On-line agencies enter an Adjustment Voucher in the Accounts Payable module within SFS.

SFS Navigation: Accounts Payable >Vouchers > Add/Update > Regular Entry

The Voucher Style is “Adjustments”.

Chartfield Coding Requirements

Within the AP Adjustment Voucher there are two invoice lines, each with its own distribution line, that are required to be entered by the agency. These lines must net to $0. The first invoice/distribution line is for the credit (-) to the expenditure. This line must contain the same chartfield coding used on the original payment. There are specific exceptions which should be discussed with your Budgets and Spending Accountant. The most common exception is due to an overpayment received after an appropriation has lapsed, see: Section 3 – AP Adjustment Voucher Overview – Lapsed Appropriations of this Chapter.

The second line is the debit (+). This line must contain the same chartfield values as the first line with the exception of the account code. The account code must be 59999 - Refund of Appropriation Clearing Account. BSAO – Budgets will reject any voucher that does not use 59999.

Accounting Date

The accounting date field properly defaults to the current date upon entering the AP Adjustment Voucher into SFS and it should not be changed.

Obligation Date

The AP Adjustment Voucher must also include an obligation date, which should be the same obligation date as the original payment. For guidance on entering the correct obligation date, please refer to Chapter XIV, Section 2 – Obligation, Accounting and Budget Dates of this Guide.

Payment Terms

Agencies MUST use “Due Now” on AP Adjustment Vouchers (Refunds of Appropriation – ROAs) since any other Pay Terms would result in a delay of posting the returned payment in SFS by the amount indicated. For guidance on payment terms please refer to Chapter XII, Section 5.F – Selecting the Appropriate Payment Terms of the Guide.

1099 Reporting

If the original voucher was “Withholdings Applicable”, the agency will need to click on the Withholdings hyperlink on the Invoice Information page and uncheck the two boxes associated with the 59999-invoice line.

If the original voucher was not “Withholdings Applicable” then the agency will need to uncheck all the boxes in the withholdings hyperlink for all invoice lines. Improperly checking or unchecking the box will result in an inaccurate 1099 being issued to the vendor.

Supplier ID/Vendor ID

The supplier ID should match the original voucher. Exceptions are outlined in Section 3 – AP Adjustment Vouchers Overview of this Chapter.

Expense Report Correction

For refunds related to expense report corrections, the expense report ID must be entered into the Invoice No field.

Backup Documentation

If 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.

Any attachments the agency deems necessary to support the transaction can be attached by the agency when submitting the transaction online. Agencies who bulkload ROA transactions can attach supporting documentation once the transaction is uploaded in SFS from the agency file. No confidential data should be included in the backup documentation.

Any explanations needed to fully describe and explain the reason for the transaction should be added in the Comments link on the Invoice Information page.

Submission

Once the AP Adjustment Voucher has been saved and has a valid budget status agencies should send their checks to DTF – Treasury to be deposited to the General Checking Account (GCA), see: Section 3.B – AP Adjustment Voucher – Treasury Requirements of this Chapter for more information.

Significant dollar amount deposits must be communicated to BSAO- Cash Management Unit (CMU) in advance of the deposit to the GCA by email to [email protected]. See Chapter VII.1 – State Revenues Overview for complete guidance.

Once notified by DTF – Treasury that the funds have been received and deposited to the bank, BSAO – Budgets will review and approve the AP Adjustment Voucher.

SFS Job Aid

See SFS Coach to access the, “Entering a Refund of Appropriation (ROA) Voucher” Job Aid.

Guide to Financial Operations

REV. 09/20/2022