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New York State Accounting System User Procedures Manual

Volume Name
CONTROLS AND SPECIAL PROCEDURES
Volume
XI
Date
10/25/04
Section Name
Advance Accounts - Year-End Accounting
Section
4.0240


    The purpose of this section is to describe the annual year-end procedure required to rollover an advance(s). Agencies who wish to transfer the charge for their advances must process a Journal Voucher/Revenue Transfer to transfer the appropriation charges from the old to the new fiscal year appropriation. This process is referred to as a “Cash Advance Rollover”.

ROLLOVER OF CASH ADVANCES

          The rollover is accomplished by preparing a Journal Voucher/Revenue Transfer Continuation With Tail (AC 2414), and a Batch Transmittal (AC 2387). These forms must be completed and submitted no later than 15 days after the close of fiscal year to:

Office of the State Comptroller
Bureau of Accounting Operations

Revenue Processing Section
110 State Street - 9th Floor
Albany, New York 12236

PERMANENTLY CHARGED ADVANCES

      If you have not rolled over your advances to current year appropriations your advance may be permanently charged to a lapsed appropriation. In these cases, increases, reductions or liquidations of your advance will require special handling by OSC.

 

DETAILED INSTRUCTIONS

          Instructions for rolling over an advance or changes to permanently charged advances may be obtained from the Manager or Assistant Manager of Revenue Processing and State Receivables, (518)474-4018.

Note: OSC forms mentioned in this section may be obtained from the State Comptroller's website under News for State Agencies at the bottom of the web page.