Monthly Reconciliations

Agencies are required to reconcile cash advance bank accounts monthly in order to comply with the provisions in State Finance Law (SFL) §107. For full instructions, see Chapter XIV, Section 4.C – Bank Account Reporting and Reconciliations of this Guide.

Reconciling your cash advance bank accounts monthly aids in fraud reduction and facilitates timely completion of the annual confirmation pursuant to SFL §115(6) and annual reporting requirements pursuant to SFL §8(9).

Annual Confirmation

State Agencies are required to reconcile and confirm outstanding cash advance balances as of March 31st. In April, agencies must run the public query NY_AP_CASHADV_AUTHORIZED_LIMIT to obtain a complete list of OSC approved advance accounts and other information needed to properly complete the annual confirmation for each bank account.

The path to access this public query: Reporting Tools > Query > Query Viewer

• 'VENDOR ID’ – Leave blank to return all advances for your agency’s GLBU
• 'BUSINESS UNIT’ - Agency GLBU
• 'AS OF DATE’ – Enter March 31st of the fiscal year being confirmed
• 'ACCOUNT DESCRIPTION’ – Leave blank to return all advance types

The query results must be sorted and subtotaled by Vendor ID in excel to obtain the reported cash advance balances to reconcile to.

For each bank account, a separate Cash Advance Confirmation & Reconciliation form (AC 3329) is required. The AC 3329 is available in both Excel and fillable PDF. Instructions for each column are provided on the form. Once completed, the form and following documentation should be emailed to [email protected]:

• Copy of the March 31st bank statement;
• Detailed list of “Other” items (including change funds, shortages, overages etc.). The total of “Other” items should agree to the AC 3329.
  • Any overages, shortages or theft, must follow the procedures as outlined in Section 10.G - Cash Advance Shortages and Overages of this Chapter. Reports resulting from an investigation of missing funds that are submitted to OSC Deputy Comptroller – Division of Contracts and State Expenditure must be referenced and a copy retained by the agency.
• List of outstanding checks (including payee, date of issuance, check #, and amount). The total of the outstanding checks should agree to the AC 3329. Any check issued that remains uncashed one year after the date of issuance, must follow the guidance provided in Chapter XIV, Section 1 - Outstanding Check Outreach and Escheatment of this Guide.

If an agency is unable to email the required documentation, it can be mailed to:

Office of the New York State Comptroller
Bureau of State Accounting Operations
Attn: Cash Advance Confirmation
Mail Drop 9-8
110 State Street
Albany, NY 12236

The form preparer will be contacted for the resolution of all discrepancies. BSAO may also request additional documentation or request that the reconciliation be redone, if necessary.

If agencies are no longer using their advance funds for the purposes (as described in Section 10.D – Cash Advance Payment Types of this Chapter) under the originally assigned advance type as reported on the NY_AP_CASHADV_AUTHORIZED LIMIT query, and need the funds reassigned under a different advance type, they must email [email protected].

Guide to Financial Operations

REV. 10/11/2018