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Glenn Hegar  ·  Texas Comptroller of Public Accounts

Reporting Requirements for Annual Financial Reports of State Agencies and Universities

Interfund Activity

Balance Sheet for Interfund Activity
Due From/Due To Within Same Agency

An agency may need to record a due from/due to within the same agency between D23 funds. Due from/due to other funds must match and be accurately reflected on the agency’s AFR. Do not net due from/due to activity. To record a due from/due to within the same agency:

  • Use T-codes 662 and 663.
    • T-codes 662 and 663 are balancing T-codes.
    • T-codes 662 and 663 do not allow the use of the “R” reversal code. If a reversal is necessary, use T-codes 660 and 661.
    • T-codes 662 and 663 post as of the effective date of the transaction and generate T-codes 673 and 674 — reversing the effect of the transaction using the current system management date. If the transaction is backdated, the generated T-codes post in the next period.
  • Use GL 0283 and GL 1053.
    • GL 0284 and GL 1050 are used when transactions are between agencies — not when transactions are within the same agency.
  • The AGL is required.
    • Record the agency’s own agency number, D23 fund number and a zero in the AGL field.
Seq No Batch Type Doc Type Eff Date Fin Agy TC AY PCA COBJ Amount R AGL Fund Input GL
To Record a Due From
(1) 5 U 0832CY XXX 662 XX 99999 N/A $ XX.XX N/A AGYAAAA0 BBBB 0283
To Record a Due To
(2) 5 U 0832CY XXX 663 XX 99999 N/A $ XX.XX N/A AGYBBBB0 AAAA 1053

Accounting effect of above entries:

Debit Credit
(1) To Record a Due From    
  0283 Due From Other Funds $ XX.XX  
  9999 System Clearing   $ XX.XX
(2) To Record a Due To    
  9999 System Clearing $ XX.XX  
  1053 Due To Other Funds   $ XX.XX

Typically the offset to the due from/due to postings is an entry to the operating statement. Use T-codes 658 and 659 to record a revenue and expense, and use T-codes 655 and 654 to record a transfer in and transfer out. T-codes 658 and 659 automatically reverse in the following year based on the system management date. T-codes 655 and 654 do not automatically reverse.

When using T-codes 655 and 654, the Financial Reporting section advises agencies to enter the current year transactions and their reversals at the same time. The current year transactions have an effective date of 08/32/CY and the reversals have a current system management effective date.

Seq No Batch Type Doc Type Eff Date Fin Agy TC AY PCA COBJ Amount R AGL Fund Input GL
To Record a Revenue to Offset the Due From (TC 658)
(1) 5 U 0832CY XXX 658 XX 99999 XXXX $ XX.XX   N/A XXXX 9999
To Record an Expenditure to Offset the Due To (TC 659)
(2) 5 U 0832CY XXX 659 XX 99999 XXXX $ XX.XX   N/A XXXX 9999

–OR–

Seq No Batch Type Doc Type Eff Date Fin Agy TC AY PCA COBJ Amount R AGL Fund Input GL
To Record a Transfer In to Offset the Due From (TC 655)
(1) 5 or 8 U 0832CY XXX 655 XX 99999 XXXX $ XX.XX   AGYAAAA0 BBBB 9999
To Record a Transfer Out to Offset the Due To (TC 654)
(2) 5 or 8 U 0832CY XXX 654 XX 99999 XXXX $ XX.XX   AGYBBBB0 AAAA 9999
Debit Credit
(1) To Record a Revenue to Offset the Due From (TC 658)    
  9999 System Clearing $ XX.XX  
  5100 Revenue Offset   $ XX.XX
(2) To Record an Expenditure to Offset the Due To (TC 659)    
  5600 Expenditure Offset $ XX.XX  
  9999 System Clearing   $ XX.XX

–OR–

Debit Credit
(1) To Record a Transfer In to Offset the Due From (TC 655)    
  9999 System Clearing $ XX.XX  
  6011 Transfer In   $ XX.XX
(2) To Record a Transfer Out to Offset the Due To (TC 654)    
  6051 Transfer Out $ XX.XX  
  9999 System Clearing   $ XX.XX

WARNING: System clearing must not have a balance after all entries post.

Correcting the AGL for Due From/Due To Other Funds

An agency may have entered a due from/due to with an incorrect AGL number. AGL information must be verified and corrected to reflect the accurate accounting event. USAS security and T-codes restrict users from entering a due from/due to other agencies with generic T-codes. When a transaction crosses agencies and must be corrected, contact your financial reporting analyst.

To correct the AGL for Due From/Due To Other Funds (within the same agency):

  • Use T-codes 660 and 661.
    • T-codes 660 and 661 are balancing T-codes.
    • T-codes 660 and 661 allow the use of the “R” reversal code.
  • Use GL 0283 and GL 1053.
    • Do not use GL 0284 and GL 1050 when transactions are within the same agency.
  • The AGL is required.
Seq No Batch Type Doc Type Eff Date Fin Agy TC AY PCA COBJ Amount R AGL Fund Input GL
To Reverse the Incorrect AGL for a Due From
(1) 8 J 0832CY XXX 661 XX 99999 XXXX $ XX.XX R Incorrect AGL XXXX 0283
To Record the Correct AGL for a Due From
(2) 8 J 0832CY XXX 661 XX 99999 XXXX $ XX.XX   Correct AGL XXXX 0283
To Reverse the Incorrect AGL for a Due To
(3) 8 J 0832CY XXX 660 XX 99999 XXXX $ XX.XX R Incorrect AGL XXXX 1053
To Record the Correct AGL for a Due To
(4) 8 J 0832CY XXX 660 XX 99999 XXXX $ XX.XX   Correct AGL XXXX 1053

Accounting effect of above entries:

Debit Credit
(1) To Reverse the Incorrect AGL for a Due From    
  9999 System Clearing $ XX.XX  
  0283 Due From Other Funds   $ XX.XX
(2) To Record the Correct AGL for a Due From    
  0283 Due From Other Funds $ XX.XX  
  9999 System Clearing   $ XX.XX
(3) To Reverse the Incorrect AGL for a Due To    
  1053 Due To Other Funds $ XX.XX  
  9999 System Clearing   $ XX.XX
(4) To Record the Correct AGL for a Due To    
  9999 System Clearing $ XX.XX  
  1053 Due To Other Funds   $ XX.XX

WARNING: System clearing must not have a balance after all entries post.

Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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