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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

July 5, 2000

MEMORANDUM SA 00-43

TO:  Fiscal Officers
All State Agencies
FROM:  F. Howard Karlton CPA,
Director 
SUBJECT:  ISIS Prior Year Close Procedures for August 14, 2000

Attached for your information and use is the established time frame for transaction processing for the 8/14/00 year-end close. Also attached are operational procedures covering the following specific subject areas:

1. Checks to Wrong Vendor and Duplicate Payments
2. EFTs to Wrong Vendor and Duplicate Payments
3. Check or EFT Amount Less Than Amount Due
4. Check or EFT Amount in Excess of Amount Due
5. Lost or Destroyed Checks
6. Credit Memos
7. Carryover of Prior Year Cash to Current Year Means of Financing Appropriation
8. Transfer of Operating Free Cash to Means of Financing Appropriation

It is extremely important that all time frames for the transactions be adhered to. It is best, if possible, to process your documents at least a day before the deadline to ensure their acceptance in the system by the appropriate deadline. It is the agency’s responsibility to ensure that the data sent through Interface tapes and FTPs are received by the deadline specified. You may verify receipt of your FTP by contacting OSIS at (225) 342-2677 Option 4. Agencies should consider delivery and transmission delays when scheduling their internal deadlines and processes.

All FY00 deposits relating to regular appropriations must be classified by the agencies no later than 7:00 p.m. 8/11/00. If the agency does not classify their FY00 deposits by the deadline, the money will be classified to Income Not Available.

The deadlines listed below apply to the transactions noted as well as the receipt of support documentation by the control agencies. If the documentation required for approval is received by the control agencies after the deadline specified, approval of the ISIS transaction is not guaranteed even though the transaction is in ISIS and at the proper status. It is the agency’s responsibility to ensure that their documents are approved and processed before the close is run.

Two special processes will run as part of the 8/14 close: the rollover of encumbrances and the accounts payable/credit memo liquidation (CLEARPAY). CLEARPAY will be run during the nightly cycle on 8/14/00 against BFY 00 payment vouchers and will be discussed in detail in a future SA Memorandum. The CLEARPAY liquidation will include all prior year payable, even those with scheduled payment dates after 8/14/00. On 8/14/00, Automated Disbursements will run for all scheduled payments vouchers in both fiscal years. This will include payment vouchers from both fiscal years. Checks generated by CLEARPAY and the 8/14 automated disbursement cycle will be printed and mailed on 8/16/00 with an 8/16/00 check date. Please ensure that your agency has sufficient cash balances for these payment vouchers.

The description of the rollover of encumbrances process, related reports and procedures was provided to all ISIS agencies in SA Memorandum 00-36. The rollover of encumbrances will be run on the night of 8/10/00. To accommodate the rollover, agency access to ISIS will be denied after 5:00 p.m. on 8/10/00. It is extremely important that all structure affecting these processes be active in AFS. PLEASE MAKE CERTAIN ALL PERTINENT STRUCTURE HAS BEEN ACTIVATED NO LATER THAN 8/9/00. This includes grants that have an expiration date prior to 8/10/00 and chart of accounts data elements which have been deleted or inactivated.

NOTE:

The deadline for the liquidation of all prior year encumbrances (AGPS, CFMS, AFS) is 5:00 p.m., 8/10/00 to allow for the rollover of encumbrances. See SA 00-36 instructions for invoices processing after rollover. Goods and services must have been procured in accordance with RS 39 Chapter 17 and been received by 6/30/00 in order for a bona fide liability to exist against FY00.

On 8/15/00, special front-end security will be in place for OSRAP/STO/OSIS access only for the entire ISIS application. Agencies will not have access to ISIS beginning Tuesday 8/15/00 and ending when the close process is complete. Close and agency reports are to be run during the monthly processes on the night of 8/15. If the entries and close process are not completed on 8/15/00, the ISIS application will be unavailable on Wednesday 8/16/00 and the year-end reports will be available on Thursday 8/17/00. Agencies should review the DOA sign-on screen for system availability. Interfaces may not be sent on the days that ISIS is unavailable.

OSRAP will correct all BFY 00 discounts that posted to accounting periods 01 01 and 02 01 during the 45 day period as part of the closing entries made on 8/14/00. Agencies should not try to correct these entries. OSRAP will discuss this issue in greater detail in a memorandum after the 8/14/00 close.

If you have any questions concerning this memorandum, please contact the Office of Statewide Reporting and Accounting Policy Helpdesk at (225) 342-1097. The previously issued SA Memorandum referenced may be obtained from either our Internet home page (http://doa.louisiana.gov/osrap/osrap.htm) or by contacting the OSRAP Help Desk.

FHK/rtj

Attachments

c: Mr. Whitman J. Kling, CPA, CGFM
Dr. Dan Kyle, CPA
Mr. Gary Hall, CPA
Ms. Denise Lea

Ms. Susan Smith

Mr. Ron Mitchell
Mr. Ray Stockstill
Mr. Randall Walker
Ms. Alexis Thompson

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