Accounting Procedures

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Accounting Procedures Manual and Forms

R*Stars Training & Information

To view most of the files in this section, you need to have the Adobe Acrobat Reader, which is available for free online.

R*STARS Training - To be used with Accounting Procedures Manual (4/8/2013)

2024 Closing - Training Presentation.pdf - to be viewed with Appendix C (download only) - Closing Instructions 2024 - Statutory and GAAP (5/23/2024).

Closing Instructions Video

R*STARS Monthly Processing

  • Cash Disbursement transactions may be recorded through end of calendar month for the month effected.
  • General fund revenue transactions may be recorded in R*STARS thru the fourth working day of the next month for the prior month.
  • All other transactions may be recorded in R*STARS thru about the fifteenth working day of the next month for the prior month.
  • Corporate Purchasing Card -on the 25th of the month the bank will cutoff purchases for the month. They will forward a Statement Billing File that includes all transaction data for the state. Using programs developed by the Annapolis Data Center transactions will be posted for that month in R*STARS by the 5th of the following month. This program also charges the agencies budget and credits the clearing account. GAD then pays the invoice when received. Certain agencies receive a separate file feed electronically to update internal accounting systems.

January

  • 1st week
    State agencies must enter vendor payment federal information transactions for the previous calendar year into R*STARS.

  • 2nd week
    General Accounting Division (GAD) extracts the previous calendar years' vendor payment federal information from R*STARS and prepares federal 1099 information returns.

  • 31st
    Federal 1099 forms are mailed to non-incorporated vendors who received State Treasury payments in the previous calendar year.

February

  • Month end
    GAD electronically submits federal 1099 (original returns) information for the previous calendar year to the IRS.

March

  • 2nd week
    Annual Working Funds and Bank Account Reconciliations must be submitted.

June

  • 1st week
    State agencies must notify GAD concerning fiscal year end payroll accruals. Date to be specified by GAD.

  • 2nd week
    State agencies must submit final budget amendments to Department of Budget and Management (DBM). Date to be specified.

July

  • 1st week
    All receipts for the fiscal year must be posted. Date to be specified by GAD.

  • 2nd week
    All interagency cash adjustments must be posted. Date to be specified by GAD.

August

  • 1st week
    All receipts for the fiscal year must be posted. Date to be specified by GAD.

  • 2nd week
    GAAP closing schedules must be submitted. Date to be specified by GAD.
    Year-end closing checklist, G-8 forms, and agency closing with budget amendments must be submitted to DBM and GAD. Date to be specified.

  • 3rd week
    Federal grant schedules must be submitted. Date specified by GAD.

  • 31st
    Federal 1099 form corrections for the previous calendar year must be submitted to the IRS.

September

  • 1st week
    Return of annual survey of federal information returns. Date to be specified by GAD.

  • Biannual Fees & Users Report
    Due 1st week of September in even numbered years.

November

  • 1st week
    To prevent the implementation of Federal Backup Withholding payment captures from vendor payments, federal B-Notice letters and federal W-9 forms will be mailed to vendors.

December

  • 1st week
    Annual Working Funds and Bank Accounts Reconciliation forms sent to state agencies.
    To prevent the implementation of Federal Backup Withholding payment captures from vendor payments, vendors must submit federal W-9 forms.