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New York State Accounting System User Procedures Manual

Volume Name
APPROPRIATIONS, SEGREGATIONS, COST CENTERS		 Volume
II		 Date
4/1/82
Section Name
Appropriations - Document Preparation		 Section
4.2100

     The Document Preparation procedure describes the steps required for filling out the Appropriation Documents. This procedure is completed by OSC.  The major steps involved include filling out the key fields and updating the document register.

     There are two Appropriation Documents: Appropriation Add/Delete, which is used to establish a new appropriation or delete an existing appropriation, and Appropriation Change, which is used to make changes to an existing appropriation.  An appropriation may be deleted only if there are no segregations in the system for that appropriation.  Appropriation attributes may be changed only if there are no segregations in the system for that appropriation.

     Correctly completing the Appropriation Documents insures that the proper information will be sent to data entry for processing.

     The steps for assigning a document number to each document are described in the Document Number Assignment procedure A.0100.  This procedure is in the Standard Procedures Section found in the Management Reference Guide Vol. 1.

Responsibility Action
Document Preparer 1. Selects the correct Appropriation Docuent.
     a.  If an appropriation is to be added or deleted, uses the Appropriation Add/Delete document.
     b.  If changes are to be made to an existing appropriation, uses the Appropriation Change document.
2.  Completes Appropriation Document as show in the Appropriation Add/Delete Description   (AC1331) on or the Appropriation Change Description (AC1331A) of this section.  The major areas of the document to be filled in are:
A. Preparation Data fields which identify where, when and who prepared the document.
B. Appropriation Header Data fields which point to the origination and authorization of the appropriation.
C. Document Identification fields which uniquely identify the document and the action taken with it.
D. Appropriation Attributes fields which are unique to each appropriation in the Budget Bill.
E. Object Information fields which identify the specific amount within the appropriation and their use.
3. Assign a number to the document using Document Number Assignment procedure A.0100.
FORM NUMBER:                      AC1331

DOCUMENT TITLE:                  Appropriation Add/Delete

PURPOSE:                                Used to record a new appropriation on
                                                     the master file or delete an
                                                     appropriation record from the master
                                                     file.  An appropriation record cannot
                                                     be deleted if there are any segregations
                                                     charged to the appropriation.

PREPARED BY:                        OSC

COPIES:                                     Original - OSC

REF   NAME LENGTH
 /TYPE		 DESCRIPTION
PREPARATION DATA
1. Originating Agency 5     N Code identifying the agency that prepared the document.  Agency codes are listing in the Accounting Codes Manual.
2 Page_ of _ ------- Use to number the pages in the batch.
3. Prepared by ------- Signature of the preparer.
4. Date ------- The month, day and year the document is prepared.
APPROPRIATION HEADER DATA
5. Effective Date 8   N Beginning date when funds from the appropriation my be used.  This date is found in the budget bill.  If a date is not entered, the system will use the current date.
6. Lapse Date 8    N The date when an appropriation ends. 
7. Appropriation Class 10   AN Optional field used to classify appropriations by source of reimbursement. 
8. Chapter/Section
/Law		 8     N Indexing method for the legal referencing of the Budget Bill.  This is assigned by the Legislature when the bill is passed.  All eight digits must be entered.  (4N-2N-2N).
9. Source 1     N Code identifying the agency that authorized the appropriation.
(Legislature "1", DOB "2", Agency "3").
10. Type 2     N Code identifying the kind of appropriation: original, supplemental, deficiency, reappropriation and interchange.
DOCUMENT IDENTIFICATION
11. Document Number 7     AN Sequential number assigned to each document. Next available number is determined from the Document Register.
12. Action Code 1      AN Instruction for the system to add "A" or delete "D" an appropriation record.
APPROPRIATION ATTRIBUTES
13. Organization 10    N Code identifying the organization to which the appropriation applies.  The organization name is determined from the Budget Bill.
14. Special Code 12    AN Not being used by the system
15. Fund 10    AN Code identifying the fund from which the appropriation applies.  The fund name is determined from the Budget Bill.  Fund codes are listed in the Accounting Codes Manual.
16. Program 10     AN Code identifying the program to which the appropriation applies.  The program name is determined by the Budget Bill.
17. Authority 3       N The first two positions of the code identify the fiscal year of the appropriation and the third identifies regular, advance, etc.  Authority is determined from the Budget Bill.  Authority Codes are listed in the Accounting Codes Manual.
18. Project 11    AN Code identifying the project to which the appropriation applies.  The project name is determined from the Budget Bill.  When an appropriation does not have a project attribute, this field is left blank.
19. Appropriation Title 39    AN The title of the appropriation.  The appropriation title is determined from the Budget Bill.
OBJECT INFORMATION 
20. Page/Line 6       N Page number and line number in the Budget Bill where the appropriation amount is found.
21 Object 5       AN Code indicating the nature of the expenditure for which the appropriation applies.  The object name is determined from the Budget Bill.  Object codes are listed in the Accounting Codes Manual. When the appropriation is not limited to a particular object of expenditure, this field is blank.
22. Amount 18      N Dollar amount of the appropriation.  The amount is determined from the Budget Bill.  When a dummy appropriation record is entered to receive an apportionment, zeros must be entered in the amount field.
REQUIRED FIELDS APPROPRIATIONS ADD/DELETE
                                                                               ----------ACTION-------
                                                                               (A)                          (D)
REF      NAME          ADD         DELETE
1. Originating Agency         R               R
2. Page _  of  _         R           R
3. Prepared by         R           R
4.  Date         R           R
5. Effective Date         N/R          N/R
6. Lapse Day         N/R          N/R
7. Appropriation Class         R*          N/R
8. Chapter/Section/Law         R          N/R
9. Source         R           N/R
10. Type         R             N/R
11. Document Number         R            R
12. Action code         R            R
13. Organization         R            R
14. Special Code        ---           ----
15. Fund          R            R
16. Program          R             R
17. Authority          R            R
18. Project          R*            R
19. Appropriation Title          R            N/R
20 Page/Line          R            N/R
21 Object          R*            R
22 Amount          R            N/R
*        When applicable
N/R   Not Required
R       Required
FORM NUMBER:                      AC1331A

DOCUMENT TITLE:                 Appropriate Change

PURPOSE:                                Used to decrease, increase, repeal  or
                                                     reappropriate an existing appropriation
                                                     and change the various attributes in the
                                                     appropriation record.  Appropriation
                                                     attributes can not be changed if the
                                                     appropriation has segregation records.

PREPARED BY:                       OSC

NUMBER OF COPIES:            Original - OSC

REF     NAME LENGTH
   /TYPE		     DESCRIPTION
1. Originating Agency 5     N Code identifying the agency that prepared the document.  Agency codes are listing in the Accounting Codes Manual.
2 Page_ of _ ------- Use to number the pages in the batch.
3. Prepared by ------- Signature of the preparer.
4. Date ------- The month, day and year the document is prepared.
5. Effective Date
    New		 8    N Beginning date when funds from the changed appropriation may be used.  This date is found in the Budget Bill.  If a date is not entered, the system will enter the current date.
6. Lapse Date
   New		 8     N The date when the changed appropriation ends. 
7.  Appropriation Class 10    AN Optional field used to classify appropriation by source of reimbursement.
8. Chapter/Section
/Law
Current		 8     N Indexing method for the legal referencing of the Budget Bill.  This is assigned by the Legislature when the bill is passed.  All eight digits must be entered.  (4N-2N-2N).
9. Chapter/Section
/Law
      New		 8     N Indexing method for the legal referencing of the Budget Bill.  This is assigned by the Legislature when the bill is passed.  All eight digits must be entered.  (4N-2N-2N).
10. Source
   Current		 1     N Code identifying the agency that authorized the appropriation.
(Legislature "1", DOB "2", Agency "3").
11. Type
   Current		 2     N Code identifying the kind of appropriation: original, supplemental, deficiency, reappropriation and interchange.
12. Source
   New		 1     N Code identifying the agency that authorized the appropriation.
(Legislature "1", DOB "2", Agency "3").
13. Type
    New		 2     N Code identifying the kind of appropriation: original, supplemental, deficiency, reappropriation and interchange.
14. Document Number 7     AN Sequential number assigned to each document. Next available number is determined from the Document Register.
15. Action Code 1      AN Instruction for the system to change an appropriation record.  Change Code "C" is preprinted on the Appropriation Change Document.
16. Organization
    Current		 10    N Code identifying the organization to which the appropriation applies.  The organization name is determined from the Budget Bill.
17. Organization
    New		 10    N Code identifying the organization to which the appropriation applies.  The organization name is determined from the Budget Bill.
18. Special Code 12    AN Not being used by the system
19. Fund
   Current		 10    AN Code identifying the fund from which the appropriation applies.  The fund name is determined from the Budget Bill.  Fund codes are listed in the Accounting Codes Manual.
20. Fund
    New		 10    AN Code identifying the fund from which the appropriation applies.  The fund name is determined from the Budget Bill.  Fund codes are listed in the Accounting Codes Manual.
21. Program
    Current		 10     AN Code identifying the program to which the appropriation applies.  The program name is determined by the Budget Bill.
22. Program
     New		 10     AN Code identifying the program to which the appropriation applies.  The program name is determined by the Budget Bill.
23. Authority 3       N The first two positions of the code identify the fiscal year of the appropriation and the third identifies regular, advance, etc.  Authority is determined from the Budget Bill.  Authority Codes are listed in the Accounting Codes Manual.
24. Authority 3       N The first two positions of the code identify the fiscal year of the appropriation and the third identifies regular, advance, etc.  Authority is determined from the Budget Bill.  Authority Codes are listed in the Accounting Codes Manual.
25. Project
    Current		 11    AN Code identifying the project to which the appropriation applies.  The project name is determined from the Budget Bill.  When an appropriation does not have a project attribute, this field is left blank.
26. Project
    New		 11    AN Code identifying the project to which the appropriation applies.  The project name is determined from the Budget Bill.  When an appropriation does not have a project attribute, this field is left blank.
27. Appropriation Title 39    AN The title of the appropriation.  The appropriation title is determined from the Budget Bill.
28. Page/Line
   Current		 6       N Page number and line number in the Budget Bill where the appropriation amount is found.
29. Object
    Current		 5       AN Code indicating the nature of the expenditure for which the appropriation applies.  The object name is determined from the Budget Bill.  Object codes are listed in the Accounting Codes Manual. When the appropriation is not limited to a particular object of expenditure, this field is blank.
30. Page/Line
    New		 6       N Page number and line number in the Budget Bill where the appropriation amount is found.
31. Object
    New		 5       AN Code indicating the nature of the expenditure for which the appropriation applies.  The object name is determined from the Budget Bill.  Object codes are listed in the Accounting Codes Manual. When the appropriation is not limited to a particular object of expenditure, this field is blank.
32. Amount 18    N The dollar amount of change to the appropriation.  When decreasing an existing appropriation a minus (-) sign must precede the amount of the decrease.  A plus sign (+) is n not required for increases to an appropriation.
REQUIRED FIELDS APPROPRIATION CHANGE
-------ACTION--------
              (c)          
REF NAME          CHANGE
1. Originating Agency                 R
2. Page _ of _                 R
3. Prepared by                 R
4. Date                 R
5. New Effective Date               N/R
6. New Lapse Date               N/R
7. New Appropriation Class               N/R
8. Current C/S/L                  R
9. New  C/S/L                N/R 
10. Current Source                  R
11. Current Type                  R
12. New Source                N/R
13. New Type                N/R
14 Document Number                  R
15. Action Code                  R
16. Current Organization                  R
17. New Organization                N/R
18. Special Code                 ----
19. Current Fund                  R
20. New Fund                N/R
21. Current Program                  R
22. New Program                 N/R
23. Current Authority                   R
24. New Authority                  N/R
25. Current Project                   R*
26. New Project                  N/R
27. Appropriation Title                  N/R
28. Current Page/Line                    R
29. Current Object                   R*
30. New Page/Line                  N/R
31. New Object                  N/R
32. Amount                  N/R
*       When Applicable
R      Required
N/R   Not Required