Important Notes:

This resource outlines the process to prepare a deposit for drop off at Student Financials.
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 your department prepares departmental deposits AND cashiers those deposits, rather than having Student Financials cashier the deposit, follow the job aid to Prepare & Cashier a Departmental Deposit.
If you only need to cashier a deposit and prepare any tender or complete the deposit, follow the steps to Cashier a Departmental Deposit.

Step 1: Prepare Deposit Slip

If you need deposit slips, reach out to treasury@boisestate.edu.

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

Write the total at the bottom and on the side of the slip.
Write the bank bag number next to “Boise State University”.
Write your mail stop on the deposit slip.

Step 2: Login 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.

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.

Step 3: Create Departmental Deposits

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 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 4: Prepare the Bank Deposit Bag

Fill out the following information on the bank deposit bag:
1. Name. Enter your email.
2. Account Number. The account number is the deposit number generated in Transact and noted in the previous step.
3. Location. The location is the name of the department that should receive the deposit.
4. Currency, Coin, Check amounts and Deposit Total.
5. Deposit Date

Pull the strip with the bag number off and staple it to the yellow copy of the deposit slip. Keep your copy for your records.
Take the bag to Student Financial Services in the Administration Building.

What’s next:

Student Financial Services will cashier your departmental deposit. Retain all support documentation for your records. The Transaction number will be needed for reconciliation.

End of Process

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