M E M O R A N D U M NO. FSD 020030
 

TO:	NCAS Chief Fiscal Officers NCAS Accounts Payable Supervisors
FROM:	Zeke Partin, CPA, Assistant State Controller Don Waugh, Assistance State Controller
SUBJECT:	General Fund Reporting Requirements Reports and Band Account Payment (BAP) Codes

Pursuant to Executive Order Number 19 and the memorandum dated May 3, 2002, the Office of the State Controller (OSC) is issuing additional North Carolina Accounting System (NCAS) procedures to assist agencies in Accounts Payable processing.

Procedure 1

Beginning on May 9, 2002, the OSC will place a daily report in Systemware (XPTR) sorting the agency payments by budget code and second high order account distribution (the first four digits of the account).  This report balances to the agency’s automated cash requisition in the Cash Management Control System (CMCS).  Although the General Fund is the only fund that is restricted, this report includes all budget codes.  This will assist agencies in completing the OSCREQ1 and OSCTRAN1 forms.

The report series will be located in NCAS-CMCS Cash Recon Acct.  The requisition report ID is ACCTREQ.  The transfer report ID is ACCTTRF.

Procedure 2

All payments should be entered in the NCAS.  This will enable the State to know its outstanding obligations from the NCAS.  However, new BAP codes have been established in NCAS for processing payments that meet the mandatory obligation criteria as set forth in the OSBM Memorandum dated May 3, 2002.  The new BAP codes are formatted “XXS” where XX represents the two-digit agency number.  For the remainder of this fiscal year, NCAS payments will be processed only for those invoices coded with the XXS BAP codes plus the additional following BAP codes:
 

2AD	3BC	3DP	32D	34P	36T	38P
2AM	3BD	3DV	32N	34V	36V	38V
2AP	3BP	30E	32P	35C	37B	39B
2BF	3BV	30F	32V	35D	37C	39C
24C	3CC	31C	33C	35N	37D	39D
28C	3CD	31D	33D	35P	37G	39H
3AC	3CP	31N	33P	35V	37P	39P
3AD	3CV	31P	33V	36C	37V	39T
3AP	3DC	31V	34C	36D	38C	39V
3AV	3DD	32C	34D	36P	38D	17D
17N	17P

For invoices already entered that meet the criteria for payment, agencies can change the BAP code to the new XXS BAP code or to one of the other BAP codes listed above.  As always, NCAS agencies must set payment controls on screens BCC and PCC, but should set them only for the XXS BAP codes and the BAP codes listed above.  Payment controls set for other BAP codes will not be extracted for payment for the remainder of the fiscal year.

Any NCAS agency that has an existing BAP code that is used solely for processing payments that meet the above criteria can call the OSC NCAS Help Desk (919) 875-HELP (4357) to have that BAP code included in the list of payments to be processed during the emergency.

Thank you for your cooperation.

ZP/DW