document total and the amount entered into SFS.

For Electronic (ACH or wire) funds, agencies must submit a screenshot of the SFS Regular Deposit screen, showing Business Unit, Deposit ID and total amount to [email protected].

For bulkload agencies a hardcopy (submitted for checks) or emailed (submitted for electronic funds) form AC 3312-S is acceptable as a substitute for the SFS Regular Deposit Screen.

Guide to Financial Operations

REV. 06/26/2024