New York State Accounting System User Procedures Manual
APPROPRIATIONS, SEGREGATIONS, COST CENTERS
Cost Center Plans - Document Preparation
The Document Preparation
procedure describes the steps required for filling out the
Cost Center Plan Document. This procedure is completed
by the agency. The major steps involved include filling
out the key fields, updating the document register, and
routing the document to batching.
The steps for assigning a document
number to each document are described in the Document
Number Assignment procedure (A.0100). This procedure
is found in Standard Procedures in the Management Reference
||1. Completes Cost Center Plan Document
(AC1234) as shown in the Cost Center Plan Document Description.
The major areas of the document to be filled in are:
||A. Origin Identification
fields which identify the agency and the person who prepared
the document. This section also includes date and
||B. Cost Center Identification
fields identify the document number and the cost center
data, which is the cost center to which the plan applies.
||C. Cost Center Plan fields which
are divided into two sections. The first is the action
to be taken on the plan and the expenditure object, if the
plan is that detailed. The second is current fiscal
year plans by month if desired.
||2. Assigns a number to the document
using the Document Number Assignment procedure (A.0100).
Cost Center Plan
Used to enter an expenditure plan for a cost
center. Planned amounts may be entered at
the cost center level or for the objects of
expenditure within a cost center. The plan
may be distributed across 12 months or the
total plan may be entered into the first month
of the fiscal year (April).
||Identification code of agency preparing the
Cost Center Plan Document. Agency codes are listed
in the Accounting Codes Manual.
||Page _ of _
||Used to number the pages in the document.
||Signature of the person preparing the plan.
||The date the plan is prepared.
|COST CENTER IDENTIFICATION
||Sequential identification number assigned
to each Cost Center Plan Document. Next available
number is determined from the Document Register.
||The code which identifies the State department
to which the cost center plan applies.
||An assigned random number which identifies
an organizational unit which collects revenue or incurs
||The code which identifies the combination
of fund, program, and project within the appropriation.
||The fiscal year of the appropriation.
||Instruction for the system to add (A), change
(C), or delete (D) a cost center plan. Supplied by
the document preparer.
||The code indicating what will be purchased
as a result of the expenditures. Complete only if
plans are being budgeted to the object level. Object
codes are listing in the Accounting Codes Manual
||Dollar amount planned to be expended by the
cost center in the monthly period indicated.
If you prefer to submit an annual plan rather than monthly
plan, enter the total plan amount in the April field.