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Reporting Requirements for Annual Financial Reports of State Agencies and Universities

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Reporting Requirements for Annual Financial Reports of State Agencies and Universities

Interfund Activity

Transfers
Transfers Between Agencies or Funds

Transfers represent routine transfers of resources. Examples include:

  • Transfers of dedicated receipts from fund 0001 to those funds statutorily authorized to spend them
  • Transfers to debt service funds
  • Legally required transfers of unobligated fund balances to the general revenue fund

Do not net transfers between transfers out and transfers in. Report actual activity.

Report transfers of cash that occur between different GAAP fund types, different funds or different agencies as transfers in or out as follows:

  • Governmental funds — reported in the other financing sources (uses) section of the statement of revenues, expenditures and changes in fund balances.
  • Proprietary funds — reported in the capital contributions, additions to permanent and term endowments, special and extraordinary items and transfers section of the statement of revenues, expenses and changes in net position. Transfers are reported as the final line item within that section.
  • Pension trust funds — reported in the additions and deductions sections of the statement of changes in fiduciary net position as either transfers of contributions or transfers in/out.

Coordinate the classification and amount of the transfer with the other agency involved so both sides of the transaction are correctly reported. Within one agency’s report, transfers in may not balance with transfers out — however, they must balance between the two agencies’ reports. Accruals of transfers are reported and presented as due from/due to other funds on the balance sheet.

Eliminate transfers that occur within the same agency and D23 fund. If the agency eliminates a transfer on its AFR, the elimination must also be entered in USAS.

Seq No Batch Type Doc Type Eff Date Fin Agy TC R AY PCA COBJ Amount Vendor No AGL Input GL Fund
To Eliminate Transfer Out with Offsetting Transfer In Within Same D23 Fund (Use the COBJ that was input on the original entry)
(1) 5,8 J, U 0831CY XXX 654 R XX XXXXX 7XXX $ XX.XX N/A XXXXXXX0 9999 XXXX
Seq No Batch Type Doc Type Eff Date Fin Agy TC R AY PCA COBJ Amount Vendor No AGL Input GL Fund
To Eliminate Transfer In with Offsetting Transfer Out Within Same D23 Fund (Use the COBJ that was input on the original entry)
(2) 5,8 J, U 0831CY XXX 655 R XX XXXXX 3XXX $ XX.XX N/A XXXXXXX0 9999 XXXX

Accounting effect of above entry:

Debit Credit
(1) To Eliminate Transfer Out with Offsetting Transfer In Within Same D23 Fund    
  9999 System Clearing $ XX.XX  
  6051 Transfers Out – No Post to Tables   $ XX.XX
(2) To Eliminate Transfer In with Offsetting Transfer Out Within Same D23 Fund    
  6011 Transfers In – No Post to Tables $ XX.XX  
  9999 System Clearing   $ XX.XX