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Date: April 12, 2012

Bulletin Number: 1156

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Subject

Changes to the PayServ Chart of Accounts related to the implementation of the Statewide Financial System (SFS).

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:

http://osc.state.ny.us/agencies/pbull/agencies/2011_2012/bulet1090.htm

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: http://www.sfs.ny.gov/programElements/conversion/ConversionCrosswalkTables.xls

 

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 payrollsystemquestions@osc.state.ny.us

Agencies needing assistance with queries should be directed to QueryHelp@osc.state.ny.us