WARRANT REQUEST TRANSACTIONS. 4/30/98 (Revised 07/15/13) AKSAS HANDY GUIDE Expenditures Page 8

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1 WARRANT REQUEST ACTIONS ACTION TYPE When processing a general expenditure warrant, a field warrant, or a handwrite, if the payment is being made from an encumbrance, the set-up year for the collocation code is taken from the encumbrance. All other rules listed remain the same. GENERAL WARRANT EXPENDITURE Issued for current fiscal year obligation. July - June 310-xx C received June 30 or before. received July 1 or later. July - August 310-xx A Prior July - August 310-xx C Prior Issued for prior fiscal year obligation from an encumbrance. Sept - June 310-xx C From EN Issued for prior fiscal year obligation. Sept - June 310-xx C Prior If the collocation code points to a terminated appropriation, an encumbrance must be referenced to record an expenditure against the prior year. If an encumbrance is not available, the transaction records an adjustment to the prior year lapsed balance and charges the corresponding current year appropriation. FIELD WARRANT Issued in current fiscal year for current year obligation. July - June 310-xx C Issued June 30 or before, but NOT RECORDED in AKSAS until July 1 or later. Issued July 1 or later for goods and services received June 30 or before. Issued July 1 or later for prior fiscal year obligation. Goods or services are received July 1 or later. July - August 310-xx P Prior All field warrants issued prior to June 30 should be entered in AKSAS prior to June 30. July - August 310-xx A Prior July - August 310-xx C Prior HANDWRITE Issued for current fiscal year obligation. July - June C received June 30 or before and the warrant print date is June 30 or before. July - August P Prior 4/30/98 (Revised 07/15/13) AKSAS HANDY GUIDE Expenditures Page 8

July - June 310-xx C received June 30 or before. received July 1 or later. July - August 310-xx A Prior July - August 310-xx C Prior Issued for prior fiscal year obligation from an encumbrance.

2 WARRANT REQUEST ACTIONS ACTION TYPE HANDWRITE (CONTINUED) received June 30 or before and the warrant print date is July 1 or later. received July 1 or later and the warrant print date is July 1 or later. July - August A Prior July - August C Prior PREPAYMENT See Agency Journal Entry Transactions, Prepayment Journal Entry Issued for future fiscal year obligation. Requires two transactions. June C F Future Account code is always This transaction should be used only for obligations of the upcoming fiscal year that are due prior to the availability of the new fiscal year s appropriations (i.e., airfare for travel that will occur in the future fiscal year). The transaction will process July 1, reversing the transaction and charging it to the new appropriation collocation code and expenditure account. CREDIT MEMO To reduce the amount of a warrant with a current year credit memo. To reduce the amount of a warrant with a credit memo received in the current fiscal year for a disbursement in the prior year. To reduce the amount of a warrant with a credit memo received in the current fiscal year for a disbursement in the current year for a prior year expenditure. To reduce the amount of a warrant with a prior year credit memo. July - June 310-xx C July - August 310-xx A Prior July - August 310-xx C Prior Sept - June 310-xx C After August 31, it is not appropriate to reduce current year expenditures and not possible to reduce prior year expenditures. Use account code (Prior Year Reimbursement Recovery) to record the credit memo to unrestricted revenue. 4/30/98 (Revised 07/15/13) AKSAS HANDY GUIDE Expenditures Page 9

July - August 310-20 A Prior July - August 310-20 C Prior PREPAYMENT See Agency Journal Entry Transactions, Prepayment Journal Entry Issued for future fiscal year obligation.

3 AUTOPAY ACTIONS ACTION (PURCHASE) ACTION (MERCHANT) (BANK) PAYMENT TYPE DATE POST DATE DATE AUTOPAY Sept - June Sept - June Sept - June Sept - June C C C If the purchase was made for the future year, see #1 below. July - August Prior to July Prior to July Prior to July P Prior P Prior P Prior July - August Prior to July Prior to July July - August P Prior P Prior A Prior July - August Prior to July July - August July - August C C A Prior If the purchase was made in the prior year but was posted in the current year, see #2 below. July - August July-August July - August July - August C C C (Agency Default) Prior or (Agency Clearing) If the purchase was made for a prior year obligation and the goods and services were received July 1 or after, see #3 below. AutoPay provides daily electronic payment to the bank for all charges incurred statewide and a reconciliation process for accurate 1099 reporting. The payment/reconciliation process includes Warrant Request Misc, One Card Default AJE, and One Card Zero Net warrants Used by the Division of Finance to make payment to the credit card provider bank. Liabilities post to the state-wide suspense account Used by the Division of Finance to clear the state-wide suspense account and post liabilities to agency default coding Used by agency staff to clear agency default coding and post liabilities to coding relevant to purchase. 1. Purchase made in current year for future use During reconciliation and vouchering, use account code (prepaid expense) on offset lines. Enter a Prepay Journal Entry with a fiscal period code F (Future) to clear out the pre-paid item and post to an expense in the future year. This procedure should be used only for obligations or purchases of the upcoming fiscal year that are paid/purchased prior to the availability of the new fiscal year s appropriations (e.g., airfare for travel purchased in current year for future year travel). 4/30/98 (Revised 07/15/13) AKSAS HANDY GUIDE Expenditures Page 10

July - August Prior to July Prior to July Prior to July P Prior P Prior P Prior July - August Prior to July Prior to July July - August P Prior P Prior A Prior July - August Prior to July July -

4 2. Purchase made in prior year posted in current year, and the goods and services were received prior to July 1 For transactions of $1,000 or less, follow the instructions for #3 below. Transactions greater than $1,000 should be charged to the correct fiscal year by entering two one-sided journal entries. Multiple transactions can be entered into one One Sided P or C AJE transaction to reverse the charges with fiscal period code C () and into one One Sided Accrual AJE transaction with a fiscal period code A (Accrual) to show them as a prior year obligation (e.g., purchase(s) made before July and the merchant does not process transaction(s) until July or after). 3. If the purchase was made for a prior year obligation and the goods and services were received July 1 or after - Enter a prior year setup year (SY) on the agency coding used to clear the transaction. NOTE: Do not change the default fiscal period code on the transaction to post to a prior year. Because the payment/reconciliation process includes the three transactions listed above, changes to the fiscal period code can post charges to both current and prior year. NOTE: During the reappropriation period (July August), agencies should review charges and credits that occurred in the prior year but have not yet posted to the One Card Alaska accounts. Funds to pay these transactions should be encumbered so that agencies can pay any prior year activity posting after this period from prior year funds. 4/30/98 (Revised 07/15/13) AKSAS HANDY GUIDE Expenditures Page 11

Multiple transactions can be entered into one 430-85 One Sided P or C AJE transaction to reverse the charges with fiscal period code C () and into one 430-65 One Sided Accrual AJE transaction with a

5 WIRE FER ACTIONS ACTION TYPE COLLOCATION (CC) ACCOUNT WIRE FER Record a wire transfer for a current fiscal year obligation. July - June C Account = Pending Wire Transfers. is usually Contact the Treasury Division for the correct collocation code. year obligation. Goods or services received June 30 or before. Requires two transactions. July - August P C Prior Prior Credit Debit Two transactions must be entered since fiscal period code = A is not valid for a transaction. Account = Accrued Payable. year obligation. Goods or services received July 1 or later. July - August C Prior year obligation from an encumbrance. Sept - June C From EN From EN Debit from EN The encumbrance referenced must be a prior year encumbrance. year obligation. Sept - June C Prior If the collocation code points to a terminated appropriation, an encumbrance must be referenced to record an expenditure against the prior year. If an encumbrance is not available, the transaction records an adjustment to the prior year lapsed balance and charges the corresponding current year appropriation. Record a wire transfer for a future fiscal year obligation. Requires two transactions. June C F Future New Appn CC Debit Credit Accounts = Prepaid Expense; = Pending Wire Transfers. The fiscal period code F transaction will process July 1. 4/30/98 (Revised 07/15/13) AKSAS HANDY GUIDE Expenditures Page 12

July - August 420-11 420-11 P C Prior Prior Credit 21331 Debit 21331 Two transactions must be entered since fiscal period code = A is not valid for a 420-11 transaction.

6 ENCUMBERED EXPENDITURE ACTIONS ACTION TYPE ADD ENCUMBERED EXPENDITURE CHANGE ENCUMBERED EXPENDITURE Add an encumbrance for current fiscal year obligation. Add an encumbrance for prior fiscal year obligation. Record a change to the financial lines of a current fiscal year encumbrance. Record a change to the financial lines of a prior fiscal year encumbrance when the change needs to be effective in the prior year. Record a change to the financial lines of a prior fiscal year encumbrance when the change needs to be effective in the current year. July - June C July - August P Prior A prior year encumbrance is an encumbrance for obligations of the prior fiscal year(s) that existed on June 30. This transaction should always be used for an encumbrance that points to a TERMINATED appropriation. It may be used for encumbrances of CONTINUING appropriations. July-June C July - August P Prior This transaction should always be used for an encumbrance that points to a TERMINATED appropriation. It may be used for encumbrances of CONTINUING appropriations. July - August C Prior This transaction should be used only with encumbrances that point to a CONTINUING appropriation. 4/30/98 (Revised 07/15/13) AKSAS HANDY GUIDE Expenditures Page 13

Record a change to the financial lines of a prior fiscal year encumbrance when the change needs to be effective in the prior year.

Add Accounts Payable

SECTION 7: EXPENDITURE OPEN ITEMS Add Accounts Payable INTRODUCTION Add Accounts Payable provides procedures for establishing accounts payable open items in AKSAS. Accounts payable are liability open items