K. Deposit Screen (DPST)

1. DPST

Once you are at DPST you may enter any deposit number and press <Enter>. If you leave it blank, the system will bring back the last deposit that was made in your branch.

The screen displays up to 11 receipt records at a time. You can display additional records with one of the function keys shown at the bottom of the screen.

Reminder:

• Per ORS rules, the payments must be deposited the same day as received, or the next business day.
• Deposits must ABSOLUTELY be entered into SFMU on the same day that the receipts are entered.
• If the workday ends before a bank deposit is physically able to be made, the delivery may be made the following day.
• Under NO circumstances should a deposit be delivered before all entries have been made into SFMU and it has been verified that the receipts balance to the deposit.

2. Function Keys:

F2 = MENU Returns you to the Main Menu screen without a prime number.

F3 = EXIT Returns you to the previous screen you were using, bringing the data along from the current screen.

F7 =Back Allows you to view the next set of records. This key is only functional when it is shown at the bottom of the screen.

F8 = Forw Allows you to view the previous set of records. This key is only functional when it is shown at the bottom of the screen.

F9 = Prev Dep Displays the previous (older) deposits, if they exist.

F10= Next Dep Displays the next deposit if one exists.

3. To Enter Deposits

Procedure:

1. Type SFMU (Example A)

• Press <Enter>

2. Tab to Deposit (DPST) (Example A)

• Type S
• Press <Enter>

3. Press Shift+Tab (back tab) to move to the Trans Type

• Type A
• Press <Enter>

4. Type the deposit number

• Use the following letters for the appropriate bank for your branch:
• US Bank - U+Number
• Bank of America - A+Number
• Klamath First Federal - K+Number
• Community Bank - W+Number
• Press <Enter>

5. Message reads: Mark all receipts for this branch?

6. Tab to N at the bottom half of the screen

• Type Y
• Press <Enter>

4. To Reconcile Out-Of Balance Batch

• Match checks to tape
• Match tape to deposit screen
• Match checks to deposit screen
• Compare the dollar amount in the Amt Dpst on the screen, with the dollar amount on your tape. Make sure the amounts match.

1. Back tab to the Amt

• Type the dollar amount (with decimal) from the tape.
• Press <Enter>

2. Message reads: Add this deposit?

• Type Y
• Press <Enter>

3. Print the deposit screen

4. Make the deposit

5. Send the following to the Pay-In Technician, Financial Management Unit:

• Pink copy of deposit slip after it has been taken to the bank
• The deposit print screens showing the deposit total, and that all the entries have been updated.
• A separate deposit slip for all non SFMU receipts
• Yellow copy of the DHS 029

5. Filling out the Deposit Slip

Procedure:

Deposit slips should always be completed before going to the bank. Include the following information:

• Field office name (may be pre-printed)
• Date
• Account number (should be pre-printed)
• Coin and currency listed separately in area provided
• Checks listed by amount and ABA number (if listing checks on tape, attach tape to deposit slip and stamp tape with endorsement stamp)
• Total of deposit on deposit slip

6. Things to do

• Place all cash in front of checks. The cash should be faced and in order by denomination.
• Have all copies of the deposit slip validated by the bank.
• Send controller’s (pink) copy of all deposit slips for the bank to:

Client Pay-In Technician
DHS Receipting and Trust Unit
2575 Bittern St NE
Salem, OR 97301-4521

Remember that the validation of the deposit slip of a receipt does nothing more than confirm that the deposit was made, and when. It does not confirm the accuracy of the information presented on the deposit slip.

That confirmation is done by the bank’s proof department later the same day, and by the agency upon notification of Treasury of credit for the deposit.

Agency verification is the only way to detect that the amount credited from Treasury is the same as the amount that was validated on the receipt.

7. Things NOT to do

• Do Not list coin or currency in check area of deposit slip
• Do Not include Traveler’s Checks with cash; list as checks
• Do Not send copies of voided deposit slips to Treasury
• Do Not cash personal checks out of cash receipts

8. Endorsements

All checks must be properly and clearly endorsed, preferably with a rubber endorsement stamp. The approved format for endorsement stamps is:

FOR DEPOSIT ONLY
Treasurer, State of Oregon
(Agency Name) – (Agency Account No.)
(Bank Name)
(Bank Account No.)

9. Important points

• All you will send in is a print screen of DPST, and the deposit slip after you have been to the bank. The bank stamp should be on the deposit slip and the dollars will match to SFMU and your deposit.
• Do not send the payment receipt in with the deposit.
• Do not mix the deposits for the client pay-in and reimbursement of past assistance.
• Do one deposit for the Client Pay-In.
• Do one deposit for reimbursement of past assistance or other receipt code.
• Do one deposit for Trust & Agency.

10. DPST ERROR MESSAGES

If you have a disability and need a document on this Web site to be provided to you in another format, please send an email to dhs.forms@state.or.us or call (503) 945-7021, fax (503) 373-7690 or TTY (503) 947-5080. If you know of others who need this accommodation, please let them know it is available.

If you have questions about DHS or problems getting DHS services, please send an email to dhs.info@state.or.us. If you have comments or questions about this site, please send an email to spd.web@state.or.us.

Oregon Department of Human Services
500 Summer St. NE E25, Salem, OR 97301-1098
Phone: (503) 945-5944
Fax: (503) 378-2897
TTY: (503) 947-5330