September 2, 2020

Lapsing Funds Process September 2020

Lapsing Funds Process September 2020
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September 1, 2020 

Lapsing occurs at close of business on September 15, 2020, at 5:00 p.m. The BSC will monitor reports for lapsing transactions and process them on a first-in/first-out basis. Please refer to the following for additional information about invoices, Refunds of Appropriation, and Purchase Orders. 

September 10, 2020 - Agency Approval of Vendor Invoices 

Any invoices held by an agency and not yet submitted to the BSC should be sent immediately to [email protected]v with “Lapsing” marked on each invoice. Please reference “Lapsing AP Invoices” in the subject line of the e-mail. These lapsing invoices may also be sent through interagency mail with “Lapsing” clearly written on the top of the invoices. Agencies should address any lapsing transactions that have Match Exceptions in the Statewide Financial System (SFS) before September 13, 2020. All lapsing vouchers approved for payment by September 14, 2020, are processed with a cash disbursement date of September 15, 2020, or earlier. 

September 3, 2020 - BSC Receipt of Refunds of Appropriation and Related Checks 

Agencies should submit Refunds of Appropriation against lapsing funds no later than September 3, 2020. Refund checks and any supporting documentation, including original voucher number, if known, should be sent through interagency mail with “Lapsing” clearly written on the top of the documents. If the refund check is coming from the vendor, please direct the vendor to ensure the BSC receives the check at the following address by September 3, 2020, and send the BSC an email to [email protected] with the word “Lapsing” in the email subject line so we can ensure the refund is processed before funds lapse. 

BSC Cashier 
Building 5, 4th Floor 
1220 Washington Ave Albany, NY 12226 

September 10, 2020 – Requests to Unencumber Purchase Orders 

Agencies that wish to unencumber purchase orders with lapsing funds should notify the BSC by September 10, 2020, by entering the purchase order change request into FileNet with the word “Lapsing” selected from the drop-down menu. 

September 10, 2020 – Agency Approval of Travel and Expense Reports 

Agencies should approve expense reports in the SFS no later than September 10, 2020 and include “Lapsing” at the beginning of the Description of Travel field in the SFS expense report. 

If you have any questions regarding lapsing funds, please contact the appropriate service line by email or contact the BSC by phone at (518) 457-4272.