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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 21, 1998

MEMORANDUM SA 99-04
 
TO:  Fiscal Officers All State Agencies'  
 
FROM:  F. Howard Karlton CPA, Director 
 
SUBJECT:  FY98 Documents Pending on AFS Suspense File  

The Office of Statewide Reporting and Accounting Policy (OSRAP) has the responsibility of monitoring ISIS report 2G23 Pending Transactions in Suspense File in Excess of 90 Days to ensure that agencies do not leave unwanted transactions on the suspense file indefinitely. Attached to this memorandum is 2G23 Pending Transactions in Suspense File in Excess of 90 Days for the period ending 6/30/98 for your agency. The transactions listed on this report have been on the SUSF in excess of 90 days with no action. Some of the transactions listed on this report are more than two years old. Agencies may also have other abandoned transactions on SUSF which are not listed on the report. FY98 regular appropriation related documents will not be automatically removed from SUSF.

After August 14, it will not be possible for agencies to process FY98 regular appropriation documents. Agencies should review all of their FY98 transactions on SUSF which are in a status of pending, rejected, held, or scheduled. The agency should determine if these transactions should be processed before year-end. If a transaction is no longer necessary, the agency should delete it. If the transaction was overlooked, please take the necessary actions to process the document at this time. The delays in the retrieval and creation of documents caused by the size of SUSF affect all agencies. As SUSF grows larger, these effects will become more pronounced.

OSRAP is aware that some complex documents are left on the suspense file to copy as master documents. We ask that you put all such documents in a "HELD" status as a means of identification and use this feature only for those documents of a complex nature. Do not forget to change the budget fiscal year referenced in the document for regular appropriations that you want to retain in the new fiscal year from 98' to 99'. Also ensure that the document has been modified for any subsequent changes to the agency's structure. You are to remove all transactions that are no longer needed and not in the "HELD" status from the suspense file by 8/14. After 8/14, OSRAP will remove all prior year documents that are not in a HELD status.

There occasionally are one or two documents on SUSF that have "." in the Batch and Document type, agency, and number fields of SUSF. For Example***:

ACTION: S SCREEN: SUSF USERID: Z107B96 07/22/98 01:53:18 PM FUNCTION: ORG: D O C U M E N T S U S P E N S E S BATCH DOCUMENT PROCESS E ---------------- ---------------------- LAST LAST DATE L TYPE AGCY NUMBER TYPE AGCY NUMBER STAT APPRV DATE USER (YYMMDD) - ---- ---- ------ ---- ---- ------------ ----- ----- ------ -------- -------- . . . P1 900 P1000000765 DELET A0000 980722 Z900C56 . . . . . . REJCT 00000 970520 Z900B96*** . . . P1 900 P1000000764 DELET 00000 980722 Z900C56

These documents are usually in a REJCT status. The agency can not delete these documents. These documents do not have a header or any lines. The agency must contact the OSIS Help Desk for assistance in having these transactions removed. This report is available on a monthly basis through BUNDL for agencies to access and will only display the transactions for which you have permissions to view. Please make it part of your agency procedures to check for this report each month. If you have any questions regarding this memorandum, please contact the OSRAP Help Desk at (504)342-1097. Attachments FHK/RTJ/rl
 

POST OFFICE BOX 94095  STATE CAPITOL ANNEX BATON ROUGE, LA 70804-9095
(504) 342-0708 FAX (504) 342-1053
AN EQUAL OPPORTUNITY EMPLOYER

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