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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

April 13, 2000

MEMORANDUM SA 00-27

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

Printing of ISIS Checks

In an effort to reduce the costs associated with daily check writes, we will no longer print ISIS checks five days per week. Instead, beginning on May 8, 2000 checks will be printed and mailed each week on Mondays, Wednesdays and Fridays. The transmission of electronic funds transfer (EFT) transactions will also be reduced to three days per week. This will result in cost savings to the Division of Administration by reducing the number of checks printed, the days that the check paper has to be loaded, and the hours spent monitoring the check print. Additionally, the State will experience a cash management benefit as cash will remain in the Treasury for longer periods.

The process of entering, scheduling and approving payment documents in AFS, CFMS and AGPS will not change. However, we will remove the one-day bump from the process. Use the following information (excluding Holidays) to determine when checks will print:

SCHEDULED AUTOMATED PRINT and MAIL
PAY DATE DISBUSEMENTS RUN CHECKS
Monday Tuesday night Wednesday
Tuesday Tuesday night Wednesday
Wednesday Thursday night Friday
Thursday Thursday night Friday
Friday Friday night Monday

NOTE: **CMIA Agencies** This means that the check date in ISIS will be the actual day that the checks are printed and mailed to the vendor. You should adjust your draws from the Federal government accordingly.

NOTE: To prevent the loss of vendor discounts, agencies need to ensure that payments are entered into ISIS and scheduled to pay in a manner that ensures the check date will be before the end of the discount period.

Checks scheduled to pay on holidays and weekends will be run in the next automated disbursement cycle and be printed and mailed accordingly.

If there are payments issued by your agency that need to be received by payees on a specific day of the month, you need to consider the new check print dates when the scheduled payment date is assigned.

Manual checks requested and issued through the State Treasurer’s Office will be monitored closely to ensure the number of manual checks written does not increase. Reducing the number of times each week checks are printed and mailed is our goal. The State Treasurer’s Office does not have the staff to assume the check writing function for Tuesdays and Thursdays. If you experience any problems due to this change in procedure or have additional questions, please call the OSRAP Help Desk immediately at (225) 342-1097.

C: Mr. Whitman J. Kling, Jr., CGFM, CPA
        Ms. Alexis Thompson
        Ms. Lorraine Huber

FHK:rtj


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