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-REF | MAX | |
| NUMBER | LENGTH | NAME/DESCRIPTION |
| 1 | 4 | ORIG 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. | ||
| 2 | 6 | PREP DATE/PREPARATION DATE (MMDDYY) |
| The date the deposit slip was prepared by the agency. | ||
| 3 | 6 | ACCRUAL DATE (MMDDYY) |
| Reserved for future use - do not complete. |
| ACCOUNTING MANUAL | 2-37 | JANUARY 1987 |
| X-REF | MAX | |
| NUMBER | LENGTH | NAME/DESCRIPTION |
| 4 | 2 | SR = STANDARD REVENUE |
| Pre-printed document type for deposits of standard revenue receipts. (All revenue objects except 9901 and 9909.) | ||
| 5 | 8 | 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. | ||
| 6 | 4 | AGENCY |
| The agency to be credited as receiving the revenue. Use the appropriate number from coding Table 3.2. | ||
| 7 | 7 | 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. | ||
| 8 | 5 | REVENUE 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. | ||
| 9 | 13.2 | AMOUNT |
| The appropriate amount of the coding line. |
| ACCOUNTING MANUAL | 2-38 | JANUARY 1987 |
| X-REF | MAX | |
| NUMBER | LENGTH | NAME/DESCRIPTION |
| 10 | DESCRIPTION | |
| For all revenue receipts, enter the name of the revenue object (standard revenue account). | ||
| 11 | 13.2 | TOTAL |
| The total of amounts listed on the revenue coding lines above. | ||
| 12 | 2 | RE = REFUND OF PAYMENTS (EXPENDITURES) |
| Pre-printed document type for deposits to 9901 and 9909 revenue accounts. | ||
| 13 | 4 | AGENCY |
| The agency number for the cost center being credited. Use the appropriate number from coding Table 3.2. | ||
| 14 | 7 | 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. | ||
| 15 | 5 | EXPENSE 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 | 2-39 | JANUARY 1987 |
| X-REF | MAX | |
| NUMBER | LENGTH | NAME/DESCRIPTION |
| 16 | 13.2 | AMOUNT |
| The appropriate amount of the coding line. | ||
| 17 | 20 | 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. | ||
| 18 | 9 | VENDOR 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. | ||
| 19 | 1 | 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 | ||
| 20 | 13.2 | TOTAL |
| The total of amounts listed on the expenditure coding lines above. |
| ACCOUNTING MANUAL | 2-40 | JANUARY 1987 |
| X-REF | MAX | |
| NUMBER | LENGTH | 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.
| ||
| ACCOUNTING MANUAL | 2-41 | JANUARY 1987 |
| X-REF | MAX | |
| NUMBER | LENGTH | NAME/DESCRIPTION |
| 27A-C | TITLE OF PREPARER | |
| The title, telephone number and signature of the person preparing this document at the agency. |
| ACCOUNTING MANUAL | 2-42 | JANUARY 1987 |
Deposit Slip, CO-39
