ADJUSTMENTS AND CORRECTIONS - 8033.3

(Revised: 12/2024)

 

To properly credit agency/department deposits, the information on the Report of Deposit (ROD) form must be accurate, legible, and complete per the instructions in SAM Section 8033.2.

Banks are not allowed to alter the ROD form. The bank will credit the state demand account for the total deposit indicated on the ROD form. The State Treasurer’s Office (STO) will post the same total deposit to the agency/department’s centralized State Treasury System account. The STO recommends that a second person verify all deposits. Agencies/Departments must correct all discrepancy amounts. The bank will not notify agencies/departments if the discrepancy is less than fifty dollars.

If an error is made on the ROD form, refer to the following instructions:

• Do not make corrections to a completed ROD form.

• If all copies of the ROD form are in the agency/department’s possession, void and destroy the entire form. Do not send voided deposits to the STO. Prepare a new ROD form.

• Overstated deposits: If the bank receives the deposit and the amount is overstated (deposit is less than the ROD form total), the agency/department will prepare and send a check to the depository bank for the shortage amount within 24 hours.

• Understated deposits: If the bank receives the deposit and the amount is understated (deposit is more than the ROD form total), prepare a supplemental ROD form for the difference within 24 hours. To complete and route the ROD form, agencies/departments will follow the instructions below:

• Indicate the differences on line 6 (“Adj, Wired, Misc.”) and line 9 (“Total Deposit”).
• The agency/department may reference the prior ROD serial number in line 10 (“For Agency Use”).
• Send the original bank copy to the deposit adjustment desk of the agency/department’s depository bank.