1. (a)

   1. (1) The most important and permanent record of all financial information is maintained in the general ledger.

   2. (2) This ledger contains all of the accounts necessary to reflect the:

      1. (A) Financial status of the Vending Facility Program; and
      2. (B) Degree of success of its business enterprises.
2. (b) Although the operating accounts are closed to profit and loss at least annually, the real accounts provide continuous accounting control for assets, liabilities, and equity, and they are maintained permanently.

3. (c)

   1. (1) The information recorded in the general ledger is a summary of more detailed information from the source documents in the accounting process.
   2. (2) These documents and amounts from them are posted directly to the general ledger.

4. (d)

   1. (1) To obtain the summary information, the accounting section runs the automated accounting reports needed for totals and processing.
   2. (2) The audit trail is then established.
   3. (3) Entries are coded and processed through the automated system.

5. (e) The following is a summary of information entered each period, monthly, and quarterly by the accountant into the general ledger:

   1. (1) Cash disbursements (entered each period from the white copy of checks):

      1. (A) Split checks by program (SA, SP, HW);
      2. (B) Post expenses to proper accounts and list the check number in the "reference" column on the general ledger; and
      3. (C)

6. (i) Debit all expenses.

   1. (ii) The account numbers are on the check stub;

   2. (2) Payroll (entered each period on Peachtree):

      1. (A) Post from "Payroll G/L Transaction Register";
      2. (B) Post only payrolls with checks dated in the period;
      3. (C) Post by programs (SA, SP, SP-302);

      4. (D) Post only these transactions:

         1. (i) Net pay;
         2. (ii) Gross pay;
         3. (iii) Federal withholding;
         4. (iv) Arkansas withholding; and
         5. (v) Employee FICA; and
      5. (E) In "description" field post payroll dates;

   3. (3) Draws and commissions (entered each period):

      1. (A)

         1. (i) Post one (1) draw, one (1) commission, and insurance amounts for the respective payrolls.
         2. (ii) Must use three (3) payroll numbers; and
      2. (B) Entries are SA only;

   4. (4) Miscellaneous cash receipts (entered each period in deposit folder):

      1. (A) Work up by program (SA, SP, and HW);
      2. (B) Use cash deposits for the period, not necessarily dated in the period;
      3. (C) Total MCR deposits (SA, SP, and HW);
      4. (D) Post receipts to proper accounts; and
      5. (E) Credit all receipts;

   5. (5) General journal entries (entered each period):

      1. (A) Create entries as needed;
      2. (B) Post directly to ledger by program (SA, SP, and HW); and
      3. (C) Make good use of "description" field and give as much detail as possible;

   6. (6) Sales report registers (entered each period (SA and SP)):

      1. (A) Balance reports; and
      2. (B) Post directly to proper accounts;

   7. (7) Monthly payroll taxes (federal and state):

      1. (A) Create worksheet from payrolls;
      2. (B) List by program (SA, SP);
      3. (C) Mail Arkansas taxes to State of Arkansas; and
      4. (D) Deposit federal taxes through EFT; and

   8. (8) Quarterly payroll taxes (SUTA):

      1. (A) Create worksheet for all programs (SA, SP, and SP-302);
      2. (B) Print Peachtree 941 State Wage Report; and
      3. (C) Multiply wages by applicable percentage.

7. (f) Program bid procedures and process.

   1. (1) The program will use the Department of Human Services Administrative Procedures Manual as a general guide for processing bids, purchases, and payments, as adjusted to meet the program accounting department’s requirements and internal forms and publications for processing purchases and payments.
   2. (2) See procedures and forms at the end of this subpart.

Codification Notes: “EFT” means electronic funds transfer. "FICA" means the Federal Insurance Contributions Act, 26 U.S.C. § 3101 et seq. "HW" means highway program. "SA" means set aside. "SP" means special programs. "SUTA" means State Unemployment Tax Act.