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  4. VII. State Revenues and Appropriated Loan Receivables
  5. VII.2 Miscellaneous Receipts / Accounts Receivable Receipts
  6. VII.2 Miscellaneous Receipts / Accounts Receivable Receipts Overview

VII. State Revenues and Appropriated Loan Receivables

Guide to Financial Operations

VII.2 Miscellaneous Receipts / Accounts Receivable Receipts Overview

VII. State Revenues and Appropriated Loan Receivables
Guide to Financial Operations

Agencies receive revenue payments for a variety of reasons. The recording of a cash receipt is the recognition of moneys received from internal or external sources. Most cash receipts are recorded through the Accounts Receivable (AR) module in the Statewide Financial System (SFS) after a deposit is made to the State’s General Checking Account (GCA). The following types of cash receipts should be recorded in the SFS as an AR Deposit in the AR module:

  • Agency operations – receipts agencies are responsible for collecting
  • Reimbursements of accounts receivables
  • Agency initiated bank transfer of moneys from agency sole custody bank accounts (sweeps)
  • Revenue contracts or repayment agreements
  • Federal Grant reimbursements
  • Municipal and Public Authorities deposits
  • Temporarily unidentified revenues (only when moneys cannot be classified upon deposit)

State Finance Law §8 requires the State Comptroller to operate and maintain and at their discretion, revise and modify a state accounting and financial reporting system which accurately and systematically accounts for all revenues, receipts, resources, and property of the state resulting in accurate financial information in annual and interim financial statements. To this end, an effort should be made to classify revenue in a timely manner if the nature of the revenue cannot readily be determined at the time of deposit.

Legislation that creates a specific fund and SFL §4(6) regarding the authorization to deposit revenue to specific funds must be considered when depositing and classifying revenue as each fund is often restricted to receiving certain types of revenue. 
Revenue account codes are used on AR deposits to denote the particular revenue type. In some instances, a revenue account code requires a product code that is used to further define the revenue type. See Chapter IV, Section 3.B - Miscellaneous Receipts of this Guide for a complete list of revenue account codes, product code requirements, titles and descriptions.

Chartfield Coding Requirements 

  • The following chartfields are required on all deposits in SFS:
    • Business Unit
    • Department Code
    • Fund Code
    • Account Code: Deposits using account codes 32207 (Refund of Lapsed Appropriations) or 32209-32213 (Lapsed Cash Advances) must be submitted on an Accounts Payable Adjustment Voucher. See Section 3 - AP Adjustment Vouchers of this Chapter.
  • Product Code is only required for specific revenue account codes but can be used to further categorize the types of revenue for any receipt. See Chapter IV, Section 3.B – Miscellaneous Receipts of this Guide.
  • Public authority bond proceeds deposited to account code 32001 (PA Bond Proceeds) require the following additional chartfields: 
    • Program
    • Budget Reference
  • Receipts for federal funds require the following additional chartfields:
    • PCBU
    • Project ID
    • Activity 
    • Account Code 36101 (Direct Federal Receipts) should be used. For a federal grant refund received from a payee, where the appropriation has lapsed, or the grant award is closed, see Chapter IX, Section 8 – Federal Grant Refunds of this Guide.
  • Program is not required for most receipts but can be used if an agency needs to report on revenue for a particular program within a fund.

AR Transaction Types

  • Direct Journal Payment: Submitted by an agency for deposits not related to a customer AR Item in SFS. Joint custody deposits must receive final approval in SFS by OSC-Bureau of State Accounting Operations (BSAO). See Section 2.A – Direct Journal Payment of this Chapter.
  • Payment Worksheet: Submitted by an agency for deposits related to a customer receipt that has to be applied to an AR Item in SFS. Joint custody deposits must receive final approval in SFS by OSC-BSAO. See Section 2.B – Payment Worksheet of this Chapter.
  • Transfer Worksheet: Created by an agency to transfer customer AR Items from one customer to another customer. These transactions do not require OSC- BSAO approval in SFS. Section 2.D – Transfer and Maintenance Worksheets of this Chapter should be read in its entirety for specific requirements.
  • Maintenance Worksheet: Created by an agency to correct or adjust customer AR Items. These transactions do not require OSC-BSAO approval in SFS. Section 2.D – Transfer and Maintenance Worksheets of this Chapter should be read in its entirety for specific requirements.

Payment ID Sequences

Payment ID sequences are available if an agency has a need to separate each payment on the AR Deposit. The payment sequences must add up to the total deposit amount or the deposit will not balance and can not be posted in SFS.

Accounting Date

The accounting date field properly defaults to the current date upon entering the AR Deposit into SFS and should not be changed.

Obligation Date

For guidance on entering obligation dates, please see Chapter XIV, Section 2 – Obligation, Accounting and Budget Dates of this Guide.

Documentation Requirements

Agencies should enter a detailed description on their deposit in SFS that supports the chartfield values (e.g. fund, account) used to record the revenue. Additional backup may be attached to the deposit in SFS at agency discretion. 

Document Retention

For documentation retention requirements see Section 5 – Document Retention Requirements of this Chapter.

Treasury Requirements

See Section 2.C – Direct Journal & Payment Worksheet – Treasury Requirements of this Chapter.