Receivables and payables between state agencies must balance at the state level. In order to facilitate balancing GL 1354 and 5154 OFM establishes deadlines for invoicing between agencies.
Mail invoices to other state agencies no later than July 15 and date the invoices 6/30. This allows agencies time to record the appropriate entries into the prior year. If you do not know the actual amount then bill an estimated amount and clearly mark the invoice estimated.
ALL invoices must be in the State Board office by 5:00 p.m. on Thursday, July 12.
If SBCTC receives invoices after the due dates they will not process them into the 00-01 fiscal year.
Requests for equipment reimbursement from CIS are due at Bellevue Community College no later than July 12. If they receive requests after that date, they will not process them in the 00-01 fiscal year. Remember, record all receivable/payables with CIS using a due to/from indicator of 699. Record all receivable/payables with Bellevue Community College using a due to/from indicator of 627. Bellevue Community College is NOT CIS.
Interagency receivables use GL 1354 and payables use GL 5154. Both require a valid state agency number in the subsidiary field. The same valid agency number must be on FMS table ZX0060. GL 1354 also requires a valid customer ID.
Communication is necessary--both in your office and with other state agencies. Immediately after SBCTC receives the final CR2127 report for year end, they send a list to other agencies showing what each college has booked to and from them. This is the balance reflected on your records at the end of the 99/25 month. If another agency calls you and you determine the amount needs adjusting, send an Adjusting entry form to SBCTC by August 11.
If another agency asks you what your agency code is so they can book a receivable or payable to you, tell them to use agency 6990. (We are one agency for statewide purposes.) Internally we use the individual college’s agency codes so we can reconcile between ourselves.
The following is a list of transaction codes to use for the various types of interagency receivable/payable accruals in one year and payment in the next year. These entries are for a biennium closing
Accrual In Payment In
Fund Type One Year Next Year
ACTUAL BILLING AMOUNT
1 150 1354/3205 154 4310/1354
2, 3, 4 150 1354/3205 154 1110/1354
1 147R 1354/6505 154 4310/1354
2, 3, 4 147R 1354/6505 154 1110/1354
1 407 6505/5154 409 5154/4310
2, 4 407 6505/5154 409 5154/1110
3 407 6505/5154 411 5154/1110
All transactions affecting 1354 or 5154 require a due to/from indicator in the subsidiary field.
ESTIMATED BILLING’S RECEIVED
1 (except for reappropriated capital) 416R 1354/6560 154 4310/1354
3 416R 1354/6560 154 1110/1354
1 (except for reappropriated capital) 415 6560/5154 409 5154/4310
3 415 6560/5154 411 5154/1110
In addition to the above entries you should monitor the liquidation of estimated accruals at the fund/appropriation level.
When there will be no further payments and there is a balance remaining, liquidate the remaining accrual offset with GL 3215, source 0716.
If the accrual is zero, but you must make further payments, how you handle it depends on which fund accrued the expenditure. If the accrual was in an appropriated fund (001 and 758) send a request to Vallie Jo Fry at the SBCTC for approval to make the expenditure out of the current year. If you had unexpended funds from the prior year, SBCTC will forward your request to OFM for final approval. If the accrual was in an non-appropriated fund (local) just pay the remaining charges out of the current year -- no approval is necessary.
See the list distributed by OFM for the names at each agency to contact to balance interagency receivable/payables.
Receivable/payable balances between college MUST balance to zero at the end of the year.