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					         OSBHE FINANCIAL ADMINISTRATION STANDARD OPERATING MANUAL

This policy was developed prior to implementation of Banner FIS. Therefore, specific information related
to the previous accounting system (FMS) is no longer relevant. This policy is made available on-line
since certain general principles are still applicable. If you have questions, please contact the Controller’s
Division at (541) 737-3636 / cdwebmaster@ous.edu. Applicable sections of this policy will be
transitioned to the new Fiscal Policy format as time and resources permit.


Section 06.11            CASH RECEIPT FORMS (Last Revised 04/88)


A       GENERAL

This section describes the use of various forms provided by the Controller's Division for the
Cash Receipts System. Forms originated by institutions are not covered herein, but will contain
similar information.

B       CONTENTS

The forms described in this section are:

Form Name                        Number                            Paragraph

Cash Receipt                     CO-220                            06.11D
Fee Card                         CO-221                            06.11E
Fee Adjustment                   CO-222                            06.11F
Credit Card                      CO-223                            06.11G
Batch Control Card               CO-224                            06.11H

C       "CASHIER'S USE ONLY" SECTION ON RECEIPT FORMS

The Cash Receipt, Fee Card, Fee Adjustment and other forms used to record receipts contain a
section with the heading, "Cashier's Use Only." This section of the forms is used by the Cashier
to record the actual amount received. It is prepared as follows:

                Credit -                  Record the full amount of Credit Cards accepted.

                Check -                   Enter the bank number and amount of the check.

                Currency -                The amount received.

                Total Received -          Credit + Check + Currency

                Total Due -               The total amount due as indicated on the Cash Receipt
                                          form.

                Change -                  Total Received minus Total Due.

(Note: The Cashier’s Use Only form is not available in the on-line version; contact the
Controller’s Division for a copy.)

D       CASH RECEIPT FORM, CO-220

The Cash Receipt is the general receipt form. It can be used in lieu of other forms. One copy is
given to the customer and the remainder is retained by the institution.
[1] Social Security Number

The payer's SSN. Required to liquidate receivables on the Accounts Receivable File. Leave
blank when the payer is a department, institution, or other organization.

[2] Name

The payer's name. If the payer is an individual, enter last name first. Titles such "Jr.," "Sr.,"
"III," etc. are entered after the middle name or initial. Required to liquidate receivable on the
Accounts Receivable file and to sort cash receipt details in name sequence for the monthly
"Cash Receipts in Alpha Order" report number CR 715-27.

[3] Cashier's Use Only

See paragraph 06.11C.

[4] Description

A description of each transaction for which payment is received. For information only.

[5] Invoice

The number of the invoice on the Accounts Receivable File for which payment is received.
Required if Action Code (element 7) is 998.

[6] Source Document Coding

The 24-digit coded number to which the receipt is credited. Required if no Action Code
(element 7) is entered.

[7] Action Code

The 3-digit Action Code which identifies the account which the receipt is credited. Required if
no Account Number (element 6) is entered. If 998, an Invoice Number (element 5) is also
required.

[8] Amount

The dollar amount received on the Invoice/Account

[9] Total

The total amount received. Up to 10 digits.

(Note: The Cash Receipt form is not available in the on-line version; contact the Controller’s
Division for a copy.)

E      FEE CARD, FORM CO-221

This form is used only to record receipts of student tuition and fees. It may be prepared in
advance or at the time the payment is received. Changes and additions may be made to a Fee
Card that was prepared in advance.

[1] Social Security Number

The student's SSN. Required on all Fee Cards.
[2] Name

The student's name, last name first. Required on all Fee Cards. Titles such as "Jr.," "Sr.," etc.
follow the middle name.

[3] Class

The student's current enrollment classification. Required on all Fee Cards.

       U=      Undergraduate
       G=      Graduate
       GA = Graduate Asst.
       K=      Law
       M=      Medicine
       MT = Medical Tech.
       N=      Nursing
       D=      Dental
       DH = Dental Hygiene
       C=      Clinical
       CO = Clinical Orthodontics
       1 - 99 = Special groups on the institution Fee Table.

[4] Resident

The student's residence status. Required on all Fee Cards.

        R = Resident of Oregon
        N = Non-Resident
        F = Foreign Student

[5] Audit

Required if the student is auditing a class; otherwise leave blank.

        A = Audit Student

[6] Staff

Required for staff members enrolled at the staff rate; otherwise leave blank.

        S = Staff Member

[7] Credit Hours

The number of credit hours for which the student is enrolled. Required on all Fee Cards.

[8] General Deposit

The amount of the general deposit when it is required.

[9] Tuition

The total amount of student tuition and fees. Required on all Fee Cards.

[10] Total Due
The General Deposit plus Tuition. Required on all Fee Cards.

[11] Address and Phone

The address and telephone number where the student can be reached. For information only.

[12] Cashier's Use Only

See paragraph 06.11C.

[13] Assessment Date

The date the fees are due.

[14] Revised Credit Hours, Tuition and Fees

Use only when the pre-printed Credit Hours, General Deposit or Tuition (elements 7, 8, and 9)
are changed, or to charge a Late Registration Fee. Enter the actual amounts.

[15] Additional Fees

Fees other than General Deposit, Late Registration, or those included in student tuition and
Fees. For each fee enter:

a. A description of the fee or account.
b. Either the Account Number and Transaction code, or the Action code in the "Code" column.
c. The amount of each fee.

[16] Total

Required if an amount is entered in either the Revised Tuition and Fees (element 14) or
Additional Fees (element 15) sections; otherwise leave blank. When used, the amount entered
must equal the total of the Tuition, General Deposit, Late Registration and Additional Fees, and
must also equal the Total Due in the Cashier's Use Only section.

(Note: The Fee Card form is not available in the on-line version; contact the Controller’s Division
for a copy.)

F      FEE ADJUSTMENT CARD, FORM CO-222

This form is used to record additions to a student's tuition and fees due to an enrollment
change, and additional fees not included on his Fee Card.

[1] Social Security Number

The student's SSN. Required on all Adjustments.

[2] Name

The student's name, last name first. Required on all Adjustments. Titles such as "Jr.," Sr.," etc.
follow the middle name.

[3] Address

The address where the student can be reached. For information only.
[4] Cashier's Use Only

See paragraph 06.11C.

[5] Tuition and Fees Change

Used only when a change to Classification, Resident or Credit Hours coding changes the
student's Tuition and Fees. Enter all three codes in both the "From" and "To" sections.

       Classification Codes

       U=      Undergraduate
       G=      Graduate
       GA = Graduate Asst.
       K=      Law
       M=      Medicine
       MT = Medical Tech.
       N=      Nursing
       D=      Dental
       DH = Dental Hygiene
       C=      Clinical
       CO = Clinical Orthodontics
       1 - 99 = Special groups on the institution Fee Table

       Resident Codes

       R=       Resident of Oregon
       N=       Non-Resident
       F=       Foreign Student

[6] Amount

The amount of increase in Tuition and Fees resulting from the enrollment change.

[7] Additional Fees

Other fees not included in Tuition and Fees. For each fee enter:

a. A description of the fee or account.
b. Either the 24-digit Source Document Coding, or the 3-digit Action code in the "Code" column.
c. The amount of each fee.

[8] Total Due

The sum of the amounts itemized above. Must equal Total Due in the Cashier's Use Only
section.

(Note: The Fee Adjustment form is not available in the on-line version; contact the Controller’s
Division for a copy.)

G      CREDIT CARD, FORM CO-223

Credit Cards may be issued to students for various reasons such as scholarships, stipends, fee
remissions, deferred tuition, student loans or other extensions of credit. A Credit Card is rung
on the register for zero amount, and the amount in element 11, Total, is considered as cash
when proving the till. The Register/Ring number on the Credit Card should be the same as on
the Fee Card, Fee Adjustment Card or Cash Receipt.

[1] Social Security Number

The student's SSN.

[2] Name

The student's name, last name first. Titles, such as "Jr.," "Sr.," etc. follow the middle name.

[3] Year

The last 2 digits of the current calendar year.

[4] Term

The school term for which the Credit Card is issued.

               1 = Fall                       3 = Spring
               2 = Winter                     4 = Summer

[5] Description

A description of the account or fund source. For information only.

[6] Due Date

The date a payment is due from the student when applicable (e.g., payment on a loan).

[7] Note Number

The loan number, note number, or invoice number, when applicable.

[8] Account Number/Transaction Code/Variable Department/Institution Use Code

The accounting information coding which identifies the source of funds.

[9] Amount

The maximum amount that can be charged to each account.

[10] Amount Used

The amount charged to each account when the Credit Card is cashed. Must be equal to or less
than element 9, Amount.

[11] Total

The total Amount Used from all accounts when the Credit Card is cashed. This amount is also
entered on the Fee Card, Fee Adjustment Card or Cash Receipt in the "Credit" space of the
"Cashier's Use Only" section. See paragraph 06.11C.

[12] Student Signature

The student must sign when the Credit Card is cashed.
[13] Approved By

The signature of an individual authorized to approve issuance of Credit Cards.

(Note: The Credit Card form is not available in the on-line version; contact the Controller’s
Division for a copy.)

H      BATH CONTROL CARD, FORM CO-224

Cash receipts are entered on the Cash Receipts File by a batch method which provides a
means for both mechanically controlling the data entered and identifying a particular group of
transactions following input. The Batch Control Card is a record of the identification and control
data for a batch. A Batch Control Card is prepared for each batch. When a batch is sent to the
Controller's Division for keypunch input, the Batch Control Card must accompany the input
forms.

[1] Batch Control Operation

a. Cash receipt forms are grouped in batches. All items in a batch must have the same register
number.

b. A Batch Control Card is prepared.

c. The batch control data is entered to the Cash Receipts System.

d. The transactions comprising the batch are entered.

e. The computer accumulates the amounts entered and compares these with the control
amounts. If these amounts are the same, the batch is accepted; if they differ, the batch is
placed in the Batch Error File until it is corrected.

[2] The Batch Control Card is prepared as follows:

a. Cash Date - The date the cash was processed by the Cashier.

b. Register Number - The number identifying the register through which the cash was
processed.

c. Batch Number - The 3-character number identifying the batch. Must be unique for each
batch entered for a Cash Date and Register Number, and within the range of batch numbers
assigned to the entering institution.

                                                      Batch Number Range
Institution                                   Basic              Supplemental

Controller                                    1 - 99
EOSC                                          100 - 149              A01 - A49
OIT                                           150 - 199              A50 - A99
WOSC                                          200 - 299              B00 - B99
OSU                                           300 - 399              C00 - C99
SOSC                                          400 - 499              D00 - D99
UO                                            500 - 599              E00 - E99
OCATE                                         600 - 699              F00 - F99
OHSU                                          700 - 799              G00 - G99
PSU                                           900 - 998              I00 - I98
d. Beginning Ring Number - The lowest ring number for a transaction in the batch.

e. Ending Ring Number - The highest ring number for a transaction in the batch.

f. Control (Net Cash) - Gross Receipts (credits) minus Non-Cash (debits). The actual amount
of cash and checks received.

g. Debit (Non-Cash) - The total amount of all scholarship credit cards and negative receipts
(debits) included in the batch.

h. Credit (Gross Receipt) - The total amount of the gross receipts (credits) in the batch
including amounts paid by credit card. Up to 10 digits.

i. Approved By - The signature or initials of the individual approving the batch for input.

(Note: The Batch Control Card form is not available in the on-line version; contact the
Controller’s Division for a copy.)

				
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