A-151 Non-Gift Deposit Instructions

U.C.'s F.O.P.P. Manual Instructions

Common Uses of A-151:

1. Depositing reimbursements of an expense
   For example, depositing money from employees for personal express mail deliveries they made at work and a refund check from a vendor for an item that was returned
2. Depositing revenue from a sale into an appropriate account
   For example, depositing money for registration in continuing education classes
3. Depositing PPR prepayments of expenses
   (Note: reimbursements such as for a personal long distance phone call should be deposited and backed up with ledger just like sample #1 and not as a PPR prepayment of expense.)
4. Depositing monies for a recovery on an expense
   For example, depositing money into a service center like the Health Science Library

Commonly Asked Questions:

1. Do I need to include a copy of the ledger with my A-151?
   
   
   • Yes, if you are reimbursing an account line you need a copy of the ledger page that shows the transaction you are reimbursing. It can be an actual photocopy of the ledger page or a printed screen from the on-line general ledger in SAP. Highlight the transaction on the page that you are reimbursing.
   • No, if you have a deposit to a revenue source.
   • No, if you have a recovery deposit to a 580400 G/L Account.
   
   
   
2. What should be written in the "Description" box at the top of the form?
   
   
   • Sometimes checks and their numbers are listed here if no separate list of checks is being attached to the deposit.
   • Sometimes descriptive comments are added in this area to clarify the circumstances of the deposit that the department wishes to record.
   
   
   
3. What should be recorded in the text box for the account line?
   
   
   • Usually the first few characters of your explanation in that box are recorded in the ledger to describe the deposit, so names, expense document numbers, protocol numbers, etc. are often used.
   • General Accounting prefers the word "Reimbursement" included in the description of any deposits that are reimbursing expenses. (See Sample #1)
   • General Accounting prefers the wording "Prepayment of Expense" to describe regular PPR prepayment deposits. (See Sample #3)
   • General Accounting prefers the word "Recovery" included in the description of deposits that are approved recoveries of expenses. (See Sample #4)

Common Errors:

1. An amount recorded on the "Direct Deposit" line is the amount of an electronic transfer of money that was made to U.C. It is NOT a total of the lines above it.
   
   
2. A deposit cannot have both a REV SRC box completed and a FUNCT code box completed for the same account line's deposit.