Frequently Asked Questions

Deposits

How long does it take for deposits to appear on IRIS?

There are many variables that may affect the exact day when deposits appear on IRIS. Under routine circumstances, deposits will appear in about one or two business days after the deposit is made.

If it does not appear after three days, contact Cash Management and ask for assistance.

What is the proper way to prepare a commercial deposit?

Itemize the currency and coin amounts as noted on the deposit slip.

For any deposit with more than one or two checks, prepare an adding machine tape that summarizes the checks in the deposit. On the deposit slip in the Check ID area, write the words "SEE LIST" and provide the check total. Be sure to enclose your adding machine tape (check list) to the deposit slip for the bank teller.

A sample of a properly prepared deposit slip can be found here.

Does the bank require that each check or deposit item be listed individually on a deposit slip?

No, only itemize coin and currency.

For a deposit with many items, prepare an adding tape, listing the amount of each check and total it. Include this tape with your deposit to the bank. If your agency wishes to capture detailed information about each check in the deposit, please implement remote deposit capture to image all checks, or photo copy the checks or capture the relevant data in a spreadsheet or subsidiary cash receipt system.

A sample of a properly prepared deposit slip can be found here.

What should I do when I have foreign items in a bank deposit?

The foreign items must be prepared as a separate deposit and must not be commingled with US dollars. If a foreign currency is combined with US dollars, the bank will return the whole deposit and charge the state.

 

Why might our deposit not appear on IRIS?

There are many reasons why a deposit may not appear on IRIS. The most common issues relate to encoding errors at the bank. Other commonly encountered problems relate to agencies using counter deposit slips that do not contain the required information to automatically post the deposit.

If you suspect there is a problem, it is best to contact Cash Management and request assistance. We can research missing deposits in our Treasury systems.

How does Treasury determine the IRIS "date established" for the treasury receipt?

The date established of the Cash Receipt is based on the date the deposit information was interfaced to IRIS by Treasury.

The date the deposit actually interfaced to IRIS is dependent upon bank reporting.

Why is the date written on my deposit slip different from the date referenced in IRIS?

The date referenced on IRIS is determined by the effective date the bank reported your deposit. This date is affected by the time of day the deposit was actually submitted to the bank. In general, bank transactions submitted after 3:00 p.m. on any given business day may experience delayed posting. This rule may vary from branch to branch. It is normal for branches in remote areas and small towns to use a different reporting schedule than branches of banks in bigger cities.

The best policy for depositing agencies is to be consistent about the time of day deposits are made, generally, prior to 3:00 p.m. on any given business day.

Can we use the night depository for our bank deposits?

In general, the answer is NO.

For many reasons, the Administrative Manual (AAM 50.100), specifies that the night depository will not be used unless your agency has permission for specific circumstances.

If you think you have such a situation contact Cash Management for advice.

If I need help researching a missing deposit, what information does Cash Management expect me to provide?

The following information will help us find the transaction:

  • The bank at which the deposit was made.
  • The date of the deposit.
  • The total amount of the deposit.
  • The subaccount number.
  • If available, copies of the validated deposit slip. It will help prove a deposit was in fact made on a given date.

Can I simply call the bank myself to request assistance in resolving an error or problem?

No, do not contact the bank directly.

By Alaska Statute, the Cash Management section is charged with the responsibility of managing various relationships with our financial institutions. We have many state agencies and field offices initiating daily deposit transactions. If every field office took their problems directly to the bank, banks would be overwhelmed with research requests.

In many cases, we can address an agency's concerns with the treasury systems at our disposal, thereby reducing the number of requests that we make to our banks. Additionally, the banks charge the State Treasury service fees for research requests.

What should I do if I find an error with a deposit after it has been submitted?

Do not contact the bank.

In most cases, the depository bank will find errors in deposits during reconciliation, also called the "proofing process". Every bank has a proof department whose main purpose is to check the accuracy of the teller transactions. When the bank’s proof department detects errors they will issue a credit or debit adjustment and send it to Cash Management for processing. After the review process and appropriate accounting entries are completed, Cash Management will forward copies of these adjustments to the agency contact person.

How are NSF checks handled?

Images of checks returned due to non-sufficient funds (NSF), accounts closed, or for other reasons are sent directly to the Cash Management section. Upon receipt of the checks, Cash Management will forward a copy of the NSF or other items being charged back to the appropriate agency.

It is the responsibility of the agency to establish the amount of the NSF check(s) as a receivable and take action to collect it from the maker. Agencies are responsible for making a concerted effort to collect amounts represented by dishonored checks. Agencies are required to clear their returned item suspense accounts on a regular and routine basis.

How do I obtain copies of items that were included in a deposit?

The best way is to make deposits using remote deposit capture to image your checks as you make the deposit. Alternatively, you can make your own copies prior to making the original deposit. Some agencies use subsidiary cash receipt ledger systems for this purpose.

If you absolutely must have copies of deposited items, contact Cash Management. We will contact the depository bank for copies. Once the information is received from the bank we will forward copies to you.

Please note the State is charged fees for each research request we make. To minimize expense, it is important that agencies exercise due diligence before requesting copies of deposits.

How do I get a new subaccount?

If you need a new subaccount please submit a Subaccount request form, which can be found on our Forms page.

If you have questions regarding what banks are available in which communities or other detailed questions about this process, please contact Cash Management for assistance.

Bank Supplies

What should I do if I run out of deposit slips?

Contact Cash Management immediately and advise us of your situation.

Cash Management must be advised if counter deposit slips are going to be necessary. If counter deposit slips are used, please be sure that they show the agency name and the deposit subaccount number.

How do I re-order deposit slips?

Contact Cash Management and provide a copy of the deposit slip you are using today, with your request for us to place an order. Deposit slips come in boxes of 200.

 

What is the difference between a pre-printed deposit slip and a counter deposit slip?

Pre-printed deposit slips are encoded with Magnetic Ink Character Recognition (MICR) fields on the bottom of the deposit slip. The bank information placed there is read by high speed reader machines and provides automated reporting of transaction details. This information is returned to us by the bank in electronic reports.

Counter deposit slips do not contain the same MICR information so those transactions are exceptions and are handled manually.

How do I order replacement endorsement stamps?

Contact Cash Management and provide a copy of the endorsement you need along with a request for a new stamp.

 

How do we pay for bank supplies?

Treasury, Cash Management pays for most deposit supplies on behalf of state agencies.

There are a few exceptions, if you have a specific bank supply question, please contact Cash Management.

How long does it take to fill orders for bank supplies?

Please be sure to keep an accurate inventory of your banking supplies so that you can allow enough time for supply orders to be filled.

Pre-printed deposit slips and endorsement stamps can take from 10 business days or more to obtain. Plan ahead!

IRIS

How can I add or change a Cash Receipt in IRIS?

Agencies do not have the authority to add or change a Cash Receipt. Only the Department of Revenue, Treasury Division is authorized to record and change treasury receipt transactions in IRIS.

Also see the IRIS Training Manuals (SOA Only) or if you need assistance with a cash receipt please contact Cash Management for help.

How are Cash Receipts (CRs) added to IRIS?

Agencies and field offices make deposits at designated banks. Each business day Cash Management retrieves electronic reports of banking activity from each of these banks. The transactional data is processed through a treasury management system. At the end of the day, the treasury system interfaces the qualified and processed bank data into IRIS in the form of CRs.

 

CR1 & CR2 Match Process

 

Warrants

What bank clears warrants?

Key Bank of Alaska currently holds the contract to process and redeem State of Alaska Treasury Warrants.

 

How do I obtain a copy of a State Treasury Warrant?

Only a State agency can request a warrant copy. Individuals or businesses that require a copy of a redeemed treasury warrant must contact the State agency that originally issued the payment to them to request a copy. The State agency must submit a request for a copy to Cash Management.

To obtain a copy of a redeemed warrant (front and back) a state agency must complete a Warrant Request form, which can be found on our Forms page.

Warrant requests are filled as time permits. Some requests take longer to fill, depending on the age of the redeemed item. If the item is over seven years old, a copy may not be available.

How do I obtain a copy of a warrant that has been paid by EDI?

We are unable to obtain a copy of a warrant that has been paid by EDI as no physical item exists for warrants paid electronically.

In order to obtain remittance information, you need to use the EDI Payment Inquiry (http://dof.doa.alaska.gov/aapvis/). This system is provided for the use of vendors who do business with the state and who have requested that payments be deposited directly to their bank account.

Payment information is kept on the Electronic Payment Inquiry website for approximately six months.

What is Payee Positive Pay?

Payee positive pay is an advanced system used by banks to help reduce check fraud.  The system enables the bank to review various aspects of a check presented for payment and compare them against a supplied list of checks issued.  The bank pays out each check only if all the comparisons can be verified.  This helps ensure that altered checks or checks issued fraudulently are not paid out.  This more advanced fraud protection tool compares the payee name on the physical check or treasury warrant presented to the bank with the payee name listed on file when the check was originally created and thus detects when the payee name has been altered.

If you have any questions about this topic please contact Cash Management for more information.

 

What is Remote Deposit Capture?

Remote Deposit Capture (RDC) is a service which allows a user to scan checks and transmit the scanned images to a bank for redemption clearing. There are costs associated with this service and it is only cost effective in a large volume check processing locations.

The basic requirements for an RDC service currently include a PC, an internet connection, a check scanner and a banking partner.

Federal Grant Payment Processing

We have a new federal grant and they want banking instructions, how do I fill out the form?

The Cash Management section will complete banking information request forms on behalf of State agencies.

The Alaska Administrative Manual (AAM 50.120) specifies that Cash Management is charged with the responsibility to provide banking information on behalf of State agencies in Alaska.

Contact Cash Management for assistance.

How are federal grant payments received?

Federal Grant payments come from a variety of payment systems at the federal level. The most commonly used are ASAP, PMS-Smartlink, GAPS Online, PAPRS, among others.

Federal grants are usually received by ACH, but some payments come via Fedwire transfer.

What is the deadline for Federal Grant drawdowns?

Wire – Requests must be received by Cash Management before 10:00 a.m. for same day settlement. Settlement will occur before 2:00 p.m.

ACH – Requests must be received by Cash Management before 11:00 a.m. for next day settlement. Settlement will occur the next morning.

Cash Management supports two major Federal Grant Drawdown systems and makes draws from them: PMS-SmartLink and ASAP. Both systems will process ACH transactions and ASAP will process wire transactions.

Note: Grant payments can only be requested to settle on Federal Reserve business days. They cannot settle on Saturday, Sunday, or Federal Reserve banking holidays.

Where do I get forms to drawdown federal grant funds?

Visit our Forms page and look for the applicable form.

 

What is ASAP?

ASAP (Automated Standard Application for Payments) is a Federal payment and information system, designed to provide a single point of contact for the request and delivery of Federal funds. ASAP was developed by Financial Management Services (FMS) of the U.S. Treasury and the Federal Reserve Bank (FRB) of Richmond, Virginia.

The Cash Management section of Alaska’s Treasury coordinates all enrollments in the ASAP system for State of Alaska agencies.

How does an agency get notified when grant authorizations are established or amended in ASAP?

ASAP Notifications are messages generated by the federal agency when they make changes to a grantee’s award or authorization. Users of the ASAP system can read these messages when they log on to ASAP for inquiry purposes. Unread Notification messages are retained for 25 business days. Read Notification messages are retained for five business days and then deleted.

 

What is PMS Smartlink?

SMARTLINK is a federal grant payment application that is used in Treasury, Cash Management to draw federal grant funds on behalf of State Agencies. Grant Recipients assigned to SMARTLINK can access the Payment Management System (PMS) SMARTLINK and conduct grant inquires and file financial reports (272’s).

The Cash Management section of Alaska’s Treasury coordinates all enrollments in this system for State agencies.

What is the Payment Management System (PMS)?

PMS was developed by the US Dept of Health & Human Services to establish a centralized computer system with the capability of paying federal assistance grants, contracts, and block grants. The main purpose of this federal system is to serve as an intermediary between awarding federal agencies and the recipients of grants and contracts.

The Cash Management section of Alaska’s Treasury coordinates all enrollments in this system for State of Alaska agencies.

Where can agencies find on-line information for ASAP and Smartlink?

Electronic Fund Transfers (EFT's)

What are electronic fund transfer (EFT) transactions?

An EFT is the movement of funds by non-paper means (i.e., electronically), usually through a payment system such as the ACH Network or Fedwire Network.

 

Does the State of Alaska accept EFT (Electronic Funds Transfer) payments for tax payments?

Yes, the Alaska Dept of Revenue, Tax Division accepts electronic funds transfer in the following forms: ACH Debit and Fedwire Transfers. You can get more information by visiting the Tax Division website.

Separate from the Dept of Revenue’s Tax Division the State of Alaska has other electronic tax payment systems in place. For information about EFT payments to the Alaska Dept of Community & Economic Development, Division of Insurance please visit their website.

Taxpayers who need to make EFT payments to the Alaska Dept of Natural Resources, for Oil & Gas Royalties or Leases should contact that agency directly for instructions. If you have further questions, please visit the DNR website.

Does the State of Alaska accept EFT for payments other than tax?

Yes, additional electronic payment types can be originated using via the “MyAlaska” service, for a complete list visit the MyAlaska website.


What are EDI transactions?

See AAM 38.225.

EDI stands for Electronic Data Interchange. It is the electronic movement of business data between or within companies in a structured data format that permits data relevant to the payment to be transferred with the bank transaction.

The State of Alaska actually uses a payment method called FEDI, (Financial Electronic Data Interchange) for qualified vendor payments. To learn more, please visit the Admin electronic payment vendor webpage.

What does ACH mean?

ACH stands for Automated Clearing House. It is the national industry standard for electronic fund transfers not initiated through the Federal Reserve’s Fedwire system.

 

What is an ACH transaction?

See AAM 38.220.

An ACH transaction is a bank transaction electronically transmitted from one financial institution to another. ACH transactions can be stored or "warehoused" to settle on a future date. On settlement day, the transaction debits one bank account and credits another.

Many federal grant payment transactions are made by ACH. ACH transactions are commonly used for repetitive transactions such as student loan payments or monthly tax payments.

A good example of an ACH transaction is direct deposit payroll.

What is the difference between a wire transfer and an ACH transaction?

See AAM 38.200.

ACH transactions can be established to pre-authorize transfers involving regular, recurring payments. Also, the ACH network, in accordance with NACHA operating rules, offers the ability to reclaim, stop pay, reinitiate, reverse or return transmitted or already released transactions.

A wire transfer is irrevocable.

How do I set up a state agency to receive ACH payments?

State agencies are not allowed to set up electronic banking transaction requests.

Per the Alaska Administrative Manual (AAM 50.120), Cash Management is charged with the responsibility to set up all ACH accounts and enrollments for Alaska State Agencies to receive electronic payments.

Contact Cash Management for more information.

What is the Federal phone number to call to identify an electronic payment received?

Refer to the U.S. Department of Treasury, Division of Financial Management Service website to locate the appropriate phone number.

 

What does NACHA stand for?

NACHA stands for The National Automated Clearing House Association. It is the rule setting body for the nation’s primary electronic payments system.

For additional information, please visit the NACHA website.

What is Beaches?

The Beaches system provides state agencies a way to receive electronic payments via agency web applications.

For more information, please visit our Beaches ACH Payment Solution page.

How can we obtain wire transfer instructions?

For security reasons, these instructions are no longer available on this website.

If you need to send an inbound payment please contact the agency you are trying to pay and ask for our wire transfer instructions.

Outbound wire transfer payments are rare and only used for large repetitive and time sensitive payments, which must be arranged several days in advance with the Cash Manager. Contact your agency Finance Officer for more information.

How is a wire transfer received?

Wire transfers are received at the State’s bank and the transactions are reported to Cash Management daily. Cash Management processes the bank transactions and interfaces all wire transactions to IRIS each business day.

Wire transfer instructions are available by contacting Cash Management.

How do I send a wire transfer?

See AAM 38.235.

Only Cash Management can send outbound wire transfers. Agencies who need to send a wire transfer must contact Cash Management for assistance.

What is an ABA number?

An ABA number is a unique bank identification number assigned by the Federal Reserve. The ABA number designates a bank and its location to which an item must be delivered. A number of banks have more than one identification number, which facilitates the handling of certain types of checks or other types of bank transactions.

The ABA number is also referred to as the Transit Routing Number.

I am trying to fill out a form that is asking me for an ABA number, where can I find that?

Agencies are not authorized to establish bank accounts, initiate ACH or wire transfers, or fill out direct deposit forms for the State.

Please contact Cash Management for more information or assistance.

Credit Card and Merchant Accounts

Does the State accept payments by credit card?

Yes, the state has numerous credit card merchant accounts set up for many state of Alaska agencies to accept payment by credit card. Not all payments to the State of Alaska can be made this way. Payments accepted by credit card are limited by the individual payment types and policies of the state agency collecting the payment.  

 

Other

What is your fax number?

Cash Management’s fax number is (907) 465-2454.

 

What is a "direct post" transaction?

Many bank transactions that are reported to Cash Management have pre-determined financial coding associated with them. These transactions are directly posted to the specified accounting templates. Transactions that are not associated with pre-determined coding are posted to Treasury Receipts or are otherwise manually assigned financial coding by Cash Management.

If you have questions regarding direct coding of transactions please contact Cash Management.