COMPLETING THE REPORT OF DEPOSIT FORM - 8033.2

(Revised: 12/2024)

 

Agencies/Departments shall use the State Treasurer’s Office (STO) Report of Deposit (ROD) form to document centralized State Treasury System (CTS) deposits made into approved depository banks. Agencies/Departments shall not alter the account number and pre-printed deposit serial number. The ROD form contains five duplicate sheets identified as Orig, Dup, Trip, Quad, and Quint. All copies must be legible and in agreement with the Orig and Dup copies presented at the bank. For information on the FI$Cal deposit slip process, see SAM Section 8033.

For a sample of the ROD form, see Illustration 8033.2. Agencies/Departments will prepare the ROD form using the following instructions:

1. Agency Name: The agency/department name shall be pre-printed.
   
   
2. Location Code (Optional): The location code (if used) may be pre-printed. The agency/department selects the three-digit alpha/numeric code.
   
   
3. Account Number: The agency/department account number shall be pre-printed. This number must conform to the second, third, and fourth numbers of the ten-digit serial number. The agency/department account number is the three-digit number assigned to the account in the CTS. An agency/department may have more than one account. Each account will have a separate number.
   
   
4. Currency Only: The total of U.S. currency. Do not provide data pertaining to the currency denomination.
   
   
5. Coin Only: The total of U.S. coins.
   
   
6. Adj, Wired, Misc:
   • Adjustments: An adjustment (supplemental deposit) corrects an understated deposit on a previous ROD form. For information on adjustments and corrections, see SAM Section 8033.3.
   • Wired: The total of the electronic wire transfers or Automated Clearing House (ACH) deposits. The ROD form total must correspond with a single bank credit. The date on the ROD form must correspond with the date of the bank credit. Do not combine wire transfer/ACH deposit amounts. Do not send the Orig and Dup copies of the ROD form to the bank to validate the wire transfers or ACH deposits.
   • Miscellaneous: Any adjustment by the STO to correct a discrepancy on the ROD form. The STO is the only agency/department allowed to report a negative amount on the ROD form, known as an Agency Trust Adjustment.
     
     
7. Item Count: The number of checks and other negotiable instruments included in the ROD form. Obtain the item count from the adding machine tape attached to the bank copy. Do not list the check numbers or other data pertaining to checks.
   
   
8. Checks: The total of checks and negotiable instruments only. Do not provide any other detail in this space.
   
   
9. Total Deposit: The total on the form must equal the total of lines 4+5+8, or line 6. The STO will not accept a negative balance.
   
   
10. For Agency Use (Optional): Exclusively for agency/department notes.
    
    
11. If No Bank Stamp, Check One: All ROD forms should have a bank validation. Validation may be by stamp, signature, or machine imprint. Refer to line 14.
    • Exceptions to the validation requirement are listed below:
      • Courier: An armored carrier or bank messenger will provide the appropriate receipt for agency/department records.
        • Pre-sorting agencies/departments deliver pre/misc-sort deposits to the bank through courier. The pre-sorting agencies/departments are:
          • CA Department of Tax and Fee Administration
          • Department of Child Support Services
          • Department of Motor Vehicles
          • Employment Development Department
          • Franchise Tax Board
      • Night Deposit: The bank will validate and return the Quad copy to the agency/department.
      • Mail: Agency/Department shall mail deposits using certified or registered mail. The agency/department shall retain the mail receipt for the ROD form verification.
      • Electronic: (Report of Deposit FI$Cal form only) Remote deposits, wire transfers, or ACH deposits.

       

12. Date Deposited: The bank transaction date will be placed in this field. The bank transaction date will be the same as the preparation date with the following exceptions:
    • Courier Deposit: The date of deposit should be the day the courier picks up the ROD forms. When preparing the ROD forms, the agency/department must consider the next scheduled courier pick-up (e.g., the courier may be scheduled to pick up deposits bi-weekly).
    • Night Deposit: The date of deposit should reflect the next business day (excluding weekends or bank holidays).
    • Mail Deposit: The date of deposit should reflect an estimated deposit date (excluding weekends or bank holidays).
    • Teller Counter/Electronic: When depositing after 3:00 p.m., the date of deposit should reflect the next business day (excluding weekends or bank holidays).
    
    

    Agencies/Departments may note the preparation date in the “For Agency Use” line. Refer to line 10.

    Agencies/Departments must ensure the correct deposit date is indicated on the ROD form. The date on the form is recorded at the STO and utilized to determine compensating balance adjustments to the STO approved depository banks.
    
    

13. Signature: The signature of the individual who prepared the ROD form.
    
    
14. For Bank Use Only: For bank validation only. If there is no bank validation, the agency/department should check one of the exceptions noted in line 11.
    
    
15. MICR Encoding: The bank and ROD form data are electronically coded in this area. Agencies/Departments shall not write in or alter the MICR Encoding line.
    

Distribution:

ROD form distribution:
Copy	To	Explanation
Orig and Dup	Bank	These two copies shall be sent to the bank. If the bank requires only the Orig, the agency/department may dispose of the Dup copy.
Trip	Agency/ Department	Agencies/Departments shall retain the copy. For remote location field offices: Forward this copy to the agency/department headquarters if the headquarters enters the RODs on behalf of the remote location field office.
Quad and Quint	Remote Location Field Office	Remote location field offices shall retain the two copies. Exception: For night or mailed deposits, include the Quad copy with the bank deposit.

 

Banks cannot process incorrect or incomplete ROD forms. Credit to the CTS cannot be recorded until the agency/department records the ROD forms in FI$Cal and the STO processes them into the CTS.