Find answers to common questions about Remote Deposit Services (RDS), including scanner setup, deposits, eligible checks, and Workday resources. For initial access and setup instructions, see Utilize Remote Deposit Services (RDS) .
Getting Started and Scanner Setup
- Is training required?
Training is not required to scan checks remotely. However, training is required to obtain the Workday Cost Center Deposit Specialist role.
Once a check is scanned, an Ad Hoc Bank Transaction (AHBT) is automatically created and routed to the appropriate Cost Center Deposit Specialist.
See the Workday Training Requirements on the Finance Security Roles page for information about required training.
- Where should I place my scanner?
See page 4 of the Bank of America Scanner Guide for scanner placement instructions.
- How do I maintain my scanner?
See page 29 of the Bank of America Scanner Guide for scanner maintenance instructions.
Making and Managing Deposits
- How do I enter the declared deposit amount?
See page 10 of the Bank of America Scanner Guide .
- How do I transmit a deposit?
See page 11 of the Bank of America Scanner Guide .
- How do I view deposits?
See page 18 of the Bank of America Scanner Guide .
- Can I use the reporting functionality in CashPro?
Yes, but you may not print or download copies of checks. See page 23 of the Bank of America Scanner Guide .
- What should I do with checks after scanning them?
Retain checks according to UVA Records Management guidance .
It is best practice to attach a copy of the checks included in the deposit to the Ad Hoc Bank Transaction (AHBT). See Where Can I Find Images of Scanned Checks to Attach to an AHBT? for instructions.
Eligible Checks, Limits, and Exceptions
- Can I scan gift or foundation checks?
No. Gift and foundation checks must be sent or delivered to the appropriate office.
- Foundation transfer checks: Send or deliver to Gift Accounting in the Office of University Advancement.
- Gift checks: Send or deliver to Gift Processing Services at Alumni Hall.
- Is there a limit on the number of checks in a deposit?
Deposits are limited to 500 items: 499 checks and one deposit ticket or credit record.
There is no limit to the number of deposits you may submit each day.
- Can I scan foreign checks?
Only U.S. dollar items drawn on domestic banks and deposited into U.S. dollar accounts may be captured through Remote Deposit Service Online.
- Can I scan money orders or non-standard checks?
Money orders and non-standard checks may be difficult for scanners to read because of variations in formatting, printing, backgrounds, and document size.
If the scanner cannot read the amount field, the user may manually enter the amount and classify the item during scanning.
The user may override a rejected item, but doing so carries a risk that the item will be returned because of image quality issues.
- Can I rescan a check?
An original item cannot be re-deposited.
If an item is returned, an Image Replacement Document (IRD) may be rescanned through Remote Deposit Service Online or taken to a branch for processing. An IRD has a valid MICR-encoded line and is considered a legal document.
- Items are subject to return rules. Only items returned for insufficient funds (NSF) may be re-deposited.
- The system may identify a rescanned item as a possible duplicate. The duplicate warning can be overridden.
- The item must not have already been represented.
- What is duplicate detection?
Remote Deposit Service Online checks for possible duplicates at the company level.
During scanning, the application compares the account, amount, serial number, and ABA number against items scanned during the previous 45 calendar days.
If a potential duplicate is detected, the operator may remove the item or override the warning if it is not a true duplicate.
Workday Deposit Resources
- How do I record an expenditure credit remote deposit?
See the Expenditure Credit Remote Deposit Quick Reference Guide .
- How do I record a standard revenue deposit?