DEPOSIT SLIP INSTRUCTIONS
These instructions apply to all Department of Justice (DOJ) collection offices
receiving payments for civil judgments and civil prejudgments
Use 10 pitch type when filling out this form.
- Deposit number - This alpha/numeric identifier will be assigned by each
collection office. The number must be a sequential number starting with 1 each
fiscal year. Do not skip or repeat a sequential number. The format is:
xxxx x xxx
District/Division Code Fiscal Year Sequential Number
alpha numeric numeric
For example, the entry for the first deposit for the U.S. Attorney Office of
Alabama - Northern in fiscal year 1984 is ALN-4-001. For your official code see
the instructions on "Lock Box Procedures."
- Date mailed - Enter the date on which the check is received. This date
will be used by referring agencies to compute interest. All checks MUST be
deposited on the day of receipt. Use the following format:
- MM DD YY
- Month Day Year
- numeric numeric numeric
For January 2, 1984 the entry is 01-02-84 The date need only be entered on the
first page of the daily deposit slip.
- Page__________-Enter the appropriate page number.
- Item Number - A sequential number starting with 1 daily, will be assigned
on the deposit slip for each check/money order being deposited.
- Collection Office Claim Number - Enter the claim number your office has
assigned to the debt.
- Name of Debtor - For individual debtors enter last name, first name, and
middle initial. For a corporation or company enter the business name.
- Agency Code - Enter the appropriate referring agency code. See the
instructions on "Lock Box Procedures" for a complete list of agency codes.
Numeric agency codes will not be used. Use code XXX if no other code is
available; if code is obsolete: if code is unknown.
- Agency File Number - Enter the number assigned by the referring agency. The
I.D. number may consist of alphas, numerics, or alphanumerics. When the agency
file number is unknown, the debtors social security number or an IRS tax I.D.
number should be used, if available.
- Cause of Action/Agency Program Code - Enter the appropriate two-to-four
letter cause of action code assigned by your office or a program code assigned
by the referring agency See the instructions on "Lock Box Procedures" for a
complete list of allowable codes.
- Dollar Amount - Enter the amount due the referring agency. This amount MUST
equal the amount of the check unless the check is to be split between two
referring agencies or contains payments for two or more debtors. In these cases
use the following instructions for "additional line(s) of deposit information."
The sum of all payments in this column must equal the amount entered in circle
11, "Total."
NOTE: Follow the same instructions if a continuation page is necessary for a
daily deposit.
Additional Line(s) of Deposit Information (to be used when more than one
referring agency is to receive funds from a single payment or when one check
contains payments for two or more debtors).
- Item Number - Repeat the same item number for each line of
information that relates to one check.
- Collection Office Claim Number - Enter the claim number assigned by your
office that relates to the specific line of information.
- Name of Debtor - Enter the name of the debtor that relates to the specific
line of information.
- Agency Code - Enter the related referring agency code. See the instructions
on "Lock Box Procedures" for a complete list of codes.
- Agency File Number - Enter the related number assigned by the referring
agency
- Cause of Action/Agency Program Code - Enter the related code. See the
instructions on "Lock Box Procedures" for a complete list of codes.
- Dollar Amount - Enter the amount collected for the related line of
information. The sum of the amounts for an item number MUST equal the amount of
the check.
Check Register Information (may follow the deposit information for each check).
NOTE: This line of information is not required and will not be keyed by the lock
box bank. This line is provided to assist you in complying with the Department
of the Treasury's check register requirements. By entering the following data,
a separate check register need not be maintained. Offices with automated
capabilities should maintain check register information in a computerfile instead
of printing it on the deposit slip.
- Enter***
- Enter the date on which the check/money order was drawn
- Enter the name of the payor if different than the debtor, otherwise leave
blank.
- Optional Space.
-
and
- Enter the bank identification code and account number located in the lower
left hand corner of the payor's check/money order. If these numbers are not on
the check the name and address of the bank must be entered
- Leave blank.
- Closing Information (to be completed on the last page only).
- Total - Enter the sum of all individual amounts in column
10. This total must be verified by running an adding machine tape which
contains each check/money order dollar amount.
- Prepared by - The person responsible for preparing the deposit
slip must sign and date it. By signing and dating it the preparer will be held
responsible for the following: a) that the deposit number is the next sequential
number, b) that the collection office code within the deposit number is correct,
c) the date mailed is correct, d) all deposit information (4 through 10) is
correct and that e) the sum of column 10 equals 11.
- Verified by - A second individual must a) ascertain that the number of
checks/money orders attached to the deposit slip agrees with the number of item
numbers used in column 4; b) run an adding machine tape which contains each check
dollar amount and verify that the sum of this adding machine tape agrees with the
"Total" 11. This individual, after verifying the accuracy of this information
will sign and date this line.
Instructions for Check Endorsements and Check Identification
Each check must be endorsed before being deposited. The endorsement must
contain "For Deposit only to U.S. Department of Justice," the bank account
number/Debt Management Section agency location code, the complete mailing address
of the collection office, and the corresponding deposit number. See "Lock Box
Procedures" for an example of an acceptable endorsement.
Debtors should be advised to place the collection office claim number on the face
of the check in the lower left corner. If the claim number is not on the check.
The individual preparing the deposit slip MUST enter the claim number on the
check in the appropriate place.
| October 1997
| Tax Resource Manual 41
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