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.

Select a task to be routed to the process steps:

Prepare Cash, Coin and/or Checks for Loomis

If you are taking your deposit to Student Financial Services, follow the job aid to Prepare a Deposit for Drop Off at Student Financials and do not proceed with the steps below.

Student Financials Services will cashier deposits received by them.

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.
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.
Take the bag to Loomis stop for processing.

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
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.
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.
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.
View Confirmation and Save a Copy
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.

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.

Enter Deposit Information in Transact

Step 1: Log in to Transact

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.

Step 2: Create a Departmental Deposit

From the left navigation menu, select Departmental Deposits.
Select the relevant department from the Department menu.
1. 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.

Enter the dollar amount for transactions related to the item code.
Select Add Item.
Select, enter, and add additional Item Codes 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.

Screenshot of Total Items and Total Payments amounts

Step 3: Start a New Batch and Cashier the Deposit

Select Start a New Batch from the homepage. This will route you to the cashiering option.

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.
1. 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:
  1. CA: Cash
  2. CK: Check or Electronic Check (ACH)
  3. CC: Credit Card
  4. 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.

Step 4: Closing and Validating the Cashiered Batch

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

Select Checkout.
Validate the tender one final time by entering the correct denominations of coins, bills, and amounts for checks and credit cards.

If the drawer balance and system balance match, select Continue.
1. If the balances do not match, errors will be displayed in red.
2. Please correct any discrepancies before attempting to continue.
The batch will close.
Print the Batch closed successfully screen for your records.

Step 5: Run the Transact Payments Batch Report to View Open Batches (Optional)

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.
1. If you want to see the deposits cashiered as of today, leave the search field set as Today.

What’s next:

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

End of Process

Bronco Hub Training Portal (Homepage)

Prepare Tender & Cashier a Departmental Deposit