Travel Advance Account and Petty Cash Account (APS 010)
Reducing or Closing Out Petty Cash Accounts
Procedure for Reducing or Closing Out Imprest, Travel Advances or Petty Cash Accounts
Follow the steps below to reduce or close out imprest, travel advances or petty cash accounts.
Step 1
Draw a check or other form of remittance from the petty cash local bank account payable to the Comptroller’s Treasury Operations Division. If the cash was maintained at a physical location at the agency, remove the cash from the location and deposit with Treasury Operations.
The agency must complete a deposit transaction as follows to deposit the funds into Treasury Operations:
| T-Code/Title | Appropriation Number/Title | COBJ | Appropriated Fund/Agency Fund/PCA |
|---|---|---|---|
| 183/Clos/Decr of Imprest, Pty, Trv Acct. | 94992 – Petty Cash/Travel/Imprest Advances | 3779 – Imprest 3780 – Travel 3781 – Petty |
Determined by Agency |
T-code 183 posts to the following GL accounts:
- DR-1 0045 CR-1 INPUT
- DR-2 5100 CR-2 5000
This transaction code requires that one of the following GL accounts be input:
| If … | Then use these GL accounts … |
|---|---|
| The cash is physically kept at the agency |
|
| The cash is kept in a local bank account |
|
Step 2
Following deposit of the petty cash account reduction or close-out remittance to appropriation 94992, transfer the cash out of appropriation 94992 and into appropriation 00000 for the fund the petty cash account was created from:
| If the originating fund was … | Then go to step … |
|---|---|
| The general revenue fund | 3 |
| A special fund (non-general revenue) | 4 |
Step 3
If the originating fund was the general revenue fund (GR) fund, process the following transaction:
| Agency | RTI | T-Code/Title | COBJ | Vendor No. |
|---|---|---|---|---|
| Affected Agency | 003973 | 475/Accrued Transfers Out w/Liquid | 7973 | 39029029020 000 |
Step 4
If the originating fund was a special fund or GR-dedicated fund (non-general revenue), process the following transactions:
To track appropriation numbers 94992 and 00000 in CAPPS, send the transactions below through CAPPS or make the transaction directly into USAS. If the agency makes the entry directly into USAS, then the agency will need to create a GL journal using a manual (MAN) T-code in CAPPS.
| T-Code/Title | Appropriation Number/Title | COBJ | Appropriated Fund/Agency Fund/PCA |
|---|---|---|---|
| 405/Rev Transfer In | 00000 - Unappropriated Activity | 3970 | Determined by Agency |
| 406/Rev Transfer Out | 94992 - Petty Cash/Travel/Imprest Advances | 3970 | Determined by Agency |
Note: Reducing or closing out an imprest, travel advance or petty cash account does not increase an agency’s operating appropriations; however, it will increase the special fund or GR-dedicated cash balance the account was created from.
Step 5
Complete and sign the Petty Cash Account Request form (74-213), indicating on the form that the type of request is a “closure.” Follow the instructions included with the form for the appropriate values for each field.
Step 6
Forward the completed request form to the agency’s appropriation control officer (ACO) in the Comptroller’s Fiscal Management Division. For mailing address information, see Agency Procedures for Requesting New or Increased Petty Cash Accounts.
Note: The submission of the form serves as a notification only; an approval from the Comptroller’s office is not required for a petty cash closure.