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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 22, 2000

MEMORANDUM SA 00-34

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

Outstanding Pre-encumbrances FY00

All pre-encumbrances for FY 00 regular appropriations must be liquidated on or before June 30, 2000. After June 30, 2000, agencies will not have the ability to liquidate these amounts and they will remain pre-encumbered on EAP2. There is no automatic system process which liquidates pre-encumbrances. These amounts have committed portions of your FY00 budget. Pre-encumbered amounts are used to calculate the amount of money an agency has left to pre-encumber in an appropriated program.

Attached for agencies with open requisition transactions, is an Infomaker Report which shows requisitions in AFS with an amount outstanding. This report will only list the transactions associated with your agency number. Use these reports and any other agency specific reports, which you may have developed to determine if your agency has any pre-encumbrances that need to be liquidated.

Agencies cannot issue pre-encumbrances or encumbrances during the 45-day period for FY00 through AGPS/CFMS. Although AFS will allow the entry of a PO transactions for FY00 during the 45-day period, it is illegal for agencies to do so.

Contact the appropriate section of the OSIS Help Desk if assistance is required in liquidating any pre-encumbrances that are no longer needed.

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

FHK:jh

Attachments

c: Ms. Debbie Rogers
          Ms. Denise Lea


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