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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
Fiscal Year-End Accrued Transfers

Use T-codes 450 and 451 to enter fiscal year-end accruals for transfers with an effective date of 08/31/CY and include the correct appropriation number and appropriation year. T-codes 450 and 451 may also be used to correct RTI T-code 475.

Accruals for Funds Within the State Treasury Within an Agency

Seq No Batch Type Doc Type Eff Date Fin Agy TC* AY PCA COBJ Amount R Appn No AGL Fund
To Record Accrual of Transfer Out
(1) 5 U 0831CY XXX 450 XX 99999 XXXX $ XX.XX   XXXXX AGYAAAA0 BBBB
To Record Accrual of Transfer In
(2) 5 U 0831CY XXX 451 XX 99999 XXXX $ XX.XX   XXXXX AGYBBBB0 AAAA

Review the USAS Transaction Code Decision Profile 28A screen for the transaction’s coding block information.

* T-codes 450 and 451 automatically reverse using the current system management date with T-codes 452 and 453 respectively.

WARNING: T-codes 450 and 451 are balancing T-codes that allow COBJs that roll up to transfers; therefore, both transactions must be entered together.

Accounting effect of above entries:

Debit Credit
(1) To Record Accrual of Transfer Out    
  6051 Transfer Out – No Post to Tables $ XX.XX  
  1050 Due To Other Agencies   $ XX.XX
(2) To Record Accrual of Transfer In    
  0284 Due From Other Agencies $ XX.XX  
  6011 Transfer In – No Post to Tables   $ XX.XX

Accruals for Funds Within the State Treasury Between Agencies Using the RTI Process

The RTI process in USAS allows agencies to enter an interagency transfer transaction that either accrues and reverses or accrues and pays (liquidates). The accrual for the sending and receiving agency is based on the effective date entered. The reversal or liquidation of a transaction is based on the system management date. This process allows agencies to establish due from and due to postings through the RTI process at fiscal year-end.

Seq No Batch Type Doc Type Eff Date Fin Agy TC AY PCA COBJ Amount R Appn No Fund Input GL
To Record Accrual of a Transfer With Liquidation
(1) 2 or 4 T 0831CY XXX 475* XX XXXXX XXXX $ XX.XX   XXXXX XXXX N/A
To Record Accrual of a Transfer With Reversal
(2) 2 or 4 T 0831CY XXX 478* XX XXXXX XXXX $ XX.XX   XXXXX XXXX N/A
*The RTI Tables provide the system-generated transactions and the general ledger impact. For more information, see RTI Table 5 for T-code 475 and RTI Table 6 for T-code 478.

USAS Tip

When using the RTI process, the initiating and receiving agencies must perform these steps:

  • The agency initiating the transaction:
    1. Uses a payment distribution type (PDT) of T.
    2. Enters the vendor number starting with 3 (most state agency vendor numbers start with a 3).
    3. Enters the RTI number given by the receiving agency.
  • The agency receiving the transaction:
    1. Establishes an RTI on the Recurring Transaction Profile (55) screen using the appropriate corresponding T-code.
    2. Enters the effective start date on the RTI of at least 08/31/CY so the accrual can be backdated.

Transfers for Funds Held Outside the State Treasury

Use the following T-codes to enter transfers between local funds. These T-codes are not used for transfers between a state treasury fund and a local fund. For information on transfers from a state treasury fund to a local fund, see RTI Table 11.

Seq No Batch Type Doc Type Eff Date Fin Agy TC* AY PCA COBJ Amount R AGL Fund † Input GL**
To Record a Transfer Out in a Local Fund
(1) 5 U 0832CY XXX 628 XX 99999 XXXX $ XX.XX   AGYAAAA0 BBBB XXXX
To Record a Transfer In in a Local Fund
(2) 5 U 0832CY XXX 629 XX 99999 XXXX $ XX.XX   AGYBBBB0 AAAA XXXX
† The D23 fund must infer appropriated fund 9999 for recording transfers for funds held outside the state treasury.
*T-codes 628 and 629 only allow local fund activity (see the Trans Code Decision Profile (28A) screen, Interface IND is L).
**The allowable GL accounts for this T-code can be found on the Trans Code Options Profile (28B) screen. Typically the GL account used will be GL 0040 – Cash in Bank.

Accounting effect of above entries:

Debit Credit
(1) To Record a Transfer Out in a Local Fund    
  6051 Transfer Out – No Post to Tables $ XX.XX  
  XXXX Input GL   $ XX.XX
(2) To Record a Transfer In in a Local Fund    
  XXXX Input GL $ XX.XX  
  6011 Transfer In – No Post to Tables   $ XX.XX

WARNING: System clearing must not have a balance after all transactions are entered.