|Statewide Financial System Conversion
The transition from the current Central Accounting System (CAS) to the Statewide Financial System (SFS) is currently scheduled to begin October 3, 2011. On this date all unpaid fringe benefit and indirect cost (FBIC) balances will be converted to SFS using the 3-digit fund codes currently reflected in quarterly assessment reports (CTL610). Since SFS will account for these receivables at a more precise 5-digit fund level, transition issues are likely to occur that could delay the conversion of these receivable balances and future payments – especially if prior quarterly assessments remain unreconciled and unpaid.
For each billable fund, the CTL610 report contains the total personal service payments made during the quarter by agency, fund, account, program, appropriation internal number, expenditure cost center and personal service object of expense. A second report of prior and current quarter Fringe Benefit/Indirect Cost Assessment Ledger (LED080) is also produced and distributed to state agencies. The LED080 presents, in ledger format, the amount(s) billed, waivers approved by Division of Budget, agency payments, and any unpaid balance carried forward from previous quarters. The current quarter assessment from the CTL610 is carried forward to the LED080.
To avoid problems with conversion, it is expected that ALL agencies will promptly review, reconcile and pay their FBIC assessments within 30 days of receipt. If the unpaid balance shown on the LED080 DOES NOT agree with agency-maintained records and cannot be reconciled by agency personnel, then this must be promptly reported to Bureau of State Accounting Operations (BSAO) - Revenue Accounting Section at 518-474-8991. BSAO will make every attempt to resolve differences but ultimate responsibility for reconciliation of unpaid balances rests with the agency since payments at less than the full rate require specific legislation, regulation or an approved waiver from the Division of the Budget. OSC does not have the authority to forgive or issue waivers for unpaid balances.
Prompt and complete attention to timely payment of FBIC assessments and resolution (if required) of unpaid balances (if any) will help make the transition from CAS to SFS seamless if no unpaid balances remain at the time of conversion. Therefore, OSC will aggressively work with State agencies and the Division of Budget to ensure that budget certificates are in place and agencies take all actions necessary to make certain that all FBIC assessments are promptly paid with no unpaid balances at the time of conversion.
Journal Vouchers, using batch type FBP, may be entered and released at agency terminals provided they are mailed, with an error-free copy of the batch control list (BCL), within 48 hours after they are entered to:
Office of the State Comptroller
Bureau of State Accounting Operation
Revenue Accounting Section
110 State Street – 9th Floor
Albany, NY 12236