This office is not issued pre-numbered departmental receipt forms by the Central Cashier. It is the responsibility of the office management to provide the sub-cashier with pre-numbered receipt forms. A copy of all receipts issued by this office should be transferred to the Central Cashier on a monthly basis. Any discrepancies should be identified and reconciled.
- Oversized and overweight permit receipts
- Permit purchasing escrow account funds receipts
All monies received from the sale of these permits are receipted and transferred to the Central Cashier daily.
Daily transfers should be grouped by payment type, with a Departmental Cash Receipt Transmittal Form, DOT 1004, completed for each group.
To complete the form, the sub-cashier should follow the instructions in Part B of MAP 1-15, and reference the receipt numbers in the check number field. Additional pages may be attached if needed.
Monies received from the execution of a permit purchasing escrow account agreement are receipted and transferred to Central Cashier daily.
A Departmental Cash Receipt Transmittal Form, DOT 1004, should be used for each payment.
All monies collected for right of way business activities such as rent, taxes, sale of surplus property or etc. should be receipted at the time payment is received and transferred to the Central Cashier on a daily basis.
A separate Departmental Cash Receipt Transmittal Form, DOT 1004, should be completed for each payment.
- Outdoor Advertising Permit Receipts
- Vegetation Management
Monies received from the permitting of outdoor advertising signs are receipted with a deposit being prepared by this office on a daily basis. These monies are to be transferred daily to the Central Cashier for receipting and depositing.
Daily deposits may be recorded using one Departmental Cash Receipt Transmittal Form, DOT 1004. To complete the form, the sub-cashier should follow the instructions in Part B of MAP 1-15 and reference the receipt numbers in the check number field. Additional pages may be attached if needed.
Monies collected from the sale of vegetation permits are receipted and transferred to the Central Cashier daily.
A Vegetation Management Permit Record of Sale of Goods or Services/Cash Receipt Transmittal Form, DOT-0403, should be prepared for each payment.
- Plan Sales Receipts
Monies received from the sale of plans are receipted to the payer and are transferred daily to the Central Cashier for receipting and depositing.
Daily deposits can be recorded using one Departmental Cash Receipt Transmittal Form, DOT 1004. To complete the form, the sub-cashier should follow the instructions in Part B of MAP 1-15, and reference the receipt numbers in the check number field. Additional pages may be attached if needed.
- Plans and Proposal Sales Receipts
Monies received from the sale of plans and proposals are receipted to the payer and transferred daily to the Central Cashier for receipting and depositing.
Daily deposits can be recorded using one Departmental Cash Receipt Transmittal Form, DOT 1004. To complete the form, the sub-cashier should follow the instructions in Part B of MAP 1-15, and reference the receipt numbers in the check number field. Additional pages may be attached if needed.
- Aerial Photographs Sale Receipts
Monies received from the sale of aerial photographs are receipted to the payer and transferred daily to the Central Cashier for receipting and depositing.
Daily deposits can be recorded using one Departmental Cash Receipt Transmittal Form, DOT 1004. To complete the form, the sub-cashier should follow the instructions in Part B of MAP 1-15, and reference the receipt numbers in the check number field. Additional pages may be attached if needed.
- Aircraft Flight Billing Receipts
Monies received from aircraft flight billing are receipted to the payer and are transferred to the Central Cashier every Friday.
No Departmental Cash Receipt Transmittal Form is necessary when transferring these deposits to the Central Cashier.
- Utility Permit Fees Receipts
Monies received from the sale of utility permits are receipted to the payer and are transferred to the Central Cashier every Friday.
No Departmental Cash Receipt Transmittal Form is necessary when transferring these deposits to the Central Cashier.
- Vehicle Accident Reporting
Monies received from the sale of vehicle accident reports are to be receipted to the payer and transferred to the Central Cashier daily.
Daily deposits can be recorded using one Departmental Cash Receipt Transmittal Form, DOT 1004. To complete the form, the sub-cashier should follow the instructions in Part B of MAP 1-15, and reference the receipt numbers in the check number field. Additional pages may be attached if needed.
- Map Sales Receipts
- Damage to State Property Receipts (also applies to Department offices)
- Scrap and Waste Material Sale Receipts
Monies received from map sales are receipted when payment is received and transferred to the Central Cashier as dictated by sales volume, usually weekly. A $50.00 minimum limit has been set for this office.
Daily deposits can be recorded using one Departmental Cash Receipt Transmittal form, DOT 1004. To complete the form, the sub-cashier should follow the instructions in Part B of MAP 1-15, and reference the receipt numbers in the check number field. Additional pages may be attached if needed.
Monies received for damages to state property are receipted to the payer. The receipting district or office should send these monies to the Department’s property damage coordinator, who in turn sends the transmitting office a Memo Acknowledgement Letter for the monies received. The property damage coordinator has these monies cleared, if necessary by the Office of Attorney General, and turned over to the Central Cashier for receipting and depositing. The originating district or office receives a receipt from the Central Cashier indicating that the deposit has been made.
A separate Departmental Cash Receipt Transmittal Form, DOT 1004, should be completed by the originating office or district for each receipt submitted.
Monies received from these sales result from a local bid with a bill of sale issued to the purchaser. Payments are made to the Department of Administrative Services in accordance with written procedures published in MAP 8-6, issued by the Office of General Support.
A separate Departmental Cash Receipt Transmittal Form, DOT 1004, must be used for each payment.
Authored by the office of General Accounting, 404-656-5391
- added to Manual of Guidance: 07/01/91
- added to TOPPS: 01/09/96
- revised: 09/08/05
- Section 10.D, Commercial Driveway Permit Road Project Receipts added: 12/21/05
- reviewed: 05/21/07
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