March 31, 1999
TO THE HEADS OF ALL STATE AGENCIES
|ATTENTION:||Chief Administrative and Fiscal Officers, Business Managers, and Purchasing Officers|
|SUBJECT:||Central Accounting System Retention|
Effective July 1, 1999 the retention period of data residing on the Central Accounting System (CAS) will be increased to include an entire fiscal year. This enhancement will provide agencies on-line access to information for an extended time period that will assist in vendor account reconciliation, responding to Freedom of Information Requests and related internal managerial reporting.
Expenditure batch numbers must not be re-used during the same fiscal year. Agencies are advised to take precaution in ensuring that this procedure is followed to avoid possible delays in processing. The following expenditure batch series are restricted and must only be used for the stated purpose:
70,000 - Purchasing card payments to contracted bank
80,000 - Tax Exempt Bond Funds
90,000 - Vendor Check Cancellations (VC)
Document numbers within the document type must not be reused during the same fiscal year. This includes all commitment, transfer and receipt documents. The retention period of payment information in the CAS vendor file will continue to be 2 years.
Questions regarding this matter should be directed as follows:
CAS retention - (860) 702-3593
Expenditure batching - (860) 702-3396.
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