Vouchers and Expense Reports

Pursuant to Article 4, Section 40, Paragraph 3 of the State Finance Law, Vouchers and Expense Reports should not be submitted for payment against lapsing appropriations unless the corresponding liability was incurred before the end of the fiscal year. Prior to approving these transactions, OSC may request documentation to confirm goods were received in satisfactory condition or services were rendered prior to the lapsing date.

For more information on determining when the liability was incurred on vouchers, agencies should refer to Chapter XII, Section 5.G – Entering the Appropriate Obligation and Accounting Dates on Vouchers.

For more information on documents OSC may request to support vouchers and expense reports, agencies should refer to Chapter XII, Section 3 – Record Retention – Accounts Payable Vouchers and Land Claims and Chapter XIII, Section 3 – Record Retention – Travel and Expense.

Refunds of Appropriation Expenditure

All refunds are to be submitted in accordance with procedures outlined in Chapter VII, Section 3 – Refund of Appropriation/AP Adjustment Vouchers 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.

Cash Advances

Eligible cash advances which have not been transferred (through AP journal voucher) to a current fiscal year appropriation/segregation will remain permanently charged to the appropriations from which these advances were charged. For more information, see Chapter VII, Section 10.H – Cash Advance Rollover of this Guide.

Contracts

To facilitate timely processing of contracts and amendments that utilize funds with near-term lapse dates within the date ranges identified below, the Bureau of Contracts (BOC) recommends submitting transactions subject to OSC review at least 35 days prior to the anticipated lapse date. BOC cannot guarantee transactions submitted less than 35 days before the applicable lapse date will be reviewed and approved/ non-approved by the lapsing date. For more information see Chapter XI, Section 2.C - Contract Funds Reservation.

*If these dates fall on a non-business day, see the State Agencies Events and Deadlines calendar for more information.

Guide to Financial Operations

REV. 02/07/2024