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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 - Reducing an Advance
Section
4.0250

     This section describes the procedures to reduce a cash advance. Reducing a cash advance can be voluntary on the part of the agency or could be required by OSC. Any State department or agency holding a temporary cash advance(s) past the advance expiration date, or any temporary State agency that is expected to discontinue operation at the close of the current fiscal year must return the full amount of the advance.

REDUCE A CASH ADVANCE

  1. Prepare a check in the amount of the reduction payable to the Commissioner of Taxation and Finance.
  2. Prepare a Refund of Appropriation Expenditure (AC 1286), for the amount of the reduction to the advance, as described in Section 5.1100 of the User Procedure Manual, Volume IV, RevenueAll forms forwarded to OSC for processing must reference the name of the advance and the corresponding Cash Advance sub-ledger number.
  3. Forward the check and Treasury copy of the AC1286 to:

Department of Taxation and Finance
Division of the Treasury
PO Box 22119
Albany, New York 12201-2119

  1. Forward the OSC copy of the AC 1286 with a batch transmittal to:

Office of the State Comptroller
Bureau of Accounting Operations

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

ADVANCES CHARGED TO LAPSED APPROPRIATIONS


      Cash returned to liquidate or reduce advance(s) charged to lapsed appropriations will not reduce the receivable on OSC’s records without the proper coding. Agencies must contact the Revenue Processing Unit for coding instructions in order to properly liquidate the advance.


      Instructions related to returning advances or coding can be directed to the Manager or Assistant Manager of Revenue Processing at (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.