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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

March 29, 1999

MEMORANDUM SA 99-25

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

The State Treasurer's Office (STO) has changed the procedure for submitting Check Cancellation (CX) forms. This change is being made to ensure that you submit the check being voided to the STO with the CX Form in all instances where the check is available. Failure to do so has resulted in the State paying unnecessary stop payment fees to Bank One. Agencies will mail or physically deliver all CX forms (Type 1 and 3) to the STO. FAXs will no longer be an acceptable method of transmission. CX Type 1s are typically used when a check has been lost, damaged and/or stale dated and the agency wants a replacement check issued to the vendor. CX Type 3s are typically used when a check has been lost, issued in error, damaged and/or stale dated and the agency does not want the check reissued to the vendor.

Agencies are no longer required to submit a copy of the CX form to OSRAP. Instead, OSRAP will receive a copy of the CX Type 3s from the STO as the CX transactions are input in AFS. Agencies must still enter the J1(s) when voiding single checks, consolidated single agency or consolidated related agencies (i.e., all of the agencies on a consolidated check have the same agency type) checks, which will not be reissued. OSRAP will not approve a J1 until the CX transaction has been processed in AFS.

Attached you will find flow charts that describe the process of voiding ISIS checks by check and cancellation type. The flow charts list the areas of responsibility for the agency, STO and OSRAP when applicable.

Also attached is an updated CX form. Use this form, effective immediately, when voiding ISIS checks. You will note that the form has been changed. The Scheduled Payment Date field in the CANCEL TYPE 1 - VOID AND REISSUE portion of the form has been replaced with the Check Date field. In this field, please enter the date of the check being voided. This information can be found in AFS on the WREC and OPVL tables. Also note that in the CANCEL TYPE 3 - VOID DO NOT REISSUE portion of the form the MW Number field has been replaced with the Revenue Code field. For those checks being voided that were issued from revenue, you should enter the revenue source code(s) from the payment voucher liquidated by the check. This information can be found on the OPVL and DHIS tables of AFS. New lines for the phone numbers of the preparer and approver have been added to the bottom of the form. This needs to be completed so the STO can contact you if there is a problem in processing the check cancellation. Also, since there is still activity occurring against the checks issued from bank account 04, it is imperative that you complete the Bank Code in the header of the CX form denoting which bank account the check was issued from. Check numbers AD00000000001 through AD00000999985 were issued from bank account 04. Checks issued after AD00000999985 were issued from bank account RJ.

All questions regarding the processing of a check cancellation should be directed to the STO at (225) 342-0010.

Questions regarding this memorandum should be directed to the OSRAP Help Desk at (225) 342-1097.

Attachment 1    Attachment 2

FHK:rtj

C: Mr. Gary Hall, CPA
     Mr. Jim Blankinship

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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