When the need for a Cash Advance ceases, the agency is required to return the money to the State Treasury. A final reconciliation of the account must be done to demonstrate that the cash in the account agrees to the advance amount reported on the NY_AP_CASHADV_AUTHORIZED_LIMIT public query in SFS. See Section 10.F – Cash Advance Reconciliations and Annual Confirmation of this Chapter.

If the advance reported on the NY_AP_CASHADV_AUTHORIZED_LIMIT query does not equal the total cash on hand, the state agency must follow the guidance in Section 10.G – Cash Advance Shortages and Overages of this Chapter.

If the advance on OSC records equals the total cash on hand, the state agency must follow the guidance in Section 10.C – Reducing a Cash Advance of this Chapter.

Once the bank account is closed agencies must notify BSAO - Cash Management Unit via email at [email protected]. The bank name and bank account number (last 4 digits) should be included in the email. The bank account will be marked as closed in Cash Management’s records and will be inactivated in SFS.

Guide to Financial Operations

REV. 10/11/2018