New York State Accounting System User Procedures Manual

The Document Preparation procedure describes the steps required for preparing the two page Segregation document. The major steps involved include updating the document register, and filling out the key fields.

The Segregation document consists of two pages. The first page is the Appropriation ID page (AC1332A). This is used to enter the document number and the attributes for the appropriation to which the segregation applies. The second page is the Segregation Detail page (AC1332). It contains the detailed information for the segregation. When multiple segregations are being entered for an appropriation, it is necessary to complete only one Appropriation ID page, followed by multiple Segregation Detail pages.

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 Section in the Management Reference Guide, Vol. 1.

Responsibility	Action
Document Preparer	1. Assigns a number to the Budget Certificate using the Document Number Assignment procedure (A.0100). This document number will be used when preparing the Segregation document.
	2. Completes the Segregation Documents as shown in the Segregation Document Description in this section. The major areas of the Appropriation ID page (AC1332A) to be filled in are :
	A. Document Identification fields uniquely identify the document.
	B. Appropriation Identification fields which identify the specific appropriation to which the segregation applies.
	3. Completes the necessary Segregation Detail pages as shown in the Segregation Document Description in this section. The major areas of the Segregation Detail page (AC1332) to be filled in are:
	A. Document Identification fields which are the same as those on the Appropriation ID page including the action code.
	C. Segregation Identification fields which include the segregation attributes and other fields used to identify the specific segregation.
	D. Object Data fields which identify the specific objects for the segregation and the dollar amounts associated with them.
	E. Expenditure Limit Pointer fields which point to the spending limit and the year of the limit.

FORM NUMBER: AC1332A, AC1332

FORM NAME: Segregation Appropriation ID
Segregation Detail

PURPOSE:                       This is the two page input document used to
                                      record a new segregation, delete an
                                      existing segregation or to change an
                                      existing segregation on the master file.
                                      NOTE: A segregation record cannot be
                                      deleted if the segregation contains expended
                                      or encumbered amounts. Segregation
                                      attributes cannot be changed if the
                                      segregation has expended or encumbered
                                      monies.

PREPARED BY: OSC

COPIES: Original - OSC

REF

NAME

LENGTH
/TYPE

DESCRIPTION

DOCUMENT IDENTIFICATION - 1332A

1.	Originating Agency	5 N	Code identifying the agency that prepared the document. All five digits must be entered. Agency Codes may be found in the Accounting Codes Manual. (Required)
2.	Page _ 0f _	----------	Used to number the pages within a document. This is especially important if there are multiple Segregation Detail pages behind a single Appropriation ID page. (Required)
3.	Document Number	7 AN	Sequential number assigned to each Segregation document. A document consists of the Appropriation ID page and all the Segregation Detail pages which apply to it. This number is assigned to the Budget Certificate when it is initially received in OSC. (Required)

4.	Date	--------	Date the Segregation Detail is prepared. (Required)

Appropriation Attributes

5.	Organization	10 N	Code identifying the organization to which the appropriation applies. The organization is determined from the Budget Bill or the Budget Certificate. (Required)
6.	Fund	10 AN	Code identifying the fund to which the appropriation applies. The fund is determined from the Budget Bill or the Budget Certificate. Fund codes may be found in the Accounting Codes Manual. (Required)
7.	Program	10 AN	Code identifying the program to which the appropriation applies. The program is determined by the Budget Bill or the Budget Certificate. (Required)
8.	Authority	3 N	The first two positions identify the fiscal year of the appropriation and the third indicates regular, advance, etc. Authority is determined from information on the Budget Bill or on the Budget Certificate. Authority codes may be found in the Accounting Codes Manual. (Required)
9.	Project	11 AN	Code identifying the project to which the appropriation applies. The project name is determined from the Budget Bill or the Budget Certificate. When an appropriation does not have a project attribute, this field is left blank. (Required when applicable)
10.	Object	5 AN	Code identifying the nature of the expenditure for which the appropriation applies. The object is determined from the Budget Certificate or the Budget Bill. Object codes are listed in the Accounting Codes Manual. When an appropriation is not limited to a particular object of expenditure, this field is left blank. (Required when applicable)

7.	Organization	10 N	Code identifying the organization to which the segregation currently applies. The organization name is determined from the Budget Certificate. All Ten positions must be entered. (Required for delete and change transactions)
8.	Fund	10 AN	Code identifying the fund to which the segregation currently applies. The fund name is found in the Budget Certificate. Fund Codes are listed in the Accounting Codes Manual. (Required for delete and change transactions)
9.	Program	10 AN	Code identifying the program to which the segregation currently applies. The program name is determined from the Budget Certificate. (Required for delete and change transactions)
10.	Project	11 AN	Code identifying the project to which the segregation currently applies. The project name is determined from the Budget Certificate. When a segregation does not have a project attribute, leave this field blank. (Required for delete and change transactions)
	New Attributes		The new attribute fields are used when establishing a new segregation or changing the attributes of an established segregation. In all other cases, leave blank.
11.	Organization	10 N	The code for the changed or new organization which applies to the segregation. The organization is determined from the Budge Certificate. All ten positions must be entered. (Required for add and change transactions)
12.	Fund	10 AN	The code identifying the fund to which the new or changed segregation applies. The fund name is determined from the Budget Certificate. Fund Codes are listed in the Accounting Codes manual. (Required for add and change transactions)
13.	Program	10 AN	The code identifying the program to which the segregation applies. The program name is determined from the Budget Certificate. (Required for add and change transactions)
14.	Project	11 AN	Code identifying the project to which the changed or new segregation applies. The project name is determined from the Budget Certificate. When a segregation does not have a project attribute, leave this field blank. (Required for add and change transactions)
15.	Source	1 N	Identifies the agency (Legislature "1", DOB "2", Agency "3") which authorized the segregation. (Required for add transactions)
16.	Segregation Title	34 AN	The title of the segregation. Segregation titles are determined from the Budget Certificate or the Budget Bill.
17.	Cost Center/Variable	8 AN	Code assigned to the organization/fund/program/project combination of attributes of the segregation.
18.	Bond Series Ind.	----------	DO NOT FILL THIS FIELD.
19.	Institution	----------	DO NOT FILL THIS FIELD.
20.	DFAFS Number	12 AN	The grant identifying number as assigned by the Department of Federal Assistance Financing System. (Required)
21.	Fed. Index No.	5 N	Catalog of Federal Domestic Assistance. (Required)

OBJECT DATA

22.	Object Current	5 AN	Code indicating the nature of the expenditure for which the current segregation applies. The object is determined from the Budget Certificate. Object codes are listed in the Accounting Codes Manual. When the segregation is not made to an object, leave this field blank. This field will be used when changing or deleting an established segregation.
23.	Object New	5 AN	Code indicating the nature of the expenditure for which the current segregation applies. The object is determined from the Budget Certificate. Object codes are listed in the Accounting Codes Manual. When the segregation is not made to an object, leave this field blank. This field will be used when changing or deleting an established segregation. (Required when applicable)
24.	Amount	18 N	The dollar amount segregated to the particular object of expenditure. The amounts are determined from the Budget Certificate. When decreasing the amount of an existing segregation, a minus (-) sign must precede the amount of the decrease. A plus sign (+) is not required to increase. (Required for add transactiona)