The Office of the Treasurer (OOT) within Financial Management Services (FMS) is supporting improvements to how cash and checks are deposited and developing enhancements that are being roll out across the university. These changes primarily affected CASHNet processes used by the campus community but will include other changes to ultimately add efficiencies. This article provides an overview of the multi-phase project that aims to improve and streamline the cash and check deposit process as well as maintain and expand sound financial practices for the university. (Originally published 9/20/22, updated 5/31/23)

Cash and check enhancement timeline

New mobile app for depositors rolled out in May

Roll Out Plan

The customized mobile deposit solution combines and automates the two steps of depositing the check and capturing the PTA account and Expenditure Type or Object Code. Following the May implementation of J.P. Morgan (JPM) Access mobile application (app) for depositing and managing checks, OOT has made other changes to streamline the front-end and back-end deposit process. The JPM Access mobile app has replaced the current Wells Fargo (WF) mobile app for campus depositors who previously used CASHNet and location code 10001. There is no additional step of sending an email with deposit details to OOT. Depositors who have a dedicated location code will continue to use the WF app and tools, such as desktop scanners and the WF CEO portal.  See the Wells Fargo application page for instructions. 

As we strive to meet the university’s goal of moving away from paper checks, electronic payment alternatives will be refined in order to capitalize on the automated straight-through processing they can provide.

May Rollout

During May, OOT migrated former active WF mobile app users who are also former CASHNet users under location code 100001 to the new JPM Access mobile app. These users are divided into rollout groups, and have received a direct email with further instructions. For detailed information about the new app, see Learn About: J.P. Morgan Access Mobile Deposits.

Upon migrating to the JPM Access mobile app, the Wells Fargo mobile app will no longer be available to those users for depositing checks. Access to view deposit history will be available for checks deposited in the last 90 days prior to migration.

Wells Fargo Bank will continue to provide services for in-person branch deposits, incoming wires, and ACH payments. Depositors who have a dedicated location code will also continue to use the Wells Fargo app and tools, such as desktop scanners and the Wells Fargo CEO portal.

Important changes to branch deposits and sunset of interim email

The JPM Access mobile app records all necessary check details and accounting information at the time of the deposit and enables straight-through revenue and expense processing to Oracle Financial Systems. 

Upon migrating to the new app, depositors will no longer take the additional step of sending the deposit detail emails to OOT for manual booking. OOT has sunsetted the @email email as interim phase support on May 31. 

Beginning June 1, the WF branch depositors will need to claim their deposits on the Unidentified Receipts and Branch Deposits website to complete the booking. For more information, see Topic Overview: Claim Unidentified Receipts and Branch Deposits.

May 11 Information Session

OOT hosted an info session to learn about the changes to the deposit process and walk through the new JPM Access mobile app.

Cash and Check Deposit Enhancements: Presentation; Session Recording

 

Current Deposit Options

Beginning in May 2023, the campus community should utilize the current deposit options and best practices as described below. Complete details on deposit options, including best practices can be found on Topic Overview: Deposit Cash and Checks:

  • Mobile app deposit: Checks can be deposited using the J.P. Morgan (JPM) Access mobile app through a cell phone or tablet device that supports app downloads. For details on the mobile deposit system and step-by-step instructions, see the new Learn About System JP Morgan Access Mobile Check Deposits page.
    • Note: The new customized app through JPM provides a convenient and secure platform to deposit checks. For concerns about safety or use, note that personal and department-issued devices are currently being used for work-related purposes. This includes eReceipts, Slack and Outlook email, as well as the Stanford Mobile app. In addition, JP Morgan is already a trusted partner of FMS through Travel Cards and Digital Payments.
       
  • Branch deposits: Cash deposits will be deposited at a Wells Fargo branch and claimed on the Unidentified Receipts and Branch Deposits website.  A Wells Fargo branch is also a secondary option for depositing paper checks and must also be claimed on the Unidentified Receipts and Branch Deposits website. Please check the business hours of the local Wells Fargo branches before your visit.  See Topic Overview: Claim Unidentified Receipts and Branch Deposits.
    • Deposit slips for cash and checks are now optional if the check endorsement includes the bank account number. To access the general deposit Stanford account number with Wells Fargo, see the general Wells Fargo bank page.
  • Electronic payments (ACH or Wire): Rather than receiving a check or cash, departments are encouraged to provide electronic payment instructions to individuals or organizations paying Stanford for goods or services. This can replace checks sent by mail and can greatly reduce risk, processing costs and administrative burden. 
  • Dedicated location code(s): Depositors who have a dedicated location code use the Wells Fargo (WF) mobile application and tools, such as desktop scanners and the WF CEO portal. 

Mail-in lockbox closed

As the university has resumed regular cash management operations, the interim lockbox option to PO Box 843899 in Los Angeles closed on March 31, 2023. Checks received through the lockbox will be returned to the sender.  Please update the “send to” address on your invoices and notify your business partners and third-party remitters to send checks to your department directly. Alternatively, business partners are encouraged to set up an electronic payment. Note: This change is not related to nor will it impact the drop box located outside the Tresidder Union building. This drop box is used for Payroll, so please do not place checks for other purposes here.

Resources

New JP Morgan Access Mobile instructions

Additional instructions

Support

  • For assistance with cash and check deposits, submit a support request to the Office of the Treasurer.
  • For assistance with historical transaction support for deposits prior to November 23, 2022, including CASHNet data, submit a support request to SFS.

Stay up to date

Stay tuned for updates of cash and check management with links to resources and materials to support the change.

As of November 24, CASHNet is no longer used for cash and check deposits. Previously, paper checks and cash were deposited to Wells Fargo Bank (WFB) and entered into the CASHNet system to capture the accounting information associated with the receiving school or department so that these transactions can be automatically uploaded to Oracle with appropriate accounting entries. The CASHNet system is no longer used for this type of transaction activity at Stanford, and CASHNet users have been deactivated.  The matching activity previously provided through the CASHnet System is now provided by Cash Management as described in the Interim Phase.

November 10, 2022 Cash and Check Deposit Enhancements Info Session: Presentation  Session Recording

The interim mail in lockbox solution to PO Box 843899 retired on March 31, 2023.

Back to newsroom
Submit feedback about this page
arrow_upward
Back to Top