N.Y. Comp. Codes R. & Regs. Tit. 9 §§ 1642-3.3

Current through Register Vol. 46, No. 45, November 2, 2024

Section 1642-3.3 - Cash disbursements-voucher register

(a) The entries in this register shall be restricted to such obligations as have been audited internally and approved by the local agency. A separate cash disbursement-voucher register shall be maintained for each general ledger. The source of each entry shall be an accounts payable voucher (see § 1642-2.4). Each voucher shall be entered on a separate line in consecutive numerical order. All checks shall be recorded in the cash disbursements-voucher register concurrently with the issuance thereof. A separate column shall be used for each bank account. Each check issued shall be entered in consecutive numerical order, as far as possible. Each voucher shall have the check or checks issued entered on the corresponding line or lines in the register. Bank debits shall be entered in the register and the appropriate account charged through the register.

(b) The cash disbursements-voucher register is closed and ruled off at the end of each month. Entries made in the general ledger columns shall be posted to the general ledger individually and currently. Entries made in the other columns are posted, in total, at the end of each month to the respective general ledger and subsidiary ledger accounts. A specimen cash disbursements-voucher register for a single development project is shown as Exhibit 4 or 5 of Appendix S-8. Exhibit 6 of Appendix S-8 illustrates the expansion of the single development register to provide for the situation where accounts are maintained in the subsidiary ledger to control each of the major subgroups of development costs and/or expenses. The use of single or multiple controls is optional with the local agency. The instructions herein with respect to the specimen form of cash disbursements-voucher register for a single development project (Exhibit 4 and 5) also apply in principle to Exhibit 6, the specimen form for a multiple development project. The specimen form of the cash disbursements-voucher register for a multiple development project reflects separate accountability for the costs, expenses and revenues of each of the sites included in a multiple development project. Separate accountability for such sites is, however, not mandatory, unless the division so directs the local agency.