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 the Office of the Treasurer (OOT) to arrange the most efficient method for handling receipts.

Receipts should be deposited on the day by recording deposits in Stanford CASHNet, preparing funds and delivering 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. The Cash and Check Handling Checklists is a helpful guide to the overall deposit process.

CASHNet Access: Departments will need access to Stanford CASHNet prior to processing receipts. Refer to System: CASHNet for more information.

  1. Review checks to ensure the information is complete and accurate upon receiving receipts. Refer to How To: Review Checks Upon Receipt
  1. Visit cashnet.stanford.eduUsers with more than one CASHNet username will need to use CASHNet.com to login with the additional credentials.
  2. Enter your SUNet ID and password
  3. Enter two-step authentication code
  4. Enter a Departmental Deposit
    • From the home page, select the Departmental Deposits link to the left
    • Select Add New Record
    • Enter the new deposit information and save
    • Make note of the CASHNet deposit number for use in Step 5

 For further details, review CASHNet User Guide. Training may also be requested by contacting the University Payments Office.

  1. Obtain a blank deposit slip from the University Payments Office
  2. Include your department org code and department name on the slip
  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

As of February 1, 2020, do not leave paper CASHNet department transmittal forms with any branch deposits.

  1. Deliver deposits to branch or mail deposits to the Stanford General Lock box Refer to the COVID-19 announcement for details about using the mail-in lock box option .
    The deposit should include:
    • Completed deposit slip (refer to Step 3 for more information)
    • Accompanying funds (cash and/or checks)
  2. Retain deposit receipt for use in Step 5
  1. For each deposit, send an email to the 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 to the email
      • Attach scanned copy or picture of the Wells Fargo deposit receipt received from the branch and a copy of the deposit slip
         
Additional Information
  • Once approved, disbursements will forward electronic transfer requests and instructions to Cash Management for transfer of funds.

Questions?

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