Mobile Deposits & Treasury Payment Processing

Department: Treasury / Finance Process Owner: Administrative Assistant Last Updated: January 2026

1. Overview and Purpose

Objective: To define procedures for handling incoming checks via mobile deposit and for releasing treasury-led outgoing payments outside of standard accounts payable processing. This SOP ensures secure processing of inbound funds and proper execution of scheduled treasury transactions.

2. Scope

This SOP applies to two major functions:

1. Mobile Deposits: Processing of physical checks received from donors or funders
2. Treasury Payments: Manual or treasury-directed outgoing payments (e.g., tax payments, urgent wires)

It does not include vendor accounts payable payments or payroll processing, which are covered under separate SOPs.

3. Step-by-Step Process

3.1 Receive and Log Incoming Checks

• Administrative Assistant collects mailed or hand-delivered checks
• Log each check in the Electronic Check Deposit Log (Excel), capturing:
  • Date received
  • Donor / funder name
  • Amount
  • Intended deposit account (Operating, Restricted Fund, Capital Campaign, etc.)
• Email scanned copy of check and any accompanying documentation to Development / Fundraising Manager

Reviewer / Back-up: Development / Fundraising Manager

3.2 Determine Correct Deposit Account

• Confirm fund designation (from letter or communication)
• Identify whether the check should go into:
  • Operating Account
  • Restricted Fund Account
  • Capital Campaign Account
  • Reserve Account
• If designation is unclear, coordinate with Development Manager or Finance Director

Reviewer / Back-up: Finance Director

3.3 Process Mobile Deposit

• Using mobile app from relevant banking portal:
  • Endorse check
  • Upload image
  • Confirm amount, account, and submit
  • Take screenshot or save deposit confirmation page
• Save confirmation to designated electronic folder (e.g., "Deposit Confirmations")

Reviewer / Back-up: Administrative Assistant

3.4 Treasury-Initiated Outgoing Payments

• For outgoing treasury-managed payments (not accounts payable):
  • Confirm payment amount and payee
  • Obtain written approval from Finance Director or Controller
  • Log into bank portal and initiate transaction (ACH or wire)
  • Save PDF of confirmation to "Outgoing Payments" electronic folder
  • Update Treasury Payment Log (Excel) with transaction info

Reviewer / Back-up: Controller

3.5 Reconcile Payments and Deposits Monthly

• At month-end, reconcile mobile deposits and treasury payments to:
  • Bank statements
  • General ledger transactions
  • Donation / receivables ledger (donor management system)
• Investigate and resolve any discrepancies

Reviewer / Back-up: Accounting Coordinator / Controller

4. Key Roles and Responsibilities

Implementation Note: Organizations should document bank portal and mobile deposit app access privileges. Update permissions immediately upon staff changes or separations. Conduct periodic access reviews to ensure appropriate segregation of duties.

5. Key Files and Systems

• Electronic Check Deposit Log (Excel) – Tracks all physical checks
• Mobile Deposit Apps – Used for submitting endorsed checks
• Treasury Payment Log (Excel) – Tracks manual outgoing transactions
• Electronic Treasury Folder – Archive for deposit confirmations and approvals
• Donor Management System – Tracks donor payments and pledge applications
• Bank Portals – Used for transaction review and reconciliation

6. Exceptions and Special Cases

• Large Checks (over organizational threshold): May require in-person branch deposit rather than mobile deposit
• Unclear Donor Designation: Deposit is held until resolved in writing; no assumptions are made
• Treasury Urgent Wires: Require same-day written approval and post-payment reconciliation
• Returned Checks: If a check is rejected, remove from log and notify Development and Accounting teams

7. Risks and Controls Summary