Banking income

How to bank cash and cheques at a Lloyds Bank branch or Post Office.

Banking cash at Lloyds

If you do not have a local Lloyds branch, it is possible to bank income into a Santander bank account in a Post Office. See below.

If you are banking cash then you should complete the paying-in slip and any records in the presence of another employee if possible. 

You should bank cash and cheques using an official Oxfordshire County Council - Lloyds Bank paying-in slip (sort code 30-00-00 account number 01390708) at a Lloyds Bank branch, if there is one near you, or an account specific paying-in book for special purpose accounts.

If you are banking a large volume of cheques or cash you may wish to use a deposit bag. These can be obtained from a cashier at Lloyds Bank.

You should print the income log showing all the entries that you are banking and hand it over with the paying-in slip and income.

The Lloyds cashier will stamp the paying-in slip/deposit bag. It is important you retain this for the council’s records.

See guidance on personal safety and security.

Lloyds Bank operates a deferred checking process so staff are not required to wait while the Lloyds cashier processes the banking. If any errors are picked up at the end of the day Lloyds will notify IBC who manage the process.

See bounced cheques and credit adjustments guidance.

Cash receipting income (non-debtor income)

If your service records income through a line of business system and this is uploaded to IBC, you should not cash receipt through IBC. If you receive any cash or cheques relating to a customer invoice, please see the following guidance.

  • Immediately after banking, the income should be cash receipted using the 'Record Local Banking' tile on IBC. It is extremely important the income is cash receipted. If this is not done the income will not be credited to the relevant cost centres.
  • Guidance on cash receipting can be found within IBC help pages.
  • Cash should be entered in one line, unless it needs to be posted to different cost centres or has multiple rates of VAT associated with it. Cash posted to different cost centre codes should be entered with a separate line for each cost centre.
  • Cheques should be entered on separate lines with the name of the payer and the cheque number in the description field.
  • For each line you should select the correct VAT code.
  • If you notice an error once you have cash receipted your income you should email Corporate.Banking@Oxfordshire.gov.uk, quoting the document number and a description of the error. The corporate banking team will liaise with the IBC to correct the entry.

Receiving income relating to a customer invoice (debtor income)

Ways in which we can receive income.

Bounced cheques and credit adjustments

The IBC will carry out a reconciliation of banked income and investigate any differences.

If a cheque bounces the IBC will debit the cost centre and GL code that income was posted to via the cash receipting process. If it’s unclear which cost centre the income was originally credited to the IBC will debit the code with the largest credit from that batch of income. If this is not the relevant code then the service is responsible for journaling it to the correct cost centre. The IBC will return the cheque with a covering letter.

If there is a difference between the actual income banked and the figures on the paying-in slip, Lloyds will notify the IBC who will make an adjustment on the cost centre and GL code. For adjustments over £10 the IBC will inform the cost centre manager. If the adjustment is less than £10 the IBC do not send any notification. Cost centre managers are responsible for monitoring their income and investigating frequent adjustments.

Banking at the Post Office (Santander)

If you do not have a local Lloyds branch in which to bank cash and cheques, the council has an arrangement with Santander to allow services to bank income at a local Post Office. 

How to request banking at a Post Office

Any new services wishing to bank at the Post Office should first email Corporate.Banking@Oxfordshire.gov.uk.

How to carry out banking at a Post Office

If you are banking cash then you should complete the paying-in slip and any records in the presence of another employee if possible. See guidance on personal safety and security. 

What you will need

To pay in cash you will need a Santander cash card. To pay in cheques you will need a Santander paying-in book.

The Post Office accounts used to be managed by Alliance and Leicester. Some schools may still have old stationery. This should still be accepted by the Post Office as well as the current Santander stationery.

After you bank at the Post Office

  • Immediately after banking at the Post Office, the income should be cash receipted using the ‘Record Local Banking’ tile on IBC. It is extremely important the income is cash receipted. If this is not done the income will not be credited to your cost centre and budget. Guidance on cash receipting can be found within the IBC help pages.
  • You should quote your establishment reference and the date, in the paying-in slip number field, eg OCCSCH123 08/12 (where the date is 8 December).
  • Cash should be entered in one line, unless it needs to be posted to different cost centre codes. Cash being posted to different cost centre codes should be entered with a separate line for each cost centre.
  • Cheques should be entered on separate lines with the name of the payer and the cheque number in the description field.
  • For each line you should select the correct VAT code. Further guidance on VAT codes.