The purpose of this section
is to present guidelines for State departments and agencies
to follow in developing procedures that will ensure greater
accuracy of cost center/object codes entered on vouchers
submitted to OSC for payment.
Accuracy of cost center/object codes is essential for
the proper functioning of the accounting system, as they
identify the funds and accounts to be posted and serve
as the basis for exercising budgetary controls. The use
of incorrect codes can result in the misstatement of fund
and account totals and possible non-adherence to the budget.
Also, financial data will be produced that is,
at best, of limited value to decision makers and may
The State Comptroller's authority for prescribing accounting
systems is derived from Section 112 of the State Finance
Law '. The listing of accounting codes can be found in
the User Procedure Manual, Volume VIII, Accounting
Codes which is periodically updated by applicable
PREPARATION OF VOUCHERS
Employees posting cost center/object codes on vouchers
a. A complete listing of the agencies
cost center/object codes with an adequate description
of each code so that the employee can understand its purpose.
b. enough supporting data for
each voucher to permit an appropriate selection of codes.
The accuracy of codes entered on vouchers should be verified
by another employee using a sample of vouchers selected
from each batch. This sample need ot be large but should
be selected randomly.
REVISION OF CODES
Finance officers should be aware of any changes in their
agency's organization or operations that might alter the
coding requirements. Were these changes occur, OSC should
be contacted so that appropriate adjustments to the coding
system can be made.