12.1. Guidelines

Inter-Office Transfers

If you are a department and need a cash transfer for a service that you provided for another program or department, please reference these guidelines: Transfers initiated by Departments.

Descriptions for Cash Transfers

In order to improve consistency and clarity, we will be requiring that descriptions in cash transfers conform to the guidelines set forth below.  The required information is color coded in blue.  If space permits, the coding being changed should be included.  The coding change is reflected in red.

Transfers that involve Purchase Orders

Enter the following information in the “description” field:

“PO XXXX Vendor  - initials”

For example, if the resource coding for PO 1482 was being changed from 7811 to 6020 the description for the transfer would look like the following:

“PO 1482 New Millenium RE 7811/6020 - JSK”

Transfers that involve Travel Claims

Enter the following information in the “description” field:

“TC # Employee Name – initials”

For example, if the year coding for TC 1234 was being changed from 0 to 1 the description for the transfer would look like the following:

“TC 1234 John Smith Yr 0/1 - JSK”

Transfers that involve Work Orders (W/O)

Enter the following information in the “description” field:

“Work Order # – initials”

For example, if the resource coding for W/O 5678 was being changed from 0000 to 0135 the description for the transfer would look like the following:

“Work Order  5678 RE 0/0135 - JSK”

Notes:

1.  As can be seen from the above examples, although the transfers involve corrections there is no need to state “correction” or “corr” in the description field.

2.  Always end description with the preparer’s initials.

3.  All cash transfer and backup documentation must be scanned into Laserfiche.

Due to/Due from

When a cash transfer crosses funds and the cash cannot be moved or the transfer cannot be dated to correspond with the cash entry, you must do a due to/due from, typically this only happens are year-end. When that is the case, follow these steps:
1. Create transfer in prior year.
2. A liability must be added to the transfer, it should be entered as a 9610 with the same fund, resource and year that corresponds to expense in the transfer. This line should represent the fund that owes cash to the other fund.
3. An asset must also be added to the transfer, it should be entered as a 9310 with the same fund, resource and year that is used to record the revenue in the transfer. This line should represent the fund that is owed cash from the other fund.
4. Create a transfer in the current year that just reverses the 9310 and 9610 entries, the transfer should have two lines.
5. Prepare cross-fund memo to move cash in current year.

When the cash transfer is a receivable to KCSOS and an interdistrict transfer, the following steps must be followed:
1. Create the transfer in current year. The transfer should be one-sided and only debit the appropriate districts.
2. Set up an A/R in the prior year and credit the appropriate program. Please include the transfer reference number from the transfer.
3. Write the A/R number and the fund that is receiving the cash on the transfer and have it signed.