YEAR-END REPORT NO. 14, REPORT OF ACCOUNTS OUTSIDE THE STATE TREASURY - 7975-June-2021
Agencies/departments must submit a Report No. 14, Report of Accounts Outside the State Treasury (form STD. 445), to report accounts outside the Centralized State Treasury System (CTS) in which state money is deposited or must indicate that there are no accounts to report. SAM section 8002 provides detailed information on accounts outside the CTS. Agencies/departments may be authorized by statute or by approval from the Department of Finance, Fiscal Systems and Consulting Unit (FSCU) to maintain accounts outside of the CTS. SAM section 19462 and Government Code section 16305.2 provide additional information on bank accounts.
Requirements for Completing Report No. 14
Agencies/departments must follow the following requirements to complete Report No. 14:
- Submit the original Report No. 14 in FI$Cal annually to the State Treasurer’s Office (STO). Submit one Report No. 14 per agency/department. For information on the year-end report due dates, see SAM section 7930. For information on year-end report distribution requirements, see SAM section 7951.
- Submit a copy of the FI$Cal generated Report No. 14 to the State Controller’s Office (SCO) with the year-end reports if reporting an account outside the CTS.
- If no accounts exist outside the CTS, do not submit the copy to SCO. Instead, indicate in the year-end certification letter that “No accounts exist outside the State Treasury”.
- All Report No. 14’s must include the following information:
- Tax identification number(s) under which the accounts were or could be established
- Agency/department name, address, organization/business unit code
- Fiscal year-end date
- Signature, name, and title of the officer signing the report, contact telephone number, and date signed.
When there are accounts outside the CTS, the Report No. 14 shall include the following:
- Account title and number appearing on bank/savings and loan/other depository statement.
- Type of account (savings, checking, Zero Balance Account* (ZBA), certificate of deposits, investment, etc.).
- Brief description and purpose of the account. Must be consistent with the purpose approved by Finance, FSCU or authorized by law.
- Name and address of the depository and branch.
- The “Finance approval” and date or specific statutory authority.
- The bank balance of the account as of June 30. If the account was closed during the reporting period, include “N/A” and the date when the account was closed.
- Indicate whether the account is collateralized or if the collateral is not required.
* ZBA is a type of account held outside the CTS in which a balance of zero is maintained by automatically transferring funds into the CTS daily. No other withdrawal of funds or disbursements will be made from the ZBA.
Periodic Review of Accounts Outside the CTS
- Agencies/departments will review the accounts outside the CTS periodically during the fiscal year to ensure compliance with Finance approval and/or legal authority.
- A new request for approval must be submitted to FSCU if Finance approved the account, and there is a need to update any conditions of the approval, including the purpose of the account or the banking information (see SAM section 8002).
Certification of Report No. 14
- The agency/department head or designee is required to certify under penalty of perjury all information stated on Report No. 14 is true and correct, and the use of the account(s) is consistent with Finance approval or as authorized by law.
- The certification also affirms the deposited funds will be adequately collateralized throughout the year in accordance with the law. For additional information regarding the security and collateral requirements, consult with the State Treasurer’s Office (STO).
A sample of Report No. 14 is shown in the 7975 Illustration.