Introduction

Below are a few examples of using an adjusting entry to correct a cash deposit. These types of adjustments should be in a Batch Type 2 or 5. But if you are reclaiming an insufficient funds check from STO, use a Batch Type I.

Also, if you need to reduce a deposit that is in Batch Type J, use an adjustment in a Batch Type I, and enter the Transaction Code as a Reversal.

TC 101/101R – Correct Cash Receipt Fiscal Codes (e.g. PCA or Subobject)

For a cash receipt deposit done with a TC 101, enter the TC 101R exactly as the original deposit, then enter a new TC 101 transaction for the exact amount as the original deposit, but with the correct fiscal codes.

For example, enter the following two transactions in one batch:

1. Enter a TC 101R using all of the fiscal coding from the original TC 101 transaction.
2. Then enter a TC 101, but enter the PCA and Revenue Subobject that you actually need.

TC 108R/101/439/441 - Move a Deposit From an Undistributed Suspense Account to Revenue

In this example: An agency deposits cash to an undistributed suspense account using TC 108 in a Batch Type J until they can determine which Revenue Subobject to use. The amount of undistributed deposit shows on the BALANCE of the Subsidiary File in STARS.

After determining the Revenue Subobject to use, enter the following two transactions in one batch:

1. Enter a TC 108R identical to the original TC 108.
2. The agency should then enter one or more of the following transaction codes to classify the cash as Revenue:

• TC 101 – can post to a Grant.
• TC 440 – will post to a Grant.
• TC 439 – will post to a Project.
• TC 441 - will post to a Grant and Project.

TC 109 – Classify a Suspense Deposit as Revenue

To reverse a TC 108 deposit, enter a TC 109 to the suspense account and record the amount as a revenue. No other offsetting transaction is needed. When using a TC 109, you must use the same Fund as the original TC 108 transaction. (To record the revenue in a different Fund, use a TC 108R and then a TC 101 to the new Fund.)

A TC 109 posts to general ledger accounts 2402 (DR-suspense clearing account) and 4100 (CR-revenues).

TC 110R/101/441/440 - Classify a Treasurer's Sweep Account Deposit to Revenue

In this example, the State Treasurer's Office (STO) sweeps an Agency's outside bank account and then creates a deposit using a TC 110. A TC 110 posts only to the General Ledger File under GL account 2405. There is no subsidiary involved with a Treasurer's sweep account. The CURRENT BALANCE in the GL 2405 is the amount of the Treasurer's sweep account.

Enter the following two transactions in one batch:

1. Enter a TC 110R.The TC 110R posts only to the General Ledger File under GL account 2405.
2. Then enter one or more of the following transaction codes to classify the cash as Revenue:

• TC 101 – can post to a Grant.
• TC 441 - will post to a Grant and Project.
• TC 440 - will post to a Grant.
• TC 101, TC 441, and TC 440 offsets the TC 108R. Cash nets to zero.

TC111 - Classify a Treasurer's Sweep Account Deposit as Revenue (using the same fund)

Enter a TC 111 to reverse a TC 110 deposit to the Treasurer's sweep account and record the amount as a revenue. No offsetting transaction is needed. When using a TC 111, you must use the same Fund as the initial TC 110.

TC 550/550R - A Deposit Was Transferred Out to the Wrong Agency

Here is an example of an agency that enters a deposit on behalf of another agency, but transfers it out using a TC 550 to the wrong agency.

Enter the following two transactions in one batch:

1. The transferring agency should enter a TC 550R using the same information from the original TC 550 transaction.
2. The transferring agency then enters the TC 550 transaction to the correct agency.

If the TC 550R transaction cannot post due to a lack of cash, use TC 549R.

TC 551R/454 - Post A Transfer In of Cash to a Grant and/or Project

Agency receives a cash transfer-in (from a TC 551 that is automatically generated) but needs the cash to post to a specific Project. Since a TC 551 transfer-in affects the GL 4700-Operating Transfer In, the receiving agency should use TC 551R and TC 454 in the same batch.

1. Enter a TC 551R using the information from the original TC 551.
2. Then enter a TC 454 to the specific Project, using the same information from the TC 551R.  Since this is reversing and re-entering the amount to GL 4700, the General Ledger File will net to zero.

TC 551/551R - Post a Transfer In of Cash to a Different Revenue Subobject

Agency receives a cash transfer-in (from a TC551 that is automatically generated) to an incorrect revenue subobject. A TC 551 transfer-in affects GL 4700-Operating Transfer In. The receiving agency should use TC 551R and TC 551 to keep the posting in GL 4700.

Enter the following two transactions in one batch:

1. Enter a TC 551R using the same fiscal coding from the original TC 551.
2. Then enter a TC 551, but enter the correct revenue subobject. Since this is reversing and re-entering the amount to GL 4700, the General Ledger File will net to zero.

TC 552/553 - Post a Transfer In of Cash to a Different Fund

Let's say an agency receives a cash transfer-in  (from a TC 551 that is automatically generated) to an incorrect Fund. A TC 551 transfer-in affects GL 4700-Operating Transfer In, so the receiving agency should use TC 552 and TC553 (transfers between Funds) in one batch.

1. Enter a TC 552 using the same fiscal coding from the TC 551 transaction.
2. Then enter a TC 553, but enter the correct Fund. Since this is reversing and re-entering the amount to GL 4700, the General Ledger File will net to zero.

TC 549R - Reverse a Receipt Collected and Transferred Out from a Zero Cash Balance Fund

Some agencies have Funds that have a zero balance, since the only amounts in the Fund are used for a classification of revenue and a transfer out, which net to zero. A TC 549R reverses a receipt received in those cases.

TC 549R changes the posting order, reversing the transfer out (putting cash into the Fund) then reversing the revenue (removing the cash from the Fund). By reversing the posting order, the TC 549R reverses the transfer out (transfers made) first, putting the cash back into the Cash Control File. Then, STARS can reverse the revenue posting (receipts/collections) cash from the Cash Control File.

• The TC 549R requires both a revenue and expenditure subobject (where the receipt will reverse the posts and the transfer out).
• You must enter a Second Agency.
• The 549R will post to a Grant and Project.

TC 549R will automatically generate a TC 551R.

• STARS automatically creates the TC 551R, using the current document number from the originating agency, as well as the revenue subobject, amount, and Fund of the original transaction.
• The originating agency's number in the Second Agency field will indicate who is reversing the money.
• The 551R will not post to a Grant or Project.

TC 555 – Transfer Cash Receipted to the Wrong Agency

In the case of cash that was receipted to the wrong agency, enter a TC 555 to record the transfer out of the wrong agency. This TC generates a TC 551 to record the transfer in to the correct agency.

TC 555 debits GL 4800 Operating Transfers Out and credits GL 1003 Cash in Treasury.

Cash Disbursement (Refunds)

The following transaction codes can be used to refund revenue or a suspense account after you have deposited cash into a suspense account or have classified it as revenue.

There are transaction codes that do not post to expenditures but only disburse the cash. However, before you can disburse cash, you must first determine where you originally posted the cash. Typically, enter cash disbursements (refunds) using Batch Type 4 or 5. Use transactions that do not post against your appropriation.

The following are the most commonly used disbursement transaction codes. You can find other disbursement transaction codes on the DAFR8740 (General Ledger to Transaction Code Cross-Reference) report.

• 280 Record a Cash Disbursement – Refund (refund an undistributed suspense). To disburse (refund) deposits posted with a TC 108 (G/L 2402).
• 281 Record Disbursement of Sales Tax to the Tax Commission. To disburse deposits posted with a TC 102 (G/L 2109).
• 283 Record a Cash Disbursement for Refund to Previously Recorded Revenue. To disburse (refund) deposits posted with various revenue TCs (G/L 4100).