BOARD OF ADJUSTMENTS PAYMENTS

for

INTERFUND PAYMENT VOUCHERS

 

 

Due to the implementation of Interfund Payment Vouchers there is a change in the procedures for the Board of Adjustments.  These procedures pertain only to Interfund Payment Vouchers.  Note the highlighted sections below:

 

Seller                                        Invoices Buyer.

 

Buyer                                       Does not pay the invoice in the fiscal year or the 13th

accounting period associated with the invoice.

 

Seller                                        Completes a Board of Adjustments form requesting

payment.

 

Board of Adjustments               Ask Buyer: Do they contest the payment for the invoice?

 

Buyer                                       Says no ---- Example why invoice was not paid:  Agency

did not have enough money.

 

Board of Adjustments               Sends Buyer a document that gives the agency approval to

pay a prior year invoice.

 

Seller                                      Verifies the invoice is on OINH and OINL tables.

If the invoice is not on the tables, the Seller MUST enter an IN transaction to record the receivable and set up the IFSH tables.              

 

Buyer                                      Creates an Interfund Payment Voucher payable to Seller.

Buyer must pay invoice out of current BFY money.

Must use the correct major object code and sub-object 77 (Board of Adjustment).

 

Every major object code (except 1600 and 1700) has a sub-object 77.

 

Sends hard copy of Payment Voucher to the Comptroller’s Office.

 

Accounts Payable                   Approves Type 2 Payment Vouchers.  System increases the

Buyer’s expenditures and increases the Sellers cash.

 

A warrant is not issued.

 

Agency Distribution               Sends system generated BOARD OF ADJUSTMENT

CLAIM Report (ID:  FMSGBDAJ) to the Board of Adjustments.

 

This Claim’s report has the same information as the Type 2 Payment Voucher.  Listed below is the data included on the report:

 

Seller’s Agency Code

Voucher Number

Amount

Transaction Date

Payee

 

This note will be included on the report:

THIS MONEY WAS MOVED ELECTRONICALLY.

 

Seller                                      Receives the ‘AFNS INTERFUND CASH RECEIPTS

SYNOPSIS’ report.

 

The system generated CR transaction will be loaded to the SUSF table.

 

Do NOT enter a cash receipt document.

 

Buyer                                      Receives the ‘AFNS INTERFUND MANUAL

WARRANT SYNOPSIS report.

 

The system generated MW transaction will be loaded to the SUSF table.  Remember, Interfund Payments will not create a warrant in CAS.  Integration creates a MW transaction to update the OPVH and OPVL tables.

 

Do NOT enter a manual warrant document.