Submit Request (For a New Advance or Increase to an Existing Advance)

A written request for an advance should be submitted by the agency’s Chief Fiscal Officer to OSC’s Bureau of State Accounting Operations (BSAO) Cash Management Unit via email to [email protected]. The justification for the amount requested may include, but is not limited to, the following information.

A six month analysis of vouchers previously paid by OSC which could have been paid from a cash advance account if it were in existence at the time. For example:

• Number of vouchers and total dollar value of vendor claims paid under $250.
• Confidential investigation payments.
• Other special purchase payments.

The agency will be notified via email whether the request is approved or denied.

Establish a New Bank Account (For New Advance Requests)

After approval, and before an advance is issued, agencies must submit a written request to BSAO’s Cash Management Unit for permission to establish a bank account. Each request must be submitted by the agency’s Chief Fiscal Officer. Procedures for establishing a bank account are available in Chapter XIV, Section 4.B - Establishment and Closing of Bank Accounts of this Guide.

A consolidated bank account in the name of the agency, titled "Agency Advance Account", will be established by OSC at the agency’s request. The initial advance amount and all reimbursements will be deposited in the designated bank account.

The custodian of the account will be bonded by a blanket fidelity bond which covers all employees of State agencies.

Request a Cash Advance Vendor ID (For New Advance Requests)

After the bank account is established, the agency must then contact OSC’s Bureau of State Expenditures Vendor Management Unit to request a cash advance vendor ID as explained in Chapter X, Section 6.A – Requesting a Special Use Vendor ID of this Guide.

Submit AP Voucher (For a New Advance or Increase to an Existing Advance)

In order to receive the funds in the cash advance bank account, the agency must submit a regular voucher in AP using the designated Special Use Vendor ID assigned to the advance account and the appropriate account code as listed in the table below. When used these specific codes create an accounts receivable balance in the Modified Accrual Ledger and can be viewed by running the NY_AP_CASHADV_AUTHORIZED_LIMIT public query.

ACCOUNT CODES USED TO ESTABLISH, INCREASE OR REDUCE CASH ADVANCES
(Not used to reimburse an advance account.)

Note: These account codes cannot be used to reimburse an advance account because it will incorrectly increase the accounts receivable balance in the Modified Accrual Ledger. Whenever these codes are used, BSE contacts BSAO for approval. If the voucher is related to the approved establishment or increase of the advance account, BSAO will instruct BSE to approve the voucher. If the voucher relates to a reimbursement, BSAO will instruct BSE to reject the voucher.

After the AP Voucher is approved by the Bureau of State Expenditures and posted in SFS, the funds will be sent via ACH directly to the cash advance bank account.

Inactive Departments

If a department is being inactivated in the SFS, agency staff must check the NY_AP_CASHADV_AUTHORIZED_LIMIT public query to ensure that any cash advances charged to that department are moved to a valid department on an AP Journal Voucher prior to the inactivation. The agency should also use the same Vendor ID, fund, and program, as reported on the public query, on the credit line of the AP Journal Voucher.

Guide to Financial Operations

REV. 2/23/2024