Kansas Department of Administration

20-A-017 Transfers and Journals for COVID-19 (June 22, 2020)

Informational Circular No. 20-A-017
Effective Date: June 19, 2020
Contact Name: Sunni Zentner

Ph: (785) 296-7058

Email: Sunni.Zentner@ks.gov

Approval: Jocelyn Gunter (Original Signature on File)
Summary: Agencies must process journals to record use of Coronavirus Relief Fund by June 24, 2020.

On June 16, 2020, the Strengthening People and Revitalizing Kansas (SPARK) Taskforce and Governor’s Office of Recovery approved for many state agencies to receive distributions from Coronavirus Relief Fund.  Executive Directive 20-517 was implemented and created a Coronavirus Relief Fund in each state agency.  A full list of agencies and amounts is provided as Attachment A.

A general ledger journal was processed on June 19 to transfer the total approved reimbursement amount to the agency’s Coronavirus Relief Fund.  A list of expenditures by funding source can be obtained from the agency’s Division of Budget (“DOB”) budget analyst.   Additionally, on June 19 the SMART Team will send the list to each agency through a ManageEngine Service Desk Ticket. Please review each line of expenditures to make sure that your agency agrees the amount represents expenditures qualifying for reimbursement based on the federal guidelines in the CARES Act. See 42 U.S.C. § 801(d).

Immediate action is necessary for each agency to process a general ledger journal to reduce the expenditures from the original funding source and charge the Coronavirus Relief Fund by June 24, 2020.  An example is included as Attachment B.

Upon further review by your agency, if all or part of the amounts on the list do not meet the requirements for reimbursement, the amount must be left out of the general ledger journal so that the expense amount is not transferred to the Coronavirus Relief Fund.   Then contact your DOB budget analyst to request for the amount to be returned to the Governor’s Office.

Your agency should be aware that receipt of these funds may require additional internal controls to comply with federal requirements. This includes compliance requirements that are required by Uniform Guidance (Specifically reference Subpart F section 200.501 for Audit Requirement thresholds).  Please make sure you’re familiar with the documents required to be submitted to the Office of Accounts and Reports, by August 14th, 2020, related to the expenditure of federal funds.  

Attachment A
Attachment B

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