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When the need for a Cash Advance ceases, the agency is
required to return the money to the State Treasury. Advances
that are charged to current year appropriations
can be returned by following Steps A & B. If
the appropriation that was originally charged for the
advance is lapsed follow the instructions after Step B
for lapsed advances.
A. If
the advance is intact (cash on hand
equals total of the advance on OSC records):
1.
Prepare a check in the amount of the advance payable
to the Commissioner of Taxation and Finance.
2.
Prepare a Refund of Appropriation Expenditure (AC
1286) with tails, for the full amount of
the advance, as described in Section 5.1100 of the User
Procedure Manual, Volume IV, Revenue. All
forms forwarded to OSC for processing should reference
the name of the advance and the corresponding Cash Advance
subledger number.
3.
Forward the check with the Treasury copy of the AC 1286
to:
Department
of Taxation and Finance
Division
of the Treasury
PO
Box 22119
Albany,
NY 12201-21194.
4. Forward
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
B.
If the advance is not intact:
- Shortage
(cash on hand less than OSC's subledger balance) :
All
shortages, explainable or not, should be included in
the reimbursement
voucher
to make the account whole and to bring the account in
balance. If the shortage is less than $250.00, documentation
explaining the shortage should be submitted to the Director
of State Expenditures
with a copy attached to the special charge reimbursement
voucher. If the shortage is $250.00 or greater, documentation
explaining the shortage should be submitted to the Deputy
Comptroller - State Services (in accordance with the New
York State Accounting System User Procedures Manual, Volume
XI, Section 7.0200; Theft/Loss/Misuse of State Assests)
with a copy to the Director of State Expenditures and
a copy attached to the special charge reimbursement voucher.
1.
Prepare a Special Charge Voucher (AC 916) , as
described Section 4.1408 of the User Procedure Manual,
Volume III, Encumbrance and Expenditures and Section
4.023 of this volume, to replenish the advance for un-reimbursed
payments.
2. Upon
receipt of the electronic deposit from OSC the advance
account will be intact; proceed as indicated in Step
A .
- Overage
(cash on hand more than OSC's subledger balance)
:
Excess
funds must be remitted to the state Treasury pursuant
to Section 121
of the State
Finance Law:
“
.. every state officer, employee, department, institution,
commission,
board or
other agency of the state receiving money for or on behalf
of the state from fees, penalties, forfeitures, costs,
fines, refunds, reimbursements, sales of property
or otherwise, shall on the first day of each month pay
into the state treasury all such moneys received from
the first through the fifteenth day of the preceding month
and on the fifteenth day of each month pay into the state
treasury all moneys received from the sixteenth day through
the last day of the preceding month..”
1. Prepare
a check in the amount of the overage payable to the
Commissioner of Taxation and Finance and deposit
the check on a Report of Monies received per the instructions
in the Revenue Manual, Volume IV, Section 4.1100, Report
of Monies Received-Document Preparation. Follow the
instructions in Step A.
ADVANCES
CHARGED TO LAPSE APPROPRIATIONS
Cash returned
to liquidate advance(s) charged to lapsed appropriations
will
not reduce
the receivable on OSC’s records without the proper
coding. Agencies must contact the Manager or Assistant
Manager of Revenue Processing Unit at (518)474-4018 for
coding instructions in order to properly liquidate the
advance.
Note: OSC
forms mentioned in this section may be obtained from the
State Comptrollers website under News for State Agencies.
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