24-A-009 Policy Manual Updates, New Forms, and Best Practices
INFORMATIONAL CIRCULAR NO.: 24-A-009
DATE: April 9, 2024
SUBJECT: Policy Manual Updates, New Forms, and Best Practices
EFFECTIVE DATE: March 18, 2024
CONTACT: Statewide Agency Audit Services ARpreaudit@ks.gov
Statewide Internal Controls and Compliance OARControls_Compliance@ks.gov
APPROVAL: Nancy Ruoff (original signature on file)
SUMMARY: PM 10,300 Statewide Encumbrance - Update
PM 11,969 Agency to Agency Payments - New Policy
New Forms - GL_017A and GL_017B
Best Practices – PM 10,300 Statewide Encumbrance
This Informational Circular is to announce that Policy Manual - PM 10,300 Statewide Encumbrance Policy, supporting forms and Best Practices was revised effective 3/18/24 and a new Policy Manual - PM 11,969 State Agency to Agency Transactions, was established effective 3/1/24. The updates include important information for agencies as noted below:
PM 10,300 Statewide Encumbrance Policy -New section added on page 5 with new agency requirements for releasing outstanding encumbrances more than three years old. Encumbrances should be reviewed and released no later than June 1st.
PM 11,969 Agency to Agency Payments -New policy to establish guidelines, policies, and procedures for interfunds or payment of authorized state agency to agency cash disbursements.
The revised Policy Manual can be obtained at the Department of Administration (DofA) website – Policy Manual of the Office of Accounts and Reports
Open Encumbrance Extension Exemption Request Forms –
GL_017A (without long term projects)
GL_017B (with long term projects/chartfield combination)
The new forms can be obtained at the Department of Administration website – Department of Administration - Document Center
NOTE: Encumbrance forms are submitted to arpaycycle@ks.gov
Best Practices – PM 10,300 Statewide Encumbrance Best Practice – PM 10,300 Statewide Encumbrance Best Practice
For policy questions please email the Statewide Agency Audit Services team at ARpreaudit@ks.gov or the Internal Controls and Compliance team at OARControls_Compliance@ks.gov
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