Revenue codes and Cash Receipts

1. Revenue codesand Cash Receipts Presenter Sheron McIlhattan 994-3653

2. Fall Workshops October 25, 2007

3. Cash Receipt

4. Cash Receipts Money you receive needs to be deposited with the cashiers in the University Business Services Office within 24 hours if over $200 in cash or $750 in cash or checks using a cash receipt form. Completing the Form • The description across the top is what will be data entered and show in Banner. If you have a daily deposit, a good description is the date of the deposit. • MSU Foundation is the description we want if the check is from the Foundation. Use account code 53950 and 4000FN in the Activity field. • Be sure to tell us your Department, a name and phone # would be helpful as well. • The explanation field is for your own use. It is not data entered. • Fill in the index, account code, and dollar amount and attach your cash and checks along with a double tape of the amount. • These documents will appear in the revenue codes as a Fxxxxxx document.

5. Revenue Account Codes • 433xxx Sales & Service/Course 434xxx Fees • 432xxx Unrestricted Gifts/Grant Residuals • 423xxx Restricted Gifts • 436xxx Indirect Costs • Revenue Account Codes begin with 5xxxx

6. 433xxx, 434xxxSales & Service/Revolving Recommended • 53631 Designated Sales & Service New Income from outside MSU Source document is a Cash Receipt • 53350 Recharge Income Income from another campus department. Source document is a JV. • 528xx Course Fees-come in automatically from detail codes on Student Accounts

7. 432xxx Unrestricted Gifts/Grant Residuals Recommended • 53940 Donations/Unrestricted Not Recommended • 53350 Recharge Income has been used in the past— needs to be corrected

8. 423xxx Restricted Gifts Recommended • 53950 Misc Restricted Gifts If it is a check from the MSU Foundation, “MSU Foundation” is the description we want on the cash receipt Use 4000FN in the Activity field Do not reimburse an expenditure code 6xxxx

9. 436xxx Indirect Costs IDC Recommended • 53360 IDC Funded Research No new income allowed

10. Summary Generally Account Codes to use with Designated Indexes • 433xxx, 434xxx 53631 or 53350 • 432xxx 53940 • 423xxx 53950 • 436xxx 53360

11. Things to Remember • Dollars coming in on IUJ’s are from other state agencies outside MSU and should be 53631 even though they post on a JV. • Dollars coming in on Hxxxxxx docs are wires and should be coded 53631. • MSU Bookstore and MSU Foundation are not part of MSU. Revenue from the bookstore should be coded 53631; from the Foundation should be 53950. • AES, ES, and FSTS are part of MSU. Revenue from them comes in on a JV and should be coded 53350.

12. Account Codes not to change • 53565 Earnings STIP • 53975 Transfers must balance 68801 • 53995 Loan Proceeds • 528xxx Course Fees • 53874 Revenue Distribution

13. Special Cases • Course Fees Most Course Fees post from Detail Codes—528xxx. • International Education 52875 Special Courses like Study Abroad 52897 Foreign Student Fee • Extended Studies 52860 Continuing Ed Courses 53631 Other off campus revenue 53350 On campus recharges • 53810 Leases • 53463 Facilities Rental

14. Other Revenue Codes • There are several other codes used on campus, but not generally by all departments. • Residence Life codes begin with 537xx • Athletics has their own special account codes—534xxx. • OSP has their own revenue codes. They must see any cash receipts on grants. • We do not publish a complete list of revenue codes, to avoid choosing the wrong one. • Call me if you have a question about revenue codes. 994-3653