eDeposits System

Required Training & Requesting Access

Users must successfully complete the eDeposits(W00226) and Cash Handling(W00337) courses in ICON prior to requesting access to the eDeposits System. Registration for these courses is initiated by the user on the MyTraining tab in Employee Self Service.

A passing score must be achieved on both courses to be eligible to request access to eDeposits.  To request access, complete the eDeposit Access Request Form.

Bank & eDeposit Information

Departmental Deposit Process
  • Endorse all checks with a restrictive endorsement stating "For Deposit Only", the department name, the four digit department number, and "University of Iowa".
  • Create a list of the check amounts, including the total, for internal documentation.
  • Complete a bank deposit slip, which should match the list.
  • The University’s Bank only accepts clear tamper-evident bags for deposits, which are available for purchase via eBuy.
  • The University’s Bank only accepts ONE deposit per bag. Do not place multiple deposit slips into a single bag.
  • Do not include additional paperwork, paper clips, staples, rubber bands or tape in the deposit bag.
  • Create an eDeposit.
  • Cash and check deposits should be delivered to the bank directly with the white deposit slip. The yellow deposit slip should be retained by the department for reference in the event of a discrepancy between the amount posted by the bank and the amount recorded in eDeposits.

Ordering Bank Deposit Slips
  1. Login to eDeposits
  2. Go to the Help Menu
  3. Select "Order Deposit Slips"
  4. Enter your 4-digit department number, then select "Show Contacts"
  5. Select the contact person's name
    if there is no current contact listed, send an email to treasury-edeposits@uiowa.edu to have the department info updated to proceed with the order
  6. Select "Place Order"

Treasury Operations will contact the Department Contact with details on the order and the pick up process.

Bank Variance Procedures

A variance occurs when the bank posts an amount that differs from the eDeposit total associated with the deposit slip number.

Deposits submitted to US Bank should agree with the totals posted to the University bank account.  If the amount posted does not reconcile with your departmental documentation, the following procedures should be followed:

For Variances that Exceed $50

  • Departments should send an email to treasury-edeposits@uiowa.edu so the detail regarding the deposit can be obtained from the bank. 
    • Detail from the bank should be compared to departmental documentation to determine the reason for the variance. 
    • If you feel the bank posting is in error after review of this detail, documentation should be provided to treasury-edeposits@uiowa.edu to request an adjustment from the bank for the amount of the variance.
  • During the bank’s review of the provided documentation, you will be required to adjust the eDeposit amount to match the original bank deposit amount.
    • Provided the bank agrees with the adjustment request, the correction will appear as a separate bank transaction and subsequently post as a separate GL entry by Accounting & Financial Reporting.
  • To adjust your eDeposit please login to eDeposits
    • Locate your deposit in the Pending Deposits section with the status of Reconciliation Error
    • Open the deposit to edit
    • Make the necessary correction(s)
    • Submit the deposit again for posting

For Variances $50 or Less

  • ​Variances of $50 or less will not be adjusted by the bank and will not be adjusted by the University.

    • To adjust the eDeposit please login to eDeposits
    • Locate your deposit in the Pending Deposits section with the status of Reconciliation Error
    • Open the deposit to edit
    • Make the necessary correction(s)
    • Submit the deposit again for posting