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Operational Advisory
Office of Operations
Bureau of State Expenditures

Advisory Number: 2
Advisory Name: SFS Transaction Deadlines
Date Issued: 06/18/2013 Date Last Updated: 12/19/2013
Subject:
The purpose of this Advisory is to notify Business Units of the actions OSC will take if deadlines for transaction approval are not met.

Guidance:
SFS Transaction Clean-Up

Payment Vouchers
Vouchers with an approval status of pending, denied or rejected will be deleted throughout the fiscal year by the Bureau of State Expenditures based on the last modified date on the voucher. This is an effort to clean up vouchers prior to fiscal year end. Vouchers will be deleted according to the following schedule:

Last Modified Prior To:

Voucher Deletion Begins:

July 1, 2013 October 01, 2013
September 30, 2013 January 01, 2014
November 30, 2013 February 01, 2014
January 31, 2014 March 01, 2014
March 28, 2014 March 28, 2014

Credit Memos
Credit memos submitted for approval from April 1 to March 31, which are unapproved and remain on the system, will be deleted by March 31, 2014.

Adjustment Vouchers (ROAs)
Adjustment vouchers will be cleaned up throughout the Fiscal Year by the Bureau of State Accounting Operations according to the following rules:
  • ROA vouchers that are submitted for approval from April 1 to March 20, without a corresponding deposit to the bank, will be deleted after 10 business days. The first deletion will occur on June 21, 2013 for vouchers submitted during the period April 1, 2013 through May 31, 2013.
  • ROA vouchers that are submitted for approval prior to March 31, which cannot be approved by the end of the Fiscal Year, will be deleted in accordance with the schedule provided in the Fiscal Year End guidance. For more information, see the Guide to Financial Operations, Chapter XV, Section 4 - Vouchers and Expense Reports
  • ROA vouchers that are submitted for approval from April 1 to March 31, which cannot be approved because the appropriation being restored has lapsed, will be deleted according to the schedule provided in the Lapsing guidance. For more information see the Guide to Financial Operations, Chapter XII, Section 10.A - Lapsing and Year-End Procedures for Payment Processing.
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