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In order to record a cash receipt, the department must fill out a form called a  and bring the completed form along with the checks/ cash/ credit cards to the Cashiers Office. 

If there is cash, one of the Cashiers will count the cash in front of you to verify the amount. Once the CR-1 is verified by one of the Cashier's, a copy of the CR-1 with the receipt number recorded on the bottom will be emailed directly to the department.

Effective July 1, 2014, the Cashier's Office will be implementing the Banner Document Management System (BDMS) for Cash Receipt Forms (CR-1). Employees will no longer be required to keep a copy of checks on file. BDMS will allow Business Managers (or employees) authorized via fund/organization security in Banner to:

• View actual deposits attached to transactions; and
• Access scanned CR-1s along with a check(s).

Click  or follow the steps below:

• Login to DORI   
• Click on Staff (Working) Tab
• Find the Forms Index box to browse forms and click on by Department
• Scroll to Controller鈥檚 Office
• Find Cashier鈥檚 Office and click on Cash Report 鈥� CR-1 (excel)

For the description, we need an explanation as to the reason for the deposit so we can make sure it is properly coded. 

For example reimbursement for overcharge of Office Depot invoice. (Please be descriptive).

1. Gifts 鈥� the money should be sent to the Advancement Office (3rd Floor Administration Building). 
   They will deposit the check and record it in the ledger.
2. Sponsorship 鈥� notify the Organizational Relations Office 
3. Grant 鈥� Coordinate with Institutional Research to determine how the check should be deposited

To determine whether to use a revenue account or expense account on your CR-1, you need to ask yourself a few questions.

1.  Is this a payment for workbooks, handouts, or materials given out in a class?
   
   鈥�  YES 鈥� all classroom instructional material should be sold through the Barnes & Noble Bookstore per our contract with Barnes & Noble.  Selling this type of material is a violation of our contract.  Please contact the Barnes & Noble Store Manager, about selling these materials in the Bookstore.
   
   鈥�  NO 鈥� See Question #2.
2.  Is the cash receipt a payment to attend/ participate in an event or activity on Campus? 
   For example, the check is a fee to attend a workshop or seminar within a School or to attend an on-campus event such as Homecoming or Freshman Weekend.
   
   鈥� YES 鈥� the cash receipt is coded to a revenue account (please see Appendix A for a list of revenue accounts).
   
   鈥� NO 鈥� see Question #3.
3.  Is the cash receipt from a 鈥渃ustomer鈥� (students, outside companies, other Colleges, and Universities) for a good or service?  Some examples would be lab coats, uniforms, name tags, totes, and PDAs.
   
   鈥� YES 鈥� the cash receipt is coded to a revenue account (please see Appendix A for a list of revenue accounts).
   
   鈥� NO 鈥� these types of receipts are considered expense reimbursement and can be coded to an expense account.  You must use the account where the original expense was charged. 
   An example would be the University coordinating student travel for Spring Break.  The Airline is selling the tickets, not DU so this can then be deposited to the expense account where the charge from the airline was expensed.

Please contact Malika Faulkner at 412-396-6595 or faulknerm@duq.edu.

Appendix A

Below is a list of Miscellaneous Revenue accounts that can be used for deposits on a CR-1.  If you already have a revenue account budgeting within your Operating Budget for this activity, please use the account in your budget.

(The bold accounts are the most popular accounts used).