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State of Louisiana DIVISION OF ADMINISTRATION Office of Statewide Reporting and Accounting Policy

M. J. "Mike" Foster, Jr. Governor

Mark C. Drennen Commisioner of Administration

November 20, 1999

MEMORANDUM SA 00-16

TO:  Fiscal Officers  
All State Agencies
FROM:  F. Howard Karlton CPA, Director 
SUBJECT: 

December 1999 Monthly Close

The Y2K contingency plan developed by the Office of Statewide Reporting and Accounting Policy (OSRAP) will, in conjunction with the Office of Statewide Information Systems (OSIS) and the Office of Information Systems (OIS), be implemented on December 28,1999. The December 1999 monthly close will run after the nightly cycle of Tuesday December 28, 1999. The system will be unavailable to users from December 29, 1999 until January 3, 2000 barring any Y2K related problems.

Agencies are asked to process payments (for all invoices due and payable through January 14, 2000) by no later than Monday, December 27, 1999. In a manner similar to the year-end process at June 30, all payables will be stripped and "paid" during the nightly cycle on December 27, 1999. The system will be programmed to override the scheduled pay date, but contrary to the draft that was sent to you in May of 1999, cash will be checked as usual. All the checks printed on the morning of December 28,1999 will be mailed that day. No additional check writes for vendor payments will be made until all systems are operating normally after January 1, 2000.

Agencies may issue checks in their subsystems as usual, December 29 through December 31. Interface files for those transactions processed in agency side systems during this period should be held and submitted in January 2000. Accounting period 07 00 must be coded on the J5 or MW transactions interfaced for those days that the system was unavailable.

OSIS will notify agencies with side system interfaces of the procedures that must be followed well in advance of December 28, 1999.

Agencies should begin printing and reviewing any BUNDL reports normally printed after the monthly close on the morning of December 29, 1999.

The paychecks dated December 31, 1999 will be run and printed on Sunday, December 26, 1999. The payroll interface will be processed during the evening of Tuesday, December 28, 1999. The Office of Uniform Payroll will be sending out more detailed information later.

NOTE: CMIA Agencies will not be allowed to draw federal funds early to cover unrecognized expenditures in anticipation of Y2K problems. In the event that federal funds are unavailable, expenditures should be covered with state funds. The Federal government will owe interest for the time during which funds were requested and unavailable. For example, an agency cannot draw funds to cover estimated expenditures, based on historical data, through March 1, 2000 in anticipation of problems receiving the funds from the Federal Granting agency.

If it happens that on January 3, 2000 our building is closed due to utility outages, OSRAP will have personnel housed temporarily at the Information Services Building in Baton Rouge. Those individuals may be reached at (225) 219-6057 or by fax at (225) 342-9902. We will continue all critical services from the Information Services Building as long as necessary.

Following is a schedule of events that must be strictly adhered to. If you have any questions regarding these issues, contact the OSRAP help desk at 225-342-1097.

FHK: jga

Attachments


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