SECTION OVERVIEW AND POLICIES
This section informs Business Units how to process vouchers to replenish a Business Unit’s advance account.
Process and Transaction Preparation:
- Create a regular voucher using the Special Use Vendor ID assigned to the Advance Account. This Vendor ID starts with “041.” To find the Vendor ID for a specific account, use the “Find an Existing Value” function in the Statewide Financial System (SFS) to search by Vendor ID starting with "041" and/or Vendor Name 1.
- Refer to Section 5 - Agency Payment Preparation and Submittal of this Chapter for instructions on how to submit a regular voucher.
- Business Units must use the account code that correlates to the goods or services that it spent the monies on in order to record spending for the items in question.
For example, if the Business Unit purchased stamps with funds from an advance account, the Business Unit should process a voucher to replenish the account using the account code for postage. A list of account codes can be found in Chapter IV, Section 1 - Accounting Codes – Uses and Descriptions Overview of this Guide. Business Units should not use the account code used to set up the advance account.
- Process the voucher for payment electronically into the SFS.
For questions regarding the processing or payment of vouchers for the replenishment of an Advance Account, please contact the Bureau of State Expenditures’ Customer Service Help Desk at (518) 474-4868, or by email addressed to [email protected]. Business Units should refer to Chapter VII, Section 10.D – Cash Advance Payment Types for information regarding appropriate disbursements to make from an advance account.
Guide to Financial Operations
REV. 01/26/2015