ARL: Replenishment Instructions

Replenishing the Lab Bank Account

Whenever the balance for the lab's bank account dips below $2,500 a replenishment is needed. To do that, complete the following steps.

Follow this file path: ThePub > UW > LabInfo > Financial > HumanSubjects.

Once in the HumanSubjects file, create a new file with the name ReplenishYEAR_MMDD-R#
(eg. Replenish2007_0615-R12).

The number following the R should indicate the number of replenishments done so far (including this one). By looking at the previous replenishment folders in the HumanSubjects folder, you should be able to tell which number should follow the R in this folder's name.

Now open Quicken, and add in all remaining human subjects payment form entries.

Click on report, and select register report from the drop-down menu.

Click on dates, and select custom dates from the drop-down menu.

Enter the date of the first register etnry following the last replenishment and today's date. (These dates should encompass every entry that has yet to be replenished).

Click on export data, and select to excel compatible format from the drop-down menu.

You will name the file R# (eg. R12), and then click open.

Open the file you just created in Excel. If a pop-up window appears, click next, next and then finished.

Delete or change the following information:

Delete the rows and colums that have no information at all within them.
Delete any rows showing voided checks or deposits.
Delete the rows that show balances, total inflows, total outflows, totals, and net totals.
Delete the account name, memo, and clear columns.
Change the label for the column labeled category to Sub ID.
Hide the column with participant's names.

Do this by selecting that column, clicking on format, then columns, and hide.

Change every $ amount to a positive number, do this by multiplying every number in that column by -1

Do this by (in another column) typing =( then click on the first negative value, then type *-1) and hit enter

Then click on the non-negative number in the new column, click on the box in the lower-right corner of that cell
Pull the box down until all of the negative numbers are now positive in this column
Now, copy that new column and click paste special in another column (paste values only).

Change all of the amounts to dollar amounts by selecting all the cells under the amount heading, and clicking on format. Select cells from the drop-down menu, and then number and currency from the pop-up box.
If any check amount is equal to or over $100, then put the participant's name, social security number and address in columns next to that participant's row.
Create a total line below all of the dollar amount entries.
Use the sum function to add up all of the dollar amounts, and place a total label next to the sum.

This total plus the balance in Quicken should add up to $5,000.

If it doesn't contact John.

Use this example as a reference.

Save this report in the replenish folder that you created earlier, and print off 2 copies of the report. Note: if you change the page set up to landscape, the file will print off better.

When closing Quicken, you will be asked if you want to save the report. This report does not need to be saved, only the Excel files need to be saved.

Go to the psychology department's website, and click on internal.

Select and open the Cash Advance Accounting Form.

In Excel, fill in the following information:

Amount: this should be the total from the replenishment report
Date:
Fund: depends on what John wants to use- usually the default fund
FY: 7
Acct#: depends on what John wants to use- usually the default fund
Unit: A
Div: 48
Dept: 7400
Act: 4
Class: 3241
Cash Advance No.: 7342613
Make an X in the Expenses or TER attached box
Make an X in the Reimbursement due box
Custodian name: John Curtin
Check payable to: US Bank (c/o Barb Bausch)
City:
State:
Zip:
Call: fill in your office phone number or John's
Bank Acct Number:
Bank Acct Name:
Under program expenses list: For human studies. Listing attached.

To the right of this, enter in the total amount
Then enter the total next to the Total, and Reimbursement due

If you fill out the form in excel, the total will be applied to these lines automatically

John's signature goes on the custodian line

Use this example as a reference.

Save the accounting form within the Replenish folder that you created earlier, and print off 2 copies of it.

The excel spreadsheet should be stapled to the accounting form, and you will need to get John's signature on the accounting form. This set will be given to the department's business manager, and after that person signs it, they will pass it off to be processed elsewhere.

Keep the extra copy for your own records.