Ledger 5002 – Understanding Voter Personnel Reimbursement (VPR)

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Symptoms

• A clerk runs a financial report (for example, 8121 Financial Report) and sees an unfamiliar ledger code, such as 5002, listed with a balance.

• The code does not appear in the county’s local ledger setup screen.

• The clerk may believe the code was created in error or that the report is inaccurate.

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Cause

Ledger code 5002 is tied to Voter Personnel Reimbursement (VPR) — a standard type code used by the state for election-related payments.
Even if a county has never manually created this ledger in its own setup, the code can appear automatically when the state sends reimbursement checks for election personnel.

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Resolution

1. Verify the Code:

   • Search by ledger code 5002 in POSTS to confirm which transactions are associated with it.

   • You should see voter-related reimbursements (often from the state) listed under this code.

2. Add the Ledger (if missing):

   • Go to the Ledger Setup section.

   • Create a new entry for 5002 labeled “Voter Personnel Reimbursement (VPR)”.

   • This ensures future reports recognize and categorize it correctly.

3. Re-run the Report:

   • Once the ledger exists in your setup, re-run your financial report.

   • The code should now display correctly with the appropriate description.

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Notes

• The VPR code appears annually when the state reimburses the county for election worker pay.

• Even if unused for most of the year, keeping the ledger active avoids confusion during reporting season.

• If a county does not receive or process VPR reimbursements, the ledger can remain inactive without issue.