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.
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 3: Create Departmental Deposits
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.
After saving, a window will pop up displaying the deposit number.
Make note of the deposit number so you can include it on the deposit bag created in the next step.
If you close the pop up window before writing down/copying the deposit number, you can locate the deposit number on the home page of transact.
Step 4: Prepare the Bank Deposit Bag
Fill out the following information on the bank deposit bag:
Name. Enter your email.
Account Number. The account number is the deposit number generated in Transact and noted in the previous step.
Location. The location is the name of the department that should receive the deposit.
Currency, Coin, Check amounts and Deposit Total.
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.
Deposit bags are not opened by Student Financial Services; please make sure to label your bag completely.
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
Need help with the steps above?
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.