Cash Sale Record Overview

Not all fields on the Cash Sale Record form are required for every deposit. Below are some examples of the optional fields, and when you would need to use them.

• Tax code and Tax amount fields
  • When a taxable item is being sold by an Extension Office/Department, sales tax based on the location of the sale must be calculated and collected. An example of taxable items are tangible non-food items that are being sold, and have not been subject to sales tax previously. When sales tax is collected, please track the total collected (including tax), the city tax code used to calculate tax, and the amount of the tax. The total collected can be added as the total for each taxable line item and the tax amount should be entered in the ‘Tax’ field.

• Spend Category field
  • This field is only required when the deposit being recorded is a recovery. A recovery deposit is used for WSU to recover funds against an expense made previously in Workday, either as part of an Expense Report, Pcard purchase, Supplier Invoice, etc. Recovery funds must be applied back to the original purchase work tags. You will need to provide:
  • The original Spend Category used for the purchase
  • An appropriate expense recovery Revenue Category (RC) must be provided (see commonly used RC list below)
  • The funding worktag(s) used to pay for the purchase being recovered against
  • The description or body of the email request sent to EBOT will need to include the Workday transaction number associated with the original purchase (ER#/PC#/SQ#, etc.)

• Workshop/Conference Program (PG) accounts.
• Grants (GR) designated as ‘Program Income’.
• In rare cases, other accounts may be able to receive revenue from a deposit. Please reach out to your admin manager, Grant manager, or EBOT for assistance determining if another funding type is allowed to receive deposit revenue.
• Recovery deposits are not beholden to the above stipulations, and the funds can only be applied to the original account used to make the purchase (unless it has already been closed). Please reach out to EBOT with any questions.

For more information on the process for gifts and donations, please work with CAHNRS Office of Development. You will need to complete the Gift Transmittal PDF Form from their website. Send your completed gift transmittal form and any questions to Arash Muntazir at arash.muntazir@wsu.edu or Britta Nitcy at nitcy@wsu.edu on the Development team.

Below are some commonly used revenue categories. For more options, use the ‘Revenue Categories’ report in Workday or reach out to EBOT for assistance.

• RC0060 Sale of Publications and Pamphlets
• RC0062 Sale of Meat, Dairy, & Poultry Products (Honey)
• RC0063 Ticket Sales
• RC0065 Produce
• RC0066 Resale of Supplies and Materials
• RC0070 Miscellaneous Service Fees
• RC0071 Advertising
• RC0073 Other Sales and Services (Enrollment/Membership Fees)
• RC0161 Expense Recoveries – Goods and Services
• RC0162 Expense Recoveries – Travel
• RC0163 Expense Recoveries – Equipment
• RC0164 Expense Recoveries – Purchased Services
• RC0224 Grant Program Income