Chapter 85 - Accounting Procedures
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Chapter 85 - Accounting Procedures |
| 85.10 | Budgetary Accounting Procedures |
| 85.10.10 | These procedures apply to budgeted accounts | June 1, 2004 |
| 85.10.20 | Budgetary accounting requirements | July 1, 2009 |
| 85.15 | Budgetary Accounting - Illustrative Entries |
| 85.15.05 | These entries are for illustrative purposes | July 1, 2008 |
| 85.15.10 | Establish expenditure authority for budgeted accounts | July 1, 2008 |
| 85.15.15 | Allotments for budgeted accounts | July 1, 2008 |
| 85.15.16 | FTEs for budgeted accounts | July 1, 2008 |
| 85.15.17 | Decrease FTEs for budgeted accounts | July 1, 2008 |
| 85.15.20 | Estimated revenues for budgeted accounts | May 1, 1999 |
| 85.15.25 | Decrease estimated revenues for budgeted accounts | May 1, 1999 |
| 85.15.30 | Transfer unobligated allotments to reserve for budgeted accounts | May 1, 1999 |
| 85.15.35 | Re-allotment of amounts placed in reserve for budgeted accounts | May 1, 1999 |
| 85.15.40 | Revert unobligated allotments to unallotted status for budgeted accounts | May 1, 1999 |
| 85.15.45 | Transfer unallotted legislative appropriations to reserve for appropriated accounts | May 1, 1999 |
| 85.15.50 | Transfer legislative appropriations placed in reserve to unallotted status for appropriated accounts | May 1, 1999 |
| 85.15.55 | Abolish or decrease legislative appropriations for appropriated accounts | May 1, 1999 |
| 85.15.60 | Close of accounting period for budgeted accounts | May 1, 1999 |
| 85.20 | Revenue and Cash Receipts |
| 85.20.10 | Collection and deposit of receipts | July 1, 2009 |
| 85.20.20 | Prudent collection processes | July 1, 2001 |
| 85.20.30 | Non-revenue receipts | July 1, 2003 |
| 85.20.40 | Proceeds from sale of property | Jan. 1, 2012 |
| 85.20.50 | Undistributed receipts | May 1, 1999 |
| 85.20.60 | Receipts placed in suspense | July 1, 2009 |
| 85.20.70 | Refunds of revenue | May 1, 1999 |
| 85.20.80 | Subsidiary records | May 1, 1999 |
| 85.20.90 | Deposit interest distribution by OST | June 1, 2005 |
| 85.22 | Deposit Adjustments and Returned Payments |
| 85.22.10 | About these procedures | May 1, 1999 |
| 85.22.20 | Documentation for deposit adjustments | July 1, 2008 |
| 85.22.30 | Deposit adjustments - treasury and trust accounts | July 1, 2009 |
| 85.22.40 | Deposit adjustments - local accounts | July 1, 2009 |
| 85.22.50 | Returns and reversals of AFRS ACH payments | July 1, 2012 |
| 85.24 | Revenue and Cash Receipts - Illustrative Entries |
| 85.24.10 | These entries are for illustrative purposes | May 1, 1999 |
| 85.24.20 | Estimated revenue | May 1, 1999 |
| 85.24.30 | Deposit of cash revenues | May 1, 1999 |
| 85.24.40 | Cash over or short | May 1, 1999 |
| 85.24.50 | Recording adjustment for non-sufficient funds (NSF) check | July 1, 2008 |
| 85.24.60 | Subsequent collections of non-sufficient funds (NSF) check | July 1, 2009 |
| 85.24.65 | Recording receipt of returned AFRS ACH payment | July 1, 2009 |
| 85.24.70 | Undistributed receipts - account and/or revenue source not identified | May 1, 1999 |
| 85.24.80 | Receipts placed in suspense | July 1, 2009 |
| 85.30 | Encumbrances |
| 85.30.10 | Encumbrance accounting | July 1, 2013 |
| 85.32 | Goods and Services Expenditures |
| 85.32.10 | Agency responsibilities | July 1, 2008 |
| 85.32.15 | Special definitions | Jan. 1, 2012 |
| 85.32.20 | Expenditure authorization | Jan. 1, 2012 |
| 85.32.25 | Priority of expenditures | June 7, 2012 |
| 85.32.30 | Payment processing documents | July 1, 2013 |
| 85.32.40 | Payment processing | June 1, 2014 |
| 85.32.50 | Timing of payment | June 7, 2012 |
| 85.32.60 | Rapid invoice processing | June 1, 2002 |
| 85.32.70 | Purchase card | Jan. 1, 2013 |
| 85.32.80 | Waste recycling procedures | Jan. 1, 2012 |
| 85.34 | Payroll and Other Related Activities |
| 85.34.10 | Payroll | Jan 1, 2019 |
| 85.34.20 | Shared leave | July 1, 2018 |
| 85.34.30 | Amounts due deceased employees | May 1, 1999 |
| 85.34.40 | Salary overpayment recoveries | June 1, 2004 |
| 85.36 | Disbursement Processing |
| 85.36.10 | Agency disbursement processes | July 1, 2000 |
| 85.36.20 | Disbursement mechanisms | July 1, 2013 |
| 85.36.30 | Treasury account requirements | Jan. 1, 2012 |
| 85.36.40 | Local account requirements | July 1, 2010 |
| 85.36.50 | Recording | July 1, 2010 |
| 85.38 | Other Warrant Procedures |
| 85.38.10 | Agency-initiated warrant cancellations | July 1, 2013 |
| 85.38.15 | Non-deliverable warrant | July 1, 2012 |
| 85.38.20 | Lost or destroyed warrants | July 1, 2015 |
| 85.38.30 | Redeemed warrants reported as lost or destroyed | July 1, 2013 |
| 85.38.40 | Statutorily canceled warrants | June 1, 2014 |
| 85.38.50 | Liability for canceled warrants/checks | May 1, 1999 |
| 85.38.60 | "X" warrants | Jan. 1, 2012 |
| 85.38.70 | "X" and blank state warrant stock control procedures | Jan. 1, 2012 |
| 85.38.80 | Warrant voiding and destruction procedures | Jan. 1, 2012 |
| 85.38.90 | Local check control procedures | May 1, 1999 |
| 85.40 | Belated and Sundry Claims |
| 85.40.10 | Belated claims | Jan. 1, 2016 |
| 85.40.20 | Sundry claims | Jan. 1, 2016 |
| 85.42 | Expenditures, Expenses, and Cash Disbursements - Illustrative Entries |
| 85.42.10 | These entries are for illustrative purposes | May 1, 1999 |
| 85.42.20 | Encumbrances | June 1, 2011 |
| 85.42.30 | Expenditure/expense disbursements | May 1, 1999 |
| 85.42.40 | Recording payroll | Jan. 1, 2019 |
| 85.42.50 | Recording shared leave | Jan. 1, 2018 |
| 85.42.60 | Amounts due deceased employees | July 1, 2018 |
| 85.42.70 | Salary overpayment recoveries | May 1, 1999 |
| 85.42.80 | Cancellations of non-deliverable, SOL, and lost or destroyed warrants | July 1, 2012 |
| 85.42.85 | Cancellation of warrants issued in error | July 1, 2012 |
| 85.42.90 | Reissuance of canceled warrants | July 1, 2012 |
| 85.42.95 | Forged endorsement | May 1, 1999 |
| 85.50 | Cash |
| 85.50.10 | Deposit of treasury or treasury trust receipts | July 1, 2011 |
| 85.50.20 | Deposit of local receipts | July 1, 2008 |
| 85.50.30 | Undeposited receipts | May 1, 1999 |
| 85.50.40 | Reconciliation of cash receipts and deposits | Oct. 1, 2018 |
| 85.50.50 | Petty cash - general information | July 1, 2011 |
| 85.50.60 | Accounting for petty cash in treasury accounts | June 1, 2015 |
| 85.50.70 | Accounting for petty cash in local accounts (including treasury trust accounts) |
June 1, 2015 |
| 85.52 | Investments |
| 85.52.10 | About investments | July 1, 2003 |
| 85.52.20 | Short-term investments | July 1, 2003 |
| 85.52.30 | Non-current investments | July 1, 2015 |
| 85.52.40 | Investment pools | July 1, 2015 |
| 85.52.50 | Permanent funds | July 1, 2013 |
| 85.52.60 | Deferred compensation plans (IRC Section 457) | July 1, 2001 |
| 85.52.70 | Securities lending | May 1, 1999 |
| 85.52.80 | Reverse purchase agreements | May 1, 1999 |
| 85.52.90 | Subsidiary ledgers are required for certain investments | May 1, 1999 |
| 85.54 | Receivables |
| 85.54.10 | About receivables | July 1, 2012 |
| 85.54.15 | Taxes receivables | July 1, 2009 |
| 85.54.20 | Due from federal government | June 1, 2013 |
| 85.54.25 | Due from other governments | June 1, 2013 |
| 85.54.30 | Due from other accounts | July 1, 2009 |
| 85.54.35 | Due from other agencies | July 1, 2009 |
| 85.54.40 | Notes and loans receivable | June 1, 2011 |
| 85.54.42 | Private donation pledges | July 1, 2004 |
| 85.54.44 | Travel advances receivable | July 1, 2010 |
| 85.54.45 | Other receivables | July 1, 2004 |
| 85.54.50 | Receivable collection procedures | June 1, 2014 |
| 85.54.52 | Collecting NSF Checks | Jan. 1, 2012 |
| 85.54.55 | Uncollectible receivables | July 1, 2008 |
| 85.54.60 | Documentation | May 1, 1999 |
| 85.54.65 | Subsidiary ledgers | July 1, 2012 |
| 85.56 | Inventories |
| 85.56.10 | Inventory management and control procedures are in Chapter 35 | May 1, 1999 |
| 85.56.20 | Consumable inventories | June 1, 2014 |
| 85.56.30 | Merchandise inventories in proprietary fund type accounts | May 1, 1999 |
| 85.56.40 | Donations of consumable inventories |
Jan. 1, 2014 |
| 85.58 | Prepaid Expenses |
| 85.58.10 | Prepaid expenses | July 1, 2008 |
| 85.60 | Capital Assets |
| 85.60.10 | About capital assets | July 1, 2009 |
| 85.60.20 | Asset valuation | July 1, 2001 |
| 85.60.30 | Acquisitions of capital assets | July 1, 2015 |
| 85.60.40 | Depreciation/amortization of capital assets | June 1, 2013 |
| 85.60.45 | Impairment of capital assets and related insurance recoveries | July 1, 2009 |
| 85.60.50 | Disposal of capital assets | Jan. 1, 2014 |
| 85.60.60 | Reconciliation of capital assets | July 1, 2012 |
| 85.60.70 | Capital assets acquired through capital lease | July 1, 2008 |
| 85.60.80 | Capital assets acquired through Certificates of Participation (COP) | July 1, 2012 |
| 85.60.90 | Accounting for the construction of capital assets | July 1, 2008 |
| 85.60.95 | Accounting for the transfer of vehicles to the State Motor Pool | Jan. 1, 2012 |
| 85.60.97 | Accounting for Interagency/Interfund Capital Asset Transfers | Jan. 1, 2014 |
| 85.65 | Assets - Illustrative Entries |
| 85.65.10 | These entries are for illustrative purposes | May 1, 1999 |
| 85.65.12 | Deposit of cash revenues | June 1, 2015 |
| 85.65.14 | Petty cash - treasury and treasury trust accounts | June 1, 2015 |
| 85.65.16 | Petty cash - local accounts | June 1, 2015 |
| 85.65.18 | Accounting for the acquisition of non-current investments | Jan. 1, 2014 |
| 85.65.20 | Accounting for earnings and costs associated with non-current investments |
July 1, 2003 |
| 85.65.22 | Accounting for fair value adjustment to non-current investments | July 1, 2013 |
| 85.65.24 | Accounting for the sale of non-current investments | July 1, 2013 |
| 85.65.28 | Accounting for deferred compensation (IRC Section 457) | June 1, 2011 |
| 85.65.30 | Taxes receivable | May 1, 1999 |
| 85.65.32 | Receivables | July 1, 2001 |
| 85.65.33 | Travel advances receivable | July 1, 2010 |
| 85.65.34 | Due from federal government | May 1, 1999 |
| 85.65.36 | Long-term loans | June 1, 2011 |
| 85.65.38 | Consumable inventories - periodic inventory method | June 1, 2011 |
| 85.65.40 | Consumable inventories - perpetual inventory method | May 1, 1999 |
| 85.65.42 | Merchandise inventories in proprietary fund type accounts - periodic inventory method | May 1, 1999 |
| 85.65.44 | Merchandise inventories in proprietary fund type accounts - perpetual inventory method | May 1, 1999 |
| 85.65.46 | Donations of consumable inventories | Jan. 1, 2014 |
| 85.65.50 | Prepaid expenses | May 1, 1999 |
| 85.65.52 | Acquisition of capital assets | July 1, 2015 |
| 85.65.54 | Assets that do not meet the state's capitalization policy | July 1, 2009 |
| 85.65.56 | Depreciation/amortization | July 1, 2009 |
| 85.65.58 | Disposal of capital assets | July 1, 2012 |
| 85.65.60 | Trade-in of capital assets | July 1, 2008 |
| 85.65.62 | Capital assets acquired through capital lease | July 1, 2006 |
| 85.65.64 | Accounting for the construction of capital assets | July 1, 2009 |
| 85.65.66 | Interagency/Interfund Capital Asset Transfers | Jan. 1, 2014 |
| 85.70 | Short-Term Liabilities |
| 85.70.10 | About short-term liabilities | May 1, 1999 |
| 85.70.20 | Establishing short-term liabilities | July 1, 2009 |
| 85.70.30 | Accounts payable | May 1, 1999 |
| 85.70.40 | Unavailable revenues | June 1, 2015 |
| 85.70.45 | Unearned revenues | June 1, 2015 |
| 85.70.50 | Short-term portion of long-term obligations | June 1, 2004 |
| 85.72 | Long-Term Obligations |
| 85.72.10 | About long-term obligations | June 1, 2013 |
| 85.72.15 | State Finance Committee approval | July 1, 2008 |
| 85.72.20 | Bonds payable | June 1, 2013 |
| 85.72.30 | Lease-purchase agreements payable | July 1, 2014 |
| 85.72.40 | Certificates of Participation (COP) | June 1, 2013 |
| 85.72.50 | Vacation leave payable | July 1, 2009 |
| 85.72.60 | Sick leave payable | June 1, 2004 |
| 85.72.65 | Compensatory time payable | July 1, 2009 |
| 85.72.70 | Termination benefits | July 1, 2006 |
| 85.74 | Special Liabilities |
| 85.74.10 | Vendor payment advance | May 1, 1999 |
| 85.74.20 | Public works contracts - retention of payments | July 1, 2012 |
| 85.74.30 | Unclaimed property | July 1, 2008 |
| 85.74.40 | Claims and judgments | Oct. 1, 2011 |
| 85.74.45 | Asset Retirement Obligations | June 1, 2019 |
| 85.74.50 | Pollution remediation obligations | July 1, 2009 |
| 85.74.55 | Other post employment benefit (OPEB) obligations | July 1, 2008 |
| 85.80 | Fund Equity |
| 85.80.10 | Fund equity | June 1, 2011 |
| 85.85 | Liabilities and Equity - Illustrative Entries |
| 85.85.10 | General | July 1, 2003 |
| 85.85.15 | Establishment of short-term liabilities | May 1, 1999 |
| 85.85.20 | Payment of short-term liabilities | May 1, 1999 |
| 85.85.24 | Unavailable revenue | June 1, 2013 |
| 85.85.25 | Unearned revenue | June 1, 2015 |
| 85.85.30 | Fund bond debt issuance and servicing | June 1, 2013 |
| 85.85.35 | General obligation bond debt issuance and servicing | Jan. 1, 2011 |
| 85.85.40 | Lease-purchase agreements |
Mar. 17, 2010 |
| 85.85.45 | Equipment/Certificates of Participation (COP) | June 1, 2013 |
| 85.85.50 | Real Estate Certificates of Participation (COP) | June 1, 2013 |
| 85.85.52 | Real Estate Certificates of Participation (COP) refunding | June 1, 2013 |
| 85.85.55 | Vendor payment advances | July 1, 2003 |
| 85.85.60 | Retention of payments | July 1, 2012 |
| 85.85.65 | Claims and judgments | July 1, 2001 |
| 85.90 | Interfund/Interagency Activities |
| 85.90.10 | Interfund/interagency activities | July 1, 2008 |
| 85.90.20 | Interfund loans | July 1, 2001 |
| 85.90.30 | Interfund/interagency services provided and used | Jan. 1, 2012 |
| 85.90.40 | Payment procedures for selected central services agency charges | June 1, 2016 |
| 85.90.50 | Transfers | July 1, 2008 |
| 85.90.60 | Reimbursements (Objects S & T) | July 1, 2009 |
| 85.90.70 | Agency vendor payment revolving account charges | July 1, 2001 |
| 85.95 | Interfund/Interagency Activities - Illustrative Entries |
| 85.95.10 | These entries are for illustrative purposes |
July 1, 2001 |
| 85.95.20 | Transfers of equity | July 1, 2003 |
| 85.95.30 | Operating transfers | July 1, 2003 |
| 85.95.35 | Special budgeted allocation transfers | July 1, 2008 |
| 85.95.40 | Interfund/interagency services provided and used | July 1, 2008 |
| 85.95.50 | Intra-agency reimbursements (Object T) | July 1, 2008 |
| 85.95.60 | Interagency reimbursements (Object S) |
July 1, 2008 |
| 85.95.70 | Agency vendor payment revolving account | July 1, 2001 |