đĄ Dual Deposit Architecture: Funds collected through OTR flow through two distinct deposit channels: Credit card payments deposit automatically into school bank accounts via ACH, while cash and checks require daily end-of-day batching by staff.
Understanding the Two Deposit Streams
Every school using OTR manages two parallel money flows:
Deposit Type | Schedule & Process | Responsible Staff | Destination |
Credit & Debit Cards | Automatic ACH transfer; funds typically disburse semi-monthly on the 1st and 16th of each month. Batched with OSP store card sales. | Automated processor; Bookkeeper reconciles against merchant statements. | Direct deposit to designated School Checking Account. |
Cash & Checks | Mandatory daily deposit. Staff batch daily intake, print analysis reports, and deliver physical tender to the Bookkeeper. | Teacher / Activity Sponsor (batching) & Bookkeeper (verification and SAF posting). | Physical cash box delivered to school vault, then deposited at local bank. |
Teacher End-of-Day Deposit Workflow (Mandatory Daily)
Teachers and sponsors must complete their deposit batch at the end of every school day where cash or checks were received:
Navigate to Transactions â Teacher Receipting Deposit.
Review the list of unbatched cash and check receipts recorded under your user account.
Select the checkboxes next to all receipts collected today (maximum 25 receipts per deposit batch).
Verify that the total cash and check counts in your physical cash envelope exactly match the on-screen totals. The payment difference must equal $0.00.
Click Post Deposit.
Print two copies of the generated Deposit Analysis Report:
Place one copy inside the deposit envelope with the physical cash and checks.
Retain one copy for your personal classroom records.
Deliver the sealed deposit envelope directly to the school bookkeeper or financial office.
Bookkeeper School-Wide Deposit Verification
Once teachers deliver their deposit envelopes, the school bookkeeper completes the administrative intake:
Navigate to Transactions â Teacher Receipting Deposit.
Click the Magnifying Glass (or Show All Users) to search across all teacher deposit envelopes submitted for the day.
Count the physical tender in the envelope against the teacher's printed Deposit Analysis Report.
Click Bookkeeper Deposit to finalize the batch. This locks the teacher's deposit and prepares the physical bank deposit ticket.
School Activity Fund (SAF) Posting:
If your district utilizes automated SAF integration (such as EPES or SFO), completing the Bookkeeper Deposit pushes the general ledger entries automatically.
If your district operates manual SAF accounting, the bookkeeper keys the validated totals into the local accounting software using the account distribution numbers shown on the report.
Monitoring Undeposited Receipts
To prevent cash from sitting unattended in classrooms, the system actively monitors unbatched funds:
Nightly Automated Warnings: The system generates automated email notices (`ospadmin@osmsinc.com`) to school bookkeepers summarizing receipts that remain undeposited after 48 to 72 hours.
Undeposited Receipts Report: Bookkeepers can view all open receipts at any time under `Reports â Additional Reports â Statement and Deposits â OTR Receipts Not Deposited`.
An empty undeposited queue indicates all campus staff have successfully balanced and turned in their daily collections.