All cash advance accounts must only be reimbursed for appropriate, allowable and documented State expenses. Reimbursements to cash advance accounts are required at least once a month. For reimbursements other than a salary advance, agencies must submit an AP Voucher charging the appropriate account code for the expenditure made. See Chapter IV, Section 1– Accounting Codes Uses and Descriptions Overview and Chapter XII, Section 6.L – Replenishing an Advance Account of this Guide for further information. It is not appropriate to use the advance account codes (59001-59005) on a cash advance reimbursement voucher because it will incorrectly increase the accounts receivable balance in the Modified Accrual Ledger. The Bureau of State Expenditures will reject cash advance reimbursement vouchers charging advance account codes. After OSC’s Bureau of State Expenditures reviews and approves the payment, an ACH payment is made to the agency’s bank account.
For salary advance reimbursements, special reimbursement procedures are described in Section 10.D – Cash Advance Payment Types of this Chapter.
Agencies can view their reimbursement activity by running the NY_AP_CASHADV_REPLENISHMENT query in the SFS.
The path to access this public query: Reporting Tools > Query > Query Viewer
When running the query enter the following values:
- 'VENDOR ID’ – Enter the designated Special Use Vendor ID assigned to the advance account or leave blank.
- 'BUSINESS UNIT’ – Agency GLBU
- 'FROM DATE’ – Beginning date of agencies choice
- 'TO DATE’ – Ending date of agencies choice.
Guide to Financial Operations
REV. 04/07/2017