- 1.0 GENERAL INFORMATION
- 1.1 Statutory References: Sections 3-17, 3-112, 3-114, 4-32, 4-33, 4-37 and
- 1.2 Definitions
- "Receipt" means sums actually received in cash from all sources unless
otherwise described; Section 4-69(29).
- "Revenue" means additions to cash or other current assets which neither
increase any liability or reserve nor represent the recovery of an
expenditure; Section 4-69(32). Restricted grant receipts are not "revenues"
under this definition although the terms "restricted revenue" and
"unrestricted revenue" are commonly used and understood.
- "Pending Receipts" are monies received by State agencies that are to be
held in suspense until the final disposition is determined. See paragraph
6.0 for detailed procedures.
- 1.3 Transfer Certificate Receipts
- The Transfer Certificate, Form CO-607, functions basically the same as a
Deposit Slip, Form CO-39. Procedures for the preparation and processing of
Transfer Certificates are contained in the Transfers and Adjustments section
of this manual.
- 1.4 Questions
- Much of the information in this section relating to Bank Deposits
(paragraph 2.0) and Bad Check Charge-Backs (5.1) is the responsibility of
the State Treasurer and is included here as a convenience for the agencies.
Questions in these areas should be addressed to the Treasurer's Office.
- Questions relating to other areas should be addressed to Accounting
- 2.0 BANK DEPOSITS
- 2.1 Opening Bank Accounts
- Any account, be it a State account, petty cash, clearing account, agency,
trustee account, etc., must have prior written permission from both
the Treasurer and Comptroller.
- Requests should be submitted on Form CO-929, Bank Account Establishment
Request and Form TR-01, Bank Account Identification, and be forwarded to the Office of the Treasurer: Attention -
Assistant Treasurer, Cash Management Division. If approved by the Treasurer,
the request will be forwarded to the Comptroller's Administrative Services Division
for final review and approval.
- Upon final approval of the CO-929 and receipt of the TR-01, the Treasurer
will submit the proper paperwork to the designated bank. The banks have been
instructed to open State accounts only upon the Treasurer's approval. At
this point, the agency will be contacted by bank personnel and the deposit
slips, checks, and endorsement stamps, if required, will be ordered. The
CO-929 and TR-01 must be submitted together.
- All Petty Cash accounts must be opened with the Comptroller's tax
identification number: 06-6000798. All other accounts must be opened with
the agency's tax identification number (FEIN OR TIN).
- All agency, department and institution accounts should have the
department name prefixing the name of the account. It should be made very
clear so that the bank will recognize the account as a State agency account.
No employee names should appear in account names; however, statements may be
mailed to an individual's attention, care of the particular State agency (no
- The agency must exercise rigid control over who may sign checks for an
agency checking account as well as who may make withdrawals from savings
accounts, or cash in certificates of deposit.
- 2.2 Time Limits for Deposits
- All monies received for the State will be deposited and paid to the
State Treasurer within the following time limitations:
- a. Within 24 hours of receipt when the receipts total $500 or more.
- b. Receipts of lesser amounts may be held until they equal $500, but
for not more than 7 calendar days.
Only the Treasurer is authorized to approve waivers to the above
limitations. A written waiver request from an agency head giving the reasons
- would be impractical must be submitted to the Office of the Treasurer,
Attention: Assistant Treasurer, Cash Management.
- If coding information is not available to make a proper deposit within
the time limitations, see Paragraph 6.0, Funds Awaiting Distribution.
- 2.3 Endorsement of Checks for Deposit
- An endorsement is required on the back
of each check being deposited. This endorsement is usually applied with a
rubber stamp or with an endorsing machine. Agencies should contact the Treasurer for specifications of a proper
All endorsements must include Bank
Name, Bank Account Number, Agency Name and Agency Number.
- 2.4 Bank Deposit Tickets
- The deposit ticket is used by the
Treasurer's Office as the originating document and is the media for posting
to the Treasurer's ledgers. The bank date required by the Treasurer's Office
is the date that the bank actually posts the credit to the account.
Generally, if a deposit is made after 3:00 p.m., the credit is posted the
- 2.5 Foreign Checks and Money Orders
- All checks should be drawn on a United
States bank and made payable in United States currency.
- Any check drawn on a foreign bank, other
than a Canadian bank, should not be accepted, even if payable in United States
Noncompliance with these procedures will result in foreign exchange and
collection fees which will be charged to the agency as a bad check charge or
debit adjustment. The agency or department will then follow the procedures for
recording and recovering bad check charge-backs in paragraph 5.1.
- 3.0 DEPOSIT SLIPS, CO-39
- Form CO-39, Deposit Slip (Exhibits 2-4, 2-5, 2-6, and 2-6a) will be used for reporting
to the Treasurer and to the Comptroller deposits of money received for the State. The
serial number of this form is prefixed by an alphabetic code which is changed each fiscal
- The document number (serial number) for the electronic CO-39 consists of 10 digits. The
first two represent the fiscal year, the next four, the agency number, and the next four,
a sequential number beginning with 0001.
- Any questions regarding transmissions of electronic CO-39 information should be directed
to the Office of the State Treasurer, Cash Management Division, at 702-3122.
- 3.1 Obtaining Deposit Slips - Paper Form CO-39
- No later than January 20 of each year each major agency will submit a report in the form
of a memorandum addressed to Accounting Services, Office of the State Comptroller. This
memorandum should indicate the total number of deposit slips issued to the agency as of
the date of the memorandum for the current fiscal year. In addition you should estimate
and request your needs for the following fiscal year. The estimate should be for the
entire agency with no breakdown required for office, branch, functions, etc. The
allocation of deposit slips to offices, branches, functions, etc. is the responsibility of
the agency. No added "reserves" should be included in the estimated
requirements since additional slips will be available from Accounting Services. Your
estimate of needs should be based on your experience of the current fiscal year as well as
any known changes that are expected in the coming fiscal year.
- Before the start of each fiscal year, the Comptroller's Office distributes a supply of
deposit slips, Form CO-39, to all of the agencies requesting them. The agencies, in turn,
will distribute these forms to each of their subagencies, offices, branches, etc. that are
required to make deposits. If additional forms are required during the year, they may be
ordered directly from Accounting Services, Office of the State Comptroller by means of a
- 3.2 Accounting For Deposit Slips
- The agencies must account for all Form CO-39s issued to them. Spoiled forms should be
marked "VOID". The agency should retain the white copy of the voided Form CO-39
so that they will have a complete record of all CO-39s and forward the green and canary
copies to the Comptroller's Accounting Services. Agencies using electronic CO-39's must
keep a file of all CO-39's transmitted along with a copy of voided (deleted) electronic
- At the end of each fiscal year agencies must retain all used and unused deposit slips
that have been issued to them. After the fiscal year has been audited by the Auditors of
Public Accounts and the auditors indicate that they have no further need to examine the
deposit slips, they may be destroyed.
- 3.3 Transmittal of Completed Deposit Slips
- Both the canary and green copies of the paper Deposit Slip, CO-39, will be
transmitted directly to the State Treasurer. Agencies should not send any portion of these
forms directly to the State Comptroller. Agencies using electronic CO-39's will attach
the bank deposit slip to supporting documents and a hard copy of the electronic CO-39 and
keep it in their agency.
- Please, remember to detach the large white portion for your records and to remove the
carbons before sending the CO-39 forms to the State Treasurer.
- 3.4 Federal Letter of Credit Deposits
- Deposits to Revenue Object 95400, Federal Receivables - Letter of Credit, must be
submitted on a separate form CO-39; they may not be included with other types of receipts.
- Indicate the applicable "Letter of Credit" number on the deposit slip and
attach the "Payment Voucher on Letter of Credit" to the CO-39.
- See the Grants section, paragraph 3.5, for further information on Letters of Credit.
- 4.0 CODING DEPOSIT SLIPS - REVENUE OBJECTS
- 4.1 General Information
- Revenue Object is a five digit code to account for all receipts. These codes are
assigned by Accounting Services and unauthorized coding may not be used. All authorized
codes are shown in the Coding section, Revenue Objects Table 3.3.
- The first two digits represent the general type of receipt and the final three digits
the specific receipts.
- 40---Fines, Penalties, Forfeitures and Escheats
- 50---Grants and Donations*
- 70---Interest, Dividends, Premium and Discount
- 80---Proceeds of Sales of Commodities and Services
- 90---Miscellaneous, including non-revenue receipts (see the Coding section for a
detailed discussion of these receipts).
- * 5XXXX Grants and Donations are used for unrestricted revenues and should not be
confused with restricted grants which are coded to non-revenue codes and are also
identified by appropriations (special identification codes) in the 300, 400, 500, 800 or
- 4.2 Requesting New Revenue Objects
- If a new revenue object is required a written request should be sent to Accounting
Services. The request should contain all of the following that may be pertinent:
- Statutory reference
- Major Category 00, 10, etc.
- Suggested title for the revenue object
- Anticipated annual revenue
- Source of revenue
- Why a new revenue object is required
- 4.3 Proprietary (4000 and 6000) and Fiduciary (7000) Fund Receipts
- Receipts in Proprietary Funds (4000 and 6000) and Fiduciary Funds (7000) are not
actually revenue of the State. Therefore, the receipts for these funds will use as the
revenue object the specific fund code with an additional "0" at the end (e.g.
6004 fund = Revenue Object 60040) rather than one of the revenue object codes shown in the
codes table. For all deposits, the fund code will be shown twice: once to represent the
fund (positions 1-4 of the cost center) and once to represent the revenue object (plus a
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