Undisplayed Graphic

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 10, 1999

MEMORANDUM SA 99-29

TO:  Fiscal Officers  
All ISIS Agencies
FROM:  F. Howard Karlton, CPA  
Director  
SUBJECT:  Outstanding Pre-encumbrances FY 99  

Attached you will find a copy of the 1G35 AFS/AGPS RQ Exception Report which lists requisitions with differing amounts pre-encumbered in AFS and AGPS. This report is sorted by requisition number and does not page break by agency. You should ignore any pre-encumbrances that are not associated with your agency number. Only those agencies that have transactions on this report will receive a copy attached to this memorandum. You will need to contact the OSIS Help Desk (225)342-2677 for assistance in removing these transactions.

Also attached, if your agency has 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. All pre-encumbrances for FY99 regular appropriations must be liquidated on or before June 30, 1999. After June 30, 1999, agencies will not be able to liquidate these amounts. There is no automatic system process which liquidates pre-encumbrances. These amounts have committed portions of your FY99 budget. Pre-encumbered amounts are used to calculate the amount of money an agency has left to pre-encumber in an appropriated program.

Agencies cannot issue pre-encumbrances or encumbrances during the 45-day period for FY99 through AGPS/CFMS. Although AFS will allow the entry of a PO transactions for FY99 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:JAH:rl

Attachments

c: Ms. Debbie Rogers
   Ms. Denise Lea


 

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