Section Overview and Policies:

This section provides Online Agencies with information related to refunds owed to the State by an employee using the Due to State Offset functionality in the SFS.

Process and Transaction Preparation:

Online Agencies

Agencies should follow this procedure when an expense report was created that resulted in an amount owed to the State by the employee (i.e., Due to State). When a Due to State condition exists, the SFS creates an accounts receivable entry associated with the expense report for the amount due. The SFS prevents an employee from submitting an expense report for reimbursement unless the Due to State is refunded to the State.

An employee who travels frequently can use the Due to State Offset functionality in SFS to apply the Due to State Offset amount to future expense reports. The Due to State Offset amount is available in the employee’s wallet. The employee must import the Due to State Offset into the current expense report, reducing the employee’s reimbursement amount. An employee can import more than one Due to State Offset amount to a single expense report. If the total Due to State Offset amount is more than the employee’s current expense report reimbursement, the balance of the Due to State Offset amount will remain in the wallet until it is fully reconciled.

For more information on how to apply a Due to State Offset to an expense report in SFS, please click “View Popular Job Aids” and select “Due to State Overview” in SFS Coach.

Bulkload Agencies

When an employee owes money to the State, he or she must submit a check to the agency to refund the amount owed (please refer to Section 10.B - Refunds Owe to the State by an Employee - Using an Employee Check of this Chapter for more information).

Guide to Financial Operations

REV. 08/01/2019