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Glenn Hegar  ·  Texas Comptroller of Public Accounts

Reporting Requirements for Annual Financial Reports of State Agencies and Universities

Interfund Activity

Transfers
Transfers Between Fund 0001 and any Appropriated Fund other than Fund 0001

Record all transfers between appropriated fund 0001 and any other appropriated fund as a (cash) transfer, not a committed budget (legislative) transfer. If at any time during the year a legislative transfer was used and not a transfer of cash, the agency must either:

  • Reverse the committed budget transfer in and out, then replace it with a cash transfer in and out (cash must be transferred prior to Aug. 31, 20CY).
    –OR–
  • Add collected budget T-codes to the committed budget transfers in and out for collected budget transfers between fund 0001 and appropriated funds other than fund 0001 (can be backdated).

If the entry is discovered after Aug. 31, 20CY, and cash should have been transferred, correcting entries must be done to eliminate the legislative transfer, record an accrued transfer in/out and record a due from/due to in the CY. The agency must transfer the cash in the following fiscal year.

Use the following entries to correct transfers after Aug. 31, 20CY:

Seq No Batch Type Doc Type Eff Date Fin Agy TC AY PCA COBJ Amount R Fund Input GL
To Record Reversal of Legislative Transfer Out
(1) 5 U 0832CY XXX 456 XX 99999 9515 $XX.XX R XXXX N/A
To Record Reversal of Legislative Transfer In
(2) 5 U 0832CY XXX 462 XX 99999 9410 $XX.XX R XXXX N/A
To Record Transfer Out
(3) 5 U 0832CY XXX 654 XX 99999 Group 33 $XX.XX   XXXX 9999
To Record Transfer In
(4) 5 U 0832CY XXX 655 XX 99999 Group 32 $XX.XX   XXXX 9999

Accounting effect of above entries:

Debit Credit
(1) To Record Reversal of Legislative Transfer Out    
  9000 Legislative Appropriations $ XX.XX  
  6053 Legislative Transfers Out   $ XX.XX
(2) To Record Reversal of Legislative Transfer In    
  6013 Legislative Revenue/Transfer In $ XX.XX  
  9000 Legislative Appropriations   $ XX.XX
(3) To Record Transfer Out    
  6051 Transfers Out – No Post to Tables $ XX.XX  
  9999 System Clearing   $ XX.XX
(4) To Record Transfer In    
  9999 System Clearing $ XX.XX  
  6011 Transfers In – No Post to Tables   $ XX.XX

Use the following entries to record a due from/due to after Aug. 31, 20CY:

Seq No Batch Type Doc Type Eff Date Fin Agy TC AY PCA COBJ Amount R Fund Input GL
*T-codes 662/663 automatically reverse using the current system management date with T-codes 673/674, respectively.
**0283 Due From Other Funds/0283 Due From Other Agencies
***1050 Due To Other Agencies/1053 Due To Other Funds
To Record Due From Other Funds/Due From Other Agencies
(1) 5 U 0832CY XXX 662* XX 99999 N/A $XX.XX   XXXX **
To Record Due To Other Agencies/Due To Other Funds
(2) 5 U 0832CY XXX 663* XX 99999 N/A $XX.XX   XXXX ***

Accounting effect of above entries:

Debit Credit
(1) To Record Due From Other Funds/Due From Other Agencies    
  0283/0284 Due From Other Funds/Due From Other Agencies $ XX.XX  
  9999 System Clearing   $ XX.XX
(2) To Record Due To Other Agencies/Due To Other Funds    
  9999 System Clearing $ XX.XX  
  1050/1053 Due to Other Agencies/Due to Other Funds   $ XX.XX

In the following fiscal year, agencies must move cash. However, the movement of cash (T-codes 403/404) creates transfers that must be reversed because the transfers were reported in the prior year (Seq. No. 3 and Seq No. 4). Offset the CY transfer using generic T-codes 655/654 using system clearing (GL 9999). Posting to GL 9999 clears the balance created by the automatic reversal of T-codes 663/662 (due from/to entries).

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