[DASACC Financial Contacts received on 8/3/06]

Attached is a memo regarding a new process for outstanding warrants listings.

Please forward this to the person(s) responsible for this function in your agency, if needed.

If there are any questions, please contact State Accounting.

August 2, 2006

TO: All Agencies, Boards, and Commissions

FROM: Ron Ross, State Treasurer

Paul Carlson, State Accounting Administrator

RE: Outstanding Warrants

A new process has been established for providing listing of outstanding warrants for the agencies. Listings will now be available quarterly on the DAS State Accounting website, with the other statewide reports. There are separate listings for accounts payable and payroll warrants and there are two files for each listing. One is an Acrobat PDF file and one is an Excel spreadsheet file. These listings will be posted on the website toward the end of the month after each calendar quarter and will include warrants issued through the second month of the previous calendar quarter. So the listings just posted in July include all outstanding warrants issued through May 31, 2006, and the listings posted in October will include warrants issued through August 31, 2006. The listings are sorted by agency. Agencies can either print off their portion(s) of the PDF file or copy their portion of the Excel file into a new spreadsheet.

Agencies are expected to review their listing each quarter and take appropriate action to follow up with vendors on outstanding items. Documentation should be maintained on the actions taken for all warrants greater than $5,000.00.