Subject:

Chapter VII.3 Refund of Appropriation/AP Adjustment Vouchers

Guidance:

The Office of the State Comptroller (OSC) has updated Chapter VII.3 regarding Refund of Appropriation transactions submitted on AP Adjustment Vouchers. The updated guidelines contain the specific situations when a Refund of Appropriation/AP Adjustment Voucher should be submitted in SFS for OSC approval. All other revenue sources must be submitted through the AR Module. Effective October 1, 2020, guidance has also been updated regarding new Vendor ID’s, the proper use of the Vendor ID and required supporting documentation including related voucher identification and attachments for all ROA transactions submitted online or through a bulkload file.

Supplier ID/Vendor ID and Documentation

The same vendor ID that was used on the original voucher must be used on the AP Adjustment Voucher to ensure that the vendor gets an accurate 1099. Since the refund relates to a payment that was posted in SFS, a “Related Voucher” must be linked to the transaction and no additional documentation is required. The description field should contain information explaining the reason for the refund.

There are, however, circumstances when the original supplier ID/vendor ID cannot, or should not, be entered on the voucher, therefore a “Related Voucher” cannot be indicated. Depending on the scenario, one of the below vendor ID’s should be used:

• The original payment was issued using a single payment vendor ID.
  • Use Supplier ID: 0RSNGLPYMT - ROA Single Payment Refunds
• The refund is from a vendor for items purchased with a procurement card. For example, the original voucher was paid to Citibank but the refund would be from the actual vendor (i.e. Staples). Agencies must include the Citibank voucher ID as backup or in comments.
  • Use Supplier ID: 0RPCARDPUR - ROA Vendor Refund of PCard Purchases
• Expense report corrections, return of travel advances and other refunds from employees for non-state costs (enter expense report ID in the Invoice ID field).
  • Use Supplier ID: 0REMPLYREF - ROA Employee Refunds and Returns
• Medicaid/HIT/BHP Refunds – specific to DOH transactions.
  • Use Supplier ID: 0RMEDIREFD – ROA Medicaid HIT BHP Refunds

Effective April 1, 2020 legislation was enacted to allow the Refund of Appropriation/AP Adjustment Voucher to be used when a refund does not fit one of the above categories or is not able to be traced back to an original voucher. 

When this situation occurs, Supplier ID/Vendor ID: 0RAR000000 must be used. When this supplier ID/vendor ID is used, the system will not allow a related voucher to be linked. For on-line agencies, backup documentation must be uploaded as an attachment via the Invoice Information page. Agencies who bulkload ROA transactions are expected to attach supporting documentation once the transaction is uploaded in SFS from the agency file.