Deposits of Cash & Check

Deposits made to the Business Office can be made by the following methods, all of which require the use of a Hamilton College Deposit Slip. 

Important: Ensure that your deposit slip includes the following:

• Name
• Phone Extension
• Date
• Department
• Workday Worktags
• Revenue Category
• Description/Source of Funds

Sample Deposit Slip

If you need assistance with Workday Worktags, please use the Cost Center Lookup prior to filling out the deposit slip. This tool will assist you with how to look up what accounts are Cost Centers and other types of driver worktags.   A Revenue Category must be provided for all transactions.  

Failure to provide proper information may result in deposits being mislabeled or categorized, therefore not being added to your cost center.

• If Revenue Category is left blank, it will be tagged 3710RC – Miscellaneous Revenue.
• If Legacy General Ledger Number or information is left blank, it will be tagged to 111000CC Miscellaneous Income

Deposit Methods

• Cash
  Deposits of cash should not be sent by Campus Mail. It is recommended that they be delivered in person to the Student Accounts Area of the Business Office  (1st Floor Philips Spencer House) during business hours (Monday-Friday 8:30-4:30).   Outside of business hours, deposits with cash may be sealed in an envelope with a completed deposit slip and dropped in the secure lock box located on the porch of Phillip Spencer House.
• Checks
  Deposits of checks may be delivered by Campus Mail, but it is recommended that they be delivered in person to the Student Accounts area of the Business Office or left in the secure drop box located on the porch of the Phillip Spencer House. Checks left in the drop box should be in a sealed envelope with a completed deposit slip. Departments should deliver checks to the Business Office for deposit within a week of receipt. 

 The lockbox is checked in the morning during normal working hours.

Departments should review account activity in Workday within three business days to ensure their deposits are correctly recorded in the account indicated on their deposit slip. Any discrepancies should be brought to the attention of the Student Account Assistant/Cashier at x4324 as soon as possible.