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Important Notes:

  • This resource outlines the process to prepare AND cashier a departmental deposit.

  • Departmental Deposits are used to record the receipt of cash, check, coin, ACH and/or credit card payments that are not already handled by the Treasury Department.

  • If your department receives a check for a transaction that has been processed by Accounts Receivable, the check must be sent to AR for deposit and payment posting. In these instances, DO NOT deposit the check via the departmental deposit process.

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Resources related to this process

  • If you are taking your deposit to Student Financial Services, follow the job aid to Prepare a Deposit for Drop Off at Student Financials. Student Financials Services will cashier deposits received by them.

  • If you only need to cashier a deposit, follow the steps to Cashier a Departmental Deposit and do not continue with the steps in this job aid. Cashiering is the process by which we close and submit the departmental deposit batches as they are sent to the bank.

Prepare Tender for Bank Deposit

The process to prepare tender will depend on the tender type.

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Prepare Cash, Coin and/or Checks for Loomis

  1. Prepare Deposit Slip

    1. On the 2-part carbon with yellow paper: write the date, currency, coin, and checks or provide tape total.

    2. Write the total deposit amount at the bottom and on the side of the slip.

    3. Write the bank bag number next to “Boise State University”.

    4. Write the department mail stop on the deposit slip.

  2. Prepare Bank Bag

    1. On the bottom of the bag, write in the following information:

      1. Deposit date

      2. Deposit amount (said to contain $

      3. Depositing department’s name (Depositor Identification). The funding string cost center is not needed.

      4. Leave all other fields blank

      5. Pull the strip with the bag number off and staple it to the yellow copy of the deposit slip-your copy to keep.

  3. Take the bag to Loomis stop for processing.

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If you are completing the steps to prepare and cashier the deposit, select this link to jump to the next step of the process.

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Prepare Checks for JP Morgan Chase

  1. Prepare checks to be scanned into JP Morgan Chase

    1. Using a check tape, total all checks received. Scan check tape, supporting documents, and checks.

    2. Scanned checks should have their account numbers and signatures redacted for security purposes.

    3. Endorse the back of all checks being prepared for mobile deposit.

  2. Login to JP Morgan

    1. Using your login credentials, login to JPM Access.

    2. Navigate to and select the Receivables tab in the top banner.

      1. Select Capture Transactions.

    3. Load checks into the check scanner and select Capture Transactions.

    4. From the Program dropdown menu select the appropriate Program.

    5. From the Group dropdown menu select the appropriate Group for your department

    6. Enter the Expected Total Checks and Expected Total Amount. The number of checks must match the expected total amount.

    7. Select Scan located in the bottom right corner.

  3. Verify Number of Checks

    1. After scanning, verify the number of checks and total amount match the Expected Total Checks and Expected Total Amount.

      1. Valid records will display a green check mark in the status column. Records requiring corrective action will display a red x in the status column, select Submit.

    2. A popup will ask for you to confirm the Batch. If the information is correct select Yes.

    3. If there’s an error, the message, “batch out of balance will display.” You must fix any items flagged with a red X before you can move forward.

  4. View Confirmation and Save a Copy

  5. Select View Confirmation to view a copy of the submission.

    1. Print to PDF to save this for your records. Redact account and routing numbers from the confirmation page before attaching as support.

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If you are completing the steps to prepare and cashier the deposit, continue with the steps below.

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Step 1: Log in to Transact

  1. Login to Transact.

    1. Follow this link to the Transact Campus portal.

    2. Enter your Operator ID and Password.

    3. Select Login.

    4. Enter your Operator ID. The Operator ID is a unique login identifier for individual users of Transact. Treasury assigns an Operator ID and associated permissions with New User Access Requests.

    5. Enter your Password. Treasury assigns a password with New User Access Requests. If you need access to Transact, submit the Marketplace All-in-One Form.

    6. Enter “000” in the Station Code field.

    7. Enter “BOISESTATE_PROD” in the Client Code field.

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Step 2: Create a Departmental Deposit

Note

If you are only cashiering part of your transactions you will need separate deposits.

Departments that route cash through Student Financials and process credit cards separately or are processing ACH deposits from prior dates will have more than one deposit.

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Tip

Deposit accounting is driven by preset item codes. If needed, request new item code(s) by submitting the Marketplace All in One form.

Email treasury@boisestate.edu if you have questions or need support with item codes.

  1. Enter the dollar amount for transactions related to the item code.

  2. Select Add Item.

  3. Select, enter, and add additional transactions as needed to complete your daily deposit. Once all transactions are entered, you will enter the daily tender totals in the bottom section.

  4. Enter the total amount for each payment type (e.g. checks, credit cards, or cash).

  5. Confirm the Total Items matches the Total Payments.

  6. After confirming totals match, select Save.

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Step 3: Start a New Batch or Resume Existing Batch

  1. Navigate to Your Batches locatedon the home page of Transact.

    1. From your batches, you can either start a new batch or resume an existing open batch.

Step 4: Cashier the Deposit

  1. Navigate to the Cashiering section of Transact.

  2. Select Dept. Deposit to cashier an existing departmental deposit.

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Tip

When the amounts match, the status will update to Closed.

Step 5: Closing and Validating the Cashiered Batch

Note

Closing a batch should be done when all departmental deposits have been completed for the day.

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Tip

Records are not managed by a central office at the university but should be stored by your department for audit purposes.

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Step 6: Run the Transact Payments Batch Report to View Open Batches (Optional)

Tip

Transact generates a closed batch report for a Bronco Hub upload at the end of the day. You can choose to run the payments batch report to gather information as needed.

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Tip

You have the option to create personal reports with custom query criteria by selecting Save As > Personal Report.

You may also change the name at this time by altering the text field. Personal Reports are saved on the individual profiles and are not shared across the institution. Personal Reports are located at the top of the Reports page.

Email treasury@boisestate.edu with questions regarding report formats and automated reporting.

What’s next:

General ledger information associated with your item codes should be posted within two days.

End of Process

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Need help with the steps above?

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