Accounting Office / Accounts Payable

Purpose:
To move Deposits Online or intramural income from one fund-account to another. Also, to correct class codes on these same transactions.

The Cash Receipt Adjustment Form can be used to correct negative expenditures in the Expenditures column as well as receipts in the Receipt column, as long as the original transaction was either funds deposited at the Treasurer's Office or intramural income.

Limitations/Restrictions:

1. A Cash Receipt Adjustment Form is used. Only the original Cash Receipt Adjustment form needs to be forwarded to the Accounting Office. Photocopies are not needed.
2. The form will accept any combination of fund-account numbers. Multiple entries may be made on the same form. Class codes must be either receipts or negative expenditures. (Note: Negative expenditures appear on the WebFM Transaction Detail screens as negative amounts with expenditure class codes followed by a "2". On the departmental statement negative expenditures do not have the "2" following the class code.)

How to Complete a Cash Receipt Adjustment Form:
Please attach a copy of either the departmental statement or the WebFM Transaction Detail screen highlighting the transaction to be adjusted.

• Receipt Date should be the DATE of the transaction as listed on the departmental statement or the Date viewed on-line using the WebFM Transaction Detail screens.
• Reference No. should be the Reference Number of the transaction as listed on the Departmental Statement or the REF. # viewed on-line using the WebFM Transaction Detail screens.
• Amount to be moved can be either the full amount or a partial amount.
• FROM - Enter the Fund-Account, Section, Project, and Class Code as they were posted to the departmental statement or to the on-line WebFM Transaction Detail screens. If the fund-account for this transaction does not have section-project numbers please leave those blank. If the original transaction was a negative expenditure you must enter a "2" in the O/S (Offset) column.
• TO - Enter the Fund-Account, Section, Project, and Class Code as you would like the transaction to be posted. If the fund-account for this transaction does not have section-project numbers please leave those columns blank. If you would like the transaction to appear as a negative expenditure you must enter a "2" in the O/S (Offset) column.
• Explanation - Please explain the reason for the adjustment. For example, typographical error, data entry error, account not set up at the time of the deposit, etc.
• Department Head - Please provide the typed name and signature of the department head (or designee).
• Date - Please enter the date the form was completed.

Routing:
If any 4XX fund accounts are entered, send to the Sponsored Programs Accounting Office, 3609 Administrative Services Building. Send all others to the Accounting Office, 3606 Administrative Services Building.

Last Updated June 28, 2008.