UNIVERSITY OF PITTSBURGH FORM INSTRUCTION GUIDE

FORM TITLE: JOURNAL ENTRY FORM
NUMBER:     FORM 0200
PROCEDURE:  05-06-06
DATE:       April 1, 2005


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.