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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

May 18, 2000

MEMORANDUM SA 00-32

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

CFMS Payments After the Contract Expiration Date

You were informed in OSIS Memorandum 00-027 that a CFMS enhancement is going to be processed that will allow for payment on contracts after the contract expires. This change is being migrated into the system to allow for the payment of items such as audit reports that are in the contract but are not available until after the contract expires. This change is not intended as a replacement of the contract amendment process or to allow for the payment of misplaced or misdirected invoices.

Therefore, OSRAP will run InfoMaker report periodically to ensure that this change is not being abused. A warning message will not be issued when making these types of payments, so it is imperative that the preparer and approver of KINV pay particular attention to the DATE GOODS RCVD/ACPTD field when entering/approving contract payments. Copies of the report will be made available to the Legislative Auditor.

The change will only allow payment after the contract expiration date if an encumbrance balance exists in the same budget fiscal year as the payment. Therefore, after the contract balance has been rolled over and/or liquidated in the prior year, you will not be allowed to make payment in the prior fiscal year.

If you have any questions, please contact the OSRAP Help Desk at (225) 342-1097.

FHK: rtj


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