Customer story · City College of San Francisco
Getting greener with IntelleCheck payment processing
City College of San Francisco stopped printing and filing paper check copies. IntelleCheck now turns each check copy into a searchable PDF, saving the college over $100,000 a year.
San Francisco, California
Public, 2-year college
IntelleCheck
- Over $100,000 saved a yearImaging integration saves over $100,000 a year in paper, toner, and employee time.
- Happier usersStaff find any check copy with a simple electronic search.
- Go-green goal, metLess printing helps CCSF meet the City of San Francisco’s green standards.
City College of San Francisco at a glance
1935
Founded
100,000+
Students
3,200+
Faculty and staff
10
Campuses
01
The challenge
Every month, a stack of check copies to print and file
On a monthly basis, the Finance department at City College of San Francisco (CCSF) printed and manually stored copies of checks.
Not only was this a time-consuming process, it was a waste of toner and paper as well as storage space. Retrieving those printed file copies was also a huge challenge.
Printing every copy
Check copies were printed every month, wasting toner and paper.
Filing by hand
Copies were stored manually, taking up storage space.
Finding them again
Retrieving those printed file copies was a huge challenge.
In addition, the City of San Francisco has a “go-green” program that asks businesses and organizations in the city to adopt environmentally friendly practices that are sustainable, profitable, and protect the environment.
“We wanted to align ourselves with the City of San Francisco’s “go-green” program and we knew that cutting down on our printing would assist with this alignment.”
Don Lind · Director Payroll Services
CCSF wanted to save money and be aligned with the City’s program, so it looked for a better solution that was integrated with its current technology.
02
The solution
From printed copies to a searchable PDF archive
CCSF selected the IntelleCheck payment processing solution from Evisions, and has been an Evisions client and IntelleCheck user since June 2005.
IntelleCheck is directly integrated with the Banner Finance and Human Resource modules and replaced the standard payment processes. CCSF could print checks on blank secure check stock instead of costly pre-printed forms, and not having printed blank checks made for a more secure solution.
IntelleCheck streamlines and enhances the look of the college’s printed and electronic checks, and provides a better level of service to vendors, students, and employees.
“IntelleCheck by Evisions enhances the look of our checks and allows us to have electronic versions of the checks that can be accessed by students and staff.”
Romy Lao · Principal Business Analyst
Imaging integration ends the filing
In 2008, Evisions released IntelleCheck 3.0: completely web based, with scheduling and delivery for direct deposit advices, integration with Higher One’s Refund Management solution for electronic refunds, PDF copies of checks, and imaging integration. When CCSF heard about imaging integration, they contacted Evisions immediately, hoping to end their manual process of printing and sorting check copies.
The free upgrade was an easy process and did not require many CCSF IT resources. Once upgraded, CCSF could use the PDF integration with Banner Document Management System (BDMS) / Xtender to create a PDF file of each check copy and push it into their BDMS imaging tool.
| Before | With IntelleCheck |
|---|---|
| Check copies printed every month | A PDF file created for each check copy |
| Paper copies stored by hand, taking up space | PDFs pushed into the BDMS imaging tool |
| Retrieving a filed copy was a huge challenge | A simple electronic search finds any check copy |
| Costly pre-printed check forms | Blank secure check stock |
“
We estimate that we have saved over $100,000 a year in paper costs, toner costs and employee time with direct deposit, electronic copies of checks and integration with image solution.
John Bilmont · Chief Financial Officer, City College of San Francisco
03
The results
Over $100,000 a year, and a greener college
Users now simply log into their BDMS imaging solution and find the PDF copy of the check they are looking for with a simple electronic search. This capability has improved user satisfaction.
The solution is 100% electronic and helps CCSF meet the green standards that the City of San Francisco has set. Less printing means less paper used. Fewer toner requirements translate into less plastic used.
CCSF estimates that the inexpensive imaging integration module saves over $100,000 a year in paper, toner, and employee time, a significant saving that is welcome in a tough economic climate.
Over $100,000 a year
Saved in paper, toner, and employee time.
Copies found by search
Any check copy is a simple electronic search away.
Aligned with go-green
100% electronic check copies help meet the City’s green standards.
More secure checks
Blank secure check stock replaced costly pre-printed forms.
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Your turn
Make check printing a non-event
Tell us how checks are printed and secured today. We will show you secure, on-demand check printing from your ERP.
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