Reporting Requirements for Annual Financial Reports of State Agencies and Universities
USAS
Self-Directed and Semi-Independent Agencies
Transaction Entry
The following transactions are provided as a guide to assist agencies through the transition process. However, you should verify with your appropriation control officer and assigned financial reporting analyst that the transactions below should be used by your agency.
Or click on the headings below to open a topic individually.
Recording Operating Loan Activity — New Agencies (initial 2 years) [+]
- Generally, for the first two years of SDSI status the agency receives an appropriation (loan) to maintain operations until its operating revenues sufficiently cover its expenditures. The agency establishes a budget for the amount appropriated using the following T-codes:
Seq No Batch Type Doc Type Eff Date Fin Agy TC AY PCA COBJ Amount R Fund Input GL To Record Appropriation (Loan) from the General Revenue Fund the First Year of a Two-Year Period (1) 1 B MMDDCY XXX 001 CY XXXXX 7000 $ XX.XX XXXX* N/A *The fund number established to point to appropriated fund 0001. Accounting effect of above entry:
Debit Credit (1) To Record Appropriation (Loan) from the General Revenue Fund 9055 Budgetary Fund Balance $ XX.XX 9060 Appropriation Control $ XX.XX Generated transactions: 9000 Legislative Appropriations $ XX.XX 6013 Legislative Revenue — Transfer In $ XX.XX - The agency moves the loan funds out of the general revenue fund (state treasury), to the Safekeeping Trust fund (local fund) by issuing a warrant and depositing it with the Safekeeping Trust using the following T-code with COBJ 7958 (payment from state appropriation to local account):
Seq No Batch Type Doc Type Eff Date Fin Agy TC AY PCA COBJ Amount R Fund Input GL To Move GR Funds to the Safekeeping Trust Fund (Local Fund) (1) 4 9 MMDDCY XXX 225 CY XXXX 7958 $ XX.XX XXXX* N/A *The fund number established to point to appropriated fund 0001. Accounting effect of above entry:
Debit Credit (1) To Move GR Funds to the Safekeeping Trust Fund (Local Fund) 5501 Expenditure Control – Accrued $ XX.XX 1009 Vouchers Payable $ XX.XX Generated transactions: 1009 Vouchers Payable $ XX.XX 0045 Cash in State Treasury $ XX.XX 5500 Expenditure Control – Cash $ XX.XX 5501 Expenditure Control – Accrued $ XX.XX Note: Deposits into the local fund are recorded per local fund requirements. For more information, see II. Recording Local Fund and Local Operating Fund Activity during the Year, item #1.
- The agency uses the following T-code with COBJ 3847 (deposit into the state treasury from fund outside the state treasury) to deposit funds from the local fund (Safekeeping Trust) into the general revenue fund (state treasury) in order to repay the appropriation (loan) to agency 902.
Seq No Batch Type Doc Type Eff Date Fin Agy TC AY PCA COBJ Amount R Fund Input GL To Record Deposit of Funds from the Local Fund (Safekeeping Trust) into the General Revenue Fund (State Treasury) (1) 2 D MMDDCY XXX 195 CY XXXXX 3847 $ XX.XX XXXX* N/A *The fund number established to point to appropriated fund 0001. Accounting effect of above entry:
Debit Credit (1) To Record Deposit of Funds from the Local Fund (Safekeeping Trust) into the General Revenue Fund (state treasury) 0045 Cash in State Treasury $ XX.XX 5000 Revenue Control-Cash $ XX.XX - The agency uses the following T-code with COBJ 7973 (other cash transfers within a fund or account between agencies) to repay the loan to agency 902 with a transfer once the deposit is made into the general revenue fund:
Seq No Batch Type Doc Type Eff Date Fin Agy TC AY PCA COBJ Amount R Fund Input GL To Record Repayment of the Appropriation (Loan) to Agency 902 (1) 4 T MMDDCY XXX 475 CY XXXXX 7973 $ XX.XX XXXX* N/A *The fund number established to point to appropriated fund 0001. Accounting effect of above entry:
Debit Credit (1) To Record Repayment of the Appropriation (Loan) to Agency 902 6051 Transfers Out – No Post to Tables (No AGL) $ XX.XX 1050 Due to Other Agencies (No AGL) $ XX.XX Generated transactions: 1050 Due to Other Agencies (No AGL) $ XX.XX 6051 Transfers Out – No Post to Tables (No AGL) $ XX.XX 6051 Transfers Out – No Post to Tables (with AGL) $ XX.XX 1050 Due to Other Agencies (with AGL) $ XX.XX 1050 Due to Other Agencies (with AGL) $ XX.XX 6051 Transfers Out – No Post to Tables (with AGL) $ XX.XX 6050 Transfers Out (with AGL) $ XX.XX 0045 Cash in State Treasury $ XX.XX At fiscal year-end, SDSI agencies are required to reclassify the transaction that posted to COBJ 7958 (item #2 above) as an operating fund transfer using a generic T-code and COBJ 7980 (operating account transfer out). This requirement is also stated in the Comptroller Manual of Accounts (see the listing for COBJ 7958). The corresponding transfer in is recorded in the local fund (see item #5 below).
The agency must also record the transfer out from the local fund to GR that occurred during the year to repay the loan. The corresponding transfer in is recorded in the general revenue fund by reclassifying COBJ 3847 using a generic T-code (see item #6 below).
- Reclassify COBJ 7958 to COBJ 7980 and record the local fund transfer in for annual financial reporting purposes using the following T-codes:
Seq No Batch Type Doc Type Eff Date Fin Agy TC AY PCA COBJ Amount R Fund Input GL To Reclass Other Expense in the General Revenue Fund to Transfer Out and to Record the Transfer In for the Local Fund
(Must be done in two separate batches because of different batch types)(1) 5 U 0831CY XXX 633 CY XXXXX 7958 $ XX.XX XXXX* 9999 (2) 8 U 0831CY XXX 654 CY XXXXX 7980 $ XX.XX XXXX* 9999 (3) 8 U 0831CY XXX 655 CY XXXXX 3980 $ XX.XX XXXX** 0040 *The fund number established to point to appropriated fund 0001.
**The fund number established to point to appropriated fund 9993, 9994, 9995 or 9999 (the local funds).Note: T-codes 654 and 655 require an AGL in the format of XXXYYYY0 where XXX is the agency number and YYYY is the D23 fund the funds are being transferred from/to.
Accounting effect of above entries:
To Reclassify Other Expense in the General Revenue Fund to Transfer Out and to Record the Transfer In for the Local Fund Debit Credit (1) 9999 System Clearing $ XX.XX 5600 GAAP Expenditure Offset $ XX.XX (2) 6051 Transfers Out – No Post to Tables $ XX.XX 9999 System Clearing $ XX.XX (3) 0040 Cash in Bank $ XX.XX 6011 Transfers In – No Post to Tables $ XX.XX - Record the transfer out from the local fund (Safekeeping Trust) to general revenue (state treasury) to repay the loan:
Seq No Batch Type Doc Type Eff Date Fin Agy TC AY PCA COBJ Amount R Fund Input GL To Record the Transfer Out from Local Funds to Repay the Loan and to Reclassify the Deposit into the GR Fund as a Transfer In (item #3 above)
(Must be done on two separate batches because of different batch types)(1) 8 U 0831CY XXX 654 CY XXXXX 7980 $ XX.XX XXXX** 0040 (2) 8 U 0831CY XXX 655 CY XXXXX 3980 $ XX.XX XXXX* 9999 Note: T-codes 654 and 655 require an AGL in the format of XXXYYYY0 where XXX is the agency number and YYYY is the D23 fund the funds are being transferred from/to.
(3) 5 U 0831CY XXX 630 CY XXXXX 3847 $ XX.XX XXXX* 9999 *The fund number established to point to appropriated fund 0001.
**The fund number established to point to appropriated fund 9993, 9994, 9995 or 9999 (the local funds).Accounting effect of above entries:
To Record the Transfer Out from Local Funds to Repay the Loan and to Reclassify the Deposit into the GR Fund as a Transfer In Debit Credit (1) 6051 Transfers Out – No Post to Tables $ XX.XX 0040 Cash in Bank $ XX.XX (2) 9999 System Clearing $ XX.XX 6011 Transfers In – No Post to Tables $ XX.XX (3) 5100 GAAP Revenue Offset $ XX.XX 9999 System Clearing $ XX.XX If the agency does not repay the loan funds before Aug. 31, 20CY, the agency must report the outstanding balance due to the general revenue fund as of Aug. 31, 20CY. For guidance on how to prepare these entries, contact your financial reporting analyst.
Recording Local Fund and Local Operating Fund Activity [+]
- Periodically record local fund revenues at a summary level in USAS. The agency can determine how frequently the transactions are done in this fund — however, they must be completed at least annually as part of the agency’s AFR preparation and entry into USAS.
Seq No Batch Type Doc Type Eff Date Fin Agy TC AY PCA COBJ Amount R Fund Input GL To Record Fee Revenues into the Local Fund (1) 5 U MMDDCY XXX 643 XX XXXXX 3XXX $ XX.XX XXXX** N/A To Record Cash Balances into the Local Fund (2) 5 U MMDDCY XXX 644 XX XXXXX N/A $ XX.XX XXXX** 0040 **The fund number established to point to appropriated fund 9993, 9994, 9995 or 9999 (the Local Funds). Accounting effect of above entries:
Debit Credit (1) To Record Fee Revenues into the Local Fund 9999 System Clearing $ XX.XX 5100 GAAP Revenue Offset $ XX.XX (2) To Record Cash Balances into the Local Fund 0040 Cash in Bank $ XX.XX 9999 System Clearing $ XX.XX - Record the transfer out of funds from the local fund (Safekeeping Trust) and the deposit into the local operating fund (state treasury) for payment of expenditures and/or payroll.
Note: This entry requires an AGL in the format of XXXYYYY0 where XXX is the agency number and YYYY is the D23 fund the funds are being transferred to.
Seq No Batch Type Doc Type Eff Date Fin Agy TC AY PCA COBJ Amount R Fund Input GL To Record Transfer Out from Local Fund to Local Operating Fund to Pay Expenditures and/or Payroll (1) 8 U MMDDCY XXX 654 XX XXXXX 7972 $ XX.XX XXXX** 0040 To Record the Deposit into the Local Operating Fund (2) 2 D MMDDCY XXX 195 XX XXXXX 3847 $ XX.XX XXXX*** N/A **The fund number established to point to appropriated fund 9993, 9994, 9995 or 9999 (the local funds).
***The fund number established to point to appropriated fund 08XX or 1XXX (the local operating fund). Use fund 08XX for trust funds and fund 1XXX for non-trust funds.Accounting effect of above entries:
Debit Credit (1) To Record Transfer Out from Local Fund to Local Operating Fund to Pay Expenditures and/or Payroll 6051 Transfer Out $ XX.XX 0040 Cash in Bank $ XX.XX (2) To Record the Deposit into the Local Operating Fund 0045 Cash in State Treasury $ XX.XX 5000 Revenue Control – Cash $ XX.XX - Record the transfer in of funds to the state treasury (local operating fund) from the local fund for payment of expenditures and/or payroll. The transfer in is recorded by reclassifying the original deposit (Recording Loan Fund and Local Operating Fund Activity, item #2, entry #2)
Note: Total transfers in (such as original deposits to the state treasury) should match the total COBJ 3847 postings reported on the DR 203 and DR 204 AFR Desk Review Reports in SIRS, as well as the line item “Treasury” on the Safekeeping Trust statement. If there is a difference, identify if any refunds of revenue occurred and transfer them to the local fund. See item #5 below for instructions on recording refunds of revenue transfers.
Note: This entry requires an AGL in the format of XXXYYYY0 where XXX is the agency number and YYYY is the D23 fund the funds are being transferred from.
Seq No Batch Type Doc Type Eff Date Fin Agy TC AY PCA COBJ Amount R Fund Input GL To Reclassify Back-out N/A Revenue to a Transfer In from the Local Fund (1) 5 U MMDDCY XXX 630 XX XXXXX 3847 $ XX.XX XXXX*** 9999 (2) 8 U MMDDCY XXX 655 XX XXXXX 3972 $ XX.XX XXXX*** 9999 ***The fund number established to point to appropriated fund 08XX or 1XXX (the local operating fund). Use fund 08XX for trust funds and fund 1XXX for non-trust funds. Accounting effect of above entries:
To Reclassify Back-out N/A Revenue to a Transfer In from the Local Fund Debit Credit (1) 5100 GAAP Revenue Offset $ XX.XX 9999 System Clearing $ XX.XX (2) 9999 System Clearing $ XX.XX 6011 Transfer In $ XX.XX - At fiscal year-end, SDSI agencies must enter local fund (Safekeeping Trust) expenditure activity and balances for the fiscal year not yet recorded in the USAS local operating fund.
Seq No Batch Type Doc Type Eff Date Fin Agy TC AY PCA COBJ Amount R Fund Input GL To Record the Local Fund Activity During the Year and Balances at Year End (1) 5 U 0831CY XXX 642 CY XXXXX 7xxx $ XX.XX XXXX** N/A (2) 5 U 0831CY XXX 645 CY XXXXX N/A $ XX.XX XXXX** 0040 **The fund number established to point to appropriated fund 9993, 9994, 9995 or 9999 (the local funds). Accounting effect of above entries:
To Record the Local Fund Activity During the Year and Balances at Fiscal Year-End Debit Credit (1) 5600 GAAP Expenditure Offset $ XX.XX 9999 System Clearing $ XX.XX (2) 9999 System Clearing $ XX.XX 0040 Cash in Bank $ XX.XX - Periodically record local operating fund refunds of revenue transfers to local funds at a summary level in USAS. Otherwise, total transfers in will not equal total transfers out. Refunds of revenue should equal the total generated T-code 383 transactions (see DR 203 and DR 204 AFR Desk Review Reports in SIRS), less the total excess funds moved out of the state treasury back to the Safekeeping Trust. Excess funds moved back to the local fund are presented as “Warrant” on the Safekeeping Trust statement.
Note: This entry requires an AGL in the format of XXXYYYY0 where XXX is the agency number and YYYY is the D23 fund the funds are being transferred from.
Seq No Batch Type Doc Type Eff Date Fin Agy TC AY PCA COBJ Amount R Fund Input GL To Record Transfer Out of Refunds of Revenue from the Local Operating Fund (1) 5 U MMDDCY XXX 631 XX XXXXX 3847 $ XX.XX XXXX*** 9999 (2) 8 U MMDDCY XXX 654 XX XXXXX 7972 $ XX.XX XXXX*** 9999 To Record Transfer In of Refunds of Revenue to the Local Fund (3) 5 U MMDDCY XXX 630 XX XXXXX 3XXX $ XX.XX XXXX** 9999 (4) 8 U MMDDCY XXX 655 XX XXXXX 3972 $ XX.XX XXXX** 9999 **The fund number established to point to appropriated fund 9993, 9994, 9995 or 9999 (the local funds).
***The fund number established to point to appropriated fund 08XX or 1XXX (the local operating fund). Use fund 08XX for trust funds and fund 1XXX for non-trust funds.Accounting effect of above entries:
To Record Transfer of Refunds of Revenue from the Local Operating Fund to the Local Fund Debit Credit (1) 9999 System Clearing $ XX.XX 5100 GAAP Revenue Offset $ XX.XX (2) 6051 Transfer Out $ XX.XX 9999 System Clearing $ XX.XX (3) 5100 GAAP Revenue Offset $ XX.XX 9999 System Clearing $ XX.XX (4) 9999 System Clearing $ XX.XX 6011 Transfer In $ XX.XX Record fiscal year-end adjustments to consumable and merchandise inventory in local funds. For more information on inventory adjustments, see Inventories.