Where do I get Deposit Slips?
At the time your unit bank account is set up, the Treasurer will receive a supply of pre-printed encoded deposit slips from RBC in the mail. The deposit slips should be handed over to the new treasurer if you leave. To order more slips, contact your
Unit Banking Clerk.
What are the Treasurer’s responsibilities relating to unit deposits?
- Ask that all cheques received by the unit are made payable to “Girl Guides of Canada, Ontario Council”.
- Write the 6-digit Banking User ID on the back of each cheque.
- Prepare a preprinted magnetic ink character recognition (MICR) encoded deposit slip for your account and make the deposit at any RBC Branch. See quick tip 4
- Once the deposit has appeared in the unit account, allocate and verify the transaction; See quick tip 5
- Deposit all funds received using the deposit slips within one week (do not use cash received to pay a vendor directly) to the unit bank account
- Keep detailed records of the source (i.e. which girl paid how much)
- Deposit all cookie money ($60 per case) and ensure that money received balances cases received or that there is an explanation for any discrepancy (ex. Cookies used as gifts)
- Submit all deposit slips to your Unit Banking Clerk, on an ongoing or monthly basis but at a minimum of December 1, March 1 and June 30.
There is a deposit in my account that I did not make. Who should I contact?
All deposits show up online with a specific type: Revenue - Royal Bank Deposit. If you have a revenue transaction with that type which you did not make, contact your Unit Banking Clerk.
Why do I have to write the 6-digit Unit Banking User ID on the back of each cheque?
Please ensure that you write your unit’s Banking ID on the back of any cheque you deposit - This certifies that the finance department can track the cheque in the event that it is returned NSF.
There is a Royal Bank of Canada (RBC) branch close to where I work. Do I have to deposit at the same Royal Bank branch every time?
No. As long as you use the specially encoded deposit slips for your unit, you can make a deposit at any RBC branch. Since unit bank accounts are business accounts, you can use the business teller at any RBC branch, which may make your trip quicker.
Do I have to go to the bank to make a deposit?
Yes, A deposit can be made at any RBC branch. DO NOT accept e-transfers from parents to your personal account. Personal funds and public funds should not be mixed together. DO NOT make a bill payment from your account for the amount of cash you have received from parents. Personal funds and public funds should not be mixed together. To reduce the number of deposits, It is suggested you instruct the parents to use the bill payment system, so the payments will go directly from the parent to the unit account.
Do I need to deposit all cookie money or can I use some as petty cash?
All cookie money ($60 per case ordered) should be deposited to the unit bank account. A petty cash (cash advance) can be requested for the unit separately. All receipts must be submitted by the end of the year adding to the amount of cash advance (see
quick tip 13)
Can someone else make the deposit for me?
Yes, although we suggest that you complete the deposit slip together and ensure that you agree on how much is being deposited. Ensure that you receive the copies of the deposit slip from the person who made the deposit for your own records and to send in to your Unit Banking Clerk.
I made a deposit, but it has not appeared in my account. Who should I contact?
Deposits usually appear in the account the next business day. If the deposit doesn't appear within three business days, contact your Unit Banking Clerk and provide a copy of your deposit slip.
Yes, A deposit can be made at any RBC branch. DO NOT accept e-transfers from parents to your personal account. Personal funds and public funds should not be mixed together. DO NOT make a bill payment from your account for the amount of cash you have received from parents. Personal funds and public funds should not be mixed together. To reduce the number of deposits, It is suggested you instruct the parents to use the bill payment system, so the payments will go directly from the parent to the unit account.
Is there a charge for returned cheques (inlcuding Not Sufficient Funds (NSF))?
Yes, the charge is $25.00. You will be notified when your unit has had a cheque returned from the bank. Reasons include insufficient funds, closed accounts, post-dated, stale-dated, signature issues etc. The amount of the cheque will be reversed from the unit account. The Treasurer must collect both the amount of the cheque and the $25.00 service charge. Once the $25.00 service charge is deposited, you then can complete the Transfer (available under the "Transactions " drop-down menu) to transfer the NSF charge to Ontario Council.
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Quick Tip 8.How do I handle donations given to our unit?
- Cash donations given at events like cookie blitzes can be deposited and allocated under Donations.
- Donations made by cheque must be processed through the finance department at Ontario Council. Send the cheque to ATTN: Accounts Receivable, GGC Ontario Council, 180 Duncan Mill Rd., Suite 100, Toronto, ON M3B 1Z6. Along with the cheque, include a note indicating: (1) the name of the donor, (2) the mailing address for the charitable receipt, and (3) your unit or Trefoil Guild name and Banking User ID.
- For assistance, contact the Accounts Receivable Administrator ar.admin@guidesontario.org.
My Unit Banking Clerk unverified my deposit. I have made the appropriate changes, but the deposit is still listed as ‘Unverified, Guider’. What am I doing wrong?
I have allocated my deposit to the wrong category. How do I correct this?
As long as the revenue is not ‘Verified, Provincial’, the category can be changed by contacting your Unit Banking Clerk. If the revenue is ‘Verified, Provincial’, you will need to complete a unit-to-unit transfer request, from and to your unit, to reallocate the funds.
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Quick Tip 8.A parent has paid the membership fees in cash. Should I deposit this in the unit account?
Registration is completed through the online registration system, which is immediate and available 24/7 – we ask that you do not collect membership fees from parents or deposit membership fees into the unit bank account as this does not secure the girl’s space in the unit. Should a parent wish to register by paper and submit a manual cash or cheque payment for their daughter’s registration, please have them to contact the office for registration support by calling 1-800-565-8111 or by
email. This will help us ensure that the girl is registered correctly and added to your unit roster as soon as possible.
How do I get set up for Direct Deposit?
To enrol for Direct Deposit, please complete the
Direct Deposit Enrollment Form, attach a void cheque and forward it to the Finance Department as per the instructions on the form. Use the same form to notify us if your bank account information has changed.
Can I scan and email or fax my deposit slips to my Unit Banking Clerk?
Yes, it is acceptable to scan and email or fax supporting documents (e.g. receipts and deposit slips) to your Unit Banking Clerk. In order to accept a scanned image, please write the transaction number, date scanned and scanner's initials on each deposit slip. The original deposit slips are not required if a scan has been sent.
Why is it highly recommended to make copies of all the cheques that are deposited?
It is important to make copies of cheques for future reference. This is because if you have to back track for some reason, you will have your own records and details of the cheques.