Accounts and Reports

The information included in this circular is intended to update the existing "Agreement for Operation of the Electronic Interfund System" which was signed by your agency head and chief fiscal officer when your agency implemented SOKI3+ processing. This information supplements and should be made a part of your existing SOKI3+ agreement.

The enhanced electronic document processing system will be known as SOKI3+, and will include the capability for agencies to initiate many of the journal vouchers currently processed by the Audit Services Team, the Appropriations / Master Lease Purchase Team, and the Payroll Processing Team. Agencies will also be able to process receipt distributions from suspense funds and the transactions necessary for credit card processing. Payroll prior period funding adjustments will also be initiated and processed by the SHARP agencies in SOKI3+. Regent Institutions will continue to use the automated DA-35 process for their prior period payroll adjustments.

We believe that these enhancements will provide several benefits for agency users. Among these are increased accuracy and timeliness in processing the transactions, elimination of duplicate data entry functions at the agency and central level, and that the documents processed through SOKI3+ will be available online for review and research for a longer time than they are currently available in STARS.

Our goal is that journal voucher documents requiring central approval (as identified below) that are available for central review by noon each day will be uploaded for STARS processing at 3:00 p.m. that same day. Documents for which no central approval is required that are error free, and have been approved and released by the agency, by 3:00 p.m. each day will be uploaded to STARS at that time.

Agencies must process all eligible journal vouchers through this system after June 1, 2001. Some of these transactions will no longer require central approval. Edits have been incorporated into SOKI3+, and these edits along with the standard STARS processing edits provide sufficient controls for processing to occur without central review prior to processing. Many of these same transactions will also now be batched by SOKI3+ under the agency's batching agency number (rather than centrally). Therefore, error correction on these batches will be your responsibility.

To start processing the additional documents in SOKI3+, the following security-related information should be helpful:

• Security functions differently for JVs than for interfund vouchers. A person with JV authority has access agency-wide, rather than being restricted only to the group in which they reside as with interfund vouchers.
• The Primary Contact Person continues to be responsible for ensuring that the approval and release authorizations are appropriate for each particular document type within the agency. The primary contact person will initially be given access to enter, release, and approve JVs within the agency.
• Anyone who has been designated in SOKI3+ as an agency supervisor or a group supervisor will be able to grant JV entry, JV approval, and JV release authority to the agency users to which the supervisor has access. Form DA-116a, SOKI3+ User ID Request and Maintenance, has been revised to assist your agency and group supervisors in assigning the additional authorities. This form is available at http://www.da.ks.gov/ar/forms/.
• The primary contact person, agency supervisor, or group supervisor will also be able to direct new users to the appropriate web address and provide security information and the necessary passwords to access SOKI3+.

During the year-end concurrent processing period, the agency will designate which transaction year the document is to be processed in by selecting the appropriate year on the journal voucher screen. Old year transactions will have an effective date of June 30. The effective date for new year transactions will be the calendar date the document is uploaded to STARS. New year transactions can be input and processed beginning the first business day of July.

Listed below is a description of each transaction type that agencies will initiate and process through SOKI3+:

Certified Transfers - These transactions are transfers authorized by statute and certified by the preparing agency in writing to the Central Accounting Services Appropriations/Master Lease Purchase Team. When selecting the "type of document" on the manual JV initiation option, you will see "Certified Trnsfr". These will be designated at the top of each document in SOKI3+ as CERTTRSFR. The agency will assign (or allow the system to assign) the last three digits of the document number in the format J3AGYXXX, with AGY defined as the agency number. Central approval will be required prior to uploading the transaction to STARS, and the transactions will continue to be batched by SOKI3+ at the central level. Central approval and release will be granted only after receipt of the standard transfer certification correspondence from the agency. It will be helpful for agencies to note the JV number assigned by the agency on the transfer certification letter correspondence. The Appropriations/Master Lease Purchase Team is responsible for approving and releasing this document type.

Credit Card Transactions - These transactions are those required to (1) move credit card receipts from the Credit Card Clearing Fund to the proper budgetary fund(s) within the agency, or (2) move funds to the Credit Card Clearing Fund so that sufficient funds are available for payment of the credit card processing fees. When selecting the "type of document" on the manual JV initiation option, you will see "Credit Card". These will be designated at the top of each document in SOKI3+ as CREDIT. The agency will assign (or allow the system to assign) the last three digits of the document number in the format JCAGYXXX, with AGY defined as the agency number. If the document is error free, and has been approved and released by the agency by 3:00 p.m., the document will be uploaded to STARS that night. Central approval will NOT be required for this transaction type prior to the STARS upload. These transactions will be batched by SOKI3+ at the agency level and will be batch number 961, batch type T, except during concurrent processing. During that time, the old year documents will be batched as batch number 961, and new year documents as batch number 971. Any transactions that suspend in STARS on screen 53 must be corrected by the agency. Additional information regarding these transactions can be found in Informational Circular 01-A-014. 

Receipt/Expenditure Account Cash Transfers - These transactions are those required to move cash within the same fund/index code to a different budget fiscal year to provide the cash needed to process payments against contingent encumbrances. Transactions can move cash either from the current fiscal year back to a prior fiscal year or from a prior to the current fiscal year. When selecting the "type of document" on the manual JV initiation option, you will see "Cash Adjust - PY Contingent Encumbrances". These will be designated at the top of each document in SOKI3+ as RECEXPADJ. The agency will assign (or allow the system to assign) the last three digits of the document number in the format J3AGYXXX, with AGY defined as the agency number. If the document is error free, and has been approved and released by the agency by 3:00 p.m., the document will be uploaded to STARS that night. Central approval will NOT be required for this transaction type prior to the STARS upload. These transactions will be batched by SOKI3+ at the central level. The Appropriations/Master Lease Purchase Team is responsible for addressing any procedural questions related to this document type.

Payment and Receipt Voucher Corrections - These transactions are those currently processed by the Audit Services Team to change funding, subobject codes, etc. on payment and receipt documents which have processed in STARS. When selecting the "type of document" on the manual JV initiation option, you will see "Correct Payment/receipt Prefix V & S". These will be designated at the top of each document in SOKI3+ as PMT-REC. The agency will assign (or allow the system to assign) the last three digits of the document number in the format J2AGYXXX, with AGY defined as the agency number. Central approval will be required prior to uploading the transaction to STARS, and the transactions will continue to be batched by SOKI3+ at the central level. Central approval and release will be granted after a member of the Audit Services Team has reviewed the requested correction. The Audit Services Team is responsible for approving and releasing this document type.

Payroll Prior Period Funding Adjustments - These transactions adjust prior period funding of payroll expenditures for SHARP agencies only. Regent Institutions are to continue with the automated DA-35 process that is currently in place for their prior period funding adjustments. When selecting the "type of document" on the manual JV initiation option, you will see "Payroll Prior Period Funding Adjustments". These will be designated at the top of each document in SOKI3+> as PAYROLL. The agency will assign (or allow the system to assign) the last three digits of the document number in the format J1AGYXXX, with AGY defined as the agency number. If the document is error free, and has been approved and released by the agency by 3:00 p.m., the document will be uploaded to STARS that night. Central approval will NOT be required for this transaction type prior to the STARS upload, and the transactions will be batched by SOKI3+ at the central level. The Payroll Processing Team is responsible for addressing any procedural questions related to this document type.

Receipt Distributions - These transactions are currently processed on receipt vouchers (with a zero dollar net effect) to distribute receipts from an agency suspense fund to the appropriate agency budgetary accounts. When selecting the "type of document" on the manual JV initiation option, you will see "Receipt Distribution". These will be designated at the top of each document in SOKI3+ as RECEIPTDIS. The agency will assign (or allow the system to assign) the last three digits of the document number in the format JRAGYXXX, with AGY defined as the agency number. If the document is error free, and has been approved and released by the agency by 3:00 p.m., the document will be uploaded to STARS that night. Central approval will NOT be required for this transaction type prior to the STARS upload. These transactions will be batched by SOKI3+ at the agency level and will be batch number 966, batch type T, except during concurrent processing. During that time, the old year documents will be batched as batch number 966, and new year documents as batch number 976. Any transactions that suspend in STARS on screen 53 must be corrected by the agency. The State Treasurer's Office is responsible for addressing any procedural questions related to this document type. Carol Sprague is the contact person, and can be reached at 785-296-4151 or carol@treasurer.state.ks.us.

Summarized Corrections - These transactions are corrections to receipt and expenditure documents, which are summarized due to the volume of individual transactions that are affected by the correction. Only agencies that have been previously approved to make these types of adjustment transactions may use this transaction type in SOKI3+. When selecting the "type of document" on the manual JV initiation option, you will see "Summarized Corrections". These will be designated at the top of each document in SOKI3+ as SUMMARY. The agency will assign (or allow the system to assign) the last three digits of the document number in the format J3AGYXXX, with AGY defined as the agency number. Central approval will be required prior to uploading the transaction to STARS, and the transactions will continue to be batched by SOKI3+ at the central level. Central approval and release will be granted after a member of the Appropriations/Master Lease Purchase Team has reviewed the requested correction. The Appropriations/Master Lease Purchase Team is responsible for approving and releasing this document type.

The following transaction types will be initiated centrally by the Division of Accounts and Reports and processed through SOKI3+:

Preaudit Balanced Journal Vouchers - These transactions are similar to the corrections identified as payment and receipt voucher corrections. The journal vouchers processed under this type are corrections initiated by the Audit Services Team. These will be designated at the top of each document in SOKI3+ as 002J2. The Audit Services Team will assign the current document number in the format J2XXXXXX. These transactions are entered, approved, and released by the Audit Services team, and will be batched by SOKI3+ at the central level. Agencies will continue to be notified of these transactions.

Average Daily Balance Distribution - These transactions transfer interest earnings to eligible agency accounts each month. These will be designated at the top of each document in SOKI3+ as 003ADB. The Appropriations/Master Lease Purchase Team will assign the current document number in the format J3ADBXXX. These transactions are entered, approved, and released by the Appropriations/Master Lease Purchase Team, and will be batched by SOKI3+ at the central level. Agencies will continue to be notified of these transactions.

Appropriation Team Journal Vouchers - These transactions are journal vouchers initiated by the Appropriations/Master Lease Purchase Team. These will be designated at the top of each document in SOKI3+ as 003J3. The Appropriations/Master Lease Purchase Team will assign the document number in the format J3XXXXXX. These transactions are entered, approved, and released by the Appropriations/Master Lease Purchase Team, and will be batched by SOKI3+ at the central level. Agencies will continue to be notified of these transactions.

TJ Transactions - These are treasurer's journal vouchers initiated by the Audit Services Team. These will be designated at the top of each document in SOKI3+ as TJ002. The Audit Services Team will assign the current document number in the format T2XXXXXX. These transactions are entered, approved, and released by the Audit Services Team, and will be batched by SOKI3+ at the central level. Agencies will continue to be notified of these transactions.

The "User Instruction Manual" and the "How Do I?" information is currently being revised to reflect these changes in SOKI3+. We anticipate that these documents will be available by April 16. These documents can be accessed through SOKI3+ Help (www.interfunds.state.ks.us) or at the SOKI3+ page of the Accounts and Reports web site (www.da.ks.gov/ar/genacct/soki3/).

DB:JR

Page last modified on:  June 29, 2012