Commonly Used Transaction Codes
Expenditure Not Encumbered
Record an expenditure that has not been previously encumbered. Automatic warrant to be created
Approval Level 3
Expenditure Previously Encumbered
Record an expenditure against an encumbrance. If the expenditure is the final payment, an “F” must be put in the MOD (Modifier) field.
Payment Of Interagency Bill Not Encumbered
Record an expenditure against an Interagency Billing (IAB). A 2nd agency (billing agency) and subsidiary are required. Enter the current document number from section A of the bill in the Invoice field.
Payment Of Interagency Bill Previously Encumbered
Record an expenditure against an Interagency Billing (IAB) that was previously encumbered. A 2nd agency (billing agency) and subsidiary are required. Enter the current document number from section A of the bill in the Invoice field.
Payroll Expenditure Adjustment (Reduction)
Reverse payroll expenditures that have been recorded to the wrong classification structure. Requires a PCN number and a sub-object in the 4000 range and must be used with
TC 269 (below)
Payroll Expenditure Adjustment (Post a Payment)
Record payroll expenditure to the correct classification structure that were reversed with
TC 268. Requires a PCN number and a subobject in the 4000 range
Expenditure Adjustment (Reverse Payment to Vendor Payment File)
Reverse expenditures that have been recorded to the wrong classification structure. Use with a
TC 27B (below).
Expenditure Adjustment (Post a Payment to Vendor Payment File)
Record expenditures to the correct classification structure that were previously reversed with a
Expenditure Adjustment (Reduction)
Reverse expenditures that have been recorded to the wrong classification structure. This TC must be used in conjunction with TC 271. (This TC does NOT post to the Vendor Payment File – if you need your transaction to do so, use a TC 27A.)
Expenditure Adjustment (Charge)
Record the expenditure with the correct PCA, index or sub-object backed out with TC 270. (This TC does NOT post to the Vendor Payment File –
you need your transaction to do so, use a TC 27B)
Receipt to Appropriation
Record a receipt to an appropriation. Used to record cash received from the sale of an asset or receipt of insurance settlement. Increases the appropriation amount.
Approval Level 8
Cash Receipt of Revenue (Unbilled)
Record basic revenue receipts. (Posting to a grant or project is optional). To post to Grants/Projects, you could use either TC 439, 440 or 441
Deposit of Sales Tax Payable (St Tax Comm)
Record the deposit of sales tax collected and the related liability. Use TC 10C to record the portion of sales tax levied by a county.
Refund From Vendor For Cur Yr Overpayment
Record the receipt of cash due to an overpayment of an expenditure during the current fiscal year
Refund From Vendor For Prior Yr Overpayment
Record the receipt of cash due to an overpayment of an expenditure from a prior year
Cash Receipt Of Undistributed Money (Suspense)
Record the collection and deposit of cash when actual distribution is unknown. This TC posts to the suspense GL account (2402). Monies must be re-distributed (using TC 108R / 108) once determined. If adjustment posts to the same fund, use a TC 109 to classify
Reclassify Suspense Deposit As Revenue (Same Fund)
Reclassify a suspense deposit that was entered with a TC 108, when using the same fund
Record The Reimbursement Of Payroll Costs
Record third party reimbursement of payroll costs.
Record The Reimbursement Of Third Party Reimbursements
Record third party reimbursement of Operating Cost. Use a TC 105 for current year Vendor Payment refunds.
Record Treasurer’s Sweep Of Cash Into Suspense
Re-classify suspense receipts as revenue. If the re-class is to a different fund, then use TC 110R and another revenue receipt TC.
Record Cash Receipt From Traveler – Cash Advance By Warrant
Record a cash receipt from a traveler, due from a cash advance by warrant that had been issued to the traveler.
Record Cash Receipt Of Project Monies (No Grant)
Record a revenue receipt to a project.
Record Cash Receipt Of Grant Monies (No Project)
Record a revenue receipt to a grant
Record Cash Receipt Of Grant And Project Monies
Record a revenue receipt to a grant and project.
Cash Advance To Traveler - Warrant
Creates a warrant advance with Document File Posting. Use a TC 224 to apply travel expenses toward the advance (document
Use a TC 112 when traveler has to refund any part of the advance(document)
Approval Level 3
Refund Of Suspense – Cash Disbursement
Used to refund money back for a deposit that was posted to GL2402 (Suspense) with a TC 108. Vendor name and address must be input.
Approval Level 3
Disbursement Of Sales Tax To Tax Commission
Used to pay sales tax collected and recorded with a TC 102.
Approval Level 3
Refund Of Revenue
Creates a warrant to refund money that was recorded as revenue.
Record an original appropriation
Record a supplemental appropriation. The posting of this TC will increase the available balance.
Non-Cognizable Funds Appropriation
Record an appropriation for non-cognizable funds
Receipt To Appropriation
Record a receipt to an Appropriation. Records cash rec’d from the sale of a capital asset or receipt of insurance proceeds.
Object Transfer Of Appropriation Between Object Levels
Transfer an appropriation/allocation between objects. This TC will increase the available appropriation balance within an object. Must be used with a corresponding TC 030 Reversal. All Object Transfers must net to zero
Activity Transfer Of Appropriation Between Functions
Transfer an appropriation between functions. Must be used with a corresponding TC 031R (reversal). All Function Transfers must net to zero
Expenditure Financial Plan Only
Record or adjust an Expenditure Financial Plan. Use a reverse indicator to decrease an Expenditure Financial Plan
Activity Transfer Of Allocation & Financial Plan – Budget Unit
Adjust allocations and financial plans between functions. This will increase the balance. Use the reverse indicator to decrease balances
Approval Level 3
Encumbrance Not Previously Pre-Encumbered
To record a purchase order and MERS if not previously pre-encumbered.
Adjust An Encumbrance
Increase the amount on an existing encumbrance. Use the reversal indicator to decrease the amount
Cancel An Encumbrance
Used to cancel an encumbrance. On a prior year encumbrance, the fiscal year must be on the transaction.
P-Card Expenditure Previously Encumbered, Vendor Required
Record an expenditure that was previously encumbered.
Record an expenditure that has been previously encumbered. Warrant created
Record direct payment of IAB that has been previously encumbered
Encumbrance Expenditure Adjustment (Update Vendor Payment File)
Use for encumbrance adjustments that post to the vendor payment file
Encumbrance Expenditure Adjustment (No Vendor Payment File Update)
Use for encumbrance adjustments that do not need to post to the vendor payment file