Check Scanning
Key Benefits
- No Charge. There is no cost for the scanning equipment or for deposits.
- Saves Time and Money. Deposit Bags, trips to a Depository Services, or armored cars are not needed.
- Easy to Use. The scanner will electronically encode each check (front and back) and the images are retrievable for two years. After 15 days, original checks are shredded by depositing department using a cross-cut shredder.
- Faster Processing Time. The average processing time is 5 minutes or less.
- Longer Deposit Window. While the Depository Service offices stop accepting deposits at 4 pm, the check scanners can deposit checks up to 8 pm CST.
- You and the checks never leave your office.
- Immediate Bank Deposit and Receipt. Each scanned deposit results in a same-day deposit credit to the bank and provides a receipt of all checks deposited.
- Faster Revenue Recognition. If the deposit CRT (Cash Receipt Ticket) is created prior to 6 pm CST, revenue will be reflected on budget statements 1 day sooner. For information on creating a CRT, please visit please see training materials available on the FFRA
Am I Eligible for a Check Scanner
- Departments with at least one check deposit per week can be issued a check scanner. Deposits of cash still need to be brought to a Depository Service office.
- Check scanners can only be used on a PC. Support for Macintosh computers is currently not available.
Installation and Support
- Initial installation of the scanner takes 60 minutes and requires administrative rights to the PC. If you are unsure if you have these rights, a phone call to your internal IT rep is needed.
- A unique user name and password is required for scanning deposits as the scanner interfaces with a secure web-based deposit site hosted by JP Morgan Chase.
- The check scanner cannot deposit foreign checks. These checks should be deposited within the guidelines of the foreign check deposit procedure section of “Depositing Revenue to the Bank”
- JP Morgan Chase provides excellent customer service for troubleshooting deposits; they can be reached at (866) 872-3321.
Maintenance of Check Scanner Access
- For password resets, please contact depository.services@northwestern.edu.
- It is recommended that each user log-in the Virtual Remit site (jpmorganaccess.com) every month to maintain access for scanning checks.
For more information on check scanners, please contact Depository Services at treasury_operations@northwestern.edu