Ohio Administrative Code
Title 113 - Treasurer of State
Chapter 113-1 - Payments
Section 113-1-02 - Payments into the state treasury
Universal Citation: OH Admin Code 113-1-02
Current through all regulations passed and filed through September 16, 2024
(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 payin 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.
Disclaimer: These regulations may not be the most recent version. Ohio may have more current or accurate information. We make no warranties or guarantees about the accuracy, completeness, or adequacy of the information contained on this site or the information linked to on the state site. Please check official sources.
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