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Glenn Hegar  ·  Texas Comptroller of Public Accounts

Deposit of Funds Held in Suspense

Issued: Aug. 23, 2013

FPP D.005

Calendar

Sept. 1, 2013

This policy is effective beginning in fiscal 2014

Contacts

If you have questions, please contact your agency’s appropriation control officer.

Overview

Applicable to

State agencies

Policy

Texas Government Code, Section 403.035, establishes a suspense account in the State Treasury. Funds deposited into this account include money and securities deposited with the Comptroller pending a determination of whether the deposits are for a state purpose.

State agencies must use Fund 0900 – Departmental Suspense when depositing funds where final disposition has not been determined at the time of the receipt of funds.

Legal cite

Government Code, Sections 403.035 and 404.094

Procedure

Funds received by a state agency are required to be deposited in the Treasury no later than the third business day after the date of receipt.

  • If the agency is unable to determine the correct disposition of the funds, the suspense fund (Fund 0900 – Departmental Suspense) is used as a clearing account until the funds can be identified.
  • If funds were deposited in error, the agency should issue a refund of revenue using T-code 229 (Refund of Revenue – Funds Held for Others).

Depositing Funds into Suspense

The funds can be deposited into suspense using Document Types D or J or system generated F or L.

T-code/Title PCA Reversal
Indicator
COBJ Appropriation Fund AY
188 – Deposit for Suspense or
Funds Held for Others
00900   3790 00900 0900 Current

Movement of Funds from Suspense to Final Disposition

To clear the suspense fund, use Document Type J.

T-code/Title PCA Reversal
Indicator
COBJ Appropriation Fund AY
188 – Deposit for Suspense or
Funds Held for Others
00900 R 3992/3790 00900 0900 Current
Determined by Agency – e.g.195/179/180 Determined by Agency   Determined by Agency Determined by Agency Determined by Agency Determined by Agency

Issuing Refunds from Suspense Fund

T-code/Title PCA Reversal
Indicator
COBJ Appropriation Fund AY
229 – Refund of Revenue –
Funds Held for Others
00900   3992/3790 00900 0900 Current

Issuing Refunds from Suspense Fund – Summary Payee Vendor ID

T-code/Title PCA Reversal
Indicator
COBJ Appropriation Fund AY
258 – V/P Summary Payee Suspense
Fund Refund – Revenue
00900   3992/3790 00900 0900 Current
Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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