BFY19 Valid and Invalid Object and Revenue Tables

During the AFIS New Year Table Initialization (NYTI) job, the valid and invalid appropriation object and revenue tables (VAPPROBJ, VAPPRSRC, IAPPROBJ, IAPPRSRC) will not be populated. The GAO is working on a statewide effort in cleaning up these tables for the start of FY19. This effort will help alleviate common issues experienced by state agencies.

The GAO’s cleanup effort started by reviewing the expenditure objects and revenue sources that are restricted. A full list of restricted expenditure objects and revenue sources can be found in the State of Arizona Accounting Manual (SAAM), Topic 95, Sections 13 and 14.  Restricted expenditure objects and revenue sources appear shaded in the SAAM. Restricted objects and revenue sources were then compared to accounting activity in AFIS. Notifications were sent out to the various agencies for detailed explanation of why restricted objects or revenue sources were used. In conjunction with the GAO Policy team, decisions were made as to if the SAAM needed to be updated, agency corrections were needed, or an exception was needed to be granted for the usage.

The second part of the cleanup required the GAO to verify that fund groups were categorized correctly in AFIS (legislative appropriated, partial legislative appropriated or non-legislative appropriated).

Starting around April 25, 2018, the GAO will begin repopulating the data in the valid and invalid appropriation object and revenue tables. The GAO anticipates completion by May 18, 2018. At that time, agencies will be able to review the valid and invalid object and revenue tables for completeness and accuracy.

For all type one & type two appropriations as well as type three appropriations that are tied to partially or non-legislatively appropriated funds, the GAO will upload restricted objects and revenue sources to the invalid tables. Items loaded on the invalid tables will not be available for agency use, all others will be available.

For type three appropriations that are tied to legislatively appropriated funds, the GAO will upload restricted revenues to the invalid revenue table and will upload the object 9999 to the valid object table. Items loaded on the invalid table will not be available for agency use, but all others will be available. By uploading the object 9999 to the valid object table, all object codes will be restricted.

For the appropriation CNVRT (used in conversion for fixed assets), the GAO will upload fixed asset (FA) object 7912 to the valid object table and will load the revenue source 9999 to the valid revenue table.  This will only allow for object code 7912 to be used and will restrict all revenues from being used.

If agencies find that the GAO has uploaded data in error, or agencies wish to further restrict or un-restrict any objects or revenue sources, send requests by email to [email protected]. The email must include the appropriation number, objects and/or revenue sources, as well as what is being requested and why agencies will not be required to fill out the GAO-APPR form.

If you have any questions or require additional information, please contact the GAO Budget Team at [email protected].