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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

Pass-Through Activity

State Pass-Throughs
Pass-Through Refund From Funds Held Outside the State Treasury Prior to Aug. 31, 20CYs

Agencies are required to use an RTI for transfers of funds between agencies when both funds are within the state treasury and for transfers between agencies with funds outside the state treasury. However, it is not possible to use the RTI process prior to Aug. 31, 20CY to record pass-through refunds from funds held outside the state treasury (local funds) to funds held in the state treasury. Therefore, the receiving agency coordinates with the disbursing agency to determine the correct AGLs and COBJs to record the pass-through refund using USAS journal entries. This facilitates proper recoding on both agencies for the reconciliation of pass-throughs.

Agencies must use the RTI process for fiscal year-end entries. Use RTI Table 4 to record a fiscal year-end pass-through decrease accrual for funds in the state treasury and funds held outside the state treasury.

Receiving agency processing refund BEFORE Aug. 31, 20CY:

Seq No Batch Type Doc Type Eff Date Fin Agy TC R AY PCA COBJ Amount Vendor No AGL* Input GL FUND
To Record Refund of Pass-Through Expenditure
(1) 4,5 D MMDDYY XXX 180   XX XXXXX 7614 or 7615 $ XX.XX N/A XXXXXXX0 N/A XXXX
* The AGL must be input on the lines of entry that include the pass-through COBJ.

Accounting effect of receiving agency processing refund BEFORE Aug. 31, 20CY:

Debit Credit
(1) To Record Refund of Pass-Through Expenditure    
  0045 CIST $ XX.XX  
  5500 Expenditure Control – Cash   $ XX.XX

Disbursing agency processing refund BEFORE Aug. 31, 20CY:

Seq No Batch Type Doc Type Eff Date Fin Agy TC R AY PCA COBJ Amount Vendor No AGL* Input GL FUND
To Record Refund of Pass-Through Revenue
(1) 4,5 U MMDDYY XXX 643 R XX XXXXX 3725 or 3842 $ XX.XX N/A XXXXXXX0   XXXX
To Record Funds Held Outside the State Treasury
(2) 4,5 U MMDDYY XXX 645   XX XXXXX N/A $ XX.XX N/A N/A 0040 XXXX
* The AGL must be input on the lines of entry that include the pass-through COBJ.

Accounting effect of disbursing agency processing refund BEFORE Aug. 31, 20CY:

Debit Credit
(1) To Record Refund of Pass-Through Revenue    
  5100 GAAP Revenue Offset $ XX.XX  
  9999 System Clearing   $ XX.XX
(2) To Record Funds Held Outside the State Treasury    
  9999 System Clearing $ XX.XX  
  0040 Cash In Bank   $ XX.XX