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  4. VII. State Revenues and Appropriated Loan Receivables
  5. VII.3.C AP Adjustment Voucher Document Review

VII. State Revenues and Appropriated Loan Receivables

Guide to Financial Operations

VII.3.C AP Adjustment Voucher Document Review

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

OSC Review

After Treasury notifies OSC Bureau of State Accounting Operations (BSAO) – Budgets and Spending Accounting Section (Budgets) that the money has been received in the bank, the corresponding SFS transaction will be reviewed for accuracy and completeness. BSAO - Budgets can approve, deny, or reject the document. Documents are “denied” for online agencies, and “rejected” for Bulkload agencies. Bulkload Adjustment Vouchers cannot be returned for corrections via workflow and are therefore “rejected” and then deleted.

It is the agency’s responsibility to prepare and submit any new transactions and required documentation as soon as they are notified by BSAO – Budgets that a correction needs to be made. Transactions must be posted to avoid reconciliation issues between the bank and the State’s fund accounting.

In addition, STIP interest cannot be calculated for a fund until a transaction is posted. After the AP Adjustment Voucher has been posted, agencies will be able to view the status of the transactions in SFS through inquiry in the Accounts Payable module or on the daily revenue reports, such as the NYGL0400 ALL JOURNAL Report.

Transaction Errors

In the event that BSAO – Budgets is unable to approve the transaction due to errors, BSAO – Budgets may contact the agency to resolve the problem.

If the ROA transaction was submitted online and is denied, it will be routed back into the agency’s workflow. Agencies must make the necessary corrections (on the same transaction) and resubmit it for approval by the next business day.

If the ROA transaction is submitted through a bulkload and is rejected, the agency will need to submit a new AP Adjustment Voucher and provide the new voucher ID in an email to [email protected] with a copy to the Accountant who initially contacted them.

The NYGL0400 ALL JOURNAL Report is run monthly as a SFS Book of Record report, but can also be generated on-demand by agencies. This report provides confirmation that the AP Adjustment Voucher was posted to the Modified Accrual ledger and should be reviewed by agencies to ensure the accuracy of the expenditure reduction. To run the report, navigate to: General Ledger > General Reports > Cash Disb Summary Rpt (GL0400).

AP Adjustment Voucher Deletion

To keep the Commitment Control (KK), Cash and Modified Accrual ledgers in synch as well as reducing the amount of transactions remaining in SFS that cannot be posted, AP Adjustment Vouchers will be deleted throughout the Fiscal Year by SFS, BSAO - Budgets and OSC’s Bureau of State Expenditures (OSC – BSE) according to the following rules:

  • AP Adjustment Vouchers that are entered without a corresponding deposit to the bank will be deleted after 10 business days by the OSC – BSE.
  • AP Adjustment Vouchers that are entered prior to March 31st which cannot be approved by the end of the Fiscal Year will be deleted by SFS in accordance with the schedule provided in the Fiscal Year End guidance, see: Chapter XV, Section 12 – End of Year – Refund of Appropriation and Report of Moneys Received of this Guide.
  • All refunds against a lapsing appropriation not approved by OSC by close of business on the lapsing date will be deleted by the lapsing process and all related appropriation balances restored.

Document Retention

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

Guide to Financial Operations

REV. 09/30/2019