Cash Handling Cash Handling Training Training Presented by: - - PDF document

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Cash Handling Cash Handling Training Training Presented by: - - PDF document

1/29/201 WA S H I N G T O N S T AT E 6 U N I V E R S I T Y Cash Handling Cash Handling Training Training Presented by: esented by: WSU C U Cont ntrol roller rs s Of Office Revised May 2012 The following two slides identify


slide-1
SLIDE 1

1/29/201 6 Template-WSU Hrz 201.ppt 1 WA S H I N G T O N S T AT E U N I V E R S I T Y

Cash Handling Cash Handling Training Training

Revised May 2012

Presented by: esented by:

WSU C U Cont ntrol roller’ r’s s Of Office

The following two slides identify important cash handling resources discussed in this training:

  • The first slide lists various cash handling

forms and where to obtain them.

  • The second slide lists the sections in the

Business Policies and Procedures Manual (BPPM) that pertain to the topics of this presentation.

FORM LOCATION

WSU D-RecEIPT

  • CONTROLLER’S

WSU D-RecEIPT AUTHORIZATION

  • WSU RECEIPT REQUEST
  • RECEIPT LOG SHEET
  • CONTROLLER’S

CASH DEPOSIT REPORT

  • CONTROLLER’S

INVOICE VOUCHER

  • CENTRAL STORES

BPPM 30.52.7 BPPM 30.52.8

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SLIDE 2

1/29/201 6 Template-WSU Hrz 201.ppt 2 WA S H I N G T O N S T AT E U N I V E R S I T Y

BPPM FINANCIAL

FINANCE

  • ACCOUNTING FOR WSU MONIES
  • PETTY CASH
  • TILL CASH
  • WSU RECEIPTS
  • CASH HANDLING
  • REFUNDS
  • CASH REGISTERS
  • BPPM SECTION 30

BPPM 30.02 BPPM 30.50 BPPM 30.51 BPPM 30.52 BPPM 30.53 BPPM 30.55 BPPM 30.59

OBJECTIVES OF COURSE

  • Safeguarding Monies
  • Receipt and Deposit Money
  • WSU Receipt Authorization
  • Use of Revenue Codes
  • Dealing with Foreign Currency
  • Handling Returned Checks
  • Reimbursing Petty Cash
  • Process Refund of Revenue
  • Review Internal Control Policies

See BPPM SECTION 30

SAFEGUARDING MONIES

  • Deposit weekly or when receive $100
  • Cash never left unattended
  • Cash counted out of view of customers
  • Limit access to cash and vaults
  • Cash locked up (no common locks)
  • Endorse checks upon receipt
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SLIDE 3

1/29/201 6 Template-WSU Hrz 201.ppt 3 WA S H I N G T O N S T AT E U N I V E R S I T Y

Whether a deposit consists of revenue or recoveries of expenditures, the basic receipting and depositing is the same. The following steps are taken when depositing funds to the WSU cashier’s section.

BASIC DEPOSITS BASIC DEPOSITS BASIC DEPOSITS (include) BASIC DEPOSITS (include)

WSU D-Receipts & log sheets Cash deposit report Two calculator tapes on checks Wrap coins in wrappers Three copies of deposit slips

It is state and university policy to issue a receipt for each instance that money is

  • received. WSU has adopted the use of the

WSU D-Receipt and WSU Logsheet to account for issuing receipts, or, accounting for money received on behalf

  • f WSU.

D-RECEIPT D-RECEIPT

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SLIDE 4

1/29/201 6 Template-WSU Hrz 201.ppt 4 WA S H I N G T O N S T AT E U N I V E R S I T Y

  • The following slides give an example of

a D-Receipt and how to complete the form.

  • A D-Receipt should always be

prepared for all cash sales.

  • Checks can be listed on the WSU

Logsheet.

D-RECEIPT D-RECEIPT

WSU RECEIPT

WASHINGTON STATE UNIVERSITY PULLMAN, WA 99164-1025

RECEIPT FOR: Customer Order No. Received By

TM

Date

02/22/95

Cash

X

Check Received On Account CUSTOMER’S NAME

Joe Smith

ADDRESS - PLEASE INCLUDE ZIP CODE 221 7th Street

Anytown, WA 12345

QUAN UNIT DESCRIPTION PRICE AMOUNT

WSU Seminar 95 50 00

CUSTOMER’S NUMBER

12345678

Make check payable to: CONTROLLER, WSU PULLMAN, WA 99164-1025 TOTAL SALE Sales Tax Fund App Pro Budget Src SS Project TT 148 01 01A 1111 420 99 2222

50 00

149 05 18D 7873 777 13 3812 WSU 1054-CONTRO0001-0788 TOTAL

50 00

WSU RECEIPT

WASHINGTON STATE UNIVERSITY PULLMAN, WA 99164-1025

RECEIPT FOR: Customer Order No. Received By

TM

Date

02/22/95

Cash

X

Check Received On Account CUSTOMER’S NAME

Joe Smith

ADDRESS - PLEASE INCLUDE ZIP CODE 221 7th Street

Anytown, WA 12345

QUAN UNIT DESCRIPTION PRICE AMOUNT

WSU Seminar 95 50 00

CUSTOMER’S NUMBER

12345678

Make check payable to: CONTROLLER, WSU PULLMAN, WA 99164-1025 TOTAL SALE Sales Tax Fund App Pro Budget Src SS Project TT 148 01 01A 1111 420 99 2222

50 00

149 05 18D 7873 777 13 3812 WSU 1054-CONTRO0001-0788 TOTAL

50 00

Indicate whether the payment received was by cash, check, or bankcard. D-RECEIPT D-RECEIPT

  • Payment Type -
  • Payment Type -
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SLIDE 5

1/29/201 6 Template-WSU Hrz 201.ppt 5 WA S H I N G T O N S T AT E U N I V E R S I T Y

WSU RECEIPT

WASHINGTON STATE UNIVERSITY PULLMAN, WA 99164-1025

RECEIPT FOR: Customer Order No. Received By

TM

Date

02/22/95

Cash

X

Check Received On Account CUSTOMER’S NAME

Joe Smith

ADDRESS - PLEASE INCLUDE ZIP CODE 221 7th Street

Anytown, WA 12345

QUAN UNIT DESCRIPTION PRICE AMOUNT

WSU Seminar 95 50 00

CUSTOMER’S NUMBER

12345678

Make check payable to: CONTROLLER, WSU PULLMAN, WA 99164-1025 TOTAL SALE Sales Tax Fund App Pro Budget Src SS Project TT 148 01 01A 1111 420 99 2222

50 00

149 05 18D 7873 777 13 3812 WSU 1054-CONTRO0001-0788 TOTAL

50 00

WSU RECEIPT

WASHINGTON STATE UNIVERSITY PULLMAN, WA 99164-1025

RECEIPT FOR: Customer Order No. Received By

TM

Date

02/22/95

Cash

X

Check Received On Account CUSTOMER’S NAME

Joe Smith

ADDRESS - PLEASE INCLUDE ZIP CODE 221 7th Street

Anytown, WA 12345

QUAN UNIT DESCRIPTION PRICE AMOUNT

WSU Seminar 95 50 00

CUSTOMER’S NUMBER

12345678

Make check payable to: CONTROLLER, WSU PULLMAN, WA 99164-1025 TOTAL SALE Sales Tax Fund App Pro Budget Src SS Project TT 148 01 01A 1111 420 99 2222

50 00

149 05 18D 7873 777 13 3812 WSU 1054-CONTRO0001-0788 TOTAL

50 00

Payment Type Payment Type

Whomever prepares the D-Receipt initials in this space on the form. The person preparing the D-Receipt should be the same person who accepted the payment.

D-RECEIPT D-RECEIPT

  • Prepared By -
  • Prepared By -

WSU RECEIPT

WASHINGTON STATE UNIVERSITY PULLMAN, WA 99164-1025

RECEIPT FOR: Customer Order No. Received By

TM

Date

02/22/95

Cash

X

Check Received On Account CUSTOMER’S NAME

Joe Smith

ADDRESS - PLEASE INCLUDE ZIP CODE 221 7th Street

Anytown, WA 12345

QUAN UNIT DESCRIPTION PRICE AMOUNT

WSU Seminar 95 50 00

CUSTOMER’S NUMBER

12345678

Make check payable to: CONTROLLER, WSU PULLMAN, WA 99164-1025 TOTAL SALE Sales Tax Fund App Pro Budget Src SS Project TT 148 01 01A 1111 420 99 2222

50 00

149 05 18D 7873 777 13 3812 WSU 1054-CONTRO0001-0788 TOTAL

50 00

WSU RECEIPT

WASHINGTON STATE UNIVERSITY PULLMAN, WA 99164-1025

RECEIPT FOR: Customer Order No. Received By

TM

Date

02/22/95

Cash

X

Check Received On Account CUSTOMER’S NAME

Joe Smith

ADDRESS - PLEASE INCLUDE ZIP CODE 221 7th Street

Anytown, WA 12345

QUAN UNIT DESCRIPTION PRICE AMOUNT

WSU Seminar 95 50 00

CUSTOMER’S NUMBER

12345678

Make check payable to: CONTROLLER, WSU PULLMAN, WA 99164-1025 TOTAL SALE Sales Tax Fund App Pro Budget Src SS Project TT 148 01 01A 1111 420 99 2222

50 00

149 05 18D 7873 777 13 3812 WSU 1054-CONTRO0001-0788 TOTAL

50 00

Preparer’s Initials Preparer’s Initials

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SLIDE 6

1/29/201 6 Template-WSU Hrz 201.ppt 6 WA S H I N G T O N S T AT E U N I V E R S I T Y

Indicate the date that the payment was received. The D-Receipt should be prepared at the time the money is received.

D-RECEIPT D-RECEIPT

  • Date Recieved -
  • Date Recieved -

WSU RECEIPT

WASHINGTON STATE UNIVERSITY PULLMAN, WA 99164-1025

RECEIPT FOR: Customer Order No. Received By

TM

Date

02/22/95

Cash

X

Check Received On Account CUSTOMER’S NAME

Joe Smith

ADDRESS - PLEASE INCLUDE ZIP CODE 221 7th Street

Anytown, WA 12345

QUAN UNIT DESCRIPTION PRICE AMOUNT

WSU Seminar 95 50 00

CUSTOMER’S NUMBER

12345678

Make check payable to: CONTROLLER, WSU PULLMAN, WA 99164-1025 TOTAL SALE Sales Tax Fund App Pro Budget Src SS Project TT 148 01 01A 1111 420 99 2222

50 00

149 05 18D 7873 777 13 3812 WSU 1054-CONTRO0001-0788 TOTAL

50 00

WSU RECEIPT

WASHINGTON STATE UNIVERSITY PULLMAN, WA 99164-1025

RECEIPT FOR: Customer Order No. Received By

TM

Date

02/22/95

Cash

X

Check Received On Account CUSTOMER’S NAME

Joe Smith

ADDRESS - PLEASE INCLUDE ZIP CODE 221 7th Street

Anytown, WA 12345

QUAN UNIT DESCRIPTION PRICE AMOUNT

WSU Seminar 95 50 00

CUSTOMER’S NUMBER

12345678

Make check payable to: CONTROLLER, WSU PULLMAN, WA 99164-1025 TOTAL SALE Sales Tax Fund App Pro Budget Src SS Project TT 148 01 01A 1111 420 99 2222

50 00

149 05 18D 7873 777 13 3812 WSU 1054-CONTRO0001-0788 TOTAL

50 00

Date Prepared Date Prepared

Fill in the name and address of the person making payment to WSU. This is important information to have on file in the event a refund will need to be done at a later date

D-RECEIPT D-RECEIPT

  • Name and Address -
  • Name and Address -
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SLIDE 7

1/29/201 6 Template-WSU Hrz 201.ppt 7 WA S H I N G T O N S T AT E U N I V E R S I T Y

WSU RECEIPT

WASHINGTON STATE UNIVERSITY PULLMAN, WA 99164-1025

RECEIPT FOR: Customer Order No. Received By

TM

Date

02/22/95

Cash

X

Check Received On Account CUSTOMER’S NAME

Joe Smith

ADDRESS - PLEASE INCLUDE ZIP CODE 221 7th Street

Anytown, WA 12345

QUAN UNIT DESCRIPTION PRICE AMOUNT

WSU Seminar 95 50 00

CUSTOMER’S NUMBER

12345678

Make check payable to: CONTROLLER, WSU PULLMAN, WA 99164-1025 TOTAL SALE Sales Tax Fund App Pro Budget Src SS Project TT 148 01 01A 1111 420 99 2222

50 00

149 05 18D 7873 777 13 3812 WSU 1054-CONTRO0001-0788 TOTAL

50 00

WSU RECEIPT

WASHINGTON STATE UNIVERSITY PULLMAN, WA 99164-1025

RECEIPT FOR: Customer Order No. Received By

TM

Date

02/22/95

Cash

X

Check Received On Account CUSTOMER’S NAME

Joe Smith

ADDRESS - PLEASE INCLUDE ZIP CODE 221 7th Street

Anytown, WA 12345

QUAN UNIT DESCRIPTION PRICE AMOUNT

WSU Seminar 95 50 00

CUSTOMER’S NUMBER

12345678

Make check payable to: CONTROLLER, WSU PULLMAN, WA 99164-1025 TOTAL SALE Sales Tax Fund App Pro Budget Src SS Project TT 148 01 01A 1111 420 99 2222

50 00

149 05 18D 7873 777 13 3812 WSU 1054-CONTRO0001-0788 TOTAL

50 00

Name & Address Name & Address

Fill in a description of the product or service that was performed. Be sure to fill in the amount received for the product or service

D-RECEIPT D-RECEIPT

  • Description -
  • Description -

WSU RECEIPT

WASHINGTON STATE UNIVERSITY PULLMAN, WA 99164-1025

RECEIPT FOR: Customer Order No. Received By

TM

Date

02/22/95

Cash

X

Check Received On Account CUSTOMER’S NAME

Joe Smith

ADDRESS - PLEASE INCLUDE ZIP CODE 221 7th Street

Anytown, WA 12345

QUAN UNIT DESCRIPTION PRICE AMOUNT

WSU Seminar 95 50 00

CUSTOMER’S NUMBER

12345678

Make check payable to: CONTROLLER, WSU PULLMAN, WA 99164-1025 TOTAL SALE Sales Tax Fund App Pro Budget Src SS Project TT 148 01 01A 1111 420 99 2222

50 00

149 05 18D 7873 777 13 3812 WSU 1054-CONTRO0001-0788 TOTAL

50 00

WSU RECEIPT

WASHINGTON STATE UNIVERSITY PULLMAN, WA 99164-1025

RECEIPT FOR: Customer Order No. Received By

TM

Date

02/22/95

Cash

X

Check Received On Account CUSTOMER’S NAME

Joe Smith

ADDRESS - PLEASE INCLUDE ZIP CODE 221 7th Street

Anytown, WA 12345

QUAN UNIT DESCRIPTION PRICE AMOUNT

WSU Seminar 95 50 00

CUSTOMER’S NUMBER

12345678

Make check payable to: CONTROLLER, WSU PULLMAN, WA 99164-1025 TOTAL SALE Sales Tax Fund App Pro Budget Src SS Project TT 148 01 01A 1111 420 99 2222

50 00

149 05 18D 7873 777 13 3812 WSU 1054-CONTRO0001-0788 TOTAL

50 00

Description Description Amount Amount

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SLIDE 8

1/29/201 6 Template-WSU Hrz 201.ppt 8 WA S H I N G T O N S T AT E U N I V E R S I T Y

Indicate the budget coding where the funds are to be deposited. This is also valuable if and when a refund of revenue needs to be prepared.

D-RECEIPT D-RECEIPT

  • Budget Coding -
  • Budget Coding -

WSU RECEIPT

WASHINGTON STATE UNIVERSITY PULLMAN, WA 99164-1025

RECEIPT FOR: Customer Order No. Received By

TM

Date

02/22/95

Cash

X

Check Received On Account CUSTOMER’S NAME

Joe Smith

ADDRESS - PLEASE INCLUDE ZIP CODE 221 7th Street

Anytown, WA 12345

QUAN UNIT DESCRIPTION PRICE AMOUNT

WSU Seminar 95 50 00

CUSTOMER’S NUMBER

12345678

Make check payable to: CONTROLLER, WSU PULLMAN, WA 99164-1025 TOTAL SALE Sales Tax Fund App Pro Budget Src SS Project TT 148 01 01A 1111 420 99 2222

50 00

149 05 18D 7873 777 13 3812 WSU 1054-CONTRO0001-0788 TOTAL

50 00

WSU RECEIPT

WASHINGTON STATE UNIVERSITY PULLMAN, WA 99164-1025

RECEIPT FOR: Customer Order No. Received By

TM

Date

02/22/95

Cash

X

Check Received On Account CUSTOMER’S NAME

Joe Smith

ADDRESS - PLEASE INCLUDE ZIP CODE 221 7th Street

Anytown, WA 12345

QUAN UNIT DESCRIPTION PRICE AMOUNT

WSU Seminar 95 50 00

CUSTOMER’S NUMBER

12345678

Make check payable to: CONTROLLER, WSU PULLMAN, WA 99164-1025 TOTAL SALE Sales Tax Fund App Pro Budget Src SS Project TT 148 01 01A 1111 420 99 2222

50 00

149 05 18D 7873 777 13 3812 WSU 1054-CONTRO0001-0788 TOTAL

50 00

Budget Coding Budget Coding

Indicate the amount for each line of budget coding and sum the total at the bottom of the D-Receipt

D-RECEIPT D-RECEIPT

  • Amounts -
  • Amounts -
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SLIDE 9

1/29/201 6 Template-WSU Hrz 201.ppt 9 WA S H I N G T O N S T AT E U N I V E R S I T Y

WSU RECEIPT

WASHINGTON STATE UNIVERSITY PULLMAN, WA 99164-1025

RECEIPT FOR: Customer Order No. Received By

TM

Date

02/22/95

Cash

X

Check Received On Account CUSTOMER’S NAME

Joe Smith

ADDRESS - PLEASE INCLUDE ZIP CODE 221 7th Street

Anytown, WA 12345

QUAN UNIT DESCRIPTION PRICE AMOUNT

WSU Seminar 95 50 00

CUSTOMER’S NUMBER

12345678

Make check payable to: CONTROLLER, WSU PULLMAN, WA 99164-1025 TOTAL SALE Sales Tax Fund App Pro Budget Src SS Project TT 148 01 01A 1111 420 99 2222

50 00

149 05 18D 7873 777 13 3812 WSU 1054-CONTRO0001-0788 TOTAL

50 00

WSU RECEIPT

WASHINGTON STATE UNIVERSITY PULLMAN, WA 99164-1025

RECEIPT FOR: Customer Order No. Received By

TM

Date

02/22/95

Cash

X

Check Received On Account CUSTOMER’S NAME

Joe Smith

ADDRESS - PLEASE INCLUDE ZIP CODE 221 7th Street

Anytown, WA 12345

QUAN UNIT DESCRIPTION PRICE AMOUNT

WSU Seminar 95 50 00

CUSTOMER’S NUMBER

12345678

Make check payable to: CONTROLLER, WSU PULLMAN, WA 99164-1025 TOTAL SALE Sales Tax Fund App Pro Budget Src SS Project TT 148 01 01A 1111 420 99 2222

50 00

149 05 18D 7873 777 13 3812 WSU 1054-CONTRO0001-0788 TOTAL

50 00

Line Amount Line Amount Total Amount Total Amount WSU RECEIPT

WASHINGTON STATE UNIVERSITY PULLMAN, WA 99164-1025

RECEIPT FOR: Customer Order No. Received By

TM

Date

02/22/95

Cash

X

Check Received On Account CUSTOMER’S NAME

Joe Smith

ADDRESS - PLEASE INCLUDE ZIP CODE 221 7th Street

Anytown, WA 12345

QUAN UNIT DESCRIPTION PRICE AMOUNT

WSU Seminar 95 50 00

CUSTOMER’S NUMBER

12345678

Make check payable to: CONTROLLER, WSU PULLMAN, WA 99164-1025 TOTAL SALE Sales Tax Fund App Pro Budget Src SS Project TT 148 01 01A 1111 420 99 2222

50 00

149 05 18D 7873 777 13 3812 WSU 1054-CONTRO0001-0788 TOTAL

50 00

WSU RECEIPT

WASHINGTON STATE UNIVERSITY PULLMAN, WA 99164-1025

RECEIPT FOR: Customer Order No. Received By

TM

Date

02/22/95

Cash

X

Check Received On Account CUSTOMER’S NAME

Joe Smith

ADDRESS - PLEASE INCLUDE ZIP CODE 221 7th Street

Anytown, WA 12345

QUAN UNIT DESCRIPTION PRICE AMOUNT

WSU Seminar 95 50 00

CUSTOMER’S NUMBER

12345678

Make check payable to: CONTROLLER, WSU PULLMAN, WA 99164-1025 TOTAL SALE Sales Tax Fund App Pro Budget Src SS Project TT 148 01 01A 1111 420 99 2222

50 00

149 05 18D 7873 777 13 3812 WSU 1054-CONTRO0001-0788 TOTAL

50 00

Properly Completed D-Receipt Properly Completed D-Receipt

WSU LOGSHEET The WSU Logsheet is used to record the receipt of checks and bankcards in lieu of issuing a D-Receipt. The following slides give examples of the log sheet and how to complete one.

WSU LOGSHEET WSU LOGSHEET

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SLIDE 10

1/29/201 6 Template-WSU Hrz 201.ppt 10 WA S H I N G T O N S T AT E U N I V E R S I T Y

RECEIPT LOG SHEET

CHECKS AND BANKCARDS ONLY WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER

DEPARTMENT

Accounting

  • DEPT. NO.

1060

PREPARED BY

  • S. Thompson

DATE PREPARED

2/2/95

LOG SHEET NUMBER

00001

PAYMENT RECEIVED FROM AMOUNT DATE RECEIVED PAYMENT TYPE* ACCOUNT NO. COMMENTS BUDGET PROJECT SRC SS

Joe Smith 10.00 2/2/95 C 1111 2222 420 99 Seminar 95 Betty Jones 15.00 2/2/95 C 1123 2211 420 99 Photocopies

WSU 1364 CONTR 148-0602

TOTAL 25.00 * Under Payment Type, enter C for check of BC for bankcard.

RECEIPT LOG SHEET

CHECKS AND BANKCARDS ONLY WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER

DEPARTMENT

Accounting

  • DEPT. NO.

1060

PREPARED BY

  • S. Thompson

DATE PREPARED

2/2/95

LOG SHEET NUMBER

00001

PAYMENT RECEIVED FROM AMOUNT DATE RECEIVED PAYMENT TYPE* ACCOUNT NO. COMMENTS BUDGET PROJECT SRC SS

Joe Smith 10.00 2/2/95 C 1111 2222 420 99 Seminar 95 Betty Jones 15.00 2/2/95 C 1123 2211 420 99 Photocopies

WSU 1364 CONTR 148-0602

TOTAL 25.00 * Under Payment Type, enter C for check of BC for bankcard.

Indicate the department by name and

number that received the payments or deposits.

WSU LOGSHEET

WSU LOGSHEET WSU LOGSHEET

  • Department -
  • Department -

RECEIPT LOG SHEET

CHECKS AND BANKCARDS ONLY WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER

DEPARTMENT

Accounting

  • DEPT. NO.

1060

PREPARED BY

  • S. Thompson

DATE PREPARED

2/2/95

LOG SHEET NUMBER

00001

PAYMENT RECEIVED FROM AMOUNT DATE RECEIVED PAYMENT TYPE* ACCOUNT NO. COMMENTS BUDGET PROJECT SRC SS

Joe Smith 10.00 2/2/95 C 1111 2222 420 99 Seminar 95 Betty Jones 15.00 2/2/95 C 1123 2211 420 99 Photocopies

WSU 1364 CONTR 148-0602

TOTAL 25.00 * Under Payment Type, enter C for check of BC for bankcard.

RECEIPT LOG SHEET

CHECKS AND BANKCARDS ONLY WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER

DEPARTMENT

Accounting

  • DEPT. NO.

1060

PREPARED BY

  • S. Thompson

DATE PREPARED

2/2/95

LOG SHEET NUMBER

00001

PAYMENT RECEIVED FROM AMOUNT DATE RECEIVED PAYMENT TYPE* ACCOUNT NO. COMMENTS BUDGET PROJECT SRC SS

Joe Smith 10.00 2/2/95 C 1111 2222 420 99 Seminar 95 Betty Jones 15.00 2/2/95 C 1123 2211 420 99 Photocopies

WSU 1364 CONTR 148-0602

TOTAL 25.00 * Under Payment Type, enter C for check of BC for bankcard.

Department Department

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SLIDE 11

1/29/201 6 Template-WSU Hrz 201.ppt 11 WA S H I N G T O N S T AT E U N I V E R S I T Y

Indicate the name or initials of the person who prepared this logsheet.

WSU LOGSHEET

WSU LOGSHEET WSU LOGSHEET

  • Prepared By -
  • Prepared By -

RECEIPT LOG SHEET

CHECKS AND BANKCARDS ONLY WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER

DEPARTMENT

Accounting

  • DEPT. NO.

1060

PREPARED BY

  • S. Thompson

DATE PREPARED

2/2/95

LOG SHEET NUMBER

00001

PAYMENT RECEIVED FROM AMOUNT DATE RECEIVED PAYMENT TYPE* ACCOUNT NO. COMMENTS BUDGET PROJECT SRC SS

Joe Smith 10.00 2/2/95 C 1111 2222 420 99 Seminar 95 Betty Jones 15.00 2/2/95 C 1123 2211 420 99 Photocopies

WSU 1364 CONTR 148-0602

TOTAL 25.00 * Under Payment Type, enter C for check of BC for bankcard.

RECEIPT LOG SHEET

CHECKS AND BANKCARDS ONLY WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER

DEPARTMENT

Accounting

  • DEPT. NO.

1060

PREPARED BY

  • S. Thompson

DATE PREPARED

2/2/95

LOG SHEET NUMBER

00001

PAYMENT RECEIVED FROM AMOUNT DATE RECEIVED PAYMENT TYPE* ACCOUNT NO. COMMENTS BUDGET PROJECT SRC SS

Joe Smith 10.00 2/2/95 C 1111 2222 420 99 Seminar 95 Betty Jones 15.00 2/2/95 C 1123 2211 420 99 Photocopies

WSU 1364 CONTR 148-0602

TOTAL 25.00 * Under Payment Type, enter C for check of BC for bankcard.

Prepared By Prepared By

Indicate the date the logsheet is being prepared to record the deposit to the cashier’s office.

WSU LOGSHEET

WSU LOGSHEET WSU LOGSHEET

  • Date Prepared -
  • Date Prepared -
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SLIDE 12

1/29/201 6 Template-WSU Hrz 201.ppt 12 WA S H I N G T O N S T AT E U N I V E R S I T Y

RECEIPT LOG SHEET

CHECKS AND BANKCARDS ONLY WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER

DEPARTMENT

Accounting

  • DEPT. NO.

1060

PREPARED BY

  • S. Thompson

DATE PREPARED

2/2/95

LOG SHEET NUMBER

00001

PAYMENT RECEIVED FROM AMOUNT DATE RECEIVED PAYMENT TYPE* ACCOUNT NO. COMMENTS BUDGET PROJECT SRC SS

Joe Smith 10.00 2/2/95 C 1111 2222 420 99 Seminar 95 Betty Jones 15.00 2/2/95 C 1123 2211 420 99 Photocopies

WSU 1364 CONTR 148-0602

TOTAL 25.00 * Under Payment Type, enter C for check of BC for bankcard.

RECEIPT LOG SHEET

CHECKS AND BANKCARDS ONLY WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER

DEPARTMENT

Accounting

  • DEPT. NO.

1060

PREPARED BY

  • S. Thompson

DATE PREPARED

2/2/95

LOG SHEET NUMBER

00001

PAYMENT RECEIVED FROM AMOUNT DATE RECEIVED PAYMENT TYPE* ACCOUNT NO. COMMENTS BUDGET PROJECT SRC SS

Joe Smith 10.00 2/2/95 C 1111 2222 420 99 Seminar 95 Betty Jones 15.00 2/2/95 C 1123 2211 420 99 Photocopies

WSU 1364 CONTR 148-0602

TOTAL 25.00 * Under Payment Type, enter C for check of BC for bankcard.

Prepared Date Prepared Date

This number is preassigned on the logsheet. Departments that have been granted an exception to use their own logsheets will assign their own series of numbers.

WSU LOGSHEET

WSU LOGSHEET WSU LOGSHEET

  • Logsheet Number -
  • Logsheet Number -

RECEIPT LOG SHEET

CHECKS AND BANKCARDS ONLY WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER

DEPARTMENT

Accounting

  • DEPT. NO.

1060

PREPARED BY

  • S. Thompson

DATE PREPARED

2/2/95

LOG SHEET NUMBER

00001

PAYMENT RECEIVED FROM AMOUNT DATE RECEIVED PAYMENT TYPE* ACCOUNT NO. COMMENTS BUDGET PROJECT SRC SS

Joe Smith 10.00 2/2/95 C 1111 2222 420 99 Seminar 95 Betty Jones 15.00 2/2/95 C 1123 2211 420 99 Photocopies

WSU 1364 CONTR 148-0602

TOTAL 25.00 * Under Payment Type, enter C for check of BC for bankcard.

RECEIPT LOG SHEET

CHECKS AND BANKCARDS ONLY WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER

DEPARTMENT

Accounting

  • DEPT. NO.

1060

PREPARED BY

  • S. Thompson

DATE PREPARED

2/2/95

LOG SHEET NUMBER

00001

PAYMENT RECEIVED FROM AMOUNT DATE RECEIVED PAYMENT TYPE* ACCOUNT NO. COMMENTS BUDGET PROJECT SRC SS

Joe Smith 10.00 2/2/95 C 1111 2222 420 99 Seminar 95 Betty Jones 15.00 2/2/95 C 1123 2211 420 99 Photocopies

WSU 1364 CONTR 148-0602

TOTAL 25.00 * Under Payment Type, enter C for check of BC for bankcard.

Pre-assigned Log sheet Number Pre-assigned Log sheet Number

slide-13
SLIDE 13

1/29/201 6 Template-WSU Hrz 201.ppt 13 WA S H I N G T O N S T AT E U N I V E R S I T Y

Indicate the person or company from whom the money was received. If the same person has more than one check

  • r bankcard, list each one separately.

WSU LOGSHEET

WSU LOGSHEET WSU LOGSHEET

  • Payment By -
  • Payment By -

RECEIPT LOG SHEET

CHECKS AND BANKCARDS ONLY WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER

DEPARTMENT

Accounting

  • DEPT. NO.

1060

PREPARED BY

  • S. Thompson

DATE PREPARED

2/2/95

LOG SHEET NUMBER

00001

PAYMENT RECEIVED FROM AMOUNT DATE RECEIVED PAYMENT TYPE* ACCOUNT NO. COMMENTS BUDGET PROJECT SRC SS

Joe Smith 10.00 2/2/95 C 1111 2222 420 99 Seminar 95 Betty Jones 15.00 2/2/95 C 1123 2211 420 99 Photocopies

WSU 1364 CONTR 148-0602

TOTAL 25.00 * Under Payment Type, enter C for check of BC for bankcard.

RECEIPT LOG SHEET

CHECKS AND BANKCARDS ONLY WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER

DEPARTMENT

Accounting

  • DEPT. NO.

1060

PREPARED BY

  • S. Thompson

DATE PREPARED

2/2/95

LOG SHEET NUMBER

00001

PAYMENT RECEIVED FROM AMOUNT DATE RECEIVED PAYMENT TYPE* ACCOUNT NO. COMMENTS BUDGET PROJECT SRC SS

Joe Smith 10.00 2/2/95 C 1111 2222 420 99 Seminar 95 Betty Jones 15.00 2/2/95 C 1123 2211 420 99 Photocopies

WSU 1364 CONTR 148-0602

TOTAL 25.00 * Under Payment Type, enter C for check of BC for bankcard.

Payment Received From Payment Received From

Indicate the amount for each check

  • r bankcard received.

WSU LOGSHEET

WSU LOGSHEET WSU LOGSHEET

  • Amount -
  • Amount -
slide-14
SLIDE 14

1/29/201 6 Template-WSU Hrz 201.ppt 14 WA S H I N G T O N S T AT E U N I V E R S I T Y

RECEIPT LOG SHEET

CHECKS AND BANKCARDS ONLY WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER

DEPARTMENT

Accounting

  • DEPT. NO.

1060

PREPARED BY

  • S. Thompson

DATE PREPARED

2/2/95

LOG SHEET NUMBER

00001

PAYMENT RECEIVED FROM AMOUNT DATE RECEIVED PAYMENT TYPE* ACCOUNT NO. COMMENTS BUDGET PROJECT SRC SS

Joe Smith 10.00 2/2/95 C 1111 2222 420 99 Seminar 95 Betty Jones 15.00 2/2/95 C 1123 2211 420 99 Photocopies

WSU 1364 CONTR 148-0602

TOTAL 25.00 * Under Payment Type, enter C for check of BC for bankcard.

RECEIPT LOG SHEET

CHECKS AND BANKCARDS ONLY WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER

DEPARTMENT

Accounting

  • DEPT. NO.

1060

PREPARED BY

  • S. Thompson

DATE PREPARED

2/2/95

LOG SHEET NUMBER

00001

PAYMENT RECEIVED FROM AMOUNT DATE RECEIVED PAYMENT TYPE* ACCOUNT NO. COMMENTS BUDGET PROJECT SRC SS

Joe Smith 10.00 2/2/95 C 1111 2222 420 99 Seminar 95 Betty Jones 15.00 2/2/95 C 1123 2211 420 99 Photocopies

WSU 1364 CONTR 148-0602

TOTAL 25.00 * Under Payment Type, enter C for check of BC for bankcard.

Amount Amount

Indicate the date the payment or deposit is

  • received. This date may be different than

the logsheet prepared date. Normally, a logsheet is prepared for each day’s activity, depending on volume of receipts.

WSU LOGSHEET

WSU LOGSHEET WSU LOGSHEET

  • Date Received -
  • Date Received -

RECEIPT LOG SHEET

CHECKS AND BANKCARDS ONLY WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER

DEPARTMENT

Accounting

  • DEPT. NO.

1060

PREPARED BY

  • S. Thompson

DATE PREPARED

2/2/95

LOG SHEET NUMBER

00001

PAYMENT RECEIVED FROM AMOUNT DATE RECEIVED PAYMENT TYPE* ACCOUNT NO. COMMENTS BUDGET PROJECT SRC SS

Joe Smith 10.00 2/2/95 C 1111 2222 420 99 Seminar 95 Betty Jones 15.00 2/2/95 C 1123 2211 420 99 Photocopies

WSU 1364 CONTR 148-0602

TOTAL 25.00 * Under Payment Type, enter C for check of BC for bankcard.

RECEIPT LOG SHEET

CHECKS AND BANKCARDS ONLY WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER

DEPARTMENT

Accounting

  • DEPT. NO.

1060

PREPARED BY

  • S. Thompson

DATE PREPARED

2/2/95

LOG SHEET NUMBER

00001

PAYMENT RECEIVED FROM AMOUNT DATE RECEIVED PAYMENT TYPE* ACCOUNT NO. COMMENTS BUDGET PROJECT SRC SS

Joe Smith 10.00 2/2/95 C 1111 2222 420 99 Seminar 95 Betty Jones 15.00 2/2/95 C 1123 2211 420 99 Photocopies

WSU 1364 CONTR 148-0602

TOTAL 25.00 * Under Payment Type, enter C for check of BC for bankcard.

Date Received Date Received

slide-15
SLIDE 15

1/29/201 6 Template-WSU Hrz 201.ppt 15 WA S H I N G T O N S T AT E U N I V E R S I T Y

Indicate the type of payment received:

  • “C” indicates payment was received

by check.

  • “B” indicates the payment was

received by a bankcard.

WSU LOGSHEET

WSU LOGSHEET WSU LOGSHEET

  • Payment Type -
  • Payment Type -

RECEIPT LOG SHEET

CHECKS AND BANKCARDS ONLY WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER

DEPARTMENT

Accounting

  • DEPT. NO.

1060

PREPARED BY

  • S. Thompson

DATE PREPARED

2/2/95

LOG SHEET NUMBER

00001

PAYMENT RECEIVED FROM AMOUNT DATE RECEIVED PAYMENT TYPE* ACCOUNT NO. COMMENTS BUDGET PROJECT SRC SS

Joe Smith 10.00 2/2/95 C 1111 2222 420 99 Seminar 95 Betty Jones 15.00 2/2/95 C 1123 2211 420 99 Photocopies

WSU 1364 CONTR 148-0602

TOTAL 25.00 * Under Payment Type, enter C for check of BC for bankcard.

RECEIPT LOG SHEET

CHECKS AND BANKCARDS ONLY WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER

DEPARTMENT

Accounting

  • DEPT. NO.

1060

PREPARED BY

  • S. Thompson

DATE PREPARED

2/2/95

LOG SHEET NUMBER

00001

PAYMENT RECEIVED FROM AMOUNT DATE RECEIVED PAYMENT TYPE* ACCOUNT NO. COMMENTS BUDGET PROJECT SRC SS

Joe Smith 10.00 2/2/95 C 1111 2222 420 99 Seminar 95 Betty Jones 15.00 2/2/95 C 1123 2211 420 99 Photocopies

WSU 1364 CONTR 148-0602

TOTAL 25.00 * Under Payment Type, enter C for check of BC for bankcard.

Payment Type Payment Type

Also indicate relevant account information.

WSU LOGSHEET

WSU LOGSHEET WSU LOGSHEET

  • Account Information
  • Account Information
slide-16
SLIDE 16

1/29/201 6 Template-WSU Hrz 201.ppt 16 WA S H I N G T O N S T AT E U N I V E R S I T Y

RECEIPT LOG SHEET

CHECKS AND BANKCARDS ONLY WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER

DEPARTMENT

Accounting

  • DEPT. NO.

1060

PREPARED BY

  • S. Thompson

DATE PREPARED

2/2/95

LOG SHEET NUMBER

00001

PAYMENT RECEIVED FROM AMOUNT DATE RECEIVED PAYMENT TYPE* ACCOUNT NO. COMMENTS BUDGET PROJECT SRC SS

Joe Smith 10.00 2/2/95 C 1111 2222 420 99 Seminar 95 Betty Jones 15.00 2/2/95 C 1123 2211 420 99 Photocopies

WSU 1364 CONTR 148-0602

TOTAL 25.00 * Under Payment Type, enter C for check of BC for bankcard.

RECEIPT LOG SHEET

CHECKS AND BANKCARDS ONLY WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER

DEPARTMENT

Accounting

  • DEPT. NO.

1060

PREPARED BY

  • S. Thompson

DATE PREPARED

2/2/95

LOG SHEET NUMBER

00001

PAYMENT RECEIVED FROM AMOUNT DATE RECEIVED PAYMENT TYPE* ACCOUNT NO. COMMENTS BUDGET PROJECT SRC SS

Joe Smith 10.00 2/2/95 C 1111 2222 420 99 Seminar 95 Betty Jones 15.00 2/2/95 C 1123 2211 420 99 Photocopies

WSU 1364 CONTR 148-0602

TOTAL 25.00 * Under Payment Type, enter C for check of BC for bankcard.

Account Information Account Information

Consider including a brief description of the product or service provided.

WSU LOGSHEET

WSU LOGSHEET WSU LOGSHEET

  • Comments (optional) -
  • Comments (optional) -

RECEIPT LOG SHEET

CHECKS AND BANKCARDS ONLY WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER

DEPARTMENT

Accounting

  • DEPT. NO.

1060

PREPARED BY

  • S. Thompson

DATE PREPARED

2/2/95

LOG SHEET NUMBER

00001

PAYMENT RECEIVED FROM AMOUNT DATE RECEIVED PAYMENT TYPE* ACCOUNT NO. COMMENTS BUDGET PROJECT SRC SS

Joe Smith 10.00 2/2/95 C 1111 2222 420 99 Seminar 95 Betty Jones 15.00 2/2/95 C 1123 2211 420 99 Photocopies

WSU 1364 CONTR 148-0602

TOTAL 25.00 * Under Payment Type, enter C for check of BC for bankcard.

RECEIPT LOG SHEET

CHECKS AND BANKCARDS ONLY WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER

DEPARTMENT

Accounting

  • DEPT. NO.

1060

PREPARED BY

  • S. Thompson

DATE PREPARED

2/2/95

LOG SHEET NUMBER

00001

PAYMENT RECEIVED FROM AMOUNT DATE RECEIVED PAYMENT TYPE* ACCOUNT NO. COMMENTS BUDGET PROJECT SRC SS

Joe Smith 10.00 2/2/95 C 1111 2222 420 99 Seminar 95 Betty Jones 15.00 2/2/95 C 1123 2211 420 99 Photocopies

WSU 1364 CONTR 148-0602

TOTAL 25.00 * Under Payment Type, enter C for check of BC for bankcard.

Comments (not required) Comments (not required)

slide-17
SLIDE 17

1/29/201 6 Template-WSU Hrz 201.ppt 17 WA S H I N G T O N S T AT E U N I V E R S I T Y

Total each page of the logsheet. More than one logsheet may be used per deposit to the cashiers office.

WSU LOGSHEET

WSU LOGSHEET WSU LOGSHEET

  • Total -
  • Total -

RECEIPT LOG SHEET

CHECKS AND BANKCARDS ONLY WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER

DEPARTMENT

Accounting

  • DEPT. NO.

1060

PREPARED BY

  • S. Thompson

DATE PREPARED

2/2/95

LOG SHEET NUMBER

00001

PAYMENT RECEIVED FROM AMOUNT DATE RECEIVED PAYMENT TYPE* ACCOUNT NO. COMMENTS BUDGET PROJECT SRC SS

Joe Smith 10.00 2/2/95 C 1111 2222 420 99 Seminar 95 Betty Jones 15.00 2/2/95 C 1123 2211 420 99 Photocopies

WSU 1364 CONTR 148-0602

TOTAL 25.00 * Under Payment Type, enter C for check of BC for bankcard.

RECEIPT LOG SHEET

CHECKS AND BANKCARDS ONLY WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER

DEPARTMENT

Accounting

  • DEPT. NO.

1060

PREPARED BY

  • S. Thompson

DATE PREPARED

2/2/95

LOG SHEET NUMBER

00001

PAYMENT RECEIVED FROM AMOUNT DATE RECEIVED PAYMENT TYPE* ACCOUNT NO. COMMENTS BUDGET PROJECT SRC SS

Joe Smith 10.00 2/2/95 C 1111 2222 420 99 Seminar 95 Betty Jones 15.00 2/2/95 C 1123 2211 420 99 Photocopies

WSU 1364 CONTR 148-0602

TOTAL 25.00 * Under Payment Type, enter C for check of BC for bankcard.

Total Total RECEIPT LOG SHEET

CHECKS AND BANKCARDS ONLY WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER

DEPARTMENT

Accounting

  • DEPT. NO.

1060

PREPARED BY

  • S. Thompson

DATE PREPARED

2/2/95

LOG SHEET NUMBER

00001

PAYMENT RECEIVED FROM AMOUNT DATE RECEIVED PAYMENT TYPE* ACCOUNT NO. COMMENTS BUDGET PROJECT SRC SS

Joe Smith 10.00 2/2/95 C 1111 2222 420 99 Seminar 95 Betty Jones 15.00 2/2/95 C 1123 2211 420 99 Photocopies

WSU 1364 CONTR 148-0602

TOTAL 25.00 * Under Payment Type, enter C for check of BC for bankcard.

RECEIPT LOG SHEET

CHECKS AND BANKCARDS ONLY WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER

DEPARTMENT

Accounting

  • DEPT. NO.

1060

PREPARED BY

  • S. Thompson

DATE PREPARED

2/2/95

LOG SHEET NUMBER

00001

PAYMENT RECEIVED FROM AMOUNT DATE RECEIVED PAYMENT TYPE* ACCOUNT NO. COMMENTS BUDGET PROJECT SRC SS

Joe Smith 10.00 2/2/95 C 1111 2222 420 99 Seminar 95 Betty Jones 15.00 2/2/95 C 1123 2211 420 99 Photocopies

WSU 1364 CONTR 148-0602

TOTAL 25.00 * Under Payment Type, enter C for check of BC for bankcard.

Properly Completed Log Sheet Properly Completed Log Sheet

slide-18
SLIDE 18

1/29/201 6 Template-WSU Hrz 201.ppt 18 WA S H I N G T O N S T AT E U N I V E R S I T Y

  • Always issue a D-Receipt for cash sales.

The logsheet may be substituted for check and bankcard sales.

  • The total of all D-Receipts and logsheets

should agree with the money in the till, unless there is an overage or shortage (to be discussed later).

WSU RECEIPTS WSU RECEIPTS

  • Conclusion -
  • Conclusion -
  • The overall purpose of the receipt forms

is to account by transaction for all money received.

  • A beginning and ending transaction

number is needed to account for all transactions, including voids.

WSU RECEIPTS WSU RECEIPTS

  • Conclusion -
  • Conclusion -
  • All checks should have been endorsed at

the time of their receipt with the department or club name. Include the phrase “ for deposit only.”

  • Next, prepare the cash deposit report

which is discussed on the next series of slides

WSU RECEIPTS WSU RECEIPTS

  • Conclusion -
  • Conclusion -
slide-19
SLIDE 19

1/29/201 6 Template-WSU Hrz 201.ppt 19 WA S H I N G T O N S T AT E U N I V E R S I T Y

  • After summing the D-Receipts and

logsheets and reconciling to the amount of cash in the till, it is time to prepare the deposit.

  • Two adding machine tapes need to be

made on each bundle of checks.

  • Coins should be wrapped when

appropriate with the department name on each wrap.

DEPOSITING DEPOSITING

The cash deposit report is a summary indicating where to post the revenue to the subsidiary budget accounts. The following slides show examples and how to complete a cash deposit report.

CASH DEPOSIT REPORT CASH DEPOSIT REPORT

slide-20
SLIDE 20

1/29/201 6 Template-WSU Hrz 201.ppt 20 WA S H I N G T O N S T AT E U N I V E R S I T Y

Indicate the name and mail code of the department making the deposit of revenue.

CASH DEPOSIT REPORT CASH DEPOSIT REPORT

  • Department -
  • Department -

Name and Mail Code of Depositing Department Name and Mail Code of Depositing Department

Indicate the date the deposit is being made at the cashier’s office.

CASH DEPOSIT REPORT CASH DEPOSIT REPORT

  • Deposit Date -
  • Deposit Date -
slide-21
SLIDE 21

1/29/201 6 Template-WSU Hrz 201.ppt 21 WA S H I N G T O N S T AT E U N I V E R S I T Y

Date Prepared Date Prepared

Indicate the “To” and “From” series of D- Receipts and/or logsheets. The D-Receipts and logsheets must total the amount that is being deposited unless there is an

  • verage or shortage (to be discussed later).

CASH DEPOSIT REPORT CASH DEPOSIT REPORT

  • D-Receipt Series -
  • D-Receipt Series -

D-Receipt or Log sheet Series D-Receipt or Log sheet Series

slide-22
SLIDE 22

1/29/201 6 Template-WSU Hrz 201.ppt 22 WA S H I N G T O N S T AT E U N I V E R S I T Y

  • Any missing D-Receipts in a series are

listed in this space.

  • A memo should be attached

explaining if they are lost or destroyed

CASH DEPOSIT REPORT CASH DEPOSIT REPORT

  • Missing D-Receipts -
  • Missing D-Receipts -

Missing D-Receipt Missing D-Receipt

Indicate the budget coding to be used for this deposit. Multiple lines of coding are acceptable.

CASH DEPOSIT REPORT CASH DEPOSIT REPORT

  • Budget Coding -
  • Budget Coding -
slide-23
SLIDE 23

1/29/201 6 Template-WSU Hrz 201.ppt 23 WA S H I N G T O N S T AT E U N I V E R S I T Y

Budget Coding Budget Coding

The Source/Subsource is a five digit number indicating the source of the revenue. The sources can be found in “BALANCES” from the main menu page by using “PF6” and choosing “Revenue Codes.”

CASH DEPOSIT REPORT CASH DEPOSIT REPORT

  • Source -
  • Source -

Source & Sub source Source & Sub source

slide-24
SLIDE 24

1/29/201 6 Template-WSU Hrz 201.ppt 24 WA S H I N G T O N S T AT E U N I V E R S I T Y

This indicates whether the transaction is positive or negative:

  • Positive revenue is entered with a TT of

“01”

  • Negative revenue is entered with a TT of

“02” (to be discussed later)

CASH DEPOSIT REPORT CASH DEPOSIT REPORT

  • Transaction Type -
  • Transaction Type -

Transaction Type Transaction Type

Indicate the composition of money being deposited:

  • Coin
  • Currency
  • Checks
  • Bankcards

CASH DEPOSIT REPORT CASH DEPOSIT REPORT

  • Composition -
  • Composition -
slide-25
SLIDE 25

1/29/201 6 Template-WSU Hrz 201.ppt 25 WA S H I N G T O N S T AT E U N I V E R S I T Y

Composition Composition

  • Two signatures are required.
  • The person preparing the cash deposit

report signs as preparer and a reviewer signs as the second signature

CASH DEPOSIT REPORT CASH DEPOSIT REPORT

  • Signatures -
  • Signatures -

Preparer’s Signature Preparer’s Signature Approval Signature Approval Signature

slide-26
SLIDE 26

1/29/201 6 Template-WSU Hrz 201.ppt 26 WA S H I N G T O N S T AT E U N I V E R S I T Y

Properly Completed Cash Deposit Report Properly Completed Cash Deposit Report

DEPOSIT TO CASHIER’S DEPOSIT TO CASHIER’S

After the cash deposit report is prepared and signed, take the cash deposit report with the yellow copies of any D-Receipts and log sheets and the money to the cashier’s window of the Controller’s Office. The cashiers will verify the funds, process the cash deposit report, assign a receipt number, and furnish the department a receipt. D-Receipts are issued through the Controller’s Office cashier’s section. Each department has a primary person responsible for these receipts. Secondary people may be assigned to pick up D-Receipts on behalf of the primary person

D-RECEIPT AUTHORIZATION D-RECEIPT AUTHORIZATION

slide-27
SLIDE 27

1/29/201 6 Template-WSU Hrz 201.ppt 27 WA S H I N G T O N S T AT E U N I V E R S I T Y

  • Receipt authorization

– Authorized by Dean or V.P. – Primary and secondary

  • Primary responsibilities

– Inventory of D-Receipts – Review cash deposit reports – Two signatures on cash deposit

  • Secondary responsibilities

– Pick-up D-Receipt supplies – Sign cash deposit report

D-RECEIPT PROCECURES D-RECEIPT PROCECURES

The following slides provide instructions for correctly completing the receipt authorization form.

RECEIPT AUTHORIZATION FORM RECEIPT AUTHORIZATION FORM

WSU RECEIPT AUTHORIZATION

WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER REVENUE/CASHIER SECTION FRENCH ADMINISTRATION 342 PULLMAN, WA 99164-1039

See 30.52 For Instructions. EFFECTIVE DATE

12/24/2001

COLLEGE

College of Sciences

DEPARTEMENT

Engineering

UNIT

3030

Indicate whether the change is to an ADD or DELETE. If an authorized individual leaves, delete that person and add the replacement on the same form. Add Del TYPE NAME (print of type) SIGNATURE (not required for deletes) WSU ID NUMBER TELEPHONE

X Primary Tim Taylor 11111111 X-XXXX X Secondary Sue Smith 22222222 X-XXXX X Secondary Al Borland 33333333 X-XXXX Secondary Secondary

I hereby authorize the University employees named above to:  Receive WSU Receipt forms from the Cashier Section of the Controller’s Office.  Be responsible for safeguarding and maintaining and accurate inventory of the Receipt forms.

 Verify deposits by reviewing and signing Cash Deposit Report forms.

DEAN OR VICE PRESIDENT APPROVAL NAME (print or type)

Butch Cougar

TITLE OF AUTHORIZING OFFICIAL

Dean of College of Sciences

SIGNATURE DATE Route completed and signed form to the Cashier Section of the Controller’s Office, mail code 1039. DATE RECEIVED IN CASHIER SECTION INITIALS OF CASHIER WSU 1370-CONTR149-0509

Revised 5-09 30.52.9

WSU RECEIPT AUTHORIZATION

WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER REVENUE/CASHIER SECTION FRENCH ADMINISTRATION 342 PULLMAN, WA 99164-1039

See 30.52 For Instructions. EFFECTIVE DATE

12/24/2001

COLLEGE

College of Sciences

DEPARTEMENT

Engineering

UNIT

3030

Indicate whether the change is to an ADD or DELETE. If an authorized individual leaves, delete that person and add the replacement on the same form. Add Del TYPE NAME (print of type) SIGNATURE (not required for deletes) WSU ID NUMBER TELEPHONE

X Primary Tim Taylor 11111111 X-XXXX X Secondary Sue Smith 22222222 X-XXXX X Secondary Al Borland 33333333 X-XXXX Secondary Secondary

I hereby authorize the University employees named above to:  Receive WSU Receipt forms from the Cashier Section of the Controller’s Office.  Be responsible for safeguarding and maintaining and accurate inventory of the Receipt forms.

 Verify deposits by reviewing and signing Cash Deposit Report forms.

DEAN OR VICE PRESIDENT APPROVAL NAME (print or type)

Butch Cougar

TITLE OF AUTHORIZING OFFICIAL

Dean of College of Sciences

SIGNATURE DATE Route completed and signed form to the Cashier Section of the Controller’s Office, mail code 1039. DATE RECEIVED IN CASHIER SECTION INITIALS OF CASHIER WSU 1370-CONTR149-0509

Revised 5-09 30.52.9

BPPM 30.52

slide-28
SLIDE 28

1/29/201 6 Template-WSU Hrz 201.ppt 28 WA S H I N G T O N S T AT E U N I V E R S I T Y

WSU RECEIPT AUTHORIZATION

WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER REVENUE/CASHIER SECTION FRENCH ADMINISTRATION 342 PULLMAN, WA 99164-1039

See 30.52 For Instructions. EFFECTIVE DATE

12/24/2001

COLLEGE

College of Sciences

DEPARTEMENT

Engineering

UNIT

3030

Indicate whether the change is to an ADD or DELETE. If an authorized individual leaves, delete that person and add the replacement on the same form. Add Del TYPE NAME (print of type) SIGNATURE (not required for deletes) WSU ID NUMBER TELEPHONE

X Primary Tim Taylor 11111111 X-XXXX X Secondary Sue Smith 22222222 X-XXXX X Secondary Al Borland 33333333 X-XXXX Secondary Secondary

I hereby authorize the University employees named above to:  Receive WSU Receipt forms from the Cashier Section of the Controller’s Office.  Be responsible for safeguarding and maintaining and accurate inventory of the Receipt forms.

 Verify deposits by reviewing and signing Cash Deposit Report forms.

DEAN OR VICE PRESIDENT APPROVAL NAME (print or type)

Butch Cougar

TITLE OF AUTHORIZING OFFICIAL

Dean of College of Sciences

SIGNATURE DATE Route completed and signed form to the Cashier Section of the Controller’s Office, mail code 1039. DATE RECEIVED IN CASHIER SECTION INITIALS OF CASHIER WSU 1370-CONTR149-0509

Revised 5-09 30.52.9

Date, College, Department, Unit Number Date, College, Department, Unit Number

WSU RECEIPT AUTHORIZATION

WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER REVENUE/CASHIER SECTION FRENCH ADMINISTRATION 342 PULLMAN, WA 99164-1039

See 30.52 For Instructions. EFFECTIVE DATE

12/24/2001

COLLEGE

College of Sciences

DEPARTEMENT

Engineering

UNIT

3030

Indicate whether the change is to an ADD or DELETE. If an authorized individual leaves, delete that person and add the replacement on the same form. Add Del TYPE NAME (print of type) SIGNATURE (not required for deletes) WSU ID NUMBER TELEPHONE

X Primary Tim Taylor 11111111 X-XXXX X Secondary Sue Smith 22222222 X-XXXX X Secondary Al Borland 33333333 X-XXXX Secondary Secondary

I hereby authorize the University employees named above to:  Receive WSU Receipt forms from the Cashier Section of the Controller’s Office.  Be responsible for safeguarding and maintaining and accurate inventory of the Receipt forms.

 Verify deposits by reviewing and signing Cash Deposit Report forms.

DEAN OR VICE PRESIDENT APPROVAL NAME (print or type)

Butch Cougar

TITLE OF AUTHORIZING OFFICIAL

Dean of College of Sciences

SIGNATURE DATE Route completed and signed form to the Cashier Section of the Controller’s Office, mail code 1039. DATE RECEIVED IN CASHIER SECTION INITIALS OF CASHIER WSU 1370-CONTR149-0509

Revised 5-09 30.52.9

Add or Delete Add or Delete

WSU RECEIPT AUTHORIZATION

WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER REVENUE/CASHIER SECTION FRENCH ADMINISTRATION 342 PULLMAN, WA 99164-1039

See 30.52 For Instructions. EFFECTIVE DATE

12/24/2001

COLLEGE

College of Sciences

DEPARTEMENT

Engineering

UNIT

3030

Indicate whether the change is to an ADD or DELETE. If an authorized individual leaves, delete that person and add the replacement on the same form. Add Del TYPE NAME (print of type) SIGNATURE (not required for deletes) WSU ID NUMBER TELEPHONE

X Primary Tim Taylor 11111111 X-XXXX X Secondary Sue Smith 22222222 X-XXXX X Secondary Al Borland 33333333 X-XXXX Secondary Secondary

I hereby authorize the University employees named above to:  Receive WSU Receipt forms from the Cashier Section of the Controller’s Office.  Be responsible for safeguarding and maintaining and accurate inventory of the Receipt forms.

 Verify deposits by reviewing and signing Cash Deposit Report forms.

DEAN OR VICE PRESIDENT APPROVAL NAME (print or type)

Butch Cougar

TITLE OF AUTHORIZING OFFICIAL

Dean of College of Sciences

SIGNATURE DATE Route completed and signed form to the Cashier Section of the Controller’s Office, mail code 1039. DATE RECEIVED IN CASHIER SECTION INITIALS OF CASHIER WSU 1370-CONTR149-0509

Revised 5-09 30.52.9

Primary or Secondary Primary or Secondary

slide-29
SLIDE 29

1/29/201 6 Template-WSU Hrz 201.ppt 29 WA S H I N G T O N S T AT E U N I V E R S I T Y

WSU RECEIPT AUTHORIZATION

WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER REVENUE/CASHIER SECTION FRENCH ADMINISTRATION 342 PULLMAN, WA 99164-1039

See 30.52 For Instructions. EFFECTIVE DATE

12/24/2001

COLLEGE

College of Sciences

DEPARTEMENT

Engineering

UNIT

3030

Indicate whether the change is to an ADD or DELETE. If an authorized individual leaves, delete that person and add the replacement on the same form. Add Del TYPE NAME (print of type) SIGNATURE (not required for deletes) WSU ID NUMBER TELEPHONE

X Primary Tim Taylor 11111111 X-XXXX X Secondary Sue Smith 22222222 X-XXXX X Secondary Al Borland 33333333 X-XXXX Secondary Secondary

I hereby authorize the University employees named above to:  Receive WSU Receipt forms from the Cashier Section of the Controller’s Office.  Be responsible for safeguarding and maintaining and accurate inventory of the Receipt forms.

 Verify deposits by reviewing and signing Cash Deposit Report forms.

DEAN OR VICE PRESIDENT APPROVAL NAME (print or type)

Butch Cougar

TITLE OF AUTHORIZING OFFICIAL

Dean of College of Sciences

SIGNATURE DATE Route completed and signed form to the Cashier Section of the Controller’s Office, mail code 1039. DATE RECEIVED IN CASHIER SECTION INITIALS OF CASHIER WSU 1370-CONTR149-0509

Revised 5-09 30.52.9

Name Name

WSU RECEIPT AUTHORIZATION

WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER REVENUE/CASHIER SECTION FRENCH ADMINISTRATION 342 PULLMAN, WA 99164-1039

See 30.52 For Instructions. EFFECTIVE DATE

12/24/2001

COLLEGE

College of Sciences

DEPARTEMENT

Engineering

UNIT

3030

Indicate whether the change is to an ADD or DELETE. If an authorized individual leaves, delete that person and add the replacement on the same form. Add Del TYPE NAME (print of type) SIGNATURE (not required for deletes) WSU ID NUMBER TELEPHONE

X Primary Tim Taylor 11111111 X-XXXX X Secondary Sue Smith 22222222 X-XXXX X Secondary Al Borland 33333333 X-XXXX Secondary Secondary

I hereby authorize the University employees named above to:  Receive WSU Receipt forms from the Cashier Section of the Controller’s Office.  Be responsible for safeguarding and maintaining and accurate inventory of the Receipt forms.

 Verify deposits by reviewing and signing Cash Deposit Report forms.

DEAN OR VICE PRESIDENT APPROVAL NAME (print or type)

Butch Cougar

TITLE OF AUTHORIZING OFFICIAL

Dean of College of Sciences

SIGNATURE DATE Route completed and signed form to the Cashier Section of the Controller’s Office, mail code 1039. DATE RECEIVED IN CASHIER SECTION INITIALS OF CASHIER WSU 1370-CONTR149-0509

Revised 5-09 30.52.9

Signature Signature

WSU RECEIPT AUTHORIZATION

WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER REVENUE/CASHIER SECTION FRENCH ADMINISTRATION 342 PULLMAN, WA 99164-1039

See 30.52 For Instructions. EFFECTIVE DATE

12/24/2001

COLLEGE

College of Sciences

DEPARTEMENT

Engineering

UNIT

3030

Indicate whether the change is to an ADD or DELETE. If an authorized individual leaves, delete that person and add the replacement on the same form. Add Del TYPE NAME (print of type) SIGNATURE (not required for deletes) WSU ID NUMBER TELEPHONE

X Primary Tim Taylor 11111111 X-XXXX X Secondary Sue Smith 22222222 X-XXXX X Secondary Al Borland 33333333 X-XXXX Secondary Secondary

I hereby authorize the University employees named above to:  Receive WSU Receipt forms from the Cashier Section of the Controller’s Office.  Be responsible for safeguarding and maintaining and accurate inventory of the Receipt forms.

 Verify deposits by reviewing and signing Cash Deposit Report forms.

DEAN OR VICE PRESIDENT APPROVAL NAME (print or type)

Butch Cougar

TITLE OF AUTHORIZING OFFICIAL

Dean of College of Sciences

SIGNATURE DATE Route completed and signed form to the Cashier Section of the Controller’s Office, mail code 1039. DATE RECEIVED IN CASHIER SECTION INITIALS OF CASHIER WSU 1370-CONTR149-0509

Revised 5-09 30.52.9

ID Number ID Number

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SLIDE 30

1/29/201 6 Template-WSU Hrz 201.ppt 30 WA S H I N G T O N S T AT E U N I V E R S I T Y

WSU RECEIPT AUTHORIZATION

WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER REVENUE/CASHIER SECTION FRENCH ADMINISTRATION 342 PULLMAN, WA 99164-1039

See 30.52 For Instructions. EFFECTIVE DATE

12/24/2001

COLLEGE

College of Sciences

DEPARTEMENT

Engineering

UNIT

3030

Indicate whether the change is to an ADD or DELETE. If an authorized individual leaves, delete that person and add the replacement on the same form. Add Del TYPE NAME (print of type) SIGNATURE (not required for deletes) WSU ID NUMBER TELEPHONE

X Primary Tim Taylor 11111111 X-XXXX X Secondary Sue Smith 22222222 X-XXXX X Secondary Al Borland 33333333 X-XXXX Secondary Secondary

I hereby authorize the University employees named above to:  Receive WSU Receipt forms from the Cashier Section of the Controller’s Office.  Be responsible for safeguarding and maintaining and accurate inventory of the Receipt forms.

 Verify deposits by reviewing and signing Cash Deposit Report forms.

DEAN OR VICE PRESIDENT APPROVAL NAME (print or type)

Butch Cougar

TITLE OF AUTHORIZING OFFICIAL

Dean of College of Sciences

SIGNATURE DATE Route completed and signed form to the Cashier Section of the Controller’s Office, mail code 1039. DATE RECEIVED IN CASHIER SECTION INITIALS OF CASHIER WSU 1370-CONTR149-0509

Revised 5-09 30.52.9

Telephone Number if Known Telephone Number if Known

WSU RECEIPT AUTHORIZATION

WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER REVENUE/CASHIER SECTION FRENCH ADMINISTRATION 342 PULLMAN, WA 99164-1039

See 30.52 For Instructions. EFFECTIVE DATE

12/24/2001

COLLEGE

College of Sciences

DEPARTEMENT

Engineering

UNIT

3030

Indicate whether the change is to an ADD or DELETE. If an authorized individual leaves, delete that person and add the replacement on the same form. Add Del TYPE NAME (print of type) SIGNATURE (not required for deletes) WSU ID NUMBER TELEPHONE

X Primary Tim Taylor 11111111 X-XXXX X Secondary Sue Smith 22222222 X-XXXX X Secondary Al Borland 33333333 X-XXXX Secondary Secondary

I hereby authorize the University employees named above to:  Receive WSU Receipt forms from the Cashier Section of the Controller’s Office.  Be responsible for safeguarding and maintaining and accurate inventory of the Receipt forms.

 Verify deposits by reviewing and signing Cash Deposit Report forms.

DEAN OR VICE PRESIDENT APPROVAL NAME (print or type)

Butch Cougar

TITLE OF AUTHORIZING OFFICIAL

Dean of College of Sciences

SIGNATURE DATE Route completed and signed form to the Cashier Section of the Controller’s Office, mail code 1039. DATE RECEIVED IN CASHIER SECTION INITIALS OF CASHIER WSU 1370-CONTR149-0509

Revised 5-09 30.52.9

Dean or V.P . Approval Dean or V.P . Approval

  • When requesting either D-Receipts or

Logsheets from the Controller’s Office, a Receipt Request Form must be filled

  • ut.
  • The following slides give instructions

for filling out this form.

RECEIPT REQUEST FORM RECEIPT REQUEST FORM

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1/29/201 6 Template-WSU Hrz 201.ppt 31 WA S H I N G T O N S T AT E U N I V E R S I T Y

WSU RECEIPT REQUEST

Submit an original and one copy of this form to the Cashiers Section of the Controller’s Office to request a supply of receipt forms. WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER PULLMAN, WA 99164-1039 COLLEGE/DEPARTMENT

ENGINEERING

  • ORG. NO.

3030

MAIL CODE

1033

TELEPHONE

335-3333

I am requesting that the following number and type of receipt forms be issued to the above-named department.

NUMBER OF FORMS WSU Receipts (D Receipts) Receipt Log Sheets

This request must be approved by either a primaty or alternate individual who is authorized to receive WSU Receipts. See BPPM 30.52.1.

APPROVAL NAME (TYPE OR PRINT)

Tim Taylor

WSU ID NUMBER

11111111

APPROVAL DATE

12/24/2001

APPROVAL SIGNATURE BEGINNING RECEIPT NUMBER

D123456

ENDING RECEIPT NUMBER D123500 ISSUE DATE

12/24/2001

CASHIER’S INITIALS

T.L.

DATE ENTERED

ENGINEERING

RECEIVED BY SIGNATURE

Sue Smith

RECEIVED BY DATE

12/24/2001

30.52.10

WSU 1371-CONTR150-0910

WSU RECEIPT REQUEST

Submit an original and one copy of this form to the Cashiers Section of the Controller’s Office to request a supply of receipt forms. WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER PULLMAN, WA 99164-1039 COLLEGE/DEPARTMENT

ENGINEERING

  • ORG. NO.

3030

MAIL CODE

1033

TELEPHONE

335-3333

I am requesting that the following number and type of receipt forms be issued to the above-named department.

NUMBER OF FORMS

5

WSU Receipts (D Receipts) Receipt Log Sheets

This request must be approved by either a primaty or alternate individual who is authorized to receive WSU Receipts. See BPPM 30.52.1.

APPROVAL NAME (TYPE OR PRINT)

Tim Taylor

WSU ID NUMBER

11111111

APPROVAL DATE

12/24/2001

APPROVAL SIGNATURE BEGINNING RECEIPT NUMBER

D123456

ENDING RECEIPT NUMBER D123500 ISSUE DATE

12/24/2001

CASHIER’S INITIALS

T.L.

DATE ENTERED

12/24/2001

RECEIVED BY SIGNATURE

Sue Smith

RECEIVED BY DATE

12/24/2001

30.52.10

WSU 1371-CONTR150-0910

X

Department, Org Number, Mail Code, Telephone Number Department, Org Number, Mail Code, Telephone Number

WSU RECEIPT REQUEST

Submit an original and one copy of this form to the Cashiers Section of the Controller’s Office to request a supply of receipt forms. WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER PULLMAN, WA 99164-1039 COLLEGE/DEPARTMENT

ENGINEERING

  • ORG. NO.

3030

MAIL CODE

1033

TELEPHONE

335-3333

I am requesting that the following number and type of receipt forms be issued to the above-named department.

NUMBER OF FORMS

5

WSU Receipts (D Receipts) Receipt Log Sheets

This request must be approved by either a primaty or alternate individual who is authorized to receive WSU Receipts. See BPPM 30.52.1.

APPROVAL NAME (TYPE OR PRINT)

Tim Taylor

WSU ID NUMBER

11111111

APPROVAL DATE

12/24/2001

APPROVAL SIGNATURE BEGINNING RECEIPT NUMBER

D123456

ENDING RECEIPT NUMBER D123500 ISSUE DATE

12/24/2001

CASHIER’S INITIALS

T.L.

DATE ENTERED

12/24/2001

RECEIVED BY SIGNATURE

Sue Smith

RECEIVED BY DATE

12/24/2001

30.52.10

WSU 1371-CONTR150-0910

X

Number and Type of Invoices or Log Sheets Requested Number and Type of Invoices or Log Sheets Requested

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1/29/201 6 Template-WSU Hrz 201.ppt 32 WA S H I N G T O N S T AT E U N I V E R S I T Y

WSU RECEIPT REQUEST

Submit an original and one copy of this form to the Cashiers Section of the Controller’s Office to request a supply of receipt forms. WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER PULLMAN, WA 99164-1039 COLLEGE/DEPARTMENT

ENGINEERING

  • ORG. NO.

3030

MAIL CODE

1033

TELEPHONE

335-3333

I am requesting that the following number and type of receipt forms be issued to the above-named department.

NUMBER OF FORMS

5

WSU Receipts (D Receipts) Receipt Log Sheets

This request must be approved by either a primaty or alternate individual who is authorized to receive WSU Receipts. See BPPM 30.52.1.

APPROVAL NAME (TYPE OR PRINT)

Tim Taylor

WSU ID NUMBER

11111111

APPROVAL DATE

12/24/2001

APPROVAL SIGNATURE BEGINNING RECEIPT NUMBER

D123456

ENDING RECEIPT NUMBER D123500 ISSUE DATE

12/24/2001

CASHIER’S INITIALS

T.L.

DATE ENTERED

12/24/2001

RECEIVED BY SIGNATURE

Sue Smith

RECEIVED BY DATE

12/24/2001

30.52.10

WSU 1371-CONTR150-0910

X

Approval Name and Signature Approval Name and Signature

WSU RECEIPT REQUEST

Submit an original and one copy of this form to the Cashiers Section of the Controller’s Office to request a supply of receipt forms. WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER PULLMAN, WA 99164-1039 COLLEGE/DEPARTMENT

ENGINEERING

  • ORG. NO.

3030

MAIL CODE

1033

TELEPHONE

335-3333

I am requesting that the following number and type of receipt forms be issued to the above-named department.

NUMBER OF FORMS

5

WSU Receipts (D Receipts) Receipt Log Sheets

This request must be approved by either a primaty or alternate individual who is authorized to receive WSU Receipts. See BPPM 30.52.1.

APPROVAL NAME (TYPE OR PRINT)

Tim Taylor

WSU ID NUMBER

11111111

APPROVAL DATE

12/24/2001

APPROVAL SIGNATURE BEGINNING RECEIPT NUMBER

D123456

ENDING RECEIPT NUMBER D123500 ISSUE DATE

12/24/2001

CASHIER’S INITIALS

T.L.

DATE ENTERED

12/24/2001

RECEIVED BY SIGNATURE

Sue Smith

RECEIVED BY DATE

12/24/2001

30.52.10

WSU 1371-CONTR150-0910

X

WSU ID Number and Approval Date WSU ID Number and Approval Date

X

  • The cashier’s will indicate the

beginning and ending receipt numbers

  • r log sheet numbers being dispersed

and the date.

  • The person receiving the receipts or log

sheets will sign and date the form.

RECEIPT REQUEST FORM RECEIPT REQUEST FORM

  • Controller’s Responsibility -
  • Controller’s Responsibility -
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1/29/201 6 Template-WSU Hrz 201.ppt 33 WA S H I N G T O N S T AT E U N I V E R S I T Y

WSU RECEIPT REQUEST

Submit an original and one copy of this form to the Cashiers Section of the Controller’s Office to request a supply of receipt forms. WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER PULLMAN, WA 99164-1039 COLLEGE/DEPARTMENT

ENGINEERING

  • ORG. NO.

3030

MAIL CODE

1033

TELEPHONE

335-3333

I am requesting that the following number and type of receipt forms be issued to the above-named department.

NUMBER OF FORMS

5

WSU Receipts (D Receipts) Receipt Log Sheets

This request must be approved by either a primaty or alternate individual who is authorized to receive WSU Receipts. See BPPM 30.52.1.

APPROVAL NAME (TYPE OR PRINT)

Tim Taylor

WSU ID NUMBER

11111111

APPROVAL DATE

12/24/2001

APPROVAL SIGNATURE BEGINNING RECEIPT NUMBER

D123456

ENDING RECEIPT NUMBER D123500 ISSUE DATE

12/24/2001

CASHIER’S INITIALS

T.L.

DATE ENTERED

12/24/2001

RECEIVED BY SIGNATURE

Sue Smith

RECEIVED BY DATE

12/24/2001

30.52.10

WSU 1371-CONTR150-0910

X

Issue Date and Beginning and Ending Numbers Issue Date and Beginning and Ending Numbers

WSU RECEIPT REQUEST

Submit an original and one copy of this form to the Cashiers Section of the Controller’s Office to request a supply of receipt forms. WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER PULLMAN, WA 99164-1039 COLLEGE/DEPARTMENT

ENGINEERING

  • ORG. NO.

3030

MAIL CODE

1033

TELEPHONE

335-3333

I am requesting that the following number and type of receipt forms be issued to the above-named department.

NUMBER OF FORMS

5

WSU Receipts (D Receipts) Receipt Log Sheets

This request must be approved by either a primaty or alternate individual who is authorized to receive WSU Receipts. See BPPM 30.52.1.

APPROVAL NAME (TYPE OR PRINT)

Tim Taylor

WSU ID NUMBER

11111111

APPROVAL DATE

12/24/2001

APPROVAL SIGNATURE BEGINNING RECEIPT NUMBER

D123456

ENDING RECEIPT NUMBER D123500 ISSUE DATE

12/24/2001

CASHIER’S INITIALS

T.L.

DATE ENTERED

12/24/2001

RECEIVED BY SIGNATURE

Sue Smith

RECEIVED BY DATE

12/24/2001

30.52.10

WSU 1371-CONTR150-0910

X

Recipient Signature and Received Date Recipient Signature and Received Date

INVENTORY CONTROL SHEET

Once per year the primary person should take an inventory of the D-Receipts and Log sheets

  • Indicate those used
  • Indicate those voided
  • Indicate those lost
  • Indicate those still on hand
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1/29/201 6 Template-WSU Hrz 201.ppt 34 WA S H I N G T O N S T AT E U N I V E R S I T Y

Departmental Information Departmental Information Receipt and Logsheet Series Issued Receipt and Logsheet Series Issued Used Numbers Used Numbers Voided Numbers Voided Numbers Missing Numbers Missing Numbers Unused Numbers Unused Numbers

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1/29/201 6 Template-WSU Hrz 201.ppt 35 WA S H I N G T O N S T AT E U N I V E R S I T Y

CASH REGISTER SALES CASH REGISTER SALES

If your department uses a cash register that sequentially numbers receipts, then you need not use the D-receipts and log sheets. A copy of the ring-out at the end of the day is attached to the cash deposit report, to be discussed next, as the back-up for the individual sales.

BPPM 30.59

CASH REGISTER REQUIREMENTS

  • Maintain complete records of cash

register activity

  • Close out cash register at the end of each

day

  • Complete a balance reconciliation for

each register

Departments must:

BPPM 30.59

CASH REGISTER REQUIREMENTS

  • One cash drawer or one cash register per cashier
  • Ability to record cashier identification name or

number on each transaction

  • A cash register tape and journal tape which record

all transactions

  • A key which enables readings or totals throughout

the business day

  • A grand total of cumulative sales which cannot be

reset to zero or continuous trans counter

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1/29/201 6 Template-WSU Hrz 201.ppt 36 WA S H I N G T O N S T AT E U N I V E R S I T Y

  • A void transaction key on the register or

department procedures in place to track voided transaction numbers

  • The ability to show money totals by type (cash,

check, bankcard, Cougar Card, etc.)

Note: A daily reconciliation sheet may be found in the PDF version of 30.59.5 as needed.

CASH REGISTER REQUIREMENTS Many departments are set up to receive payments by bankcard. Most of the departments are on electronic data capture and many are setting up web sites.

BANKCARD SALES BANKCARD SALES

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1/29/201 6 Template-WSU Hrz 201.ppt 37 WA S H I N G T O N S T AT E U N I V E R S I T Y

  • If the net of the bankcard sales is a

negative, the department must use a transaction type of 02.

  • If the net is positive, the department

uses atransaction type of 01.

  • Include the date of the transactions.
  • A separate cash deposit report must be

prepared for each day’s settlements.

BANKCARD SALES BANKCARD SALES

  • Transaction Types -
  • Transaction Types -

BANKCARD SALES BANKCARD SALES

  • Most departments use the electronic card

swipe.

  • When the bankcard machine is batched
  • ut at night, the money is electronically

fed to the bank.

  • The department need only prepare a cash

deposit report for the net amount of the credit card batchout.

  • Electronic Bankcards -
  • Electronic Bankcards -
  • A copy of the ring-out needs to be attached

to the cash deposit report. Do not include a copy of the individual sales.

  • Only the ring-out with the totals is needed.

This is run by the Controller’s Office as a “no money” transaction, since the money is already in the bank.

BANKCARD SALES BANKCARD SALES

  • Electronic Bankcards -
  • Electronic Bankcards -
slide-38
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1/29/201 6 Template-WSU Hrz 201.ppt 38 WA S H I N G T O N S T AT E U N I V E R S I T Y

There are many revenue sources to identify the purpose of the revenue. From the “AIS: BALANCES” main page, using “PF6” allows you to choose a complete list of sources. The following slide shows the most common sources used for most service centers on campus.

REVENUE CODES REVENUE CODES REVENUE CODES REVENUE CODES

SOURCE 420

  • OUTSIDE COLLEGE AREA

SOURCE 428

  • WITHIN COLLEGE AREA

SOURCE 451

  • OFF CAMPUS

BALANCES - MAIN MENU PF6

The transaction type indicates in accounting how to post the revenue. TT 01 and 02 For revenue using sources and subsources TT 05 and 06 For recoveries of expenditures, which use objects and subobjects

TRANSACTION TYPES TRANSACTION TYPES

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1/29/201 6 Template-WSU Hrz 201.ppt 39 WA S H I N G T O N S T AT E U N I V E R S I T Y

TRANSACTION TYPES TRANSACTION TYPES

TT – 01

  • POST POSITIVE REVENUE

TT – 02

  • POST NEGATIVE REVENUE

TT – 05

  • POST POSITIVE RECOVERY

TT – 06

  • POST NEGATIVE RECOVERY
  • To post an overage, post gross receipts,

the total of d-receipts and logsheets and use transaction type 01.

  • Then, post the overage using a

transaction type “01” for positive revenue, but use source 490-10. If there is more cash in the till drawer than receipts issued, there is an overage.

CASH OVERAGE CASH OVERAGE

In the following example, we had receipts and log sheets totaling $300 Our till at the end of the day was $310

  • We code the receipts as regular revenue to

source 420 and then code the overage using source 490.

  • The total posted equals the total amount
  • f money we have in the till.

CASH OVERAGE CASH OVERAGE

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SLIDE 40

1/29/201 6 Template-WSU Hrz 201.ppt 40 WA S H I N G T O N S T AT E U N I V E R S I T Y

  • Post the amount of receipts issued,

which will total D-Receipts and

  • logsheets. In this example, this is $300
  • Use the normal source/subsource to post

the revenue

  • Use transaction type 01 for positive

revenue

CASH OVERAGE CASH OVERAGE

  • Gross Receipts -
  • Gross Receipts -

Post Gross Receipts to Budget Coding Post Gross Receipts to Budget Coding

Post the overage to the account the gross receipts occurred. Many departments have an account designated for overs and shorts. This account may also be used.

CASH OVERAGE CASH OVERAGE

  • Overage Account -
  • Overage Account -
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1/29/201 6 Template-WSU Hrz 201.ppt 41 WA S H I N G T O N S T AT E U N I V E R S I T Y

Post Overage to Budget Coding Post Overage to Budget Coding

Use source 490 with subsource 10 to post an overage.

CASH OVERAGE CASH OVERAGE

  • Overage Source -
  • Overage Source -

Overage Source Overage Source Overage Sub Source Overage Sub Source

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SLIDE 42

1/29/201 6 Template-WSU Hrz 201.ppt 42 WA S H I N G T O N S T AT E U N I V E R S I T Y

Post an overage with transaction type “01”, since this is positive revenue.

CASH OVERAGE CASH OVERAGE

  • Overage Transaction Type -
  • Overage Transaction Type -

Positive Tran Type Positive Tran Type

The total amount of cash deposited will be more than the amount of D-Receipts and logsheets by the amount of the

  • verage.

CASH OVERAGE CASH OVERAGE

  • Total Amount -
  • Total Amount -
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1/29/201 6 Template-WSU Hrz 201.ppt 43 WA S H I N G T O N S T AT E U N I V E R S I T Y

Total Total Completed Cash Deposit Report for Overage Completed Cash Deposit Report for Overage

  • Post gross receipts
  • Post shortage as 490-11
  • Use TT-02

CASH SHORTRAGE CASH SHORTRAGE

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1/29/201 6 Template-WSU Hrz 201.ppt 44 WA S H I N G T O N S T AT E U N I V E R S I T Y

In the following example, we had gross receipts of $300. Our till at the end of the day was only $290.00. We will post gross receipts of $300 to our regular revenue, source 420, and $10 as a shortage using source 490-11, with a transaction type of 02 for negative

  • revenue. The total will now equal our

till amount.

CASH SHORTRAGE CASH SHORTRAGE

Post the gross receipts to the appropriate revenue accounts. The gross receipts is the total of the D-Receipts and logsheets being deposited.

CASH SHORTRAGE CASH SHORTRAGE

  • Gross Receipts -
  • Gross Receipts -

Post Gross Total to Budget Coding Post Gross Total to Budget Coding

slide-45
SLIDE 45

1/29/201 6 Template-WSU Hrz 201.ppt 45 WA S H I N G T O N S T AT E U N I V E R S I T Y

Post the shortage amount to the appropriate budget and project. Many departments use a specific account to post overs and shorts.

CASH SHORTRAGE CASH SHORTRAGE

  • Shortage Account -
  • Shortage Account -

Shortage Coding to Budget Coding Shortage Coding to Budget Coding

Post the shortage to source 490 and subsource 11. The source 490 is used for both overs and shorts, but the subsource is different to indicate if it is over or short.

CASH SHORTRAGE CASH SHORTRAGE

  • Shortage Source -
  • Shortage Source -
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1/29/201 6 Template-WSU Hrz 201.ppt 46 WA S H I N G T O N S T AT E U N I V E R S I T Y

Shortage Source Shortage Source Shortage Sub Source Shortage Sub Source

Use transaction type “02” for a shortage, since this is negative revenue.

CASH SHORTRAGE CASH SHORTRAGE

  • Shortage Transaction Type -
  • Shortage Transaction Type -

Negative Tran Type Negative Tran Type

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1/29/201 6 Template-WSU Hrz 201.ppt 47 WA S H I N G T O N S T AT E U N I V E R S I T Y

The total amount deposited will be lower than the gross receipts, or D-Receipts and logsheets by the amount of the shortage.

CASH SHORTRAGE CASH SHORTRAGE

  • Total Deposited -
  • Total Deposited -

Total Total Completed Cash Deposit Report for Shortage Completed Cash Deposit Report for Shortage

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1/29/201 6 Template-WSU Hrz 201.ppt 48 WA S H I N G T O N S T AT E U N I V E R S I T Y

CASH OVERAGES & SHORTRAGES CASH OVERAGES & SHORTRAGES

  • Conclusion -
  • Conclusion -

For both overages and shortages:

  • Post the gross amount of receipts issued
  • Adjust as a positive or a negative for the
  • verage and shortage

The total posted to all accounts will equal the amount of cash in the till. RECOVERY OF EXPENDITURE Occasionally a department will receive a rebate check or a check that is handled as a recovery of expenditure.

  • The receipting process is the same as for

revenue.

  • The difference is in completing the cash

deposit report.

RECOVERY OF EXPENDITURE RECOVERY OF EXPENDITURE

  • Prepare cash deposit report
  • Include vendor number
  • Include reference number
  • Use TT-05
slide-49
SLIDE 49

1/29/201 6 Template-WSU Hrz 201.ppt 49 WA S H I N G T O N S T AT E U N I V E R S I T Y

Instead of using a source/subsource as with revenue, use an object/subobject to indicate expenditure. This will be the same as the original expenditure you are recovering against.

RECOVERY OF EXPENDITURE RECOVERY OF EXPENDITURE

  • Object / Subobject -
  • Object / Subobject -

RECOVERY OF EXPENDITURE RECOVERY OF EXPENDITURE

  • $500 filing cabinet purchase
  • Vendor offers to reimburse

portion of cost

  • BALANCES provides:
  • object and sub object
  • vendor number and

reference number

  • TT-05

Object Object Sub Object Sub Object

slide-50
SLIDE 50

1/29/201 6 Template-WSU Hrz 201.ppt 50 WA S H I N G T O N S T AT E U N I V E R S I T Y

Use a transaction type of 05 for a positive recovery. As was mentioned earlier, 01 and 02 are used for revenue, 05 and 06 are used for recoveries of expenditures. In the following slide, the 01 should be an 05.

RECOVERY OF EXPENDITURE RECOVERY OF EXPENDITURE

  • Transaction Type -
  • Transaction Type -

Transaction Type Transaction Type

This number is the same as the original expenditure we are recovering against. It could be a payment request number, a travel number, a contract number, or some other reference number assigned at the time of original expense.

RECOVERY OF EXPENDITURE RECOVERY OF EXPENDITURE

  • Reference/Document Number -
  • Reference/Document Number -
slide-51
SLIDE 51

1/29/201 6 Template-WSU Hrz 201.ppt 51 WA S H I N G T O N S T AT E U N I V E R S I T Y

Reference Number Reference Number Reference number or document number

This is the vendor number assigned by Accounts Payable. This number could also be a student id number. Each vendor or student or staff member has a unique number assigned to them which can be found on BALANCES when locating the original expense.

RECOVERY OF EXPENDITURE RECOVERY OF EXPENDITURE

  • Vendor Number -
  • Vendor Number -
slide-52
SLIDE 52

1/29/201 6 Template-WSU Hrz 201.ppt 52 WA S H I N G T O N S T AT E U N I V E R S I T Y

Vendor Number Vendor Number Vendor number Completed Cash Deposit Report Completed Cash Deposit Report

slide-53
SLIDE 53

1/29/201 6 Template-WSU Hrz 201.ppt 53 WA S H I N G T O N S T AT E U N I V E R S I T Y

  • Many departments bill through the

receivables office. Those payments are made to the cashier’s office.

  • Occasionally, someone will pay in the
  • department. This money needs to be

deposited to the Controller’s Office as a Cash on Account, to clear the Accounts Receivable.

CASH ON ACCOUNT CASH ON ACCOUNT

  • The difference is that the money is not

directly deposited into a budget and project.

  • The money goes thru the receivables

posting and is eventually posted to the budget and project that the receivable was charged against.

  • This clears the customers account.

CASH ON ACCOUNT CASH ON ACCOUNT

ACBR502M BILLING RECEIVABLES SYSTEM 02/25/10 ACBR5020 Customer Ledger Page 1 of 1 15:12:46

  • 99999999 COUGAR,BUTCH T * Present Bal: 71.00

Posted Subcode Description Charge Credit Outstanding

  • ----- ----- ------------------------------ ---------- ---------- -----------

063009 41612 VET /INV 2222222 9.00 070209 41613 VET INV 3333333 20.00 070709 41614 VET INV 4444444 44.00

CASH ON ACCOUNT CASH ON ACCOUNT

slide-54
SLIDE 54

1/29/201 6 Template-WSU Hrz 201.ppt 54 WA S H I N G T O N S T AT E U N I V E R S I T Y

  • D-Receipt
  • Cash deposit report
  • No departmental coding

CASH ON ACCOUNT CASH ON ACCOUNT

  • In addition to indicating the mode of

payment as cash, check, or bankcard, note on the D-Receipt that this is a Cash

  • n Account payment.

CASH ON ACCOUNT CASH ON ACCOUNT

Indicate Cash on Account Indicate Cash on Account

slide-55
SLIDE 55

1/29/201 6 Template-WSU Hrz 201.ppt 55 WA S H I N G T O N S T AT E U N I V E R S I T Y

  • If the person or company’s Vendor or ID

Number is known, indicate that in this space.

  • It hastens the posting process, as the

number does not have to be researched by the Cashier’s Office.

CASH ON ACCOUNT CASH ON ACCOUNT

  • Vendor Number -
  • Vendor Number -

Customer Number if known Customer Number if known Completed D-Receipt for Cash on Account Completed D-Receipt for Cash on Account

slide-56
SLIDE 56

1/29/201 6 Template-WSU Hrz 201.ppt 56 WA S H I N G T O N S T AT E U N I V E R S I T Y

As mentioned earlier, there is no budget coding for this type of payment. This is posted to the customer’s receivable account.

CASH ON ACCOUNT CASH ON ACCOUNT

  • Budget Coding -
  • Budget Coding -
  • The cash deposit is prepared in total with

the following differences:

 There is no budgetary coding  At the bottom of the cash deposit

report, there is a line indicating that this is a cash on account payment. Indicate the amount paid on this line

CASH ON ACCOUNT CASH ON ACCOUNT

  • Cash Deposit Report -
  • Cash Deposit Report -

Amount Paid Amount Paid No Budgetary Coding No Budgetary Coding

slide-57
SLIDE 57

1/29/201 6 Template-WSU Hrz 201.ppt 57 WA S H I N G T O N S T AT E U N I V E R S I T Y

Foreign checks may not clear through the United States banking system without being sent for collection. If the front of a foreign check indicates an American bank is associated with the foreign bank, the check will probably be ok to deposit.

FOREIGN ITEMS FOREIGN ITEMS

If there is no American bank on the check, it will have to be sent for collection. There will be collection costs associated with collecting the money, usually starting at about $30 dollars. Send these checks to the cashier’s office to be sent for collection.

FOREIGN ITEMS FOREIGN ITEMS FOREIGN COLLECTION ITEMS FOREIGN COLLECTION ITEMS

  • Cashier’s log check and send to bank
  • Cashier’s notify department upon credit
  • Department furnishes coding
  • WSU is not responsible for collection

fees

slide-58
SLIDE 58

1/29/201 6 Template-WSU Hrz 201.ppt 58 WA S H I N G T O N S T AT E U N I V E R S I T Y

  • Occasionally, a check is returned by the bank

NSF, closed account, or some other reason.

  • Some departments collect their own checks.
  • Other departments have set up a sub code in

the Receivables Office to collect their bad

  • checks. Departments may charge a $30

charge for NSF’s

RETURNED CHECK RETURNED CHECK

  • Returned checks are initially handled in the

controller’s office.

  • A receipt coding form is sent to the

department indicating the account charged for the returned item.

  • If the department collects their checks, the

check will be attached to this receipt coding form.

RETURNED CHECK RETURNED CHECK

  • If Receivables collects the check, the

department will receive a receipt coding form, and the check is sent to Receivables.

  • Each month, the department will receive a

report indicating any outstanding items, along with who paid and how much toward their returned item

RETURNED CHECK RETURNED CHECK

slide-59
SLIDE 59

1/29/201 6 Template-WSU Hrz 201.ppt 59 WA S H I N G T O N S T AT E U N I V E R S I T Y

  • Negative receipt by Controller’s Office
  • Charge on source 420-91
  • Receipt copy to department
  • Check to:

 Department, or  University Receivables RETURNED ITEM RETURNED ITEM

  • BPPM 30.58 -
  • BPPM 30.58 -

CREDIT BUSINESS SERVICES/CONTROLLER RECEIPT CODING FORM RECEIPT# 1-0034 RECEIVED FROM: Bank of America DATE: 12/22/2004 ________ FOR: Retd Check- Jimmy Smith PREPARER'S INITIALS rw OBJ/SUB VENDOR # FUND APPR PROG BUDGET SCE/SUB PROJ T.T. REF AMOUNT 148 1 03a 1111 420 91 2222 2 10 cc: Controller's Office

  • Occasionally, a department will need to

issue a refund of revenue received by a person or a company.

  • To do this, complete an invoice voucher

and forward to the revenue section of the Controller’s Office (zip 1025).

  • The following slides show how to

complete this form.

REFUNDS OF REVENUE REFUNDS OF REVENUE

slide-60
SLIDE 60

1/29/201 6 Template-WSU Hrz 201.ppt 60 WA S H I N G T O N S T AT E U N I V E R S I T Y

  • Complete Invoice Voucher
  • Include Customer Number if known
  • Description of refund
  • Authorized signature
  • Send to Revenue Desk (zip 1025)
  • Send second copy for companies

REFUNDS OF REVENUE REFUNDS OF REVENUE

  • BPPM 30.55 -
  • BPPM 30.55 -
  • Complete the department name and

address on the top left of the invoice voucher.

  • Below the department name, complete

the name and address of the person or company receiving the refund. This will be the address the check is mailed to.

REFUNDS OF REVENUE REFUNDS OF REVENUE

  • Department / Customer -
  • Department / Customer -

STATE OF WASHINGTON INVOICE VOUCHER

WASHINGTON STATE UNIVERSITY 365 DEPARTMENT NAME Controller’s Office DEPARTMENT ADDRESS French Admin 240 MAIL CODE 1025 DEPARTMENTAL CONTACT Tim Taylor CONTACT TELEPHONE NO. 5‐2000 VENDOR OR CLAIMANT NAME Joe Smith ADDRESS 222 7th Street CITY/STATE/ZIP CODE Anytown, WA 12345 WSU ID NUMBER (WSU EMPLOYEE/STUDENT) SOCIAL SECURITY NO. OR EMPLOYER TAXPAYER ID NO. (NON‐WSU INDIVIDUAL)* PURCHASE ORDER NO. OR TRAVEL AUTHORITY NO. INSTRUCTIONS TO VENDOR OR CLAIMANT: Submit this form to claim payment for materials, merchandise or services. Show complete detail for each item. VENDOR’S CERTIFICATION I hereby certify under penalty of perjury that the items and totals listed herein are proper charges for materials, merchandise, or services furnished to the state of Washington. Are you a U.S. citizen?

฀ YES ฀ NO

If no, indicate visa type ______ BY: (VENDOR/CLAIMANT’S SIGNATURE IN INK

X

TITLE * It is unlawful for any state agency to deny any right, benefit, or privilege provided by law because an individual refuses to disclose his or her social security number except in specified circumstances. WSU is requiring that non‐WSU individuals requesting payment from WSU disclose social security number or employer ID number (EIN) pursuant to Section 6109 of the Internal Revenue Code. When required, WSU will use disclosed social security numbers for IRS reporting purposes only.

DATE DESCRIPTION QUANT UNIT UNIT PRICE AMOUNT

02/22/95 To reimburse customer for registration for WSU Seminar 95. Did not attend D608243 50.00 TOTAL DEPARTMENT:

Please sign and enter the appropriate account code. AUTHORIZED SIGNATURE

X

DATE

02/22/95

TYPED/PRINTED NAME

Tim Taylor

WSU1273‐CONTR123‐0598

ACCOUNT CODE

  • COMP. TAX

NTE INVOICE FUND SUBFUND PROG BUDGET PROJECT OBJ SUB AMOUNT AMOUNT

148 01 01B 1111 2222 420 99 50.00 30.45.2 TOTALS

Name and Address of Refundee Name and Address of Refundee Department Processing Refund Department Processing Refund

slide-61
SLIDE 61

1/29/201 6 Template-WSU Hrz 201.ppt 61 WA S H I N G T O N S T AT E U N I V E R S I T Y

  • Give the date of the original receipt of

funds.

  • Include a brief description for the

purpose of the refund, and indicate the refund amount.

REFUNDS OF REVENUE REFUNDS OF REVENUE

  • Date – Description - Amount -
  • Date – Description - Amount -

STATE OF WASHINGTON INVOICE VOUCHER

WASHINGTON STATE UNIVERSITY 365 DEPARTMENT NAME Controller’s Office DEPARTMENT ADDRESS French Admin 240 MAIL CODE 1025 DEPARTMENTAL CONTACT Tim Taylor CONTACT TELEPHONE NO. 5‐2000 VENDOR OR CLAIMANT NAME Joe Smith ADDRESS 222 7th Street CITY/STATE/ZIP CODE Anytown, WA 12345 WSU ID NUMBER (WSU EMPLOYEE/STUDENT) SOCIAL SECURITY NO. OR EMPLOYER TAXPAYER ID NO. (NON‐WSU INDIVIDUAL)* PURCHASE ORDER NO. OR TRAVEL AUTHORITY NO. INSTRUCTIONS TO VENDOR OR CLAIMANT: Submit this form to claim payment for materials, merchandise or services. Show complete detail for each item. VENDOR’S CERTIFICATION I hereby certify under penalty of perjury that the items and totals listed herein are proper charges for materials, merchandise, or services furnished to the state of Washington. Are you a U.S. citizen?

฀ YES ฀ NO

If no, indicate visa type ______ BY: (VENDOR/CLAIMANT’S SIGNATURE IN INK

X

TITLE * It is unlawful for any state agency to deny any right, benefit, or privilege provided by law because an individual refuses to disclose his or her social security number except in specified circumstances. WSU is requiring that non‐WSU individuals requesting payment from WSU disclose social security number or employer ID number (EIN) pursuant to Section 6109 of the Internal Revenue Code. When required, WSU will use disclosed social security numbers for IRS reporting purposes only.

DATE DESCRIPTION QUANT UNIT UNIT PRICE AMOUNT

02/22/95 To reimburse customer for registration for WSU Seminar 95. Did not attend D608243 50.00 TOTAL DEPARTMENT:

Please sign and enter the appropriate account code. AUTHORIZED SIGNATURE

X

DATE

02/22/95

TYPED/PRINTED NAME

Tim Taylor

WSU1273‐CONTR123‐0598

ACCOUNT CODE

  • COMP. TAX

NTE INVOICE FUND SUBFUND PROG BUDGET PROJECT OBJ SUB AMOUNT AMOUNT

148 01 01B 1111 2222 420 99 50.00 30.45.2 TOTALS

Original Date of Receipt Original Date of Receipt Description of Refund Description of Refund Amount Amount

If known, indicate in the description field:

 Original receipt number,  D-Receipt number, or  Reference number REFUNDS OF REVENUE REFUNDS OF REVENUE

  • D-Receipt or Receipt -
  • D-Receipt or Receipt -
slide-62
SLIDE 62

1/29/201 6 Template-WSU Hrz 201.ppt 62 WA S H I N G T O N S T AT E U N I V E R S I T Y

STATE OF WASHINGTON INVOICE VOUCHER

WASHINGTON STATE UNIVERSITY 365 DEPARTMENT NAME Controller’s Office DEPARTMENT ADDRESS French Admin 240 MAIL CODE 1025 DEPARTMENTAL CONTACT Tim Taylor CONTACT TELEPHONE NO. 5‐2000 VENDOR OR CLAIMANT NAME Joe Smith ADDRESS 222 7th Street CITY/STATE/ZIP CODE Anytown, WA 12345 WSU ID NUMBER (WSU EMPLOYEE/STUDENT) SOCIAL SECURITY NO. OR EMPLOYER TAXPAYER ID NO. (NON‐WSU INDIVIDUAL)* PURCHASE ORDER NO. OR TRAVEL AUTHORITY NO. INSTRUCTIONS TO VENDOR OR CLAIMANT: Submit this form to claim payment for materials, merchandise or services. Show complete detail for each item. VENDOR’S CERTIFICATION I hereby certify under penalty of perjury that the items and totals listed herein are proper charges for materials, merchandise, or services furnished to the state of Washington. Are you a U.S. citizen?

฀ YES ฀ NO

If no, indicate visa type ______ BY: (VENDOR/CLAIMANT’S SIGNATURE IN INK

X

TITLE * It is unlawful for any state agency to deny any right, benefit, or privilege provided by law because an individual refuses to disclose his or her social security number except in specified circumstances. WSU is requiring that non‐WSU individuals requesting payment from WSU disclose social security number or employer ID number (EIN) pursuant to Section 6109 of the Internal Revenue Code. When required, WSU will use disclosed social security numbers for IRS reporting purposes only.

DATE DESCRIPTION QUANT UNIT UNIT PRICE AMOUNT

02/22/95 To reimburse customer for registration for WSU Seminar 95. Did not attend D608243 50.00 TOTAL DEPARTMENT:

Please sign and enter the appropriate account code. AUTHORIZED SIGNATURE

X

DATE

02/22/95

TYPED/PRINTED NAME

Tim Taylor

WSU1273‐CONTR123‐0598

ACCOUNT CODE

  • COMP. TAX

NTE INVOICE FUND SUBFUND PROG BUDGET PROJECT OBJ SUB AMOUNT AMOUNT

148 01 01B 1111 2222 420 99 50.00 30.45.2 TOTALS

Original Receipt Number if Known Original Receipt Number if Known

The Invoice Voucher must be signed by a person authorized on the budget and project against which the refund is being charged.

REFUNDS OF REVENUE REFUNDS OF REVENUE

  • Authorized Signature -
  • Authorized Signature -

STATE OF WASHINGTON INVOICE VOUCHER

WASHINGTON STATE UNIVERSITY 365 DEPARTMENT NAME Controller’s Office DEPARTMENT ADDRESS French Admin 240 MAIL CODE 1025 DEPARTMENTAL CONTACT Tim Taylor CONTACT TELEPHONE NO. 5‐2000 VENDOR OR CLAIMANT NAME Joe Smith ADDRESS 222 7th Street CITY/STATE/ZIP CODE Anytown, WA 12345 WSU ID NUMBER (WSU EMPLOYEE/STUDENT) SOCIAL SECURITY NO. OR EMPLOYER TAXPAYER ID NO. (NON‐WSU INDIVIDUAL)* PURCHASE ORDER NO. OR TRAVEL AUTHORITY NO. INSTRUCTIONS TO VENDOR OR CLAIMANT: Submit this form to claim payment for materials, merchandise or services. Show complete detail for each item. VENDOR’S CERTIFICATION I hereby certify under penalty of perjury that the items and totals listed herein are proper charges for materials, merchandise, or services furnished to the state of Washington. Are you a U.S. citizen?

฀ YES ฀ NO

If no, indicate visa type ______ BY: (VENDOR/CLAIMANT’S SIGNATURE IN INK

X

TITLE * It is unlawful for any state agency to deny any right, benefit, or privilege provided by law because an individual refuses to disclose his or her social security number except in specified circumstances. WSU is requiring that non‐WSU individuals requesting payment from WSU disclose social security number or employer ID number (EIN) pursuant to Section 6109 of the Internal Revenue Code. When required, WSU will use disclosed social security numbers for IRS reporting purposes only.

DATE DESCRIPTION QUANT UNIT UNIT PRICE AMOUNT

02/22/95 To reimburse customer for registration for WSU Seminar 95. Did not attend D608243 50.00 TOTAL DEPARTMENT:

Please sign and enter the appropriate account code. AUTHORIZED SIGNATURE

X

DATE

02/22/95

TYPED/PRINTED NAME

Tim Taylor

WSU1273‐CONTR123‐0598

ACCOUNT CODE

  • COMP. TAX

NTE INVOICE FUND SUBFUND PROG BUDGET PROJECT OBJ SUB AMOUNT AMOUNT

148 01 01B 1111 2222 420 99 50.00 30.45.2 TOTALS

Authorized Signature Authorized Signature

slide-63
SLIDE 63

1/29/201 6 Template-WSU Hrz 201.ppt 63 WA S H I N G T O N S T AT E U N I V E R S I T Y

Indicate the budget coding for this refund. Should be the same as where the revenue was originally receipted.

REFUNDS OF REVENUE REFUNDS OF REVENUE

  • Budget Coding -
  • Budget Coding -

STATE OF WASHINGTON INVOICE VOUCHER

WASHINGTON STATE UNIVERSITY 365 DEPARTMENT NAME Controller’s Office DEPARTMENT ADDRESS French Admin 240 MAIL CODE 1025 DEPARTMENTAL CONTACT Tim Taylor CONTACT TELEPHONE NO. 5‐2000 VENDOR OR CLAIMANT NAME Joe Smith ADDRESS 222 7th Street CITY/STATE/ZIP CODE Anytown, WA 12345 WSU ID NUMBER (WSU EMPLOYEE/STUDENT) SOCIAL SECURITY NO. OR EMPLOYER TAXPAYER ID NO. (NON‐WSU INDIVIDUAL)* PURCHASE ORDER NO. OR TRAVEL AUTHORITY NO. INSTRUCTIONS TO VENDOR OR CLAIMANT: Submit this form to claim payment for materials, merchandise or services. Show complete detail for each item. VENDOR’S CERTIFICATION I hereby certify under penalty of perjury that the items and totals listed herein are proper charges for materials, merchandise, or services furnished to the state of Washington. Are you a U.S. citizen?

฀ YES ฀ NO

If no, indicate visa type ______ BY: (VENDOR/CLAIMANT’S SIGNATURE IN INK

X

TITLE * It is unlawful for any state agency to deny any right, benefit, or privilege provided by law because an individual refuses to disclose his or her social security number except in specified circumstances. WSU is requiring that non‐WSU individuals requesting payment from WSU disclose social security number or employer ID number (EIN) pursuant to Section 6109 of the Internal Revenue Code. When required, WSU will use disclosed social security numbers for IRS reporting purposes only.

DATE DESCRIPTION QUANT UNIT UNIT PRICE AMOUNT

02/22/95 To reimburse customer for registration for WSU Seminar 95. Did not attend D608243 50.00 TOTAL DEPARTMENT:

Please sign and enter the appropriate account code. AUTHORIZED SIGNATURE

X

DATE

02/22/95

TYPED/PRINTED NAME

Tim Taylor

WSU1273‐CONTR123‐0598

ACCOUNT CODE

  • COMP. TAX

NTE INVOICE FUND SUBFUND PROG BUDGET PROJECT OBJ SUB AMOUNT AMOUNT

148 01 01B 1111 2222 420 99 50.00 30.45.2 TOTALS

Original Deposit Coding Original Deposit Coding

  • Indicate the Customer Number or ID

Number if known.

  • This speeds the process for issuing the

refund, as research does not have to be done to find the person’s vendor number.

REFUNDS OF REVENUE REFUNDS OF REVENUE

  • Customer Number -
  • Customer Number -
slide-64
SLIDE 64

1/29/201 6 Template-WSU Hrz 201.ppt 64 WA S H I N G T O N S T AT E U N I V E R S I T Y

STATE OF WASHINGTON INVOICE VOUCHER

WASHINGTON STATE UNIVERSITY 365 DEPARTMENT NAME Controller’s Office DEPARTMENT ADDRESS French Admin 240 MAIL CODE 1025 DEPARTMENTAL CONTACT Tim Taylor CONTACT TELEPHONE NO. 5‐2000 VENDOR OR CLAIMANT NAME Joe Smith ADDRESS 222 7th Street CITY/STATE/ZIP CODE Anytown, WA 12345 WSU ID NUMBER (WSU EMPLOYEE/STUDENT) SOCIAL SECURITY NO. OR EMPLOYER TAXPAYER ID NO. (NON‐WSU INDIVIDUAL)* PURCHASE ORDER NO. OR TRAVEL AUTHORITY NO. INSTRUCTIONS TO VENDOR OR CLAIMANT: Submit this form to claim payment for materials, merchandise or services. Show complete detail for each item. VENDOR’S CERTIFICATION I hereby certify under penalty of perjury that the items and totals listed herein are proper charges for materials, merchandise, or services furnished to the state of Washington. Are you a U.S. citizen?

฀ YES ฀ NO

If no, indicate visa type ______ BY: (VENDOR/CLAIMANT’S SIGNATURE IN INK

X

TITLE * It is unlawful for any state agency to deny any right, benefit, or privilege provided by law because an individual refuses to disclose his or her social security number except in specified circumstances. WSU is requiring that non‐WSU individuals requesting payment from WSU disclose social security number or employer ID number (EIN) pursuant to Section 6109 of the Internal Revenue Code. When required, WSU will use disclosed social security numbers for IRS reporting purposes only.

DATE DESCRIPTION QUANT UNIT UNIT PRICE AMOUNT

02/22/95 To reimburse customer for registration for WSU Seminar 95. Did not attend D608243 50.00 TOTAL DEPARTMENT:

Please sign and enter the appropriate account code. AUTHORIZED SIGNATURE

X

DATE

02/22/95

TYPED/PRINTED NAME

Tim Taylor

WSU1273‐CONTR123‐0598

ACCOUNT CODE

  • COMP. TAX

NTE INVOICE FUND SUBFUND PROG BUDGET PROJECT OBJ SUB AMOUNT AMOUNT

148 01 01B 1111 2222 420 99 50.00 30.45.2 TOTALS

Customer Number if Known Customer Number if Known

STATE OF WASHINGTON INVOICE VOUCHER

WASHINGTON STATE UNIVERSITY 365 DEPARTMENT NAME Controller’s Office DEPARTMENT ADDRESS French Admin 240 MAIL CODE 1025 DEPARTMENTAL CONTACT Tim Taylor CONTACT TELEPHONE NO. 5‐2000 VENDOR OR CLAIMANT NAME Joe Smith ADDRESS 222 7th Street CITY/STATE/ZIP CODE Anytown, WA 12345 WSU ID NUMBER (WSU EMPLOYEE/STUDENT) SOCIAL SECURITY NO. OR EMPLOYER TAXPAYER ID NO. (NON‐WSU INDIVIDUAL)* PURCHASE ORDER NO. OR TRAVEL AUTHORITY NO. INSTRUCTIONS TO VENDOR OR CLAIMANT: Submit this form to claim payment for materials, merchandise or services. Show complete detail for each item. VENDOR’S CERTIFICATION I hereby certify under penalty of perjury that the items and totals listed herein are proper charges for materials, merchandise, or services furnished to the state of Washington. Are you a U.S. citizen?

฀ YES ฀ NO

If no, indicate visa type ______ BY: (VENDOR/CLAIMANT’S SIGNATURE IN INK

X

TITLE * It is unlawful for any state agency to deny any right, benefit, or privilege provided by law because an individual refuses to disclose his or her social security number except in specified circumstances. WSU is requiring that non‐WSU individuals requesting payment from WSU disclose social security number or employer ID number (EIN) pursuant to Section 6109 of the Internal Revenue Code. When required, WSU will use disclosed social security numbers for IRS reporting purposes only.

DATE DESCRIPTION QUANT UNIT UNIT PRICE AMOUNT

02/22/95 To reimburse customer for registration for WSU Seminar 95. Did not attend D608243 50.00 TOTAL DEPARTMENT:

Please sign and enter the appropriate account code. AUTHORIZED SIGNATURE

X

DATE

02/22/95

TYPED/PRINTED NAME

Tim Taylor

WSU1273‐CONTR123‐0598

ACCOUNT CODE

  • COMP. TAX

NTE INVOICE FUND SUBFUND PROG BUDGET PROJECT OBJ SUB AMOUNT AMOUNT

148 01 01B 1111 2222 420 99 50.00 30.45.2 TOTALS

Completed Invoice Voucher Completed Invoice Voucher

A bankcard refund is processed by using a bankcard invoice voucher. Two signatures are required for this type of refund. Refer to BPPM 30.55 for bankcard refunds.

BANKCARD REFUND BANKCARD REFUND

slide-65
SLIDE 65

1/29/201 6 Template-WSU Hrz 201.ppt 65 WA S H I N G T O N S T AT E U N I V E R S I T Y

CREDIT CARD REFUND VOUCHER

WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER PULLMAN, WA 99164-1025

FUND SUBFUND PROG BUDGET PROJECT OBJ SUB AMOUNT AMOUNT TOTALS ACCOUNT CODE

  • COMP. TAX

NET INVOICE REV 10-99 30.55.8 APPROVED BY NAME APPROVED BY SIGNATURE DATE DATE PREPARED BY SIGNATURE PREPARED BY NAME DEPARTMENT: Please sign, date, and enter the appropriate account code. CONTROLLER'S OFFICE USE ONLY PAYLINX NUMBER DATE OF REFUND MERCHANT NUMBER

TOTAL

DATE DESCRIPTION AMOUNT WASHINGTON STATE UNIVERSITY 365 DEPARTMENT NAME DEPARTMENT ADDRESS MAIL CODE DEPARTMENTAL CONTACT CONTACT TELEPHONE NO. CLAIMANT NAME ADDRESS CITY/STATE/ZIP CODE WSU ID NO. (WSU EMPLOYEE/STUDENT) SOCIAL SECURITY NO. OR EMPLOYER TAX ID NO. (NON-WSU INDIVIDUAL)* TRANSACTION TRACKING NUMBER It is unlawful for any state agency to deny any right, benefit, or privilege provided by law because an individual refuses to disclose his or her social security number except in specified circumstances. WSU is requiring that non-WSU individuals requesting payment from WSU disclose social security number or employer ID number (EIN) puruant to Section 6109 of the Internal Revenue Code. When required, WSU will use disclosed social security numbers for IRS reporting purposes only. * WSU1381-CONTR151-1099

CREDIT CARD REFUND VOUCHER

WASHINGTON STATE UNIVERSITY OFFICE OF THE CONTROLLER PULLMAN, WA 99164-1025

FUND SUBFUND PROG BUDGET PROJECT OBJ SUB AMOUNT AMOUNT TOTALS ACCOUNT CODE

  • COMP. TAX

NET INVOICE REV 10-99 30.55.8 APPROVED BY NAME APPROVED BY SIGNATURE DATE DATE PREPARED BY SIGNATURE PREPARED BY NAME DEPARTMENT: Please sign, date, and enter the appropriate account code. CONTROLLER'S OFFICE USE ONLY PAYLINX NUMBER DATE OF REFUND MERCHANT NUMBER

TOTAL

DATE DESCRIPTION AMOUNT WASHINGTON STATE UNIVERSITY 365 DEPARTMENT NAME DEPARTMENT ADDRESS MAIL CODE DEPARTMENTAL CONTACT CONTACT TELEPHONE NO. CLAIMANT NAME ADDRESS CITY/STATE/ZIP CODE WSU ID NO. (WSU EMPLOYEE/STUDENT) SOCIAL SECURITY NO. OR EMPLOYER TAX ID NO. (NON-WSU INDIVIDUAL)* TRANSACTION TRACKING NUMBER It is unlawful for any state agency to deny any right, benefit, or privilege provided by law because an individual refuses to disclose his or her social security number except in specified circumstances. WSU is requiring that non-WSU individuals requesting payment from WSU disclose social security number or employer ID number (EIN) puruant to Section 6109 of the Internal Revenue Code. When required, WSU will use disclosed social security numbers for IRS reporting purposes only. * WSU1381-CONTR151-1099

Requires two Signatures Requires two Signatures

  • Complete a credit card refund voucher

for each credit card refund.

  • The department submits the refund to

the credit card company via electronic processing or using the manual slips, depending on how the department is set up with merchant services

BANKCARD REFUND BANKCARD REFUND

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SLIDE 66

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  • The credit card refund voucher is

retained by the department for 6 years.

  • If the original payment was made over

the world wide web or the touchtone credit card system, the invoice voucher is sent to the revenue section of the controller’s office for processing.

BANKCARD REFUND BANKCARD REFUND

PETTY CASH ACCOUNT

  • Petty cash accounts are issued through the

controller’s office and are used for small emergency purchases.

  • They are not to be used as a till cash fund and

checks should never be cashed through a petty cash account.

  • Most petty cash accounts are $50 to $100

PETTY CASH ACCOUNT

  • These accounts are issued to a fund custodian

and that person is solely responsible for the money.

  • If a person needs money to purchase an item, a

note is left in the account indicating how much was given by the custodian and to whom.

  • That person brings back a receipt after

purchase.

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At any point in time: amount of the petty cash fund

+

  • receipts in the till for purchases
  • notes indicating money out to

individuals

  • money left in the till

=

PETTY CASH ACCOUNT PETTY CASH ACCOUNT

  • Small or emergency purchases
  • Reconcile at all times
  • Reimburse at least monthly

 invoice voucher  authorized signature  List and attach receipts

PETTY CASH ACCOUNT PETTY CASH ACCOUNT

  • BPPM 30.50 -
  • BPPM 30.50 -
  • To reimburse a petty cash account,

complete an invoice voucher attaching the receipts and submit to the controller’s office.

  • The following slides show how to

complete this form for a petty cash reimbursement.

PETTY CASH ACCOUNT PETTY CASH ACCOUNT

  • Reimbursements -
  • Reimbursements -
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  • The invoice voucher is completed in the

normal fashion for an invoice voucher.

  • For petty cash, list the dates of purchase,

the items purchased, any receipt numbers for the attached receipts, and the amounts of each receipt.

PETTY CASH ACCOUNT PETTY CASH ACCOUNT

  • Invoice Voucher -
  • Invoice Voucher -

STATE OF WASHINGTON INVOICE VOUCHER

PURCHASE ORDER NO. INSTRUCTIONS TO VENDOR OR CLAIMANT: Submit this form to claim payment for materials, merchandise or services. Show complete detail for each item. WASHINGTON STATE UNIVERSITY 365 DEPARTMENT NAME DEPARTMENT ADDRESS VENDOR OR CLAIMANT NAME ADDRESS CITY/STATE/ZIP CODE SOCIAL SECURITY NO. OR STUDENT ID NO. OR FED TAXPAYER ID N

TOTAL

DATE DESCRIPTION QUANT UNIT UNIT PRICE AMOUNT VENDOR'S CERTIFICATION I hereby certify under penalty of perjury that the items and totals listed herein are proper charges for materials, merchandise, or services furnished to the state of Washington. BY: (Vendor/Claimant's Signature in Ink)

X

FUND SUBFUND PROG BUDGET PROJECT OBJ SUB AMOUNT AMOUNT ACCOUNT CODE
  • COMP. TAX
NET INVOICE DEPARTMENT: Please sign and enter the appropriate account code.

TOTALS

WSU1273-CONTR123-0794 AUTHORIZED SIGNATURE

X

TYPED/PRINTED NAME DATE TITLE DEPARTMENTAL CONTAC CONTACT TELEPHONE NO MAIL CODE Payment Request Number (Controller's Office Use Only)

C o n tr o lle r s O f f i c e F r e n c h a d 2 4 0 1 0 2 5 T im T a y l o r 5 - 2 0 0 0 P e t ty C a s h - T im J o n e s C o n tr o lle r ’ s O f f i c e P u ll m a n , W a 1 2 3 4 5 0 2 / 2 2 /9 5 T o r e i m b u r s e P e tt y C a s h F u n d p e r a tt a c h e d r e c e i p ts 0 2 / 2 2 /9 5 T i m T a y lo r 1 4 8 0 1 0 1 B 1 1 1 1 2 2 2 2 0 3 A A 2 9 .0 0 0 2 / 0 1 /9 5 ( 1 4 2 5 ) E r n s t- R u b b e r S ta m p 4 .0 0 0 2 / 0 7 /9 5 ( 3 2 1 0 ) A B C L o c k - K e y f o r d o o r 2 0 .0 0 0 2 / 1 5 /9 5 ( 7 7 3 0 ) S e a f i r s t- L o c k in g B a g 5 .0 0 2 9 .0 0

Department Department Custodian Custodian Reason Reason Receipts Receipts Original Dates and Amounts Original Dates and Amounts

  • An expense will occur on the account

listed for budget coding.

  • A check will be produced to the fund

custodian to cash and replenish the petty cash account.

PETTY CASH ACCOUNT PETTY CASH ACCOUNT

  • Invoice Voucher -
  • Invoice Voucher -
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STATE OF WASHINGTON INVOICE VOUCHER

PURCHASE ORDER NO. INSTRUCTIONS TO VENDOR OR CLAIMANT: Submit this form to claim payment for materials, merchandise or services. Show complete detail for each item. WASHINGTON STATE UNIVERSITY 365 DEPARTMENT NAME DEPARTMENT ADDRESS VENDOR OR CLAIMANT NAME ADDRESS CITY/STATE/ZIP CODE SOCIAL SECURITY NO. OR STUDENT ID NO. OR FED TAXPAYER ID N

TOTAL

DATE DESCRIPTION QUANT UNIT UNIT PRICE AMOUNT VENDOR'S CERTIFICATION I hereby certify under penalty of perjury that the items and totals listed herein are proper charges for materials, merchandise, or services furnished to the state of Washington. BY: (Vendor/Claimant's Signature in Ink)

X

FUND SUBFUND PROG BUDGET PROJECT OBJ SUB AMOUNT AMOUNT ACCOUNT CODE
  • COMP. TAX
NET INVOICE DEPARTMENT: Please sign and enter the appropriate account code.

TOTALS

WSU1273-CONTR123-0794 AUTHORIZED SIGNATURE

X

TYPED/PRINTED NAME DATE TITLE DEPARTMENTAL CONTAC CONTACT TELEPHONE NO MAIL CODE Payment Request Number (Controller's Office Use Only)

C o n tr o lle r s O f f i c e F r e n c h a d 2 4 0 1 0 2 5 T im T a y l o r 5 - 2 0 0 0 P e t ty C a s h - T im J o n e s C o n tr o lle r ’ s O f f i c e P u ll m a n , W a 1 2 3 4 5 0 2 / 2 2 /9 5 T o r e i m b u r s e P e tt y C a s h F u n d p e r a tt a c h e d r e c e i p ts 0 2 / 2 2 /9 5 T i m T a y lo r 1 4 8 0 1 0 1 B 1 1 1 1 2 2 2 2 0 3 A A 2 9 .0 0 0 2 / 0 1 /9 5 ( 1 4 2 5 ) E r n s t- R u b b e r S ta m p 4 .0 0 0 2 / 0 7 /9 5 ( 3 2 1 0 ) A B C L o c k - K e y f o r d o o r 2 0 .0 0 0 2 / 1 5 /9 5 ( 7 7 3 0 ) S e a f i r s t- L o c k in g B a g 5 .0 0 2 9 .0 0

Expense Coding Expense Coding

STATE OF WASHINGTON INVOICE VOUCHER

PURCHASE ORDER NO. INSTRUCTIONS TO VENDOR OR CLAIMANT: Submit this form to claim payment for materials, merchandise or services. Show complete detail for each item. WASHINGTON STATE UNIVERSITY 365 DEPARTMENT NAME DEPARTMENT ADDRESS VENDOR OR CLAIMANT NAME ADDRESS CITY/STATE/ZIP CODE SOCIAL SECURITY NO. OR STUDENT ID NO. OR FED TAXPAYER ID N

TOTAL

DATE DESCRIPTION QUANT UNIT UNIT PRICE AMOUNT VENDOR'S CERTIFICATION I hereby certify under penalty of perjury that the items and totals listed herein are proper charges for materials, merchandise, or services furnished to the state of Washington. BY: (Vendor/Claimant's Signature in Ink)

X

FUND SUBFUND PROG BUDGET PROJECT OBJ SUB AMOUNT AMOUNT ACCOUNT CODE
  • COMP. TAX
NET INVOICE DEPARTMENT: Please sign and enter the appropriate account code.

TOTALS

WSU1273-CONTR123-0794 AUTHORIZED SIGNATURE

X

TYPED/PRINTED NAME DATE TITLE DEPARTMENTAL CONTAC CONTACT TELEPHONE NO MAIL CODE Payment Request Number (Controller's Office Use Only)

C o n tr o lle r s O f f i c e F r e n c h a d 2 4 0 1 0 2 5 T im T a y l o r 5 - 2 0 0 0 P e t ty C a s h - T im J o n e s C o n tr o lle r ’ s O f f i c e P u ll m a n , W a 1 2 3 4 5 0 2 / 2 2 /9 5 T o r e i m b u r s e P e tt y C a s h F u n d p e r a tt a c h e d r e c e i p ts 0 2 / 2 2 /9 5 T i m T a y lo r 1 4 8 0 1 0 1 B 1 1 1 1 2 2 2 2 0 3 A A 2 9 .0 0 0 2 / 0 1 /9 5 ( 1 4 2 5 ) E r n s t- R u b b e r S ta m p 4 .0 0 0 2 / 0 7 /9 5 ( 3 2 1 0 ) A B C L o c k - K e y f o r d o o r 2 0 .0 0 0 2 / 1 5 /9 5 ( 7 7 3 0 ) S e a f i r s t- L o c k in g B a g 5 .0 0 2 9 .0 0

Completed Invoice Voucher for Petty Cash Reimbursement Completed Invoice Voucher for Petty Cash Reimbursement

INTERNAL CONTROL WSU has instituted an internal control policy consistent with that of the State of Washington. Each year, deans and vice presidents complete a questionnaire for their areas attesting that they are complying with state and university internal control procedures. The following areas are included in this survey.

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INTERNAL CONTROL INTERNAL CONTROL

  • Cash receipts
  • Petty cash
  • Disbursements
  • Purchases
  • Supplies, inventories, fixed assets
  • Payroll

SEGREGATION OF DUTIES SEGREGATION OF DUTIES

Individuals who collect monies and/or write receipts may not prepare and/or make deposits. Different individuals are to perform the following functions:

  • Collecting monies and preparing

receipts

  • Depositing receipts
  • Accounting for receipts - this would

be the primary person assigned by the Dean or VP

SEGREGATION OF DUTIES SEGREGATION OF DUTIES

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EXCEPTIONS EXCEPTIONS

Exceptions to this policy are to be made in writing to the Controller’s Office with a copy to the Internal Audit Division of WSU. The following questions are taken from the section pertaining to revenue of the Internal Control Policy of the State of Washington.

STATE OF WASHINGTON INTERNAL CONTROL POLICY STATE OF WASHINGTON INTERNAL CONTROL POLICY

  • Revenue -
  • Revenue -
  • Are responsibilities for cash receipt functions

segregated from those for cash disbursement?

  • Are responsibilities for collecting, depositing and

accounting for receipts performed by different individuals?

  • Are cash receipts recorded properly and timely and

deposited intact daily?

  • Is a balance and summary of all cash receipts prepared

daily?

INTERNAL CONTROL QUESTIONS INTERNAL CONTROL QUESTIONS

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  • Are all shortages and overages investigated and, to the

extent possible, corrected?

  • Are collections made over the counter documented by

the issuance of sequentially pre-numbered receipts?

  • Are two people present during opening of the mail?
  • Are procedures adequate for follow-up on checks

stamped “not sufficient funds?

INTERNAL CONTROL QUESTIONS INTERNAL CONTROL QUESTIONS

  • Is this follow-up by someone other than the person

processing and recording cash receipts?

  • Are physical security safeguards maintained where cash

is stored and processed?

  • Are cashiers prohibited from cashing personal checks
  • r notes of personal indebtedness?
  • Are cash signing machines, signature plates and blank

check stock protected from unauthorized use?

INTERNAL CONTROL QUESTIONS INTERNAL CONTROL QUESTIONS

CONCLUSION This concludes the presentation. Please contact either of the following offices with questions you may have: Cashier's Office

  • (509) 335-2017

Revenue Desk

  • (509) 335-2024
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If you attended this live training session and wish to have your attendance documented in your training history, please notify Human Resource Services within 24 hours of today's date:

hrstraining@wsu.edu

This has been a WSU Training Videoconference