Operational Advisory No. 18

Operational Advisory

Office of Operations

Bureau of State Expenditures

Advisory Name

Refund of Appropriation (ROA) Vendor IDs in Accounts Payable

Date Issued

05/26/2015

Date Last Updated

05/26/2015

Subject:

Two Refund of Appropriation Vendor IDs to be Inactivated

Guidance:

On June 1, 2015 the Vendor Management Unit will inactivate ROA Vendor IDs 0RASP00000 and 0RAE000000. Business Units should use Vendor ID 0RAR000000 to handle the scenarios previously covered under the inactivated Vendor IDs (see table below).

Business Units should ensure that all ROA vouchers that reference Vendor IDs 0RASP00000 and 0RAE000000 are paid prior to June 1, 2015. The Bureau of State Expenditures will delete all unpaid vouchers that reference these Vendor IDs on June 1.

Vendor ID	Scenario
0RAR000000	A third party entity reimburses the State for monies paid to a vendor through CAS or the Statewide Financial System (SFS).
0RASP00000 (should now use 0RAR000000)	A State check issued from the Central Accounting System (CAS) is returned by a vendor that is not in the Vendor File. A Single Payment Vendor issues its own check to the State to reimburse the State for monies paid via a Single Payment Vendor ID.
0RAE000000 (should now use 0RAR000000)	A State employee returns a State check issued from CAS. A State employee returns monies issued via SFS because the employee was not entitled to the monies.