New Departmental Deposit Screens in Peoplesoft

Beginning OCTOBER 2, 2006, all deposits to University accounts will be processed in Peoplesoft.

All deposit slips will be created in and printed from Peoplesoft. The new screens will allow you to track your deposits in real time, notify you by email when your deposit has been received at the cashier window and provide the ability to review and print receipts for any past deposits that were made on or after October 2.

Training
View brief on-line training presentation

Download PDF of training presentation

Quick Reference Guide for Deposits

If you have additional questions or want to setup a training session for your area, please email ERPTraining@case.edu.

Accessing the Deposit Screens
You will need access to Peoplesoft to create a deposit slip. All current Peoplesoft users will automatically have access to the deposit screens. If you do not currently have access to Peoplesoft, you can download the Peoplesoft security form here. You'll need to sign the confidentiality agreement on page 1, check the 'Departmental Deposits only' box on page 2 and receive a signature from your supervisor. Completed forms should be sent to: Peoplesoft Security Administrator, Crawford Hall Rm 532, Loc Cd: 7052.

A computer kiosk will be available in the cashier's office for accessing Peoplesoft and creating deposit slips. You must be a Peoplesoft user to login and create a deposit.

Frequently Asked Questions

Why can't I print my deposit?
If you have attempted to use the 'Printer Friendly Deposit' link and it hasn't worked, try holding CTRL and then clicking on the link. If this works it means that you have a pop-up blocker enabled. Click here for instructions on how to enable pop-ups for Case websites. If you still cannot get the link to work after enabling pop-ups, contact your department's IT specialist or the Case Help Desk.

What if I don't see Case Departmental Deposits on my menu?
If 'Case Departmental Deposits' does not appear on your menu, there could be a couple of reasons. First, be sure you are in the correct database. You should be in the 'Financials' database, the same place you go to enter journals or purchase requistions. If you are in the correct database, you may need to clear your browser's cache. Click here for instructions on clearing your cache.

What are the benefits of this new procedure?
Departments will now be able to review the status of deposits and will receive an email when a deposit is accepted or rejected. Rejected deposits will include a reason message. Additionally, if the cashier must change an amount because the amount received does not match the original deposit slip, the creator is immediately notified by email. Users can review past deposits online and supervisors can review deposit history for all employees reporting to them based on their Peoplesoft security form. Depositors also have better control of the line description on financial reports.

I am depositing multiple checks and already have all of the check detail in a spreadsheet. Do I need to retype it all?
No. For large deposits, you can enter a single check detail line. In the item description box, enter 'See attached' and print your spreadsheet detail and attach to your deposit slip. For smaller deposits, please itemize your checks on the screen as you did on the old deposit slip.

Will I still receive a receipt from the Cashier?
Yes, the cashiers will still provide a receipt at the window at the time of deposit. Originators can also print the receipt from Peoplesoft at any time.

Can I put my deposit in campus mail?
No. Cash and checks should never be sent through campus mail. All deposits should continue to be presented in person at the cashier window.

What about petty cash?
This procedure does not affect petty cash checks or deposits to student accounts. Those procedures are not affected by this change.

What if I don't currently send my deposits to the cashier?
This procedure applies only to deposits delivered directly to the Cashier's Office. For example, payments for sponsored projects should continue to go to Grants Accounting and charitable gifts should continue to be delivered to the Office of Advancement Services.