An Interchange is an authorization issue by Division of Budget (DOB) to transfer between appropriations contained on the same schedule in the Budget Bill.  A schedule usually consists of a list of appropriations for a single department or agency.  The total amount for any appropriation in the schedule , may not be increased or decreased by more than the total of 5% of the first five million dollars 4% of the second five million dollars and 3% of the amounts in excess of ten million dollars.

     An Apportionment is an authorization issued by DOB to transfer part of an appropriation from one state agency to another.  Unlike interchanges, apportionments can be made between appropriations on different schedules in the Budget Bill.  The Budget Bill specifies the particular appropriations  which are subject to apportionment.

     This authorization comes to Office of the State Comptroller (OSC) via a Certificate of Approval (Budget Certificate).  The Budget Certificate provides OSC with the information needed to complete the Interchange/Apportionment Document (AC2390).  The Interchange/Apportionment Document is used to enter these authorized actions in the system.

         INTERCHANGE/APPORTIONMENT DOCUMENT FLOW

     DOB reviews and approves the Budget Certificate and forwards it to OSC.  The Appropriation, Segregation, Cost Center Unit in OSC uses the Budget Certificate as the authorized information source when preparing an Interchange/Apportionment Document.  The prepared documents are then batched and forwarded to data entry.

     Many times before an interchange transaction can be processed, a segregation record must first be decreased.  This is done by completing and processing two page Segregation Document (AC1332) prior to processing the Interchange/Apportionment Document.  See Segregation - Document Preparation 5.2100 in this manual.

     When processing an apportionment, it may be necessary to create a new appropriation record to receive the apportionment.  If so, an Appropriation Add/Delete Document (AC1331) should be used to create the new appropriation prior to processing the Interchange/Apportionment Document.  The dollar amount entered on the Appropriation Add/Delete should be zero.  See Appropriations - Document Preparation 4.2100 in this manual.