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.
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.
Select a tender type below to jump to the applicable process:
Prepare Cash, Coin and/or Checks for Loomis
Prepare Deposit Slip
On the 2-part carbon with yellow paper: write the date, currency, coin, and checks or provide tape total.
Write the total deposit amount at the bottom and on the side of the slip.
Write the bank bag number next to “Boise State University”.
Write the department mail stop on the deposit slip.
Prepare Bank Bag
On the bottom of the bag, write in the following information:
Deposit date
Deposit amount (said to contain $
Depositing department’s name (Depositor Identification). The funding string cost center is not needed.
Leave all other fields blank
Pull the strip with the bag number off and staple it to the yellow copy of the deposit slip-your copy to keep.
Take the bag to Loomis stop for processing.
Deposit bags are not opened by Payment and Disbursement; please make sure to label your bag completely.
End of process to prepare deposit bag for Loomis.
If you are completing the steps to prepare and cashier the deposit, select this link to jump to the next step of the process.
Prepare Checks for JP Morgan Chase
Prepare checks to be scanned into JP Morgan Chase
Using a check tape, total all checks received. Scan check tape, supporting documents, and checks.
Scanned checks should have their account numbers and signatures redacted for security purposes.
Endorse the back of all checks being prepared for mobile deposit.
Login to JP Morgan
Using your login credentials, login to JPM Access.
Navigate to and select the Receivables tab in the top banner.
Select Capture Transactions.
Load checks into the check scanner and select Capture Transactions.
From the Program dropdown menu select the appropriate Program.
From the Group dropdown menu select the appropriate Group for your department
Enter the Expected Total Checks and Expected Total Amount. The number of checks must match the expected total amount.
Select Scan located in the bottom right corner.
Verify Number of Checks
After scanning, verify the number of checks and total amount match the Expected Total Checks and Expected Total Amount.
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.
A popup will ask for you to confirm the Batch. If the information is correct select Yes.
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.
View Confirmation and Save a Copy
Select View Confirmation to view a copy of the submission.
Print to PDF to save this for your records. Redact account and routing numbers from the confirmation page before attaching as support.
End of process to prepare checks for JP Morgan Chase.
If you are completing the steps to prepare and cashier the deposit, continue with the steps below.
Step 1: Log in to Transact
Login to Transact.
Follow this link to the Transact Campus portal.
Enter your Operator ID and Password.
Select Login.
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.
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.
Enter “000” in the Station Code field.
Enter “BOISESTATE_PROD” in the Client Code field.
Notes about Passwords:
When you login for the first time, you will be prompted to change your password.
You will be prompted to periodically update your password. The home screen details the expiration date of your current password.
Navigating the different areas of Transact:
Home Page: This is the home page of Transact Payments. This details your unique identification information as well as other administrative information.
Cashiering: This page allows users to create new batches to cashier Departmental Deposits. Cashiering is the process of validating and closing departmental deposits.
Departmental Deposits: This page allows users to create Departmental Deposits. Departmental Deposits are the transactional details for your department activity.
Find Transactions: This page allows users to query for past Departmental Deposits and Cashiered Deposits.
Reports: This page is where institutions and individual users can access reports in Transact Payments.
Training & Support: This page is where users can find Training & Support within Transact Payments.
Step 2: Create a Departmental Deposit
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.
From the left navigation menu, select Departmental Deposits.
Select the relevant department from the Department menu.
If you only have access to one department, you will not see a drop down; the department field will default to the name of the department you have access to.
Select Add New Record.
Confirm the Status field displays as Open.
Select the appropriate item code from the quick keys displayed or use the Retrieve functionality to search for available Item Codes. Quick keys are displayed below the Retrieve button.
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.
Enter the dollar amount for transactions related to the item code.
Select Add Item.
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.
Enter the total amount for each payment type (e.g. checks, credit cards, or cash).
Confirm the Total Items matches the Total Payments.
After confirming totals match, select Save.
Step 3: Start a New Batch or Resume Existing Batch
Navigate to Your Batches located on the home page of Transact.
From your batches, you can either start a new batch or resume an existing open batch.
Step 4: Cashier the Deposit
Navigate to the Cashiering section of Transact.
Select Dept. Deposit to cashier an existing departmental deposit.
Navigate to the deposit you need to cashier and select Select located to the right of deposit information.
Select Continue.
Select the Easy Key corresponding to the payment type you are cashiering.
If the easy key you need is not present, enter it into the text box and click the binocular icon to search for it. Easy keys for each payment type is below:
CA: Cash
CK: Check or Electronic Check (ACH)
CC: Credit Card
MO: Money Order
Enter the amount for the selected Easy Key in the generated text field.
Select Add Payment.
Repeat for each additional payment type tendered.
When complete, select Save Transaction.
When the amounts match, the status will update to Closed.
Step 5: Closing and Validating the Cashiered Batch
Closing a batch should be done when all departmental deposits have been completed for the day.
Navigate to Your Batches to view all open batches.
Find the Batch No. you’re working with and select Resume located to the right of the Batch information.
Select Checkout.
The checkout page will appear.
Validate the tender one final time by entering the correct denominations of coins, bills, and amounts for checks and credit cards.
ACH values are not entered on the checkout screen.
If the drawer balance and system balance match, select Continue.
If the balances do not match, errors will be displayed in red.
Please correct any discrepancies before attempting to continue.
The batch will close.
Print the Batch closed successfully screen for your records.
Records are not managed by a central office at the university but should be stored by your department for audit purposes.
Step 6: Run the Transact Payments Batch Report to View Open Batches (Optional)
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.
Navigate to the Transact home page and select Reports located in the top navigation ribbon.
Navigate to Departmental Deposit Reports.
Select Open Deposits Created This Month Summary to see any deposit numbers and amounts that are still open.
Update the Date fields to search for batches created within a specified timeframe.
If you want to see the deposits cashiered as of today, leave the search field set as Today.
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
Need help with the steps above?
If you need to request additional item codes, update an item code, or request user access, fill out the Marketplace All-In-One Form.
To correct a deposit that has already been posted, submit a journal entry through the Journal Entry Request Form. Please note, when submitting a correction, we recommend you also fill out the Marketplace All-In-One Form to request an update to item code revenue accounting string so that it is fixed in future deposits.
If you need assistance with the process outlined above, please reach out to treasury@boisestate.edu.
If you have suggestions to improve the instructions in this job aid, please submit an OCI Service Request ticket.