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State of Louisiana
Office of Statewide Reporting and Accounting Policy
M. J. "Mike" Foster, Jr.
Mark C. Drennen
Commisioner of Administration
July 20, 1998

TO:  Fiscal Officers All State Agencies'  
FROM:  F. Howard Karlton CPA, Director 
SUBJECT:  ISIS Prior Year Close Procedures for August 14, 1998 

Attached for your information and use is the established time frame for transaction processing for the 8/14/98 year-end close. Also attached are operational procedures covering the following specific subject areas:

1. Checks to Wrong Vendor and Duplicate Payments
2. Check Amount Less Than Amount Due
3. Check Amount in Excess of Amount Due
4. Lost or Destroyed Checks
5. Credit Memos
6. Carryover of Prior Year Cash to Current Year Means of Financing Appropriation
7. 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 FTP's are received and posted in ISIS by the deadline specified. Agencies should consider delivery and transmission delays when scheduling their internal deadlines and processes.

All FY98 deposits relating to regular appropriations must be classified by the agencies no later than 8:00 p.m. 8/12/98. If the agency does not classify their FY98 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). The rollover of encumbrances with its related reports and issues have been discussed in detail in memorandum SA 98-49. The rollover of encumbrances will be run on the night of 8/11/98. To accommodate the rollover, agency access to ISIS will be denied at 6:00 p.m. on 8/11/98. The accounts payable/credit memo process will be run during the nightly cycle on 8/14/98 and will be discussed in detail in a later memorandum. 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 8/10/98. This includes grants which have an expiration date prior to 8/11/98 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 6:00 p.m., 8/11/98 to allow for the rollover of encumbrances. See SA 98-49 instructions for invoices processing after rollover. Goods and services must have been procured in accordance with R.S. 39 Chapter 17 and been received by 6/30/98 in order for a bona fide liability to exist against FY98.

If you have any questions concerning this memorandum, please contact the Office of Statewide Reporting and Accounting Policy's Helpdesk at (504)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.


c: Mr. Whitman J. Kling, CPA, CGFM
Mr. Dan Kyle, CPA
Mr. Gary Hall, CPA
Ms. Denise Lea
Ms. Susan Smith
Mr. Ron Mitchell
Mr. Steven Winham
Mr. Randall Walker
Ms. Connie Carlton


(504) 342-0708 FAX (504) 342-1053

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