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New York State Accounting System User Procedures Manual

Volume Name
Encumbrances and Expenditures
Volume
III
Date
05/29/01
Section Name
Document Preparation - Special Charge Voucher
Section
4.1408

 

FORM NUMBER:                   AC 916

DOCUMENT TITLE:              Special Charge Voucher

PURPOSE:                             To reimburse a cash advance for payment
                                                  of   (a)   merchandise
                                                        (b)    services, or 
                                                        (c)     travel;
                                                   payments to non-employees; 
                                                   pre-payments (postage, Gov't printing 
                                                   office, subscriptions; and State Aid
                                                   (multiple payees0
                                        
PREPARED BY:                    Agency

COPIES:                                 Original - OSC
                                                 2nd Copy - Agency

DOCUMENT PREPARATION INSTRUCTIONS UNIQUE TO THIS FORM APPEAR BELOW. OTHERWISE, FOLLOW INSTRUCTIONS FOR THE STANDARD VOUCHER (AC92)

REF NAME LENGTH
 /TYPE
            DESCRIPTION
1 Liability Date 6 N Liability date for a voucher payment is generally the date which the goodsw or services are received from the vendor, regardless of whether a corresponding invoice has been received.  If a billing is for services performed over a period of time, the liability date is the last day of that period.  The table below indicates more specifically how to determine liability date for various types of payments.  ( Required)
TYPE OF PAYMENT LIABILITY DATE IS THE:
 To reimburse a cash advance for payment of: Date voucher is prepared by originating agency
(a)   Merchandise
(b)   Services, or
(c)    Travel
Payments to non-employees Last date on which services are rendered.
Pre-payments (postage, Gov't
printing office, subscriptions)
Date voucher is prepared by the originating agency
State Aid (Multiple payees) Payment date specified by law.
2 Payee ID
Additional
9 N
3 N
Federal Employer ID Number, Social Security Number or Municipality Code. (Required) If the payee is listed on the Payee Name and Address file, this field must also included the five position Payee Additional as assigned by OSC.  For cash advance reimbursements the Payee ID can be keyed into the CAS as a three digit number using only the last three positions of the advance account's subledger code OR as a nine digit number using six leading zeros followed by the last three positions of the advance accounts subledger code. CAS voucher processsing will automatically enter the Originating Agency Code from VRT and VRN batches into the Payee ID Additional field of voucher reimbursing advance accounts.
3 Payee Name 30 AN The payee's name as it will appear  on the check. (Required) If more than one Payee enter first payee her and then use Payee Continuation form AC2395.  See section 4.1414.  For cash advance reimbursements agencies will not be required to key Payee Name and Address, a lookup will be done to automatically supply this information.
4 Payee Name 30 AN Additional space, if needed, for payee name.
5 Description or reason ------- Description or reason for payment. (Required)
6 Total number of Payees --------- Total number of Payees being paid on this voucher. ( Required)
Total Amount of the voucher ------- Total amount of all checks drawn.  This amount must equal the total appropriation charges. ( Required)
REMINDER:  Route code MUST be blank on cash advance reimbursement voucher otherwise an error message will be produced and the voucher will not process.