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I. |
Department
Deposit sheets are used to make the processing of deposits faster and
easier. |
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A. |
All
departments making deposits in the Cashiers Office, MIT-285, must present a
completed Departmental Deposit sheet. The Departmental Deposit sheet is
available at
BFS On-Line Forms. |
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B. |
Any changes to
the format of the deposit sheet must be approved by Accounting Services.
However, departments may download the form and create a template to meet
their specific needs using the current formatting. |
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C. |
Each sheet has
room for three (3) separate entries. Attach additional sheets as necessary
and fill out only one shaded portion of the multiple sheets. |
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D. |
Departments
making deposits, which include taxable sales, must break out the tax portion
and indicate both the state and county sales tax. Click
here to download an Excel Tax Calculation Deposit sheet. |
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II. |
The
Departmental Deposit sheet contains three distinct sections, header,
accounting and source of funds. The header identifies what
division and department, deposit date and total. The accounting
section is where to enter information to properly credit the General Ledger.
The shaded area contains contact information and source of funds to
support the deposit. |
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A. |
Header |
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1. |
Acct ID:
Enter your division number in the 2nd and 3rd spaces
of the nine digit account number. |
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2. |
Department:
Enter your department or program name. |
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3. |
Deposit Date:
Enter date of deposit as MM/DD/YY. |
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4. |
Total Deposit:
Total amount of deposit (see II.B.6 below). |
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B. |
Accounting |
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1. |
MCode:
Enter the four digits cashiering MCode. If no MCode has been assigned to
your general ledger number, enter MISC.
A cashiering
MCode allows for faster preparation of your deposit sheet and cashiering.
All MCodes except for MISC have a pre-assigned General Ledger Number. Call
Accounting Services at 4302 for a list of pre-assigned MCodes for your
department. The form to request a new MCode is available at
BFS On-line Forms |
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a. |
If a
pre-assigned MCode is entered, the General Ledger Number should not be
entered on the deposit sheet. |
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b. |
MISC
necessitates that the General Ledger Number must be entered on the deposit
sheet. |
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2. |
Amount:
Amount being credited to the MCode or MISC listed for this entry. |
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3. |
General Ledger
Number:
Fund-Project/Grant-Budget Yr-Organization-Program-Account. Refer to ASM
2.7.1 for correct SFS coding. Note that program numbers are now required
for deposits of receipts/revenues as well as for Refunds of Disbursements. |
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4. |
Subclass:
Refer to
ASM 2.7.6 for correct subclass coding. Subclass is used in three
different circumstances. |
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a. |
County sales
tax has been collected and coded to account 9220. The subclass for the
specific county must be included. Subclass for Milwaukee county is TC040. |
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b. |
Account
numbers; 2420, 4480, 4485, 4490, 4520 and 4525 require a building number
which can be found in the Subclass table. |
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c. |
A Subclass may
be used to further define an account number. |
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5. |
GL Ref #:
This is the IAS General Ledger Reference Number. Fill in one of the
following if applicable: |
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a. |
Purchase Order
number if one was charged and it should be referenced. |
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b. |
Last 4 digits
of a Social Security number. This is to comply with privacy regulations
regarding Social Security numbers. |
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c. |
Travel advance
number if it is a Travel Advance repayment (Fund 991). Append TA00 to
number. |
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6. |
Invoice:
Invoice number of paid UW Milwaukee Accounts Receivable or department
invoice. |
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7. |
Description:
Up to 30 characters of information can be entered. However, entry of an
invoice number reduces the visibility of the description to only the first
24 characters on the journal line. |
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C. |
Source of
Funds:
If multiple
deposit sheets are presented for a single deposit, complete only one shaded
portion for all deposit sheets. |
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1. |
Charges:
Charges are submitted to General Accounting with their own Department
Deposit deposit sheet. Do not mix charges with other sources of funds. |
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2. |
Bag:
Departments with a large volume of deposits may submit bagged deposits.
Bagged deposits allow for the department to seal checks, currency and coin
in a secured bank bag and present the bag to the Cashiers Office. Enter the
total of the contents in the bag. |
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3. |
Checks:
All checks must be stamped with an authorized endorsement stamp. Two
or more checks must be bundled with two equal adding machine tapes
attached. The adding machine tapes must reflect 2 decimals and be at least
5 inches in length. Enter the total of all checks associated
with the deposit sheet(s). |
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4. |
Currency:
Enter the total amount of currency associated with the deposit sheet(s). |
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5. |
Coin:
Enter the total amount of coin associated with the deposit sheet(s). |
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6. |
Total:
If Bag, the Total should equal the total amount in the secure
bank bag prepared by the department. If not Bag, add all checks, currency
and coin and enter the amount in Total. The Total in the
shaded portion should be the same as the Total Deposit at the top of
the sheet. |
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Refer questions pertaining to Credit Cards, MCodes,
General Ledger Numbers and Sales Tax to x4302 or
email.
Refer questions pertaining to Bagged Deposits, Cash Handling and Endorsement
Stamps to x4083 or
email. |
