​Commonly Used Transaction Codes

Sections:

Expenditure Transaction Codes

230

Expenditure Not Encumbered

Record an expenditure that has not been previously encumbered. Automatic warrant to be created 

Approval Level 3

236

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.

Approval Level 3

240

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. 

Approval Level 3

241

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.   

Approval Level 3

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Expenditure Adjustment Transaction Codes (Also see Encumbrances)

268

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)

Approval Level 3

269

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

Approval Level 3

27A

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).      

Approval Level 3

27B

Expenditure Adjustment (Post a Payment to Vendor Payment File)

Record expenditures to the correct classification structure that were previously reversed with a TC 27A.  

Approval Level 3

270

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.)

Approval Level 3

271

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)

Approval Level 3

 

Cash Receipt Transaction Codes

027

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

101

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 

Approval Level 3

102

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. 

Approval Level 3

105

Refund From Vendor For Cur Yr Overpayment

Record the receipt of cash due to an overpayment of an expenditure during the current fiscal year         

Approval Level 3

106

Refund From Vendor For Prior Yr Overpayment

Record the receipt of cash due to an overpayment of an expenditure from a prior year  

Approval Level 3

108

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

Approval Level 3

109

Reclassify Suspense Deposit As Revenue (Same Fund)

Reclassify a suspense deposit that was entered with a TC 108, when using the same fund

Approval Level 3

10P

Record The Reimbursement Of Payroll Costs

Record third party reimbursement of payroll costs. 

Approval Level 8

10R

Record The Reimbursement Of Third Party Reimbursements

Record third party reimbursement of Operating Cost.  Use a TC 105 for current year Vendor Payment refunds.       

Approval Level 8

110

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.  

Approval Level 3

112

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.

Approval Level 3

439

Record Cash Receipt Of Project Monies (No Grant)

Record a revenue receipt to a project.

Approval Level 3

440

Record Cash Receipt Of Grant Monies (No Project)

Record a revenue receipt to a grant 

Approval Level 3

441

Record Cash Receipt Of Grant And Project Monies

Record a revenue receipt to a grant and project. 

Approval Level 3

 

 

Cash Disbursements Transaction Codes

223

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

280

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

281

Disbursement Of Sales Tax To Tax Commission

Used to pay sales tax collected and recorded with a TC 102

Approval Level 3

283

Refund Of Revenue

Creates a warrant to refund money that was recorded as revenue. 

Approval Level 3

 

Appropriation and Budget Transaction Codes

010

Original Appropriation

Record an original appropriation 

Approval Level 8

015

Supplemental Appropriation

Record a supplemental appropriation.  The posting of this TC will increase the available balance.                

Approval Level 8

025

Non-Cognizable Funds Appropriation

Record an appropriation for non-cognizable funds  

Approval Level 8

027

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. 

Approval Level 8

030

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 

Approval Level 8

031

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  

Approval Level 8

080

Expenditure Financial Plan Only

Record or adjust an Expenditure Financial Plan.  Use a reverse indicator to decrease an Expenditure Financial Plan 

Approval Level 3

081

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 Transaction Codes

215

Encumbrance Not Previously Pre-Encumbered

To record a purchase order and MERS if not previously pre-encumbered.

Approval Level 3

220

Adjust An Encumbrance

Increase the amount on an existing encumbrance.  Use the reversal indicator to decrease the amount     

Approval Level 3

225

Cancel An Encumbrance

Used to cancel an encumbrance.  On a prior year encumbrance, the fiscal year must be on the transaction.  

Approval Level 3

235

P-Card Expenditure Previously Encumbered, Vendor Required

Record an expenditure that was previously encumbered.                                          

Approval Level 3

236

Expenditure Previously Encumbered

Record an expenditure that has been previously encumbered.  Warrant created

Approval Level 3

241

Payment Of Interagency Bill Previously Encumbered

Record direct payment of IAB that has been previously encumbered

Approval Level 3

27C

Encumbrance Expenditure Adjustment (Update Vendor Payment File)

Use for encumbrance adjustments that post to the vendor payment file  

Approval Level 3

273

Encumbrance Expenditure Adjustment (No Vendor Payment File Update)

Use for encumbrance adjustments that do not need to post to the vendor payment file  

Approval Level 3