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State of Louisiana
DIVISION OF ADMINISTRATION
Office of Statewide Reporting and Accounting Policy

M. J. "Mike" Foster, Jr.
Governor

Mark C. Drennen
Commisioner of Administration

July 13, 1999

M E M O R A N D U M SA 00-02

TO:  Fiscal Officers
All State Agencies

FROM: F. Howard Karlton, CPA
Director
SUBJECT: Timely Deposits of Cash Receipts


The current Division of Administration and State Treasurer Policies and Procedures Manual states that deposits must be made within 24 hours of receipt in Chapter 6 sections 6.1.1, 6.6.3 and 6.6.4. The policy regarding timeliness of deposits is hereby revised and those affected sections of the Policies and Procedures manual are amended as follows:

6.1.1 Cash Receipts Policies

The following policies apply when processing Cash Receipts in AFS and are in compliance with Section 372 of RS Title 39, Louisiana Revised Statutes:

The following policies apply when processing Cash Receipts in GFS and are in compliance with Section 372 of RS Title 39, Louisiana Revised Statutes:

The Louisiana Constitution Article VII, Section 9 (A) requires "all monies received by the State or by any state board, agency, or commission shall be deposited immediately upon receipt in the State Treasury, except for certain exceptions listed therein."

NOTE: "Immediately" is so defined: "as soon as possible but no later than 24 hours after receipt." The State Treasury cash management practices require state-depositing entities to deposit receipts in the State's central depository account or designated regional depository accounts. The depositing agency is responsible for revenue classification in the accounting system.

The State Treasurer’s Office and the Commissioner of the Division of Administration have the right to grant exceptions to the 24-hour rule. To be considered the request must be in writing, fully justified and sent to both offices.

6.6.3 Receipting of Cash Receipts Procedures

Responsibility Action
Agency Establishes written policies for receipting cash in its specific agency. Agency policies should include good internal controls, segregation of duties, and adequate documentation and audit trails.


Ensures that cash is proved each day and reconciled against receipts before deposits are made.


Assigns a responsible person(s) to receive all monies and prepares a Deposit Ticket Form (FORM DT) for all monies received.

Must use pre-numbered, hand-written receipts or issue receipts from a cash register or other automated receipting functions.

Must deposit the money directly in an agency depository bank in the name of the State Treasurer on a daily basis or deposit the money through the State Treasurer's Office to the State's Central Bank Account. Cash receipts should be deposited within 24 hours of receipt unless the agency has been granted a written exemption from the Division of Administration and the State Treasurer’s Office.

Should monitor closely the cash receipts process to ensure that it complies with agency-specific policies and procedures.

6.6.4 Depositing of Cash Receipts Procedures

Responsibility Action

All Agencies

Establish written policies and procedures for depositing cash in their specific agency. These depositing procedures should safeguard the assets and the individuals handling the money and provide timely depositing of funds. Agency policies should include good internal controls, segregation of duties, and adequate documentation and audit trails.

Agencies Within Baton Rouge

Fill out the three-part "Deposit Ticket Form" (FORM DT) and take the original and the pink copy of the form along with the monies to the State Treasurer's Office for deposit.

Agencies Outside Baton Rouge

Fill out the four-part "Deposit Ticket Form" (FORM DT) and take the original and the pink (second) copy of the form along with the monies to the regional bank for deposit.

Agencies Outside Baton Rouge

Have the bank stamp the pink copy of the "Deposit Ticket Form" (FORM DT) and send the pink copy to the State Treasurer within 24 hours of receipt of cash unless granted an exemption by the Division of Administration and the State Treasurer’s Office in writing. …

This change will be reflected in the Internet version of the Policies and Procedures Manual available at http://doa.louisiana.gov/osrap/policies.htm. If you have any questions, please contact the OSRAP Help Desk at (225) 342-1097.

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