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 rolled 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 7/21/23)

Cash and check enhancement timeline

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 Depositswebsite. 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.
    • Note: J.P. Morgan Chase branches cannot accept checks or cash deposits for the university.
  • 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 Vantage portal.

Resources

New JP Morgan Access Mobile instructions

Additional instructions

Info Session

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

Email communications are managed by the Office of the Treasurer (OOT) in Financial Management Services (FMS). You can subscribe to or verify current email preferences on the “Department Depositors” mailing list.

WC Cash and Check Deposit Deadlines

Department cash and check deposits to be processed in the 2023 calendar year by the following methods and deadlines:

JPM Mobile App

  • For deposits through the mobile app, the cut off time is 7 p.m. PT on December 29.
  • If a check has been deposited but has been identified to have an invalid PTAE/PFO, department depositors must claim it to the correct PTA through the Mobile Deposit Correction Tool. See How To: Correct an Invalid PTAE/PFO.

Wells Fargo Branch

Wells Fargo Desktop

  • Wells Fargo desktop deposit cut off time is 9 p.m. PT by December 29.

Deposits made after Dec. 29, 2023 will be posted on Jan. 2, 2024.

PTA correction assistance will resume January 4, 2024 with no effect on the post date of the transaction if deposited in the previous calendar year. New user requests received during winter close dates will be processed on January 4, 2024.

See the Deposit Cash and Checks page for more information on the current deposit process.

Note: The Office of the Treasurer will maintain core banking activities in a limited capacity beginning Thursday, Dec. 21, 2023 and continuing through Wednesday, Jan. 3, 2024. Please submit a support request if you have an urgent issue or questions during this time. OOT will not be available on Dec. 25, 2023 or Jan. 1, 2024.

YEC Cash and Check Deposit Deadlines

To be processed in the 2023 fiscal year, department cash and check deposits must be:

  • Deposited through the JP Morgan (JPM) mobile app by 7 p.m. PT on August 31.
    • If a check has been identified to have an invalid PTAE/PFO, claim it to the correct PTA through the Mobile Deposit Correction Tool by 5 p.m. PT on September 1 to be included in the 2023 revenue and expense reports. See How To: Correct an Invalid PTAE/PFO.
  • Deposited at any Wells Fargo branch no later than 5 p.m. PT on August 31.
  • Deposited through the WF desktop or mobile app by 9 p.m. PT on August 31.

Deposit Reminders

Endorsement stamps: When ordering a new check endorsement stamp, please include the name, department and the mailing address in the support request to expedite processing.

Mobile app support: If you require support with downloading the application to your phone, or with your initial set-up, please contact J.P. Morgan Access Support directly at 1-866-872-3321. There is no need to submit a support request for this type of assistance.

5 Series expenditures: When using the Mobile Deposits Correction Tool to correct the invalid Project, Task, Award/Fund, Expenditure Type/Object Code (PTAE/PFO) check deposit information, please ensure to select the appropriate Claim Type drop down value in the pop up box. Claim Type PTAE should be selected to claim a 5xxxx series expenditure type deposit.

Unclaimed deposits: Unidentified deposit receipts that have not been claimed for two years or more will be transferred to the General Fund. Claims may still be made by submitting a support request to OOT with documentation to show award ownership, amount and date of receipt and the GL information (Project, Task, Award, Expenditure Type or Object Code) to book the receipts.

Bank branches: While the JP Morgan (JPM) mobile app has replaced the Wells Fargo (WF) app for most mobile deposits, J.P. Morgan Chase branches cannot accept checks or cash deposits for the university.

Endorsements: The old Wells Fargo account number stamp cannot be used when making deposits on the JPM mobile app. Please request a new universal stamp for check endorsement and include the name, department, and mailing address in your request to expedite processing.

Types of checks: Not all money orders can be accepted via mobile deposit. If a money order is marked with “mobile deposit prohibited”, for example, please visit a Wells Fargo branch to deposit.

  • Certain checks cannot be deposited using the JPM app, such as refunds to subawards related to a PO or reimbursements of advances or TCard charges. Refer to Topic Overview: Types of University Receipts for more information.

Returned checks: Checks returned by Stanford's depositing bank are sent to the Office of the Treasurer (OOT). Subsequently, OOT charges the depositing unit via journal entry for the value of the returned check and sends an image of the check back to the unit. It is the responsibility of the depositing unit to collect any outstanding amounts.

Deposit amount: If the amount is captured incorrectly by the mobile app’s auto capture feature, select the amount field and manually enter the correct amount.

Deposits needing action on the correction tool: if you receive an email from @email with subject line “Action Required: Issue with JPMorgan Mobile Deposit on MM/DD/YYYY,” it means the accounting information was entered incorrectly at the time of the deposit. The appropriate step is to go to the Mobile Deposits Correction Tool to provide the correct PTA for the deposit.

Mobile app safety: If your department has not yet tried the app due to  concerns about safety or use, note that this use is similar to current use of personal and department-issued devices for work-related purposes such as eReceipts, Slack and Outlook email, as well as the Stanford Mobile app. In addition, JP Morgan is already a trusted partner of FMS through the use of Travel Cards and Digital Payments.

Stamp endorsements: When checks are received, they should be immediately endorsed on the back with "For Deposit Only to Stanford University.” Handwritten endorsements are acceptable. For the Wells Fargo account number, see the general Wells Fargo bank page. OOT strongly recommends mobile app and branch check depositors request a new universal stamp for check endorsements that does not include the bank account number. The old Wells Fargo account number stamp cannot be used when making deposits on the JPM mobile app. 

Claim branch deposits on the Unidentified Receipts website: When departments make a deposit at a Wells Fargo branch they must go to the Unidentified Receipts and Branch Deposits (URBD) website on the next business day or later to claim the deposit. This is accomplished by entering the appropriate Project-Fund-Object Code (PFO) of where the funds should be recorded in Oracle Financials. Check OBI reports the following day to confirm that the revenue was credited to the correct PTA. For more information, see Topic Overview: Claim Unidentified Receipts and Branch Deposits.

Reminder on PTAs: Depositors should verify that the project, task, award (PTA) and expenditure type/object code are appropriate for the account before making a deposit. Listing an incorrect PTA will cause a delay in processing and require further action on your part to claim the receipt from the URBD website or the Mobile Deposit Correction Tool. To identify the correct PTA, consult with your department budget or finance officer. To ensure proper coding of transactions, learn more about expenditure type codes and object codes.

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 Vantage portal (formerly called CEO).  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 Vantage 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.

Info Sessions

OOT hosted an info session to learn about the changes to the deposit process through the phases: May 2023 Cash and Check Deposit Enhancements: Presentation; Session Recording

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.

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.

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