(A) Fees and moneys to be paid
timely
(1) Notwithstanding
section 5703.058 of the Revised Code or other statutory provisions, within
three business days of physical receipt by a state entity, every state entity
shall provide one or more revenue pay-in documents and a copy of the deposit
ticket(s) to the treasurer for all moneys, checks, and drafts received for the
state.
(2) Notwithstanding
section 5703.058 of the Revised Code or other statutory provisions, within
three business days of an electronic deposit into a state entity's bank
account established by the treasurer, every state entity shall provide one or
more revenue pay-in documents for all electronic deposits (e.g., checks scanned
for deposit, ACH transactions, wires, revenue from financial transaction
devices).
(3) If moneys, checks,
drafts, ACH transactions, wires, and revenue from financial transaction devices
are not paid in within the timeframe specified in paragraph (A)(1) or (A)(2) of
this rule, or modified as requested by the treasurer, and the treasurer has
attempted to communicate with the state entity regarding the matter, the
treasurer may, at a time of its choosing, prepare a revenue pay-in document
supporting the deposit. If the information that the treasurer utilized to
create the revenue pay-in document does not accurately record the moneys,
checks, drafts, or electronic deposit received, the state entity shall modify
the revenue pay-in document and resubmit to the office of budget and management
for approval.
(B) Currency and cash
preparation
All cash must have a separate deposit ticket
prepared, be placed in a tamper proof deposit bag and deposited at the bank
into the state treasury account. The tamper proof deposit bag may contain
bundles of both cash and checks.
(C) Check preparation and designation of
payment
(1) Payee shall be
written as: "Ohio Treasurer of State." No checks received for payment
of state fees, taxes, or other charges are to be returned because of the
incorrect designation of payee and no state entity shall discard any forms or
expend any funds to update forms merely to comply with the designation of
payment.
(2) The treasurer shall
have discretion to set policies concerning the acceptance, honoring, or cashing
of any check drawn upon a financial institution chartered or organized outside
the jurisdiction of the United States.
(3) All checks must have
a proper routing number and account number on the bottom of the check. Any
check that does not have this information may be rejected by the depositing
financial institution of the state treasury and be returned to the state
entity.
(4) Written and legal
amounts must match.
(5) Signature line or
lines must be signed.
(6) Checks presented
shall have a valid date and shall be presented before their stale
date.
(7) All staples and stubs
shall be removed from all checks.
(8) If the check has an
amount limit, the check may not exceed that limit.
(9) Checks shall not be
folded or mutilated when bundled. All checks must be presented in good
condition when deposited into the state treasury.
(10) All checks shall be
stamped on the back with a state entity identifier stamp. The stamp may also
state 'For Deposit Only' if desired.
(D) Incoming ACH/wire designation of payment
All state entities receiving ACH or wire payments
must instruct the payer to clearly identify the state entity receiving the
funds. The state entity can be identified by name or by a three- or
four-character acronym.
(E) Batch and deposit preparation for financial
institutions
(1) Cash shall be in a separate bundle with a deposit
ticket attached.
(2) Checks denominated in U.S. dollars must be bundled as
follows:
(a) No more than one
hundred checks per bundle;
(b) Accompanied by a list
tape displaying the total amount of the deposit (including single check
deposits). Each check must be separately listed on the list tape;
and
(c) Contain a separate
deposit ticket per bundle.
(3) All foreign checks must be separated into a separate
check bundle, list tape, and deposit ticket.
(4) All deposits must be placed in a tamper-proof deposit
bag. Bundles of cash and/or checks can be placed in the same tamper-proof
deposit bag.
(F) Revenue pay-in document preparation for the treasurer
of state
(1) A single revenue
pay-in document may be prepared for multiple deposit tickets.
(2) The revenue pay-in document and
copies of the related deposit ticket(s) shall be submitted to the
treasurer.
(3) The revenue pay-in document shall not
be placed inside the tamper-proof deposit bag.
(4) List and label adjustments, bad
checks, cash, and checks separately in the "detailed description of
revenue by source" section of the state entity's revenue pay-in
document.
(5) When a revenue pay-in document
includes bad checks, deposit corrections, or other adjustments, the state
entity shall submit a photocopy of the original revenue pay-in document with
the adjusted pay-in document.
(6) Any revenue pay-in
document that has multiple wires or ACH transactions must list them separately
on the revenue pay-in document.
(7) A single wire or ACH
transaction must not be separated between more than one revenue pay-in
document.
(8) All revenue pay-in
documents must have a contact name and phone number.
(9) All revenue pay-in
documents must be approved by the state entity prior to submission to the
treasurer.
(10) Revenue pay-in documents that do not follow these
procedures will not be accepted.
