How To: Process and Deposit Department Receipts

The University's standard method of processing and depositing departmental receipts is electronically through Stanford CASHNet. Departments that receive cash or checks on a regular basis should consult with Office of the Treasurer to arrange the most efficient method for handling receipts.

Notes: 
  1. You need to request the access to Stanford CASHNet before you start using Stanford CASHNet to process department receipts. Please see Overview: Online Preparation of Departmental Deposits Using Stanford CASHNet.
  2. If you are collecting any student-related deposits, please contact the Student Financial Services Payment Office at 650-498-7526 before signing up for Stanford CASHNet.
  3. See Cash and Check Handling Checklists.

Who does this?  Staff, Faculty

When?  On the day checks are received, or as soon as possible thereafter, after you review the check carefully

How?  Record deposits in Stanford CASHNet, prepare funds and deliver them to Wells Fargo Bank. Alternatively, deposits can be recorded using the Department Transmittal (paper form). All deposits require an email notification to the University Payments Office.

 

Process and Deposit Department Receipts (5 steps)

step 1

Review the check:

  1. Inspect the check carefully. See How To: Review Checks Upon Receipt.
step 2

Process receipts via Stanford CASHNet:

Log into Stanford CASHNet

  1. Go to https://cashnet.stanford.edu.
    Note:  Anyone with more than one username set up in CASHNet will need to use CASHNet.com to log in with the additional usernames.
  2. Enter your SUNet ID and password.
  3. Enter two-step authentication code.

Enter a Departmental Deposit

  1. From the home page, click Departmental Deposits link to the left.
  2. Click Add New Record.
  3. Enter new deposit information.
  4. Click Save.
  5. Make note of the CASHNet deposit number for use in Step 5.
Note:  The detailed instructions are available on the CASHNet User Guide. Training may also be provided by contacting the University Payments Office at 1-650-498-7526 or 1-650-725-0345.

Alternatively, deposits can be recorded using the Department Transmittal (paper form).

step 3

Complete triplicate deposit slip:

  1. Obtain blank triplicate deposit slip from the University Payments Office.
  2. On the deposit slip, include your department org code and department name.
  3. Verify checks are properly endorsed on the back with "For Deposit Only to Stanford University" and the appropriate PFOO or PTAE information is noted on the front.
  4. Retain a copy of the deposit slip for department records.
step 4

Deliver deposits to Wells Fargo branch and retain deposit receipt:

Note:  As of February 1, 2020, do not include CASHNet department transmittal forms with any branch deposits. Read the bulletin to learn more.
  1. Deliver deposits to branch. Deposit should include:
    • Completed triplicate deposit slip (see Step 3)
    • Accompanying funds (cash and/or checks)
  2. Retain deposit receipt for use in Step 5.
step 3

Notify University Payments Office with Deposit Information:

  1. For each deposit, send an email to Email University Payments Office with the following information:

    CASHNet Deposits

    • CASHNet deposit number and dollar amount
    • Attach scanned copy or picture of the Wells Fargo deposit receipt received from the branch and a copy of the deposit slip
    • If you are using a desktop scanner, please forward deposit confirmation to the University Payments Office

    Department Transmittal (paper form)

    • Attach completed Department Transmittal form
    • Attach scanned copy or picture of the Wells Fargo deposit receipt received from the branch and a copy of the deposit slip
back to top

 

What Happens Next?

Requirements

  • Retain financial records as instructed in Administrative Guide Policy 3.1.5: Retention of Financial Records.
  • Review the completed deposit transaction form to ensure that all departmental accounts and any object codes/expenditure types noted are correct and the amount of funds going for deposit equals the amount entered.
  • Reconcile the data on the transmittal form and the deposit receipt with financial statements to ensure the correct amounts are credited to the correct accounts.
  • Any cash deposit in excess of $10,000 must be reported to the University's Tax Department using IRS Form 8300.

Questions?

back to top