Skip to content

Earned Federal Funds and Indirect Cost Reimbursements to the General Revenue Fund (APS 023)

FPP A.017

Depositing Funds

State Agencies’ Responsibilities

Agencies must establish the agency fund profile (D23) where the agency will identify the appropriated fund, GAAP fund and GAAP fund type. Agencies must also establish a program cost account (PCA) on the PCA 26 profile that infers Program Code 3992, AF 0001 or 0369, Generally Accepted Accounting Principles (GAAP) Fund 0001 for Appropriations 70000 and 26311.

Agencies receiving EFF must deposit those funds into Appropriation 70000 in the current appropriation/fiscal year. If the EFF portion is known at the time, the funds should be deposited directly to Appropriation 70000 using, but not limited to, comptroller objects 3602, 3702, 3726, 3745, 3750, 3773, 3851 or 3971. Indirect cost recoveries should be deposited using comptroller object 3726 or reclassified from comptroller object 3702 upon being identified as indirect cost recoveries.

Depositing earned federal funds

The table below explains how to deposit EFF using Document Type D, Batch Type 2:

Agency T-code/title Appropriation Number COBJ Appropriated Fund/Agency Fund/PCA
Affected Agency 195/Record Deposit of Revenue in Treasury 70000 3602/3702/3726/3745/ 3773/3851 0001/0369 Determined by Agency/Determined by Agency
CAPPS logo

CAPPS agencies tracking Appropriation 70000 in CAPPS can create a deposit using T-code 195 in CAPPS, then send that transaction to USAS. T-code 195/195D must be setup in CAPPS before use.

Depositing funds from capital asset sales

The table below explains how to deposit EFF from capital asset sales using Document Type D, Batch Type 2:

Agency T-code/title Appropriation Number COBJ Appropriated Fund/Agency Fund/PCA
Affected Agency 191/Record Bond Proceeds – Sale of Capital Assets 70000 3750 0001/0369 Determined by Agency/Determined by Agency
CAPPS logo

CAPPS agencies tracking Appropriation 70000 in CAPPS should enter the transaction directly into USAS and create a GL journal in CAPPS using a MAN T-code.

Federal Pass-through funds classified as earned federal funds

The table below explains how to reclassify funds originally deposited as federal pass-through funds that should be classified as EFF using Document Type J, Batch Type 2.

Agency T-code/title Appropriation Number COBJ Appropriated Fund/Agency Fund/PCA
Affected Agency 145R Determined by Agency 3971 Determined by Agency/Determined by Agency/Determined by Agency
Affected Agency 145/Deposit of Pass-Thru Revenue in Treasury 70000 3971 0001/0369 Determined by Agency/Determined by Agency

Note: It is important not to cross D23 funds because this results in problems with the reconciliation of interagency activities.

CAPPS logo

CAPPS agencies tracking Appropriation 70000 in CAPPS can create a journal using the T-codes above in CAPPS and send that transaction to USAS. T-code 145D/145R must be setup in CAPPS before use.

Earned federal funds received as federal pass-through funds from another state-agency

The table below explains how to deposit federal pass-through funds received using the RTI process:

Agency T-code/title Appropriation Number COBJ Appropriated Fund/Agency Fund/PCA
Transaction Agency – Transfer EFF 274 Determined by Agency 7971 Determined by Agency/Determined by Agency/Determined by Agency
RTI Agency – Receives EFF 273 70000 3971 0001/0369 Determined by Agency/Determined by Agency
CAPPS logo

CAPPS agencies tracking Appropriation 70000 should enter the transaction directly into USAS and create a GL journal in CAPPS using a MAN T-code.

Transfers to Appropriation 70000

The table below explains how to transfer earned credits/indirect cost recoveries/depository interest from a federal fund to the EFF Appropriation 70000 using Document Type J, Batch Type 2:

Agency T-code/title Appropriation Number COBJ Appropriated Fund/Agency Fund/PCA
Affected Agency Reverse Original Deposit T-code Determined by Agency 3602/3702/3726/3745/ 3773/3851 Determined by Agency/Determined by Agency/Determined by Agency
Affected Agency 195/Record Deposit of Revenue in Treasury 70000 3602/3702/3726/3745/ 3773/3851 0001/0369 Determined by Agency/Determined by Agency

Interest on federal funds previously deposited to a separate federal fund should be immediately moved from the federal fund to Appropriation 70000. However, if there is clear direction in the governing agreement to spend interest earnings on a specific federal program, agencies may transfer that portion of interest earned on federal funds for that program to the appropriation and fund where the federal funds will be expended. Any such transfers must be supported with documentation, and a copy of the agreement must be submitted to your appropriation control officer.

CAPPS logo

CAPPS agencies tracking Appropriation 70000 in CAPPS can create a deposit using T-codes 195/195D/195R in CAPPS, then send that transaction to USAS.

American Recovery and Reinvestment Act (ARRA) in Appropriation 70000

Interest earned from ARRA fund balances is currently placed in Appropriation 70000, AF 0369. These amounts may not be expended or transferred unless specific federal guidelines direct otherwise. Sufficient documentation must be submitted to your appropriation control officer before AF 0369 interest earnings can be transferred.

Earned credits and indirect cost recoveries from ARRA activity can be placed in Appropriation 70000, AF 0369. These amounts may not be expended or transferred unless specific federal guidelines direct otherwise.

ARRA interest, earned credits and indirect cost recovery balances count toward the required collections identified in GAA, Article IX, Section 13.11, 86th Legislature, Regular Session, 2019.