DOCUMENT PREPARATION
INTERDEPARTMENTAL TRANSFER PREPARATION INSTRUCTIONS (STARS FORM 40)
NO. |
ITEM |
FIELD |
INSTRUCTIONS |
Note:
Items 1-7 must be completed if submitted as a single document
without Transmittal Control Form.
1 |
Agency Number | A99 |
R |
Enter agency number of the submitting agency. |
2 |
Agency Batch Number | X(7) |
R |
Submitting agency will enter an identifying agency batch number not to exceed seven digits. |
3 |
Object Code Hash Total | 9(7) |
R |
Enter the sum of Field 28 TO and 28 FROM. |
4 |
Total Batch Amount | 9(13) |
R |
Enter the sum of the totals in Field 29 TO and 29 FROM. DO NOT NET. |
5 |
Batch Date | 9(6) |
R |
Leave blank. Comptroller General's Office will enter the batch date. (MM/DD/YY) |
6 |
Batch Number | 999 |
R |
Leave blank. Comptroller General's Office will enter the batch control number. |
7 |
Document | 9 |
R |
The document type "4" for Interdepartmental Transfer is pre-printed on form. When the form is used to make a correction of an original entry, the document type should be changed to "0" to indicate a journal voucher. |
8 |
Page _____of _____ | Submitting agency will complete this field, if the transactions require more than one page. Note: If more than one page is used, Fields 1-7 will be completed only on page one for totals from all pages if submitted without Transmittal Control Form. | ||
9 |
Agency Voucher Number | X(7) |
R |
Enter the agency assigned document number. |
10 |
Agency Transferred To | R |
Enter name and address of agency (CR) Name and Address to be credited as per agency code in Field 14 TO. | |
11 |
Agency Transferred From | R |
If agency code in Field 14 FROM (DR) Name and Address is same as code in Field 14 TO, enter name and address in Field 11 as "Same". If agency code in Field 14 FROM is not the same as 14 TO, enter the full name and address of the appropriate agency in Field 11. | |
12 |
Fiscal Month (FM) | 99 |
R |
Submitting agency will enter two-digit code to indicate applicable fiscal month. (Example 01-July). |
13 |
Trans Code | 999 |
R |
Enter a valid three-digit transaction code. FROM: 450-499 TO: 400-449 |
14 |
Agency Code | A99 |
R |
Enter the appropriate agency code number. |
15 |
Mini-Code | 9(4) |
R |
Enter the appropriate four-digit code which represents program and organization data. |
16 |
Subfund Code | 9(4) |
R |
Enter the appropriate four-digit code which represents fund data. |
17 |
Subsidiary Account No. | 9(6) |
When required, enter the appropriate six-digit number which identifies the subsidiary account. | |
18 |
Encumbrance No. | X(7) |
Provisions are made for encumbrance accounting. When implemented, enter the appropriate purchase order or contract number for which disbursement is being made. | |
19 |
Modifier No. | X |
Enter
the appropriate alpha code, if an entry has been coded in
the encumbrance number field. The alpha codes areas
follows: Blank-Not Applicable, P-Partial F-Final C-Close A-Activate |
|
20 |
Project Code | 9(4) |
Required for Federal grants and Contracts, and Capital Projects. Enter the appropriate four-digit number which identifies the project for which a disbursement is being made. This field is coded only for Federal grants and contracts and project expenditures. | |
21 |
Phase | 99 |
Enter the two-digit code which indicates the project phase for which an expenditure is being made. This field must be coded if the PROJECT CODE field is coded. | |
22 |
Agency Reference Number | X(7) |
R |
Enter the agency's reference number in the Field 22 TO. |
23 |
Object Code | 9(4) |
R |
Enter in Field 23 FROM the four-digit code as required to indicate the type of expenditure - e.g., telephone and telegraph service. Enter in Field 23 TO the appropriate expenditure object code if refund of expenditure or revenue object code, if revenue. |
24 |
Detail Object Code | 99 |
Enter two-digit code as required to indicate the detail type of revenue or expenditure. | |
25 |
Transaction Amount | 9(12) |
R |
Enter the dollar and cents amount of the transaction. Maximum amount is 999,999,999.99. |
26 |
Multi-Purpose Code | X(10) |
Enter any alpha-numeric data that relates to the transaction. | |
27 |
CGR | A |
To be used for making corrections (Reverse) with approval of Comptroller General's Office. Use "R" for reversal, otherwise leave blank. | |
28 |
Total Object Code | 9(7) |
R |
Enter the sum of all object codes in each section in Field 28. The total of Field 28 TO and Field 28 FROM will be entered in Field 3. |
29 |
Total Transaction Amount | 9(12) |
R |
Enter sum from all transaction amounts in respective field in each section. The total of Field 29 TO and 29 FROM will be entered in Field 4. |
30 |
Signature,
Official Title and Date |
Enter signature and official title of authorized official from agency. Date acknowledging receipt of services or supplies and approving payment. | ||
31 |
C. G. Auditor. | Leave blank. For use only by Comptroller General's Office | ||
32 |
C. G. Warrant Number | 9(6) |
R |
Leave blank. Warrant number to be entered by Comptroller General's Office. |
INTERDEPARTMENTAL TRANSFER - SALE OF GOODS/SERVICES WITH CREDIT TO REVENUE
INTERDEPARTMENTAL TRANSFER - SALE OF GOODS/SERVICES WITH CREDIT TO EXPENDITURE (REFUND OF EXPENDITURE)
INTERDEPARTMENTAL TRANSFER - REMITTING OF PAYROLL WITHHOLDING
INTERDEPARTMENTAL TRANSFER - TRANSFERRING CASH OUT OF SUBFUND 1001
INTERDEPARTMENTAL TRANSFER (STARS FORM 40)
Click here Preparation of Interdepartmental Transfer (STARS FORM 40)
Various state agencies are paying sections within the agency for goods or services rendered to another section within the agency. These transactions may be recorded in STARS with input document STARS Form 40 by changing name of form from "Interdepartmental Transfer" to "Intradepartmental Transfer".
The following transaction codes should be used on Intradepartmental Transfer:
400 |
Interdepartmental Transfer - Revenue Limited to subfund code 3XXX, 4XXX, and 5XXX. |
450 |
Interdepartmental Transfer - Expenditure |
The following examples are provided for illustrative purposes.
CODE REFERENCE |
TYPE OF TRANSACTION |
2.1.3.78 |
Sale of Goods/Services with Credit to Revenue. |
2.1.3.79 |
Charge Supplies to Correct Program and Transfer Funds to the Revolving Account. |