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Preparing the Departmental Receipt

A departmental receipt must be used for each deposit using the following guidelines. 

  • Write the university account number on the receipt.  The account number consists of a five-digit Cost Center number OR a four-digit Business Area (BA) number AND a six-digit General Ledger (GL) number. The Internal Order (IO) number is optional.
  • Record the amount to be deposited into each account number.
  • Record the total amount being deposited.
  • Record the name of the cost center or organization account.
  • Record a description of the deposit being made. This description will appear on the SAP text line item.  We may abbreviate to get as much of the information as possible.
  • IT IS VERY IMPORTANT THAT THE BOTTOM PORTION OF THE DEPARTMENTAL RECEIPT BE COMPLETED.  The cashier's office must have the department name, address and contact person.  This allows us to contact the appropriate person if there is a problem with the deposit.

Departmental Receipt
Please complete ALL sections		 IO - Internal Order (optional)
WBS - Work Breakdown
BA - Bank Account
GL - General Ledger Account
CostCtr_________ IO__________ WBS__________ BA__________ GL____________ AMT $________
CostCtr_________ IO__________ WBS__________ BA__________ GL____________ AMT $________
CostCtr_________ IO__________ WBS__________ BA__________ GL____________ AMT $________
CostCtr_________ IO__________ WBS__________ BA__________ GL____________ AMT $________
CostCtr_________ IO__________ WBS__________ BA__________ GL____________ AMT $________
CostCtr_________ IO__________ WBS__________ BA__________ GL____________ AMT $________
Name of Cost Ctr: ____________________________________________ TOTAL$_______
Description:_________________________________________________________
_________________________________________________________________
Completed by:___________________________________________________ Date:_______
Dept, Bldg,Room:__________________________________________ Phone:______
Please note that most reimbursements to the University are subject to state and federal tax.
  Please contact Receivable Accounting at 774-3618 if you have any questions regarding sales tax liability.