DAFR8020

DAFR8020 - APPROPRIATIONS IN DEFICIT POSITION
Report Documentation
Revised August 25, 1992

PURPOSE

This report provides agencies with spending authority balances for all budget units in an over expended position.

DESCRIPTION

For each budget unit with a negative firm of contingent unencumbered balance, this report displays appropriation/limitation, receipts, expenditures, unexpended balance, unliquidated firm and contingent encumbrances and unencumbered balances (both firm and contingent). The computations for the unexpended balance and the firm and contingent unencumbered balances are based on the appropriation account type and the appropriation type of each budget unit, as found in the Budget Unit Table. Exhibit I, Appropriation Account Codes, gives a complete listing of combinations and computational formulae.
A No Limit column is provided for Appropriation Type 3 (no limit appropriation types). An "X" will appear in the column for those budget units which are Appropriation Type 3 and the appropriation/limitation column will be blank. The exception to this occurs when prior year accounts are carried forward into the new year. An "X" will appear in the No Limit Column and an amount will also appear in the appropriation/limitation column. The amount represents encumbrances carried forward and has no impact on spending authority or on the computations on this report.
The report page breaks by division and agency, as appropriate.
The report is sorted by agency, division, fund, budget fiscal year and budget unit, as appropriate. Budget fiscal year and budget unit are hard coded and these selections may not be modified.
Totals are provided by budget unit, budget fiscal year, fund, division, agency and grand total.

DATA SOURCE

Appropriation File

REQUIRED REPORT OPTIONS

Period

CM -	Current month - The report will display cumulative year-to-date information through the day in the current month for which the report is generated. This option is used for daily reports to monitor the current month as it progresses.
PM -	Prior month - The report will display cumulative year-to-date information through the end of the prior month. All monthly report requests to be run through the normal month end process should use this option.

Organization Level

0 -	No organization level sort - Information will be displayed without agency or division detail breaks. This would primarily be used at the central level to obtain information statewide without agency breaks.
1 -	Agency sort - Information will be displayed by agency with agency page breaks and totals.
2 -	Division sort - Information will be displayed by division within an agency with page breaks by division and totals by division and agency.

Generate Date

Specific Date - MMDDYY format - The report will be generated once, on the specific date specified. The date must be either the current date or a valid future date.

Daily - The report will generate each day that the system is cycled.

Month - The report will generate when the monthly reports are printed after the close of the month.

COMMENTS

This report is requestable by agencies.
This report is cumulative for the fiscal year.
The report will reflect the impact of on-line entered transactions that have not been released for final processing and have not yet appeared on the daily transaction registers.
If an agency wants to monitor spending authority status for both months during concurrent processing periods, a separate daily report request for the prior month must be established on the first working day of the new month. This request should be deleted as soon as the prior month has been closed. If the request is not deleted, the agency will continue to receive the prior month report even though the data will not be changing.
Only Appropriation Account Type 2 accounts will display amounts in the Receipts column. They are the only accounts in which receipts are recorded at the budget unit level. Receipts for Appropriation Account Type 1 (expenditure-only accounts) are recorded in the cash control file at the fund level.
For Appropriation Account Type 2 accounts, the available cash balance can be computed by subtracting expenditures and firm encumbrances from receipts.
This report displays the records from the DAFR8010, Appropriation Status Report, with a negative firm or contingent unencumbered balance.