MEMORANDUM No. NCAS-96-0027
To: All Chief Fiscal Officers
From:
Chuck Cooper
Assistant State Controller
Subject: Accruals, Check Printing and June, 1996 BD Reporting REVISED
The OSC Helpdesk has received numerous calls regarding various topics regarding closeout of June, 1996, final check printing for fiscal year 1996 and the budgetary reporting process for June, 1996. This memorandum deals with instructions for these processes.
One of the most important considerations deals with the date set in the Accounts Payable module for the final check run. To be certain this occurs properly, all agencies should ensure the Payment Date field on screen PCC for the last check run set up in this fiscal year contains a date no later than June 29, 1996. The date in this field is the date which will appear on the face of the check and is the effective date of the posting of expenditures and cash disbursement in NCAS General Ledger. A special production process will be run on Saturday, June 29 which will include a check run for those agencies that set PCC for check print execution. These checks will be available for printing on Monday, July 1, 1996, even though the NCAS mainframe system will be down. Please follow the established check printing procedures.
Regarding flagging Accounts Payable documents for accruals, agencies may elect to enter the accrual flag on documents during this last week of June. The flagged accrual program will include documents that have been entered in June with the accrual indicator in the expense indicator field on AP documents. Agencies should carefully review the flagged accrual transactions reports (C-U-AP-ACCRUAL-INVOICES and C-U-AP-ACCRUAL-INVC-VEND) in the AP Public Library prior to requesting the injection of these accruals into June, 30, 1996 (13th period). If a document is entered in June with the accrual expense indicator and is paid during June, your agency must perform document maintenance to remove the accrual indicator to avoid duplication in cash and accrual entries.
For Accounts Payable documents entered in June but not paid in June, the accounts payable (AP) encumbrance amount will appear in the encumbrance column of report BD-701. Your agency will be responsible for requesting authorization for cash carryforward from Office of State Budget and Management (OSBM) to cover the expenditure if you do not wish to pay for the purchase from next fiscal years appropriation. The OSBM is aware of the AP encumbrance appearing on the June, 1996 reports.
The OSC Helpdesk staff will be operating Saturday, June 29 from 8 a.m. until 3 p.m. Check printing assistance will also be available. Please feel free to contact the Helpdesk for check printing support at 875-HELP.