UNIVERSITY OF PITTSBURGH FORM INSTRUCTION GUIDE 

FORM NUMBER:      FORM 0200

FORM TITLE:            Journal Entry Form

PROCEDURE:           05-06-06

EFFECTIVE DATE:    April 1, 2005

PAGE (S):                   1

1.   Name – Departmental name, followed by optional description.

2.   Category – Check one box only.
             Cash Receipts  -   Cash Reports
             NSCT                 -   Non-Salary Cost Transfers for non-sponsored project accounts
             NSCTR              -   Any Non-Salary Cost Transfers involving a sponsored project

                                             account (i.e., Entity 05 OR RDF/TRM accounts)

             IDC                     -   Interdepartmental Charge
             JE                       -   Journal Entry (for Budget and Controller Area use only)
             Other                 -   For Budget and Controller Area use only

3.   Description/Explanation – Detailed description of transaction(s) up to 240 characters.

      The first 24 characters will default to the transaction description and appear in the

      monthly reports unless overridden by a line-item description in Section 27 below.  This

      is an optional field if you are entering a description in No. 27.

4.   Date – Month and Year (mm/yy) the transaction is to be posted.  If the transaction is a

      cash receipt, the date must be the date (mm/dd/yy) the cash is deposited in the bank

      or the date (mm/dd/yy) credit cards are settled.

5.   Department Address – Room/Building or Building/Campus.

6.   Reference – Additional reference as follows: THIS REFERENCE IS NOT RELATED TO

      THE REFERENCE SEGMENT OF THE ACCOUNT NUMBER!

            –     For NSCT and NSCTR, include batch name of original entry, if applicable

            –     For IDC’s, include 2-digit IDC authorization code and department name

7.   Cash – Total dollar amount of coin/currency (to be completed only if “Cash Receipts” in

      Section 2 is checked).  Direct depositors – attach deposit ticket, settlement report, or

      lockbox report.

8.   Check – Total dollar amount of checks or credit card transactions (to be completed only

      if “Cash Receipts” in Section 2 is checked).  NOTE: Not applicable to direct depositors.

9.   Total – Grand total of deposit (Cash + Checks).  NOTE: Not applicable to direct

      depositors.
       
*10. Bank Recon No. – Enter Recon number of deposit slip or lock box number.

*11. Validation By – to be completed by the Student Payment Center when the cash or

        check(s) is delivered.

*12/

13.  Cash Received From/By – to be completed by the Student Payment Center when
       the cash or check(s) is delivered.

14.  Prepared By/Phone – Print or type the name of the preparer of the document and

       his/her campus telephone number.

15.  Prepared By – Signature of the preparer of the document.

16.  Authorized By/Phone – Print or type the name of the approved account administrator

       and his/her campus telephone number (name cannot be the same as the preparer).

17.  Authorized By – Signature of approved account administrator (name cannot be the

       same as the preparer).

* Cashier’s Office and Self Depositor’s Use Only

       NOTE: For multiple page submissions, the above information must be the same on

       all pages.

Account Number/Debits/Credits/Description 18-27 (Draw lines through unused segments or

leave blank.)

18.   2-digit entity segment must be completed.

19.   5-digit department segment must be completed.

20.   4-digit subcode segment must be completed.

21.   5-digit purpose segment – account number of restricted, student loan, endowment, plant,

        agency, or balance sheet account.

22.   6-digit project segment – Sponsored Research (Entity 05 Only).

23.   5-digit (No alpha) reference segment – to be used at the department’s discretion.  Automatically

        defaults to 00000 if not used.

24.   Future – Do Not Use At This Time.

25.   Debits – Transaction(s) dollar amount offset by one or more credit amounts.

26.   Credits – Transaction(s) dollar amount offset by one or more debit amounts.

27.   Description – The description shown here will appear as the transaction description on the

        monthly level reports.  (The default is the description shown above in Section 3.)  This field is

        optional only if the description in No. 3 is the correct description for every line item.

THIS FORM MUST BE TYPEWRITTEN OR PRINTED CLEARLY. ILLEGIBLE FORMS WILL BE
RETURNED UNPROCESSED.