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Departmental Deposits

Departmental Deposits are submitted to record payments received by Boise State departments.
Policy 6010: Cash Handling

Getting Started

What do I need to know before getting started?

  • Departmental deposits are completed via Transact Campus. If you do not have access to Transact Campus, email treasury@boisestate.edu to request access.
  • If a department receives a check for a transaction that has been processed by Accounts Receivable, the check must be sent to AR for depositing and payment posting. DO NOT deposit the check via the departmental deposit process.
  • Deposit Requirements: Deposits totaling $200 or more must be submitted to the bank within a day of receipt & uploads must be completed by the following day. Deposits totaling $199 or less must be processed within a week.
  • Each department is responsible for reconciling cash deposits to ensure the appropriate Fund, Department and Cost Center is coded in Bronco Hub. Reconcile deposits recorded in Bronco Hub, via the Deposits – Campus Transaction Dashboard to the deposit transmittal receipts from department-depositupload@boisestate.edu. Reconciliation should happen at least monthly.
  • To order deposit slips, endorsement stamps or bank deposit bags, submit a Deposit Supply Order Form.
  • Refer to the Cash Handling Procedure Guide for more information about proper cash handling at Boise State.
  • All staff receiving cash must be trained on actions to take during an emergency. The University’s Office of Emergency Management maintains an emergency actions manual that must be reviewed by staff receiving cash on behalf of the University.
  • In the event of a robbery, the unit that has been robbed is required to contact University Security (426-1453), Treasury Services (426-2864) and Internal Audit (426-3131) as soon as it is safe to do so.

Reports

Reporting in Transact Campus
Run a report in Transact Campus to view information entered into Transact.

Deposits – Campus Transaction Dashboard
Run the Deposits – Campus Transaction Dashboard to search deposit information by department or cost center, deposit type, preparer group, and/or accounting dates. Please note, items entered in Transact Campus are manually loaded to the General Ledger (GL) on a daily basis and will not populate the campus transaction dashboard immediately after being entered into Transact Campus.

Confirm the accuracy of the funding segment string used for the deposit. If an incorrect segment string was used to code the deposit, a Journal Entry must be submitted. Visit Financial Transaction Corrections for more information.

Appropriated and Local Summary – BvA
The Budget vs Actuals (BvA) Reports should be reviewed at least once per month to ensure accuracy of financial transaction reporting and proper budget management. For more information about BvA Reporting, visit Financial Reporting.

Best Practices

What are best practices related to Departmental Deposits?

  • View details about items entered into Transact Campus by following the instructions on the Running a Report in Transact Campus job aid.
  • Review departmental deposit slips at least once per month and verify accuracy of deposits in Bronco Hub by running the Deposits – Campus Transaction Dashboard. Please note, items entered in Transact Campus are manually loaded to the General Ledger (GL) on a daily basis and will not populate the campus transaction dashboard immediately after being entered into Transact Campus.
  • Cash Security: Reasonable measures should be taken to ensure that proper security is maintained on cash drawers and/or tender held by a department. Reasonable security includes, but is not limited to, cash being attended at all times and locking up cash held overnight. Cash should be physically protected through the use of vaults, locked cash drawers, cash registers, locked metal boxes, etc.
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