9.0 FORMS COMPLETION AND DESCRIPTION

9.1 Deposit Slip, CO-39

FORM NAME: DEPOSIT SLIP (CO-39)
PURPOSE: This form is used for reporting to the Treasurer and to the Comptroller deposits of money received for the State. Read the introduction to this section of the manual for further details pertaining to the usage of a deposit slip.
DISTRIBUTION: TREASURER, COMPTROLLER, AGENCY

COMPLETION INSTRUCTIONS:

This form is prepared by the State agency making a deposit of revenues and is to be typewritten only. The Deposit Slip is split into two sections by document type. Document Type SR is for the deposit of standard revenue receipts (all revenue objects except 9901 and 9909). Document Type RE is for deposits to 9901 and 9909 revenue accounts. Prior to preparing a deposit slip, read the bottom portion of the form for instructions and distribution.

 

X-REFMAX
NUMBERLENGTH NAME/DESCRIPTION
14ORIG AGENCY/ORIGINATING AGENCY
Number of the agency submitting the deposit. See coding Table# 3.2, located in the coding section of the State Accounting Manual, for available codes.
26 PREP DATE/PREPARATION DATE (MMDDYY)
The date the deposit slip was prepared by the agency.
36 ACCRUAL DATE (MMDDYY)
Reserved for future use - do not complete.

ACCOUNTING MANUAL 2-37JANUARY 1987

X-REFMAX
NUMBERLENGTH NAME/DESCRIPTION
42SR = STANDARD REVENUE
Pre-printed document type for deposits of standard revenue receipts. (All revenue objects except 9901 and 9909.)
58 DOCUMENT NUMBER
Pre-printed number prefixed by an alphabetic code which is changed each fiscal year. Fiscal 86/87 = B; Fiscal 87/88 = C; etc.
64 AGENCY
The agency to be credited as receiving the revenue. Use the appropriate number from coding Table 3.2.
77 COST CENTER
Fund and SID to be credited for revenue receipt. Fund = positions 1-4. See coding Table 3.1 for available codes. SID = positions 5-7.
85REVENUE OBJECT
Represents standard account coding for reporting revenue by account.
The coding for identical individual receipts MUST BE COMBINED AND ENTERED ON ONE LINE. Use the appropriate code that corresponds to each revenue or non-revenue receipt on the Form CO-39. See coding Table 3.3. Deposits to Proprietary Funds (4000 and 6000) as well as Fiduciary Funds (7000) will use the specific fund number as the Revenue Object. Position 5 must be zero unless specified by the State Comptroller.
913.2AMOUNT
The appropriate amount of the coding line.

ACCOUNTING MANUAL 2-38JANUARY 1987

X-REFMAX
NUMBERLENGTH NAME/DESCRIPTION
10 DESCRIPTION
For all revenue receipts, enter the name of the revenue object (standard revenue account).
1113.2TOTAL
The total of amounts listed on the revenue coding lines above.
122 RE = REFUND OF PAYMENTS (EXPENDITURES)
Pre-printed document type for deposits to 9901 and 9909 revenue accounts.
134 AGENCY
The agency number for the cost center being credited. Use the appropriate number from coding Table 3.2.
147 COST CENTER
Fund and SID of appropriation receiving the refund of expenditure.
Fund = positions 1-4. See coding Table 3.1 for available
codes. SID = positions 5-7.
155EXPENSE OBJECT
The expenditure object used for charging the expenditure when it was originally made. Major object is positions 1-2; minor object is positions 3-5. Position 5 must be zero until specific 3 digit minor objects have been assigned by the Comptroller. See coding Table 3.4 for available codes. DO NOT ENTER 9901 or 9909 for these coding lines.

ACCOUNTING MANUAL 2-39JANUARY 1987

X-REFMAX
NUMBERLENGTH NAME/DESCRIPTION
1613.2AMOUNT
The appropriate amount of the coding line.
1720 AGENCY TAIL
The function and activity coding are for detail analytical reporting. Extension is an agency-specific code not used or data entered centrally.
Function = positions 1-4
Activity = positions 5-13
Extension (agency-specific) = positions 14-20
Use the same coding as original expenditure.
189VENDOR NUMBER (FEIN/SOC. SEC. NO.) (FEDERAL EMPLOYER IDENTIFICATION NUMBER/SOCIAL SECURITY NUMBER)
The FEIN or social security number of the vendor from which the refund has been received. This number may be a town code or Social Security number. If a town code, see coding Table 3.5 for available codes.
191 RPT TYPE/REPORTABLE TYPE
The reporting type of the vendor for tax purposes. So that the refund may be properly reflected on 1099 forms. The available codes are the following:
T = Town
Y = Yes, amount should be reportable
N = No, amount should not be reportable
E = Employee
2013.2TOTAL
The total of amounts listed on the expenditure coding lines above.

ACCOUNTING MANUAL 2-40JANUARY 1987

X-REFMAX
NUMBERLENGTH NAME/DESCRIPTION
21 TOTAL DEPOSITED
The total amount deposited on this deposit slip. This amount should be the sum of the revenue and expenditure coding lines listed and should equal the Total Deposit amount on the Deposit Stub portion of this form.
DEPOSIT STUB
22 DATE
The date of deposit which must be the same as the date shown on the left-hand portion in PREP DATE field.
23 DOCUMENT NUMBER
Pre-printed number prefixed by an alphabetic code which is changed each fiscal year. Fiscal 86/87 = B; Fiscal 87/88 = C; etc.
24 AGENCY NAME
The agency name making the deposit.
25 4 AGENCY NUMBER
The appropriate agency code number which must be the same as the originating agency number shown on the left-hand portion.
26 DEPOSIT WITH
Check whichever block is appropriate.
  1. Treasurer - if the receipts are to be delivered to and deposited with the Office of the State Treasurer.
  2. Depository - if the receipts are to be deposited in a local bank.

ACCOUNTING MANUAL 2-41JANUARY 1987

X-REFMAX
NUMBERLENGTH NAME/DESCRIPTION
27A-C TITLE OF PREPARER
The title, telephone number and signature of the person preparing this document at the agency.

ACCOUNTING MANUAL 2-42JANUARY 1987

Deposit Slip, CO-39

 Deposit Slip, CO-39
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