SUBSECTION 2.2.3.8
ILLUSTRATIVE ENTRIES
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SUBSECTION 2.2.3.8 |
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2.2.3.8.1 |
General |
Effective Date: |
Sept. 1, 1998 |
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The following entries illustrate the recording of expenditures/expenses and cash disbursements in the accounting records. These entries are for illustrative purposes only and should not be considered all inclusive. Entries posted to GL Code Series 71XX "In-Process" in treasury and treasury trust accounts also require an entry from the Office of State Treasurer (OST) as illustrated below to clear the In-Process GL Codes. The entry would be reversed for In-Process debit amounts. |
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Dr. |
Cr. |
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In-Process (71XX) |
xxx |
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Current Treasury Cash Activity (OST only) (4310) |
xxx |
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2.2.3.8.2 |
Encumbrances |
Effective Date: |
Sept. 1, 1998 |
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2.2.3.8.2.a |
To record the establishment of encumbrances or increases to existing encumbrances for budgeted accounts. (Refer to Section 2.2.3.1.1.) |
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Dr. |
Cr. |
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Encumbrances (6410) |
xxx |
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Reserved for Encumbrances (9510) |
xxx |
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2.2.3.8.2.b |
To record encumbrance liquidations for budgeted accounts. (Refer to Section 2.2.3.1.1 and 2.2.3.2.3.g.) |
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Dr. |
Cr. |
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Reserved for Encumbrances (9510) |
xxx |
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Encumbrances (6410) |
xxx |
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2.2.3.8.3 |
Expenditure/Expense Disbursements |
Effective Date: |
Sept. 1, 1998 |
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To record expenditure/expense disbursements for goods and services received. (Refer to Section 2.2.3.4.3.) |
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Dr. |
Cr. |
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Cash Expenditure/Expense (6510) (with appropriate subobject) |
xxx |
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Cash in Bank (1110) or Warrants In-Process (7120) |
xxx |
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2.2.3.8.4 |
Recording Payroll |
Effective Date: |
Sept. 1, 1998 |
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2.2.3.8.4.a |
To record release of payroll expenditures/expenses for an appropriated account. (Refer to Section 2.2.3.3.1.) |
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Dr. |
Cr. |
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Cash Expenditure/Expense (6510) (with appropriate subobject) |
xxx |
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Cash in Bank (1110) or Warrants In-Process (7120) |
xxx |
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2.2.3.8.4.b |
To record the receipt of cash in the payroll revolving account and the establishment of the payroll liabilities for a budgeted account. |
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Dr. |
Cr. |
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Cash in Bank (1110) Receipts In-Process (7110) |
xxx |
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Accrued Salaries and Fringe Benefits Payable - Short-Term (5124) Savings bond Deductions Payable - Short-Term (5188) Garnishment Deductions Payable - Short-Term (5189) |
xxx xxx xxx |
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2.2.3.8.4.c |
To record subsequent disbursement of payroll and other related liabilities in the payroll revolving account. |
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Dr. |
Cr. |
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Accrued Salaries and Fringe Benefits Payable – Short-Term (5124) Savings Bond Deductions Payable - Short-Term (5188) Garnishment Deductions Payable - Short-Term (5189) |
xxx xxx xxx |
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In-Process (71XX) |
xxx |
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2.2.3.8.5 |
Recording Shared Leave |
Effective Date: |
Sept. 1, 1998 |
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2.2.3.8.5.a |
To record transfer of shared leave between employees within an agency and within the same account. (Refer to Section 2.2.3.3.2.) |
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Dr. |
Cr. |
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Cash Expenditures/Expenses (6510) (Subobject BT, BU and BV, as applicable) |
xxx |
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Cash Expenditures/Expenses (6510) (Subobject BW) |
xxx |
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2.2.3.8.5.b |
To record transfer of shared leave between employees of different agencies and/or accounts. |
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Donor’s Operating Account: |
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Dr. |
Cr. |
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Cash Expenditures/Expenses (6510) (Subobject BT, BU and BV, as applicable) |
xxx |
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Cash in Bank (1110) or In-Process (71XX) |
xxx |
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Donee's Operating Account: |
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Dr. |
Cr. |
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Cash in Bank (1110) or In-Process (71XX) |
xxx |
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Cash Expenditures/Expenses (6510) (Subobject BW) |
xxx |
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2.2.3.8.5.c |
To record the payroll for an employee using donated shared leave. |
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Dr. |
Cr. |
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Cash Expenditures/Expenses (6510) (Object A) |
xxx |
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Cash in Bank (1110) or In-Process (71XX) |
xxx |
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2.2.3.8.5.d |
To record reversion of unused shared leave when employees are within the same agency and account. |
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Dr. |
Cr. |
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Cash Expenditures/Expenses (6510) (Subobject BW) |
xxx |
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Cash Expenditures/Expenses (6510) (Subobject BT, BU and BV, as applicable) |
xxx |
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2.2.3.8.5.e |
To record reversion of unused shared leave when employees are from different agencies and/or accounts. |
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Donor’s Operating Account: |
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Dr. |
Cr. |
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Cash in Bank (1110) or In-Process (71XX) |
xxx |
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Cash Expenditures/Expenses (6510) (Subobject BT, BU and BV, as applicable) |
xxx |
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Donee’s Operating Account: |
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Dr. |
Cr. |
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Cash Expenditures/Expenses (6510) (Subobject BW) |
xxx |
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Cash in Bank (1110) or In-Process (71XX) |
xxx |
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2.2.3.8.6 |
Amounts Due Deceased Employees |
Effective Date: |
Sept. 1, 1998 |
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2.2.3.8.6.a |
To record amounts owed to deceased employees. (Refer to Section 2.2.3.3.3.) |
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Dr. |
Cr. |
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Accrued Expenditures/Expenses (6505) (with appropriate subobject) |
xxx |
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Due to Deceased Employees’ Estates - Short-Term (5145) |
xxx |
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2.2.3.8.6.b |
To record the liquidation of the liability when the funds are released for payment. |
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Dr. |
Cr. |
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Due to Deceased Employees’ Estates - Short-Term (5145) |
xxx |
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Cash in Bank (1110) or Warrants In-Process (7120) |
xxx |
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2.2.3.8.7 |
Salary Overpayment Recoveries |
Effective Date: |
Sept. 1, 1998 |
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2.2.3.8.7.a |
To record the recovery of net pay and related deductions, or employer costs, for a salary overpayment. (Refer to Section 2.2.3.3.4.c.(3).) |
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Dr. |
Cr. |
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Receipts In-Process (7110) |
xxx |
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Cash Expenditures/Expenses (6510) (Subobject A, B or N series) |
xxx |
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2.2.3.8.7.b |
To record the reduction in full time equivalents (FTEs) for any excess hours associated with a salary recovery. (Refer to Section 2.2.3.3.4.c (4).) |
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Dr. |
Cr. |
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Statistical Clearing Account (0998) |
xxx |
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Actual FTEs (0120) |
xxx |
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2.2.3.8.8 |
Non-deliverable Warrant Cancellations |
Effective Date: |
Sept. 1, 1998 |
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To record cancellations of non-deliverable warrants. (Refer to Section 2.2.3.5.1.) |
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Dr. |
Cr. |
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Warrant Cancellations In-Process (7130) |
xxx |
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Liability for Canceled Warrants/Checks - Short-Term (5194) |
xxx |
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2.2.3.8.9 |
Statutorily Canceled Warrants |
Effective Date: |
Sept. 1, 1998 |
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To record warrants statutorily canceled by the Office of the State Treasurer. (Refer to Section 2.2.3.5.2.) |
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Dr. |
Cr. |
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Warrant Cancellations In-Process (7130) |
xxx |
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Liability for Canceled Warrants/Checks - Short-Term (5194) |
xxx |
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2.2.3.8.10 |
Lost or Destroyed Warrants (Not Canceled or Redeemed) |
Effective Date: |
Sept. 1, 1998 |
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2.2.3.8.10.a |
To record lost or destroyed warrants that have not been canceled or redeemed. (Refer to Section 2.2.3.5.3.c.) |
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Dr. |
Cr. |
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Warrant Cancellations In-Process (7130) |
xxx |
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Liability for Canceled Warrants/Checks - Short-Term (5194) |
xxx |
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2.2.3.8.10.b |
To record re-issuance of lost or destroyed warrants. (Refer to Section 2.2.3.5.3.c.) |
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Dr. |
Cr. |
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Liability for Canceled Warrants/Checks - Short-Term (5194) |
xxx |
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Warrants In-Process (7120) |
xxx |
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2.2.3.8.11 |
Forged Endorsement |
Effective Date: |
Sept. 1, 1998 |
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2.2.3.8.11.a |
To record the bank credit for the redemption of forged warrants. (Refer to Section 2.2.3.5.4.) |
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Dr. |
Cr. |
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Receipts In-Process (7110) |
xxx |
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Other Liabilities - Short-Term (5199) |
xxx |
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2.2.3.8.11.b |
To record re-issuance of forged warrants. (Refer to Section 2.2.3.5.4.) |
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Dr. |
Cr. |
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Other Liabilities - Short-Term (5199) |
xxx |
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Warrants In-Process (7120) |
xxx |
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