How a Warrant is Created
Expenditure, disbursement, and refund transactions usually
generate a warrant to pay an outside entity or vendor. The transaction code
used on these transactions will identify:
Refer to the Transaction Code Decision Table in STARS or the
DAFR8640 Transaction Code Decision Table Report and the DAFR8740 General Ledger to Transaction Code Cross Reference (TCs that post to the GL) to see this information on any given transaction code.
Each STARS transaction code has a warrant write indicator - WAR-WRITING. This indicator determines how STARS will post
the transaction to the Warrant File in order to create a warrant.
Below is an example of a 230 Transaction Code. The third
pair of General Ledgers indicated in the example will post to Outstanding Warrants
Payable in a statewide warrant-clearing fund 0649. This General Ledger will be
cleared as warrants are redeemed in the State Treasurer’s Office.
VERSION 3.1 STARS--TRANSACTION CODE DECISION TABLE
FUNCTION: R (A=ADD, C=CHANGE, D=DELETE,
TRAN-CODE: 230 TITLE: RECORD A
EXPENDITURE VOUCHER NOT PREVIOUSLY ENCUMBERED
DR-1: 4200 CR-1: 1003 DR-2:
DR-3: 1003 CR-3: 2101 DR-4: CR-4:
MODI N RVRS INDX R PCA R BUDU R FUND R FDTL ESUB I
RSUB N RDTL N SUBS N MULT
GLA N VNUM I VNAM VADD
PCN N PROJ
GRNT CDOC I RDOC INVC
DOCD DUDT N WARR N SECA N
POSTING-SEQ: 5 REGISTER-NO: 4 WAR-WRITING: 1 CLEAR-FUND:
Y VEND-PAYMENT: Y
The values for the
WAR-WRITING indicator are:
Do not create a warrant or post a record to any warrant
Create a warrant and post the record to the warrant file
that writes warrants.
Do not create a warrant but post a record to the warrant
file that controls warrants because a warrant has already been created
Redeem the warrant on the warrant file that controls
If the transaction has a Warrant
Write Indictor of 1 to create a warrant, the following files are used to
write and control the warrant or EFT:
These files provide
a method to assign bank numbers to the warrants as well as for warrant tracking
and control capabilities. All electronic
payments (EFTs) to vendors also post to the warrant files indicated above.
STARS uses the Disbursement Method Indicator (DMI or
DISB-METH on the General Transaction Entry screen) to sort warrants in a
specific order before printing. Warrants can be printed in zip code order,
agency order, pay location order, etc.
The DMI is also used for special handling of warrants, such as warrants
that need dual endorsements.
The DMI field is found as the DISB-METH field on the STARS
General Transaction Entry screen. The two most common DMIs are the regular
(blank) and the Low (L) volume. The regular DMI sorts by zip code for mailing.
The low volume DMI sorts by agency number so warrants can be returned to an
agency and the agency can mail or disburse them as needed.
The controls for the DMIs are set up on the STARS Descriptor
Table 57 (D57) and the valid Disbursement Method Indicators (DMI) can be viewed
on that table.
STARS assigns warrant numbers as follows:
100000000 – 999999999
010000000 – 099999999
Electronic Funds Transfers (EFTs)
information relating to the creation of a warrant is posted to records in the
Warrant Write File (WW) File. Once the warrant is created, STARS deletes the
records from the WW file. STARS will then post this information from those
records to the Warrant Control and Warrant Detail Files.
Before a transaction
posts to the Warrant Write file, STARS checks the amount in the Fund
on the transaction – this is called a “cash edit”. If amount is sufficient to
process the transaction, STARS transfers the cash from your Fund to a statewide
warrant clearing fund (Fund 0649). All warrants post to the warrant-clearing
3.1 STARS--WARRANT WRITING
FUNCTION: N (N=NEXT, P=PRIOR, R=RECALL)
* * * * * * * * * * * * * * DOCUMENT LEVEL
DATA * * * * * * * * * * * * * *
AGCY: 230 DOCUMENT-NO: D2830128
VENDOR-NO: 100000000 12 VENDOR-NAME: SUPPLY
* * * * * * * * * * * * * * TRANSACTION LEVEL
DATA * * * * * * * * * * * * *
S DOC DUE
H TRANSACTION ID SUF
INDX DATE TC AMOUNT
2428 100202 230 81.90
2428 100202 230 90.32-
DOCUMENT TOTAL: 8.42-
The transaction codes
that post to the Warrant Write File will post a debit or credit (-) amount in
the file. Expenditure and disbursement
transaction codes post a debit amount. A
reversal of an expenditure or disbursement transaction code posts a credit (-)
amount. The DUE DATE will be automatically posted as the current date unless
the transaction has a DUE DATE entered.
In the nightly batch processing, STARS will:
If the vendor is paid by warrant
If the total of all the transactions is a debit, a warrant number is assigned and a warrant is issued. The warrant information is posted to the Warrant Control file for future redemption or cancellation.
If the vendor is paid by EFT
When STARS assigns a
warrant number, it posts the warrant summary information on the Warrant Control
File. The Warrant Control File (WC) contains information regarding the status
of the warrant, such as outstanding, redeemed, etc. and the total of the amount
of the warrant, etc. It does not contain individual transactions that make up
the warrant. See the Warrant Detail File for individual transaction information. The
Warrant Control File (WC) is also used for future redemption or cancellation of
The Warrant Control File
is used to change the status of a warrant record. All warrants created through the Warrant
Write process post to the Warrant Control File.
Every warrant number
begins with an O for outstanding status.
NOTE: The O/S IND shows the status of the warrant
at the end of the previous month.
3.1 STARS--WARRANT CONTROL FILE
N (R=RECALL, N=NEXT, C=CHANGE)
NUMBER: 110000000 DMI:
230 DEPARTMENT OF CORRECTION ISSUE DATE: 040902
NUMBER/SFX: 800000000 03
NAME 1: Z INC
NEW STATUS: STATUS DATE: 040902 AMOUNT: 339.60
BEGINNING STATUS: O OUTSTANDING O/S IND: O
CURRENT STATUS: O OUTSTANDING
ABA NO: FINANCIAL INST NAME:
INSTITUTION ACCT NO:
The warrant status shows
the last activity on the warrant. Warrant
status codes are:
Outstanding warrants are
warrants that have not been presented to a bank, etc. for deposit or cash. They will have a status of O for
outstanding. On a daily basis, the State
Controller’s Office interfaces outstanding warrant records to the State
Treasurer’s Office in compliance with Section 15 of the Idaho Code 67-1001,
Duties of Controller.
During daily transaction
processing, STARS deducts the amounts from each agency’s fund based on the
transaction information and sends this amount to the STARS statewide Warrant
Clearing Fund (Fund 0649). The warrants
remain on the Warrant Control file in an outstanding status until they are
cancelled, redeemed, or become void due to age.
To ensure that vendors
receive all payments due from the state, carefully
review the monthly STARS Outstanding Warrant Report (DAFR6880), when you
receive it. Every effort should be made
to contact vendors regarding any warrants more than one month old.
The State Controller’s
Office sends an outstanding warrant file daily to the State Treasurer’s Office.
The STO compares their warrant redemptions against the outstanding warrant
files to validate that the warrant is still valid and the funding source of the
warrant. At this point, STARS has
already deducted the amounts from your agency’s fund and has sent the amount to
the STARS statewide Warrant Clearing Fund (fund 0649).
The STO does not deduct
the amount from the State Treasury until they redeem the warrant, per Section 4
of Idaho Code 67-1201. The State
Treasurer’s Office then sends a file of all redemptions to STARS, which removes
the amount of the redeemed warrant from the STARS statewide Warrant Clearing
For a copy of a redeemed
warrant, contact the State Treasurer’s Office.
STARS uses the Warrant Detail File (WD) to store the
detailed warrant transaction information such as the budget unit, index, PCA,
fund, subobject, and the transaction amounts.
If you cancel a warrant, STARS uses the information in this file to
create an entry that is a reversal of the original transaction
information. This reversal will also
clear the amount from the balance in the STARS statewide Warrant Clearing fund.
STARS transaction codes that generate a warrant and that post to
the Warrant Control File will also post to the Warrant Detail File. Each individual transaction shows on the
Warrant Detail File. However, redeemed
warrants are kept on the Warrant Detail File for four months.
The Warrant Detail file shows the transactions that were
used to create the warrant, including the individual amounts, Index and PCA,
Fund, and Grant/Phase.
You must know either the warrant number or the current
document number to find information on the Warrant Detail file.
VERSION 3.1 STARS--WARRANT DETAIL FILE SUMMARY
FUNCTION: N (R=RECALL, N=NEXT,
AGENCY: 230 ( WARRANT: 11XXXXXXX OR CURRENT DOCUMENT: )
AGENCY NAME: DEPARTMENT OF CORRECTION
SEL DOC NO/SFX
WARRANT NO INDX PCA FND/DTL
INVOICE NUMBER INVOICE DESCRIPTION
D0422918 01 110000000 2024 44051 0001 8.99
597826 SO ID CORR INST