PRENUMBERED RECEIPTS

TABLE OF CONTENTS

• PURPOSE
• GENERAL INFORMATION
• EXHIBIT AND INSTRUCTIONS
• FORM REQUIREMENTS
• NUMBER OF COPIES AND ULTIMATE DISTRIBUTION
• WHERE TO SEND COMPLETED FORMS
• UNIVERSITY PARK
• COMMONWEALTH CAMPUSES
• CONTACT INFORMATION
• CROSS REFERENCES

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PURPOSE

A prenumbered receipt form is to be completed for monies received in the name of the University when another document is not designated as a receipt. This form will provide a permanent record supporting the posting of payments to financial records, and also provides a receipt to individuals making payments.

GENERAL INFORMATION

• Prenumbered receipt books are available from the Business Area Financial Officer or Commonwealth Campus Director of Finance & Business
• Requests for receipt books are:
  • University Park locations - submit a Support Form request through GURU
  • Commonwealth Campus locations - submit a Commonwealth Campus Receipt Book Order form to stationery@psu.edu
  • College of Medicine - by submitting a request to the Hershey Campus Print Shop
• Receipt books for University Park and Commonwealth Campuses each contain 50 (3-part sets) receipts
• The use of generally available receipts purchased elsewhere is strictly prohibited
• Control of the receipts is the responsibility of the Financial Officer and the designated individual in the area receiving cash or checks
• The Financial Officer must maintain a Prenumbered Receipt Issuance Log which reflects the status of receipts by receipt control numbers. Such a log must enable that individual (or Auditing) to determine whether an individual receipt has been distributed to an area for use, whether the receipt has been used, or whether the receipt has been voided. (See Procedure FN2032 Processing and Controlling Prenumbered Receipts).
• Receipts are not to be made available to unauthorized persons
• All three copies of a VOIDED receipt must be forwarded to the Financial Officer
• Receipts must be returned to the Financial Officer when the need for receipts no longer exists
• Completed receipt books are to be returned to the Financial Officer
• The Accountability Transfer Form (or a Transfer Log) should be used to transfer receipts or documents from one area to a courier, or to another area or department. Do NOT issue multiple receipts for the same transactions
• The use of these forms are not needed if all cash/check receipts are processed through a cash register
• Refer to Policy FN01 Cash Revenues for further information
• The receipt number and/or number series must be detailed on the Journal Entry for Incoming Funds when submitted in SIMBA

EXHIBITS AND INSTRUCTIONS

This form has fill-and-print form fields enabled. The PDF version has instructions provided for the type and/or format of information to be included within the fill-and-print form fields. Hovering the computer mouse over any form field within the PDF will display these instructions.

For step-by-step instructions for completing prenumbered receipts, click links below:

Prenumbered Receipt (UP)

Prenumbered Receipt (CC)

FORM REQUIREMENTS

No form may be used that substitutes for an approved official University form without prior review and approval by the steward of the form/central office, as facilitated by the Office of Systems and Procedures (designated representative of the Associate Vice President for Budget and Finance). See Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility (GURU) and Procedure FN2017 Use of Approved Form Templates Appearing on the GURU Website for full details.

NUMBER OF COPIES AND ULTIMATE DISTRIBUTION

* This distribution may be interchanged.

WHERE TO SEND COMPLETED FORMS

UNIVERSITY PARK

• Give the white copy to the person remitting payment
• The 2nd copy (canary or pink) may be attached to either the bank deposit slip or a printed copy of the Cash Deposit Journal Entry
• The 3rd copy (pink or canary) is to remain in the bound book of receipts and returned to the Financial Officer when:
  • all receipts have been issued, or
  • receipt book is no longer required

AT COMMONWEALTH CAMPUSES

• Give the white copy to the person remitting payment
• If the payment is related to a student account, the canary (or pink) copy is to be filed in the student's records folder or attached to the Student Financial System batch posting. If the payment is related to something else, the canary (or pink) copy is to be retained locally by the area accepting payment
• If the payment is reported through the Student Financial System, forward the pink (or canary) copy to the Financial Officer with a copy of the Student Financial System Daily Activity Report. If the payment is not reported through the Student Financial System, forward the pink (or canary) copy to the Financial Officer

CONTACT INFORMATION

For questions, additional details, or to request changes to this form, please contact the Office of Systems & Procedures by submitting a GURU Technical Support Request form.

CROSS REFERENCES

• Policy FN01 Cash Revenues
• Policy FN17 Required Use of Approved University Forms Appearing in the General University Reference Utility
• Procedure FN2017 Use of Approved Form Templates Appearing on the GURU Website
• Procedure FN2032 Processing and Controlling Prenumbered Receipts Locations

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