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The Crosswalk Table AND Encumbrance Accounting Process

The Crosswalk Table AND Encumbrance Accounting Process. The Crosswalk Table. Primarily used to apply new (FY09) Department / Division / Fund / Cost Center codes to those documents in the STARS Document File that will be moved to the new Fiscal Year. For Example:.

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The Crosswalk Table AND Encumbrance Accounting Process

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  1. The Crosswalk Table AND Encumbrance Accounting Process

  2. The Crosswalk Table Primarily used to apply new (FY09) Department / Division / Fund / Cost Center codes to those documents in the STARS Document File that will be moved to the new Fiscal Year

  3. For Example: Hypothetically, the Crosswalk Table would be used to change Dept./Div. 343.44 Fund 11 CC 101 in FY 08 to Dept./Div. 339.01 Fund 11 CC 101 in FY 09.

  4. Funding Fiscal Year

  5. The Crosswalk Table Will ONLY affect Document File items that are moved to FY 09 Will NOT impact any other component of STARS

  6. State Agencies and the Division of Budget inform the Division of Accounts of all changes in Fund/Allotment Code/Cost Centers by June 16.

  7. E-mail an Excel file to Lisa Wells via GroupWise or to Lisa.Wells@state.tn.us FY 2008 FY 2009 COST CENTER COST CENTER DEPT DIV FUND DEPT DIV FUND 317 01 11 24102 317 01 11 20022 317 06 11 51656 317 06 11 50999 317 06 11 52003 317 06 11 50999 317 06 11 53716 317 08 11 65127 317 06 11 54605 317 08 11 50122 317 06 11 55924 318 65 11 72BB4 317 06 11 56000 318 66 11 A142

  8. Division of Accounts prepares the Crosswalk table and sends Excel file to Agencies via e-mail for verification on June 23. 3. Agencies confirm or correct the Crosswalk Table and return Excel file to the Division of Accounts via e- mail by June 27.

  9. 4. Accounts applies Crosswalk information to the Document Analysis Report (AG05B270) & sends to agencies July 22 via hard copy. Follow instructions in letter from Mike Corricelli.

  10. 5. Agencies verify or add correct crosswalk information in the “Code Revisions” area and return by July 28 to Accounts.

  11. 6. The Division of Accounts uses the completed Document Analysis Report to finalize the Crosswalk Table. The table is used to “move” affected documents to the new Allotment Code/Fund/Cost Center.

  12. Notes • To process a payment in FY09 against a liquidated contract or purchase order that is associated with an Allotment Code or Cost Center that was affected by the Crosswalk Table, include a note with the batch slip, completely describing the situation.

  13. Accrued Liabilities and Accounts Receivable should be established with the “old” Allotment Codes / Cost Centers. • Accrued Liability and Accounts Receivable reversals should be recorded with the “new” Allotment Codes / Cost Centers.

  14. Payments against Accrued Liabilities and collections of Accounts Receivable should be recorded using the “new” Allotment Codes/Cost Centers.

  15. The Encumbrance Accounting Process

  16. Encumbrance and Requisition General Ledger Numbers: GL 0450 : Contract Encumbrances GL 0451 : Contract Requisitions GL 0452 : Requisitions (TOPS) GL 0453 : Encumbrances (primarily TOPS Purchase Orders)

  17. Contracts: GL 0450 : Contract Encumbrances GL 0451 : Contract Requisitions The 6/30/08 balances of contracts with End Dates later than June 30, 2008 will be moved to FY 09.

  18. Contract End Date

  19. GL 0452 : Requisitions (TOPS) All are purged.

  20. Purchase Orders for all funds with open encumbrance balances as of June 30, 2008 will either lapse, or be moved to FY 09. • The open balances will be determined following the processing of the final June effective dated disbursement Voucher Registers.

  21. GL 0453 : Encumbrances (TOPS Purchase Orders): No Later Than June 9… E-Mail to Lisa Wells: GroupWise: Wells, Lisa Internet: Lisa.Wells@state.tn.us • Provide: • Contact name • Contact E-mail address • Allotment Code

  22. On June 16, the Division of Accounts will distribute (electronically via e-mail) a listing of purchase orders established before April 1. Follow instructions in letter from Mike Corricelli.

  23. Agencies must identify all purchase orders that are to be moved to FY 09 (not to be liquidated). Mark “X” in the designated column

  24. Purchase Orders that are NOT marked to be moved to FY 09 will be liquidated in mid-July. Purchase Orders will be liquidated in STARS only, they will not be cancelled with the vendor.

  25. The report is due back to the Division of Accounts by June 25. Return the file in the same format and layout as received.

  26. After liquidating the pre-April 1 purchase orders, Division of Accounts will distribute the Document Analysis Report (AG05B270) on July 22. Follow instructions in letter from Mike Corricelli.

  27. Agencies must identify all purchase orders that are to be moved to FY 09 (not to be liquidated) on the Document Analysis Report (AG05B270).

  28. For GL 0453 documents ONLY Do the following…

  29. Write “Move” next to any purchase orders to be moved to FY 09 Move Move

  30. Please Note: Purchase orders that are not marked to be moved to FY 09 will be cancelled.

  31. Considerations: • Cancelled encumbrances are only liquidated in STARS – the PO with the vendor is NOT cancelled. • All FY 08 Cook-Chill encumbrances should be liquidated. Follow procedures in the accounting manual to establish FY 09 Purchase Orders.

  32. Return the Document Analysis Report to the Division of Accounts by July 28. After processing by the Division of Accounts, the following occurs on August 4 . . .

  33. Encumbrances ALL encumbrances (GL 0453) marked to be moved are liquidated and re-established as FFY 09 encumbrances. Payments against encumbrances are made using FFY 09 funds beginning August 5.

  34. The contract conversion takes place on August 6. Payments against contract encumbrances (GL 0450) and contract requisitions (GL 0451) are made using FFY 09 beginning August 7.

  35. Notes: • Paying against a liquidated Purchase Order encumbrance (GL 0453): • Use TC 100 and FFY 09. • Policy 6 does NOT apply.

  36. Notes: • Paying against a liquidated contract (GL 0450 and GL 0451): • Policy 6 applies.

  37. Document Analysis Report (AG05B270) Recap • Identify Crosswalk information for any document (any GL code) • Identify Purchase Orders (GL 0453) to be moved to FY 09

  38. Contact: Lisa Wells (615) 253-3997 E-Mail… GroupWise: Wells, Lisa Internet: Lisa.Wells@state.tn.us

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