Wells Fargo updated their Commercial Electronic Office (CEO) Mobile Deposit platform for mobile check deposits in March 2022 with a new look and feel. Departments across Stanford use the Wells Fargo app to deposit paper checks using the CEO service. Employees can use the camera on their iPhone and Android devices to take a picture of the front and back of each endorsed check and submit them securely to the bank for processing.
Before starting, department users must request access to mobile deposit by submitting a support request to the Office of the Treasurer and include an authorized manager’s approval. Once the user has been granted access, the app is available for use.
In efforts to continuously improve the processes and systems that make up the Stanford financial ecosystem, Financial Management Services (FMS) is rolling out enhancements to how cash and checks are deposited. As of November 24, 2022, the CASHNet system is no longer used for this type of transaction activity.
For more information on cash and check deposit efficiencies, check out the news page Cash and Check Deposit Enhancements for updates.
March 2022 Changes
- You will no longer receive a confirmation email
- A seven-day history of the deposited checks is now available
- There are more fields, however many are not applicable and may need to be left blank
- Checks should not be batched
Stanford departments receive a wide variety of receipt types including cash and checks. Many receipts go to central offices for actual depositing. Those checks managed by depositors include designated income (must be related to mission) such as registration fees, and reimbursements to Stanford (non-salary related) such as PCard personal charges. For more information, see Types of University Receipts.
First, departments who use this method must follow the instructions on the How To: Process and Deposit Department Receipts.
To clear the transaction, the confirmation of the deposit will need to be sent to @email. The email should include the following information along with attachments of deposit confirmation page (screenshots or pdf copies) and pictures of the front and back of the check (optional):
- Depositor full name and email
- Indicate Project, Task, Award and Expenditure Type or Object Code
- Deposit description
- Deposit date
- Deposit method (WFB App)
Here is a walkthrough of the new experience:
Enter Deposit Account (there should only be one to choose from)
Enter the location code (there should only be one to choose from)
Then click Create Deposit. Note: Most users will leave fields blank for “Deposit Name”, “Bag Number” and “Multiple Batches.”
The following screen will appear momentarily and then disappear. Ignore any reference to a scanner if you are on your mobile phone.
At this point the phone’s camera will turn on and you may take a picture of the front of the check. The Office of the Treasurer recommends snapping the picture within the “Position check in frame” area as the message does not seem to disappear. Note: Photo acceptance may be sensitive to lighting, background and other factors. For best results, place the image on a dark background.
The next screen will indicate the message “Front of check capture successful.” If not, please follow instructions to attempt the photo again. Note: There is the possibility that the application will display a successful image and then show an error "too much glare."
Repeat the same process for the back of the check until you get this message “Front of check capture successful.” Click “Review Deposit.”
Do not click "Deposit another check" unless it is for the same PTA booking code. If you select the blue button, the two check amounts will be combined into one deposit. For a separate PTA booking code, you will need to complete the process and begin again for each check.
If successful, the next screen will look like this:
For the above where both Running Total and Deposit Total match automatically, you may click “Submit Deposit.” This will take you to another screen. You must click “Submit Deposit” again.
- If the Running Total and Deposit Total do not match, this is usually because the amount of the check was not read by the camera. To fix this, click on the transaction with the red warning symbol and type in the amount of the check as shown here.
After clicking Submit Deposit for the 2nd time, a confirmation page will come up. To begin a new deposit, click “Return to Create Deposit.”
Important: You will no longer receive an email confirmation. For a confirmation for your operational processes, click the printer icon on the confirmation page.
See image below for retrieving a confirmation PDF directly on your computer for up to seven days after the deposit. Log on to Wells Fargo with the same credentials as your mobile app and you may see your recent deposits.
To clear the transaction on CASHNet, send the confirmation and deposit details to @email.