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Chapter 85 - Accounting Procedures

85.10 Budgetary Accounting Procedures
85.10.10 These procedures apply to budgeted accounts June 1, 2004
85.10.20 Budgetary accounting requirements July 1, 2009

85.15 Budgetary Accounting - Illustrative Entries
85.15.05 These entries are for illustrative purposes July 1, 2008
85.15.10 Establish expenditure authority for budgeted accounts July 1, 2008
85.15.15 Allotments for budgeted accounts July 1, 2008
85.15.16 FTEs for budgeted accounts July 1, 2008
85.15.17 Decrease FTEs for budgeted accounts July 1, 2008
85.15.20 Estimated revenues for budgeted accounts May 1, 1999
85.15.25 Decrease estimated revenues for budgeted accounts May 1, 1999
85.15.30 Transfer unobligated allotments to reserve for budgeted accounts May 1, 1999
85.15.35 Re-allotment of amounts placed in reserve for budgeted accounts May 1, 1999
85.15.40 Revert unobligated allotments to unallotted status for budgeted accounts May 1, 1999
85.15.45 Transfer unallotted legislative appropriations to reserve for appropriated accounts May 1, 1999
85.15.50 Transfer legislative appropriations placed in reserve to unallotted status for appropriated accounts May 1, 1999
85.15.55 Abolish or decrease legislative appropriations for appropriated accounts May 1, 1999
85.15.60 Close of accounting period for budgeted accounts May 1, 1999

85.20 Revenue and Cash Receipts
85.20.10 Collection and deposit of receipts July 1, 2009
85.20.20 Prudent collection processes July 1, 2001
85.20.30 Non-revenue receipts July 1, 2003
85.20.40 Proceeds from sale of property Jan. 1, 2012
85.20.50 Undistributed receipts May 1, 1999
85.20.60 Receipts placed in suspense July 1, 2009
85.20.70 Refunds of revenue May 1, 1999
85.20.80 Subsidiary records May 1, 1999
85.20.90 Deposit interest distribution by OST June 1, 2005

85.22 Deposit Adjustments and Returned Payments
85.22.10 About these procedures May 1, 1999
85.22.20 Documentation for deposit adjustments July 1, 2008
85.22.30 Deposit adjustments - treasury and trust accounts July 1, 2009
85.22.40 Deposit adjustments - local accounts July 1, 2009
85.22.50 Returns and reversals of AFRS ACH payments July 1, 2012

85.24 Revenue and Cash Receipts - Illustrative Entries
85.24.10 These entries are for illustrative purposes May 1, 1999
85.24.20 Estimated revenue May 1, 1999
85.24.30 Deposit of cash revenues May 1, 1999
85.24.40 Cash over or short May 1, 1999
85.24.50 Recording adjustment for non-sufficient funds (NSF) check July 1, 2008
85.24.60 Subsequent collections of non-sufficient funds (NSF) check July 1, 2009
85.24.65 Recording receipt of returned AFRS ACH payment July 1, 2009
85.24.70 Undistributed receipts - account and/or revenue source not identified May 1, 1999
85.24.80 Receipts placed in suspense July 1, 2009

85.30 Encumbrances
85.30.10 Encumbrance accounting July 1, 2013

85.32 Goods and Services Expenditures
85.32.10 Agency responsibilities July 1, 2008
85.32.15 Special definitions Jan. 1, 2012
85.32.20 Expenditure authorization Jan. 1, 2012
85.32.25 Priority of expenditures June 7, 2012
85.32.30 Payment processing documents July 1, 2013
85.32.40 Payment processing June 1, 2014
85.32.50 Timing of payment June 7, 2012
85.32.60 Rapid invoice processing June 1, 2002
85.32.70 Purchase card Jan. 1, 2013
85.32.80 Waste recycling procedures Jan. 1, 2012

85.34 Payroll and Other Related Activities
85.34.10 Payroll July 1, 2011
85.34.20 Shared leave July 1, 2011
85.34.30 Amounts due deceased employees May 1, 1999
85.34.40 Salary overpayment recoveries June 1, 2004

85.36 Disbursement Processing
85.36.10 Agency disbursement processes July 1, 2000
85.36.20 Disbursement mechanisms July 1, 2013
85.36.30 Treasury account requirements Jan. 1, 2012
85.36.40 Local account requirements July 1, 2010
85.36.50 Recording July 1, 2010

85.38 Other Warrant Procedures
85.38.10 Agency-initiated warrant cancellations July 1, 2013
85.38.15 Non-deliverable warrant July 1, 2012
85.38.20 Lost or destroyed warrants July 1, 2015
85.38.30 Redeemed warrants reported as lost or destroyed July 1, 2013
85.38.40 Statutorily canceled warrants June 1, 2014
85.38.50 Liability for canceled warrants/checks May 1, 1999
85.38.60 "X" warrants Jan. 1, 2012
85.38.70 "X" and blank state warrant stock control procedures Jan. 1, 2012
85.38.80 Warrant voiding and destruction procedures Jan. 1, 2012
85.38.90 Local check control procedures May 1, 1999

85.40 Belated and Sundry Claims
85.40.10 Belated claims Jan. 1, 2016
85.40.20 Sundry claims Jan. 1, 2016

85.42 Expenditures, Expenses, and Cash Disbursements - Illustrative Entries
85.42.10 These entries are for illustrative purposes May 1, 1999
85.42.20 Encumbrances June 1, 2011
85.42.30 Expenditure/expense disbursements May 1, 1999
85.42.40 Recording payroll July 1, 2011
85.42.50 Recording shared leave May 1, 1999
85.42.60 Amounts due deceased employees May 1, 1999
85.42.70 Salary overpayment recoveries May 1, 1999
85.42.80 Cancellations of non-deliverable, SOL, and lost or destroyed warrants July 1, 2012
85.42.85 Cancellation of warrants issued in error July 1, 2012
85.42.90 Reissuance of canceled warrants July 1, 2012
85.42.95 Forged endorsement May 1, 1999

85.50 Cash
85.50.10 Deposit of treasury or treasury trust receipts July 1, 2011
85.50.20 Deposit of local receipts July 1, 2008
85.50.30 Undeposited receipts May 1, 1999
85.50.40 Reconciliation of cash receipts and deposits July 1, 2011
85.50.50 Petty cash - general information July 1, 2011
85.50.60 Accounting for petty cash in treasury accounts June 1, 2015
85.50.70 Accounting for petty cash in local accounts (including
treasury trust accounts)
June 1, 2015

85.52 Investments
85.52.10 About investments July 1, 2003
85.52.20 Short-term investments July 1, 2003
85.52.30 Non-current investments July 1, 2015
85.52.40 Investment pools July 1, 2010
85.52.50 Permanent funds July 1, 2013
85.52.60 Deferred compensation plans (IRC Section 457) July 1, 2001
85.52.70 Securities lending May 1, 1999
85.52.80 Reverse purchase agreements May 1, 1999
85.52.90 Subsidiary ledgers are required for certain investments May 1, 1999

85.54 Receivables
85.54.10 About receivables July 1, 2012
85.54.15 Taxes receivables July 1, 2009
85.54.20 Due from federal government June 1, 2013
85.54.25 Due from other governments June 1, 2013
85.54.30 Due from other accounts July 1, 2009
85.54.35 Due from other agencies July 1, 2009
85.54.40 Notes and loans receivable June 1, 2011
85.54.42 Private donation pledges July 1, 2004
85.54.44 Travel advances receivable July 1, 2010
85.54.45 Other receivables July 1, 2004
85.54.50 Receivable collection procedures June 1, 2014
85.54.52 Collecting NSF Checks Jan. 1, 2012
85.54.55 Uncollectible receivables July 1, 2008
85.54.60 Documentation May 1, 1999
85.54.65 Subsidiary ledgers July 1, 2012

85.56 Inventories
85.56.10 Inventory management and control procedures are in Chapter 35 May 1, 1999
85.56.20 Consumable inventories June 1, 2014
85.56.30 Merchandise inventories in proprietary fund type accounts May 1, 1999
85.56.40 Donations of consumable inventories

Jan. 1, 2014

85.58 Prepaid Expenses
85.58.10 Prepaid expenses July 1, 2008

85.60 Capital Assets
85.60.10 About capital assets July 1, 2009
85.60.20 Asset valuation July 1, 2001
85.60.30 Acquisitions of capital assets July 1, 2015
85.60.40 Depreciation/amortization of capital assets June 1, 2013
85.60.45 Impairment of capital assets and related insurance recoveries July 1, 2009
85.60.50 Disposal of capital assets Jan. 1, 2014
85.60.60 Reconciliation of capital assets July 1, 2012
85.60.70 Capital assets acquired through capital lease July 1, 2008
85.60.80 Capital assets acquired through Certificates of Participation (COP) July 1, 2012
85.60.90 Accounting for the construction of capital assets July 1, 2008
85.60.95 Accounting for the transfer of vehicles to the State Motor Pool Jan. 1, 2012
85.60.97 Accounting for Interagency/Interfund Capital Asset Transfers Jan. 1, 2014

85.65 Assets - Illustrative Entries
85.65.10 These entries are for illustrative purposes May 1, 1999
85.65.12 Deposit of cash revenues June 1, 2015
85.65.14 Petty cash - treasury and treasury trust accounts June 1, 2015
85.65.16 Petty cash - local accounts June 1, 2015
85.65.18 Accounting for the acquisition of non-current investments Jan. 1, 2014
85.65.20 Accounting for earnings and costs associated with non-current
investments
July 1, 2003
85.65.22 Accounting for fair value adjustment to non-current investments July 1, 2013
85.65.24 Accounting for the sale of non-current investments July 1, 2013
85.65.28 Accounting for deferred compensation (IRC Section 457) June 1, 2011
85.65.30 Taxes receivable May 1, 1999
85.65.32 Receivables July 1, 2001
85.65.33 Travel advances receivable July 1, 2010
85.65.34 Due from federal government May 1, 1999
85.65.36 Long-term loans June 1, 2011
85.65.38 Consumable inventories - periodic inventory method June 1, 2011
85.65.40 Consumable inventories - perpetual inventory method May 1, 1999
85.65.42 Merchandise inventories in proprietary fund type accounts - periodic inventory method May 1, 1999
85.65.44 Merchandise inventories in proprietary fund type accounts - perpetual inventory method May 1, 1999
85.65.46 Donations of consumable inventories Jan. 1, 2014
85.65.50 Prepaid expenses May 1, 1999
85.65.52 Acquisition of capital assets July 1, 2015
85.65.54 Assets that do not meet the state's capitalization policy July 1, 2009
85.65.56 Depreciation/amortization July 1, 2009
85.65.58 Disposal of capital assets July 1, 2012
85.65.60 Trade-in of capital assets July 1, 2008
85.65.62 Capital assets acquired through capital lease July 1, 2006
85.65.64 Accounting for the construction of capital assets July 1, 2009
85.65.66 Interagency/Interfund Capital Asset Transfers Jan. 1, 2014

85.70 Short-Term Liabilities
85.70.10 About short-term liabilities May 1, 1999
85.70.20 Establishing short-term liabilities July 1, 2009
85.70.30 Accounts payable May 1, 1999
85.70.40 Unavailable revenues June 1, 2015
85.70.45 Unearned revenues June 1, 2015
85.70.50 Short-term portion of long-term obligations June 1, 2004

85.72 Long-Term Obligations
85.72.10 About long-term obligations June 1, 2013
85.72.15 State Finance Committee approval July 1, 2008
85.72.20 Bonds payable June 1, 2013
85.72.30 Lease-purchase agreements payable July 1, 2014
85.72.40 Certificates of Participation (COP) June 1, 2013
85.72.50 Vacation leave payable July 1, 2009
85.72.60 Sick leave payable June 1, 2004
85.72.65 Compensatory time payable July 1, 2009
85.72.70 Termination benefits July 1, 2006

85.74 Special Liabilities
85.74.10 Vendor payment advance May 1, 1999
85.74.20 Public works contracts - retention of payments July 1, 2012
85.74.30 Unclaimed property July 1, 2008
85.74.40 Claims and judgments Oct. 1, 2011
85.74.50 Pollution remediation obligations July 1, 2009
85.74.55 Other post employment benefit (OPEB) obligations July 1, 2008

85.80 Fund Equity
85.80.10 Fund equity June 1, 2011

85.85 Liabilities and Equity - Illustrative Entries
85.85.10 General July 1, 2003
85.85.15 Establishment of short-term liabilities May 1, 1999
85.85.20 Payment of short-term liabilities May 1, 1999
85.85.24 Unavailable revenue June 1, 2013
85.85.25 Unearned revenue June 1, 2015
85.85.30 Fund bond debt issuance and servicing June 1, 2013
85.85.35 General obligation bond debt issuance and servicing Jan. 1, 2011
85.85.40 Lease-purchase agreements

Mar. 17, 2010

85.85.45 Equipment/Certificates of Participation (COP) June 1, 2013
85.85.50 Real Estate Certificates of Participation (COP) June 1, 2013
85.85.52 Real Estate Certificates of Participation (COP) refunding June 1, 2013
85.85.55 Vendor payment advances July 1, 2003
85.85.60 Retention of payments July 1, 2012
85.85.65 Claims and judgments July 1, 2001

85.90 Interfund/Interagency Activities
85.90.10 Interfund/interagency activities July 1, 2008
85.90.20 Interfund loans July 1, 2001
85.90.30 Interfund/interagency services provided and used Jan. 1, 2012
85.90.40 Payment procedures for selected central services agency charges June 1, 2016
85.90.50 Transfers July 1, 2008
85.90.60 Reimbursements (Objects S & T) July 1, 2009
85.90.70 Agency vendor payment revolving account charges July 1, 2001

85.95 Interfund/Interagency Activities - Illustrative Entries
85.95.10 These entries are for illustrative purposes

July 1, 2001

85.95.20 Transfers of equity July 1, 2003
85.95.30 Operating transfers July 1, 2003
85.95.35 Special budgeted allocation transfers July 1, 2008
85.95.40 Interfund/interagency services provided and used July 1, 2008
85.95.50 Intra-agency reimbursements (Object T) July 1, 2008
85.95.60 Interagency reimbursements (Object S)

July 1, 2008

85.95.70 Agency vendor payment revolving account July 1, 2001

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