ITA program offices located in the United States that receive collections (or funds) must transmit checks and money orders either to the Lockbox or to the National Business Center, depending on the type of collection. (See OFM08 "How to Deposit a Collection Received in U.S. Offices" for detailed instructions.) An "International Trade Administration Collections Transaction Record" (CTR) or Receipt for Order form must accompany each transmittal, documenting checks and money orders included. The CTR or Receipt for Order is required to convey all necessary accounting and tracking information represented by the check or money order. All offices receiving funds must follow the procedures described herein to ensure that collections are properly accounted for and deposited.
Cash Receipts:
The acceptable forms of payment for fees include checks, money orders, and (where implemented) VISA or MASTER CARD credit cards. Payment in cash should be discouraged for basic internal control reasons and because additional security is advisable to protect the cash and the individual holding the cash. If an ITA office agrees to accept cash, the cash must be converted to a money order or check in the same type of currency as the cash received. Make the money order or check payable to the "International Trade Administration" and transmit it to the Lockbox. Any fees incurred with converting the cash into a money order may be deducted from the actual amount collected. This, however, must be noted on the CTR.
CTR Field Explanations:
The following is a brief explanation of the required information for each field of the CTR. In the block labeled:
ITA OFFICE: Enter the name of the ITA office making the deposit. This name must match the Organization code entered below.
COUNTRY: Enter USA.
ORGANIZATION CODE: Enter the four-digit organization code (e.g. 14XX) that represents the office transmitting the collection. See ITA "Accounting Classification Code Lookup Menu at OurPlace, http://ourplace.ita.doc.gov. This code represents the ITA office name listed above.
CONTACT NAME and TELEPHONE NUMBER: Enter the name and telephone number of the person completing the CTR.
ADDRESS: This the mailing address of the post transmitting the deposit to Lockbox or DOI, NBC.
DATE TRANSMITTED: This is the date that the transmittal was mailed to Lockbox or DOI, NBC.
NUMBER OF CHECKS INCLUDED IN BATCH: The number of checks being transmitted to Lockbox. The number of checks transmitted must equal the number of transactions lines completed on the form.
TRANSACTION NUMBER: Assign and enter a six digit sequential number, preceded by the fiscal year (e.g. 02XXXXXX), to each check or money order received at the Organization. The transaction number series is for the entire fiscal year, (e.g. the first check received during fiscal year 2002 would be number 02000001, the second 0000002, the 156th 02000156, etc.).
PAYER NAME: Enter the name of the individual or company as the name appears on the check or money order.
AMOUNT OF CHECK: Enter the numerical currency amount stated on each check.
CURRENCY: Enter the type of monetary unit in which the check was drawn (e.g. U.S. Dollars, Japanese Yen, Swiss Francs, etc.). This entry identifies the numbers entered in the "Amount of Check" field.
CHECK NUMBER: Enter the number that appears on the check or money order.
DATE OF CHECK: The date that appears on the check or money order is entered here.
INFORMATION PRODUCT: Indicate the type of information product sold, if applicable.
TRADE EVENT NUMBER: If a Participation Agreement was the basis of this collection, the Event Number is required and must be entered here.
APPROPRIATION: Enter the three-digit appropriation code (e.g., 323) for the collection. Appropriation Codes may be found in the "Accounting Classification Code Lookup Menu" at OurPlace, http://ourplace.ita.doc.gov.
PROJECT CODE/PERFORMANCE GOAL (Designated as "Smart Code" on the CTR): This code group will consist of six-digits. The project code group is the first four-digits and the performance goal code group is the last two-digits. These groups cannot be separated by a hyphen. The project/performance goal codes and their definitions are found in the "Accounting Classification Code Lookup Menu", Ourplace, http://ourplace.ita.doc.gov.
BUDGET OBJECT CODE (BOC) or TRAVEL ORDER NUMBER: Complete this field ONLY if the collection represents a refund of an ITA payment or collection of an excess travel advance to an employee. Enter the appropriate four-digit budget object code only if the collection is a refund or a reimbursement. Enter the eleven-digit travel order number if the collection is a repayment of a travel advance. Otherwise this field should be blank.
For additional information contact NBC: Karen Hall at (303) 969-5432, or mail to:
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