M E M O R A N D U M
 
 

TO:	Chief Financial Officers Vice Chancellors
FROM:	Don Waugh Assistant State Controller
SUBJECT:	Cash Close-out Guidelines for Fiscal year 1999-00

Please observe the following guidelines in closing the 1999-00 fiscal year:

Imprest Cash Accounts: Imprest Cash Accounts should be reimbursed and closed out as of June 30, 2000. The amount for Imprest Cash should be deposited as an allotment deposit for the month of June 2000. Refer to the Budget Manual, Section 4, page 5.

Travel Advances: All permanent and temporary travel advances must be repaid prior to June 30, 2000. Refer to the Budget Manual, Section 5, page 11.

Sale of Surplus Property: G.S. 143-64.05 provides that any receipts, over the amount budgeted, from the sale of surplus property of State departments, institutions and agencies supported by appropriations from the General Fund must be deposited as non-tax revenue to the General Fund. To meet this requirement, agencies must initiate an on-line transfer in the Cash Management Control System (CMCS) to department code 9978, for the amount that actual receipts exceed the amount budgeted. On-line transfers must be received by the Office of the State Controller by 11:00am on June 30, 2000 and must include "Sale of Surplus Property" in the Explanation of Transfer.

Net Proceeds from Sale, Lease or Rental: G.S. 146-30 provides that the net proceeds from the sale, lease, rental or other disposition of lands by a state agency be deposited with the State Treasurer to be credited to the General Fund. The Wildlife Resources Commission, the proceeds derived from the sale of land or timber from land owned by or under the supervision and
control of the Department of Agriculture, the Department of Environment and Natural Resources (State Parks) and the Department of Health and Human Services (John Umstead Hospital) are exempt from this provision.
Any agency not exempt from this provision and having funds derived from the sale, lease, rental or other disposition of lands must initiate an on-line transfer of these funds in the CMCS to department code 9978. On-line transfers must be received by the Office of the State Controller by 11:00am on June 30, 2000 and include "Net Proceeds from Sale, Lease or Rental" in the Explanation of Transfer.

General Fund Tax and Non-Tax Revenue Funds: Deposits dated June 30, 2000 will be processed by the Office of the State Controller if such deposits are made and certifications are received by the State Treasurer through the CMCS no later than 2:00pm on June 30, 2000. No revenue refunds or transfers will be processed after 11:00am on June 30, 2000. No revenue deposits will be processed after 2:00pm, June 30, 2000 for the 1999-00 fiscal year.

General and Special Funds: Certifications of Deposit dated June 30, 2000 must be received by the State Treasurer no later than July 10, 2000. Payments of 1999-00 invoices must be made by June 30, 2000. No invoices should be paid in July using warrants dated June 30. On-line transfers between codes of an agency may be executed after June 30, but no later than July 10. All settlement or final June requisitions must be received by the State Controller by 11:00am on July 10, 2000. Completed budget reports for the month of June must be filed no later than July 17, 2000.

Capital Improvement Funds: All Capital Improvement reports for the month of June must be filed no later than June 22, 2000. Capital Improvement reports should be completed and filed early and separately from reports covering current operations. Capital Improvement requisitions that are funded by bond appropriations must be received by the Office of the State Controller on or before 11:00am, Thursday, June 15, 2000 to be processed in the 1999-00 fiscal year. Other Capital Improvement requisitions for funds must be received by the Office of the State Controller on or before 11:00am, June 20, 2000 and Certifications of Deposit must be received by the State Treasurer’s Office by 2:00pm, June 20, 2000 to be processed in the 1999-00 fiscal year.

Capital Improvement Reversions to the General Fund: Agencies should initiate an on-line transfer in the CMCS to department 9973 for Capital Improvement items that are being returned to the General Fund. The item number should be indicated in the Explanation of Transfer. Transfers must be received by the Office of the State Controller by 11:00am on June 19, 2000.

Please review these guidelines carefully to insure that deadlines are met. Please file budget reports as early as possible, but certainly no later than the above dates. Any inquiries concerning these guidelines should be directed to Melody Tart at (919) 981-5486 or Denise Driver at (919) 981-5496.