New York State Accounting System User Procedures Manual

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 Guide.

Responsibility	Action
Document Preparer	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 page numbering.
	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).

FORM NUMBER: AC 1234

DOCUMENT TITLE: Cost Center Plan

PURPOSE:                        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).

PREPARED BY: Agency

COPIES: Agency

1.	Originating Agency	5 N	Identification code of agency preparing the Cost Center Plan Document. Agency codes are listed in the Accounting Codes Manual.
2.	Page _ of _	--------	Used to number the pages in the document.
3.	Approved by	--------	Signature of the person preparing the plan.
4.	Date	--------	The date the plan is prepared.

5.	Document Number	7 N	Sequential identification number assigned to each Cost Center Plan Document. Next available number is determined from the Document Register.
6.	Department	2 N	The code which identifies the State department to which the cost center plan applies.
7.	Cost Center	6 N	An assigned random number which identifies an organizational unit which collects revenue or incurs expenditures.
8.	Variable	2 AN	The code which identifies the combination of fund, program, and project within the appropriation.
9.	Year	2 N	The fiscal year of the appropriation.

10.	Action Code	1 AN	Instruction for the system to add (A), change (C), or delete (D) a cost center plan. Supplied by the document preparer.
11.	Object	5 AN	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
12.	Monthly Budget Current Year	15 N	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.