Purpose
To inform agencies of data element changes in PayServ due to the implementation of the Statewide Financial System.
Affected Employees
All agencies using the new Statewide Financial System or extracting data from PayServ containing Chart of Accounts criteria.
Payroll representatives receiving this information should also share with SFS Agency Coordinators as well as IT, Fiscal Management and Human Resources staff.
Effective Date(s)
Data values were converted to SFS on March 23, 2012 for SFS Go-Live April 1, 2012.
Division of Military and Naval Affairs check dated 4/2/12, Institution check dated 4/5/12 and Administration check dated 4/11/12 are the first checks affected by these changes.
Background
The following changes were made in PayServ to accommodate the conversion to the new SFS Chart of Accounts:
Object Code:
CAS Value ex. 41100
SFS Value ex. 50101
PS Object Codes crosswalk, see Payroll Bulletin 1090
Account Code:
CAS - Last 5 digits are CAS object code
SFS - Last 5 digits are SFS account code (formerly CAS object code)
CSL:
CAS – 8-digit field received from CAS
SFS - data no longer received
Approp Ord Cd:
CAS – 10-digit CAS Appropriation department string
SFS - data no longer received
Segr Ord Cd:
CAS – 10-digit CAS Segregation department string
SFS - data no longer received
Approp Fund Cd:
CAS – 5-digit CAS Fund/Subfund
SFS - New SFS 5 digit Subfund
Segr Fund Cd:
CAS – 5-digit CAS Fund/Subfund
SFS - New SFS 5 digit Subfund
Approp Program Cd:
CAS – 9-digits CAS Program Code
SFS - New SFS 5 digit Budgetary Level Program Code
Segr Program Cd:
CAS – 9-digit CAS Program Code
SFS - New SFS 5 digit Budgetary Level Program Code
Approp Project Cd:
CAS – 9-digit CAS Project code
SFS - data not longer received
Segr Project Cd:
CAS – 9-digit CAS Project code
SFS - data not longer received
Approp Auth Cd:
CAS: 3-digit CAS Budget Authority Year Code
SFS - data no longer received
Segr Auth Cd:
CAS: 3-digit CAS Budget Authority Year Code
SFS - data no longer received
For all Chart of Accounts crosswalks see the SFS website.
OSC Actions
OSC will work with agencies to assist in changing any PayServ queries needed related to the Chart of Accounts changes above.
Agency Actions
Agencies should be aware that PayServ queries previously run containing the former CAS (Central Accounting System) Chart of Accounts may need to be revised to incorporate the changes made.
Any previous Payroll Distribution data containing former CAS Chart of Accounts data elements (i.e. CAS Fund, CAS Program) will no longer be available in queries. The account code string as previously seen in PayServ will still be available for checks prior to 4/2/12.
Questions
Questions related to SFS should be directed to http://www.sfs.ny.gov
Questions regarding this bulletin should be directed to [email protected]
Agencies needing assistance with queries should be directed to [email protected]