G/L ACCOUNTS
12XXXX: Cash in Banks

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I. GENERAL

The Treasurer of Duke University must approve the establishment of all bank accounts for Duke University. The current authorized bank accounts are listed in this procedure.

Specific procedures for handling cash receipts and disbursements of funds in these G/L accounts should be established to provide adequate internal control. See GAP 200.025, Cash Handling Procedures for more information.

 

II. DEFINITION OF G/L ACCOUNTS

A. WACHOVIA BANK AND TRUST COMPANY

120000 Wachovia Sweep Account (Valid For: Univ)

Represents the bank account at Wachovia Bank used to receive sweeps from various existing Wachovia accounts. Investment Accounting also uses these funds for overnight investing.

120100 Wachovia Regular Account (Valid For: Univ)

Represents the primary bank account at Wachovia Bank for all deposits of cash receipts by the University and cash transfers resulting from investment transactions.

120129 DAMCO: Cash (Valid For: Closed, DUHS)

120200 Perkins Library: Wachovia Account (Valid For: DUHS, Univ)

Represents the bank account at Wachovia Bank used for processing payments for Perkins Library.

120300 Wachovia CAPO Account (Valid For: Closed)

120400 Wachovia Procurement Services Account: Phase Zero (Valid For: Closed)

Represents the bank account at Wachovia Bank for checks processed and settlement items from the SAP Phase 0 system.

120500 SAP Wachovia Account Phase I (Valid For: Univ)

Represents the bank account at Wachovia Bank for payments of invoices from the SAP Phase 1 system.

120600 Accounts Payable: Corporate (Valid For: Univ)

120601 Duke Raleigh Hospital Wachovia Depository Account (Valid For: DUHS)

120602 Accounts Payable Corporate Checks Out (Valid For: Univ)

120603 Duke Raleigh Hospital Wachovia Payroll Account (Valid For: DUHS)

120604 Accounts Payable Corporate ACH Out (Valid For: Univ)

120800 Wachovia Spending Account (Valid For: DUHS, Univ)

Represents the bank account at Wachovia Bank used to process payments from the health and child care flexible spending accounts.

121000 Wachovia Duke Managed Care/Sanus Account (Valid For: Closed)

121500 Nationsbank Operating Account (Valid For: Closed)

121900 Hospice Manual Checking: Wachovia (Valid For: DUHS)

122000 Duke University Affiliated Physicians, Inc. Bank of America Deposit Account (Valid For: DUHS, Univ)

Represents the bank account at Bank of America used for DUAP cash receipts.

122100 DUAP SunTrust Deposit Accounts (Valid For: DUHS)

Represents the bank account at SunTrust Bank used for DUAP cash receipts.

122300 Wachovia: Duke Hospital Patient Deposit Account (Valid For: Univ)

To establish a discrete ledger account to align with a newly established bank account for Duke Hospital patient deposits.

122400 Duke University Payroll #2 (Valid For: Univ)

Created per implementation of the Treasury Module.

122402 Duke University Payroll #2 Checks Out (Valid For: Univ)

122500 Wachovia: Durham Regional Hospital Patient Deposit Account (Valid For: Closed, DUHS)

To establish a discrete ledger account to align with a newly established bank account for Durham Regional Hospital patient deposits.

122600 Wachovia: Duke Raleigh Hospital Patient Deposit Account (Valid For: Closed, DUHS)

To establish a discrete ledger account to align with a newly established bank account for Duke Raleigh Hospital patient deposits.

122700 DHCC Wachovia Patient Deposit Account (Valid For: DUHS)

To record DHCC patient deposits.

122800 Child Development & Behavioral Health Clinic (Valid For: Univ)

To record deposits to the cash account for the Durham Child Development and Behavioral Health Clinic.

122900 Duke University Affiliated Physicians, Inc. Wachovia Bank Checking Account (Valid For: DUHS)

Represents the DUAP checking account at Wachovia Bank.

124100 AHS/DASC Wachovia Accounts Payable Account (Valid For: Closed)

124400 Wachovia Patient Refund Account (Valid For: DUHS, Univ)

124402 Wachovia Patient Refund Account (Valid For: DUHS, Univ)

124600 Payroll SAP Bank Account (Valid For: DUHS, Univ)

124601 Payroll SAP Bank Account: Check In (Valid For: DUHS, Univ)

124602 Payroll SAP Bank Account: Check Out (Valid For: DUHS, Univ)

124603 Payroll SAP Bank Account: ACH In (Valid For: DUHS, Univ)

124604 Payroll SAP Bank Account: ACH Out (Valid For: DUHS, Univ)

128500 Duke Community Infusion Services: Wachovia Bank Deposit Account (Valid For: DUHS, Univ)

Represents the bank account at Wachovia Bank used for DCIS cash receipts.

128600 Summer Programs Wachovia Bank (Valid For: DUHS)

To record bank account transactions on the general ledger.

B. OTHER BANKS:

120700 DUAP Lockbox Depository Account (SunTrust) (Valid For: Closed, DUHS)

120900 DUAP Refund Account: CCB (Valid For: Closed)

121100 Cash Durham Casualty Company (Valid For: Closed)

121200 Cash Equivalents Durham Casualty Company (Valid For: DUHS)

121300 Duke Hospital Outpatient Technical Deposits (SunTrust) (Valid For: Closed, DUHS)

121400 DUAP Administration Checking Account (Valid For: Closed, DUHS)

121500 Nationsbank Operating Account (Valid For: Closed)

121600 CCB Savings Account (Valid For: Closed)

121700 CCB Checking Account (Valid For: Closed)

121800 Nationsbank CDs (Valid For: Closed)

122000 Duke University Affiliated Physicians, Inc. Bank of America Deposit Account (Valid For: DUHS, Univ)

Represents the bank account at Bank of America used for DUAP cash receipts.

122100 DUAP SunTrust Deposit Accounts (Valid For: DUHS)

Represents the bank account at SunTrust Bank used for DUAP cash receipts.

122200 Duke University Affiliated Physicians, Inc. First Citizens Bank Deposit Account (Valid For: DUHS, Univ)

Represents the bank account at First Citizens Bank used for DUAP cash receipts.

122300 Wachovia: Duke Hospital Patient Deposit Account (Valid For: Univ)

To establish a discrete ledger account to align with a newly established bank account for Duke Hospital patient deposits.

122400 Duke University Payroll #2 (Valid For: Univ)

Created per implementation of the Treasury Module.

122402 Duke University Payroll #2 Checks Out (Valid For: Univ)

122500 Wachovia: Durham Regional Hospital Patient Deposit Account (Valid For: Closed, DUHS)

To establish a discrete ledger account to align with a newly established bank account for Durham Regional Hospital patient deposits.

122600 Wachovia: Duke Raleigh Hospital Patient Deposit Account (Valid For: Closed, DUHS)

To establish a discrete ledger account to align with a newly established bank account for Duke Raleigh Hospital patient deposits.

122700 DHCC Wachovia Patient Deposit Account (Valid For: DUHS)

To record DHCC patient deposits.

122800 Child Development & Behavioral Health Clinic (Valid For: Univ)

To record deposits to the cash account for the Durham Child Development and Behavioral Health Clinic.

122900 Duke University Affiliated Physicians, Inc. Wachovia Bank Checking Account (Valid For: DUHS)

Represents the DUAP checking account at Wachovia Bank.

122100 DUAP SunTrust Deposit Accounts (Valid For: DUHS)

Represents the bank account at SunTrust Bank used for DUAP cash receipts.

122200 Duke University Affiliated Physicians, Inc. First Citizens Bank Deposit Account (Valid For: DUHS, Univ)

Represents the bank account at First Citizens Bank used for DUAP cash receipts.

122700 DHCC Wachovia Patient Deposit Account (Valid For: DUHS)

To record DHCC patient deposits.

123000 Duke in France (Valid For: Univ)

123100 Duke in Madrid (Valid For: Univ)

123200 Duke in Andes (Valid For: Univ)

123300 Duke in Rome (Valid For: Univ)

123400 Duke in Berlin (Valid For: Univ)

123500 Duke Center for International Development (Valid For: Univ)

This account is for a new foreign bank opened in Kenya.

123600 Duke in Cambodia Bank Account (Valid For: Univ)

Represents the bank account for the Duke in Cambodia program.

124000 Durham Regional Hospital Special Checking Account (Valid For: DUHS)

124200 Wachovia Payroll Account (Old) (Valid For: DUHS, Univ)

Represents the bank account used to pay salaries and wages to monthly and biweekly employees.

124300 CCB Payroll Account: Durham Regional Hospital (Valid For: Closed)

124301 Money Management Checking: Durham Regional Hospital (Valid For: DUHS)

124302 CCB General Checking: Durham Regional Hospital (Valid For: Closed)

124304 Durham Regional Hospital Cops Balance (Valid For: Closed, DUHS)

124305 Workers Compensation Checking: M & F (Valid For: DUHS)

124306 Pell Grants Checking: CCB (Valid For: Closed)

124307 CCB Crain Scholarship (DRH) (Valid For: Closed)

124000 Durham Regional Hospital Special Checking Account (Valid For: DUHS)

124500 DU Self Insured (Administered by Wellpath) (Valid For: Univ)

124700 Duke University Campus Svcs Alcohol Account (Valid For: Univ)

124800 Duke Medical Strategies, Inc. (Valid For: DUHS)

124900 PRMO Manual Checking Account (Valid For: Closed, DUHS)

To be used to request research from insurance companies who charge minimal amounts for these requests but checks need to be sent quickly rather than go through Accounts Payable.

125000 First Citizen's DHRH Physician Credentialing (Valid For: DUHS)

126600 1988 Series A Custody (Valid For: Univ)

127100 Tax-Exempt Commercial Paper Program (Valid For: Univ)

New bank account established for the program.

128100 Mechanics and Farmers Bank: Regular Account (Valid For: Univ)

Represents the bank account used to make of grant payments and other expenditures to students through the monthly withholding exempt payroll.

128400 ET&R SAP Employee/Student Reimbursement Account (Valid For: Univ)

Separate G/L account needed for new bank account being established for employee/student reimbursements processed in SAP.

128401 ET&R SAP Empl/Student Reimb Account: Check In (Valid For: Univ)

128402 ET&R SAP Empl/Student Reimb Account: Check Out (Valid For: Univ)

128403 ET&R SAP Empl/Student Reimb Account: ACH In (Valid For: Univ)

128404 ET&R SAP Empl/Student Reimb Account: ACH Out (Valid For: Univ)

128500 Duke Community Infusion Services: Wachovia Bank Deposit Account (Valid For: DUHS, Univ)

Represents the bank account at Wachovia Bank used for DCIS cash receipts.

C. WACHOVIA TRUST DEPARTMENT

126100 1985 Series A Custody (Valid For: DUHS, Univ)

126200 1985 Series B Custody (Valid For: DUHS, Univ)

126300 1985 Series C Custody (Valid For: DUHS, Univ)

126400 1985 Series D Custody (Valid For: Univ)

126500 1987 Series A Custody (Valid For: Univ)

126600 1988 Series A Custody (Valid For: Univ)

126700 1991 Series A Custody (Valid For: Closed)

126800 1991 SRI Series B Custody (Valid For: Univ)

126900 1991C SRI Bonds: Custody (Valid For: Univ)

127000 1991 Series D Custody (Valid For: Univ)

127200 1992 Series A Custody (Valid For: Univ)

127300 1993 Series A Custody (Valid For: DUHS, Univ)

127400 1996A Bond Issue (Duke Hospital: Taxable) (Valid For: DUHS, Univ)

127500 1996B Bond Issue (Duke Univ/Tax Exempt) (Valid For: Univ)

127600 1996 Commercial Paper Program (Duke University Medical Center/Medical School) (Valid For: DUHS, Univ)

127700 1996C Bond Issue (Duke Hospital/Tax Exempt) (Valid For: DUHS, Univ)

127800 1998A Bond Issue (Duke University Health System/Tax Exempt) (Valid For: DUHS, Univ)

127900 1998B Bond Issue (Duke University Health System/Tax Exempt) (Valid For: DUHS, Univ)

Represents cash held at the custodian bank, Wachovia Trust Department, for various bond issues.

128200 2001A Custody Account Construction Bonds (Valid For: Univ)

128290 2009B Custody Cost of Issuance Account (Valid For: Univ)

This G/L account should be used to record the cost of issuance related to the 2009B Bond Issue.

128300 2001A Custody Account Cost of Issuance (COI) Bonds (Valid For: Univ)

128700 2002A Custody Account COI Bonds (Valid For: Univ)

Bond Trustee bank account for new issue.

128800 2002A Custody Account Construction Bonds (Valid For: Univ)

Bond Trustee bank account for new issue.

128900 2005A Custody Project Account (Valid For: Univ)

128901 2005A Custody Cost of Issuance Account (Valid For: Univ)

128902 2006A Custody Project Account (Valid For: Univ)

To record project costs related to the 2006A bond issue.

128903 2006A Custody Cost of Issuance Account (Valid For: Univ)

To record the cost of issuance related to the 2006A bond issue.

128904 2006B Custody Cost of Issuance Account (Valid For: Univ)

To record the cost of issuance related to the 2006B bond issue.

128910 Series 2005 Settlement Account (Valid For: DUHS)

128911 Series 2005A Issuance Account (Valid For: DUHS)

128912 Series 2005B Issuance Account (Valid For: DUHS)

128913 Series 2005C Issuance Account (Valid For: DUHS)

128914 2005 Swap Receipts Account (Valid For: DUHS)

Record cash held by Bank of New York related to the 2005 Interest Rate Swap.

128915 2006 A/B Custody Acct Construction (Valid For: DUHS)

Trusted bond proceeds to be used for payoff of SunTrust Line of Credit and other construction expenditures qualifying for tax exempt financing.

128916 2006A/B Custody Acct COI (Valid For: DUHS)

2006 A/B Trusted Bond Proceeds to be used for payment of Bond issuance costs.

128917 2007A Custody Interest Account (Valid For: Univ)

This G/L is to be used tof the interest related to the 2007A Bond Issue.

128918 2009A Custody Interest Account (Valid For: Univ)

This G/L should be used for recording interest related to the 2009A Bond Issue.

128919 2009B Custody Project Account (Valid For: Univ)

This G/L should be used for projects related to the 2009B Bond Issue

128920 2009B Cutstody Cost of Issuance Account (Valid For: Univ)

This G/L account should be used to record the cost of issuance related to the 2009B Bond Issue

D. CLEARING ACCOUNT

129400 Cash Offset Clearing Account – DRH COPS (Valid For: Univ)

129500 Cash Offset: Investment Office Activity (Valid For: DUHS)

Represents a clearing account, rather than a bank account, for Investment office activity in order to streamline entries into G/L account 120100.

129600 Cash Offset Clearing Acct: Imprest Cash (ICX) (Valid For: Closed)

129700 Cash Offset Clearing Acct: University (Valid For: Closed)

129800 Cash Offset Clearing Acct: Duke Hospital (Valid For: Closed)

129900 Cash Offset Clearing Acct: Transfers (JV) (Valid For: Closed)