New York State Accounting System User Procedures Manual

The Document Preparation procedure describes the steps required for completing the Cost Center Profile Document. This procedure is completed by the agency. The major steps involved included 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 may be found in the Standard Procedures in the Management Reference Guide.

Responsibility

Action

Document Preparer

1. Completes Cost Center Profile Document as shown in the Cost Center Profile Document Description. The major areas to be completed:

A. Origin Identification fields which identify the agency, the document number and the action to be taken.

B. Cost Center Data fields identify the codes which must be used for expenditure and encumbrance processing and cost center plans. This section also includes descriptive fields.

C. Attribute fields list the organization, fund, program, and project codes which make up the Appropriation key, Segregation key, and the Reports to attributes in the roll-up trees.

D. Authorization fields which contain agency and DOB approval of the document.

2. Assigns a number to the document using the Document Number Assignment procedure (A.0100).

FORM NUMBER: AC2389

DOCUMENT TITLE: Cost Center Profile

PURPOSE:                            Used to establish a new cost center,
                                                 change an existing cost center, or to
                                                 delete an existing cost center.

PREPARED BY: Agency, Authorized by DOB, input by OSC

COPIES:                                 Original - OSC
                                                 Photocopy - DOB
                                                 Photocopy - Agency

REF

NAME

LENGTH
/TYPE

DESCRIPTION

1.	Document Number	7 AN	Sequential number assigned to each Cost Center Profile Document. Next available number is determined from the Document Register.
2.	Originating Agency	--------	The name of the agency that prepared the batch.
3.	Originating Agency Code	--------	The code that identifies the Agency that prepared the document. Agency Codes are listed in the Accounting Codes Manual.
4.	Action Code	1 AN	Instruction for the system to add (A), change (C), or delete (D) the cost center profile record.

	Model Cost Center		To facilitate establishing a new cost whose attributes are for the most part the same as those of a 'Model' cost center, enter the required information on the model cost center in fields 5 thru 9; the information on the new cost center in fields 10 thru 18; and only the attributes of the new cost center which differ from those of the model in fields 19 thru 32.
5.	Department	2 N	The code which identifies the State department of the cost center used as a model.
6.	Cost Center	5 N	The code which identifies the organizational unit of the cost center used as a model.
7.	System Check Digit	1 N	The system assigned check digit of the model cost center.
8.	Variable	2 AN	The code which identifies the unique combination of fund, program, and project of the cost center used as a model.
9.	Year	2 N	The fiscal year of the appropriation.
	Cost Center		If establishing a new cost center, whether or not a model use, enter the department, the new cost center number, the variable, and the year. Leave the check digit (12) blank as it is system generated.
10.	Dept.	2 N	The code which identifies the State department of the cost center. Department codes are found in the Accounting Codes Manual.
11.	Cost Center	5 N	The code which identifies the organizational unit which incurs expenditures and collects revenue.
12.	Systems Check Digit	1 N	A system assigned check digit. For an add transaction enter the five digit cost center number (11) and leave this blank. During data entry a message is displayed on the next screen in the conversation, which indicates acceptance or rejection and displays the check digit. For a change or delete action, this digit must be entered.
13.	Variable	2 AN	The code which identifies the combination of fund, program, and project within the appropriation for which the cost center applies.
14.	Year	2 N	The fiscal year of the appropriation.
15.	Description	30 AN	The title of the cost center.
16.	Cost Center Type	1 AN	A code which indicates the classification of the cost center - E (Expenditure), R (Revenue).
17.	Effective Date	8 N	The month, day and year that the cost center can be used.
18.	Cost Center Status	1 AN	A code which indicates whether the cost center is active (A) or inactive (I).

	Reports to Attributes		These are codes that identify when in the reporting hierarchies the cost center points.
19.	Organization	10 N	The code which identifies the organization to which the cost center points in the roll-up tables.
20.	Fund	10 AN	The code which identifies the fund to which the cost center point in the roll-up tables.
21.	Program	10 AN	The code which identifies the program to which the cost center points in the roll-up tables.
22.	Project	10 AN	The code which identifies the project to which the cost center points in the roll-up tables. If there is no project attribute, leave this field blank.
	Segregation Key		The codes which identify the attributes of the segregation that the cost center charges.
23.	Organization	10 AN	The code which identifies the organization attribute of the segregation.
24.	Fund	10 AN	The code which identifies the fund attribute of the segregation.
25.	Program	10 AN	The code which identifies the program attribute of the segregation.
26.	Authority	3 N	The code entered in REF #31.
27.	Project	11 AN	The code which identifies the project attribute of the segregation. If there is no project attribute, leave this field blank.
	Appropriation Key		The codes which identify the appropriation that the cost center charges.
28.	Organization	10 N	The code which identifies the organization of the appropriation. All ten position must be entered.
29.	Fund	10 AN	The code which identifies the fund of the appropriation.
30.	Program	10 AN	The code which identifies the program of the appropriation.
31.	Authority	3 N	The first two positions indicate the fiscal year of the appropriation and the third indicates, regular, advance, etc. Authority codes are found in the Accounting Codes Manual.
32.	Project	11 AN	The code which identifies the project of the appropriation. If there is no project attribute, leave this field blank.

	Model Cost Center:
5.	Department	------	-------	------	R
6.	Cost Center	------	-------	------	R
7.	Check Digit	------	------	------	R
8.	Variable	-----	------	------	R*
9.	Year	------	-------	------	R
	Cost Center:
10.	Department	R	R	R	R
11.	Cost Center	R	R	R	R
12	Check Digit	-----	R	R	R
13.	Variable	N/R	R*	R*	R*
14.	Year	R	R	R	R
15.	Description	R	N/R	N/R	R
16.	Cost Center Type	R	N/R	N/R	R
17.	Effective Date	R	N/R	N/R	R
18.	Cost Center Status	R	N/R	N/R	R