|To:||All UPS Agencies|
|From:||Ronald S. Mitchell, Director|
|Subject:||Quarterly Unpaid Balance Report|
Attached are the OSUP Unpaid Balance Reports for the quarter ending March 31, 1998. These reports should be used to report all unpaid balances in vendor codes with balances other than zero. Balances in the 6315 account for vendor codes SAB and MSZ are excluded from this provision. When reporting, balances should be identified by employee name, the original date of occurrence, and the reason for the unpaid balance.
The attached Agency Requested and Monthly Consolidated Reports reflect vendor activity through April 30, 1998. The Biweekly Consolidated Report reflects activity through March 31, 1998. The analysis of the unpaid balances should be reported on the agency Quarterly Unpaid Balance Report (Form UPR/F16). The UPR/F16 must be forwarded to this office with a letter of transmittal from the authorized Section/Agency Head by July 1, 1998. Faxed documents are acceptable, however, an original transmittal letter must be sent by mail.
Agencies are urged to resolve unpaid balances on a timely basis to ensure timely refunds and/or ensure the timely collection of funds owed to the agency (e. g., obtain tax refunds, reimbursements from vendors/employees). Agencies that do not report on a timely basis or do not report correctly will be required to have an agency representative attend the next scheduled "Payroll Liabilities Class" offered by OSUP. Detailed instructions on the reporting of unpaid balances and the consequences of not reporting can be found in Section 3.15 of the OSUP Standard Accounting Procedures Manual (SAPM).
Any questions not addressed clearly in the SAPM or in this memorandum, should be directed to Cheryl Bunch (504) 342-5950, Colette Anderson (504) 342-5344, or Stacey Guilbeau (504) 342-5377.