Cash Basis Requirements - Unappropriated Funds
All payable clearing accounts must be cleared by June 29. For those clearing accounts with a credit balance a cash carryforward should be done. This does not require OSBM authorization. These funds should represent the balances remaining in the payroll, health benefits and the payable clearing accounts that are held for disbursement in the following fiscal year. The payroll, health benefit and the payable clearing accounts that have a debit balance should also be cleared.
Manual or system check(s) are written payable to the issuing agency. The amount of the check is included in the agency's cash requisition. System checks must be issued by June 29. After June 29, cash carryforward checks are processed as manual checks in the AP module with an effective date of June 29. The issuance of the cash carryforward is recorded as follows. XXXX represents the agency company number.
Comp Account Center DR/CR
- XXXX 211240 Detail Center DR
XXXX 111250 Fund to which cash automates CR
XXXX 211930400 Detail Center DR
XXXX 111250 Fund to which cash automates CR
XXXX 2138AA Detail Center DR
XXXX 111250 Fund to which cash automates CR
XXXX 211940 Detail Center DR
XXXX 111250 Fund to which cash automates CR
The check is deposited in the subsequent fiscal year and recorded as a cash receipt in BC with an effective date equal to the deposit date. The journal voucher to record the deposit must be keyed with a "21" in the third and fourth positions of the document ID. The amount of the carryforward should be included in the certified deposit amount for July. The entry to record the deposit follows. XXXX represents the agency company number.
Comp Account Center DR/CR
- XXXX 111260/111270 Fund to which cash automates DR
XXXX 211240 Detail Center CR
XXXX 111260/111270 Fund to which cash automates DR
XXXX 211930400 Detail Center CR
XXXX 111260/111270 Fund to which cash automates DR
XXXX 2138AA Detail Center CR
XXXX111260/111270 Fund to which cash automates DR
XXXX211940 Detail Center CR