Office of the New York State Comptroller  
      Home || Press Releases || Audits || Retirement || State Finances || Local Government || Reports || NYC Oversight || Pension Fund

New York State Accounting System User Procedures Manual

Volume Name
CONTROLS AND SPECIAL PROCEDURES
Volume
XI
Date
3/15/85
Section Name
Advance Accounts - Overview
Section
4.0200
          

     A State agency may establish, as authorized and defined in Section 115 and 109 of the State Finance Law, an advance account for petty cash, travel, special payroll payments and/or other special purposes.

          Advance account funds are established from money (excluding Federal funds) appropriated to the agency.

          Advance accounts established under these sections are operated and maintained on the imprest basis, i.e. cash on hand or in bank, plus vendor's invoices/petty cash vouchers/receipts plus reimbursement vouchers in transit, must equal the amount of the established fund at all times. All cash shortages are the responsibility of the custodian in charge of the advance.

          Requirements on how to establish, maintain, account for, reimburse, reduce, increase and liquidate an advance account are in the following sections of this manual as are internal control guidelines and year-end procedures for advance accounts.