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Office of the New York State Comptroller

Procurement and Disbursement Guidelines

Bulletin Number: A-635
Date Issued: June 20, 2012 Date Last Updated:   January 22, 2013
Bulletin Name: Fringe Benefit and Indirect Cost Assessments:  Fiscal Year 2012-13

Purpose

The purpose of this bulletin is to:

  • Provide State agencies with the State Fiscal Year 2012-2013 Fringe Benefit and Indirect Cost assessment rates and outline the procedures for payment of these costs.
  • Remind all state departments and agencies that payment of the quarterly Fringe Benefit and Indirect Cost assessments is required within 30 days of receipt.  Payments at less than the full rate require specific legislation, regulation or an approved waiver from the Division of the Budget.
  • Provide instructions on how to obtain the current quarter bill for an agency and the corresponding FBIC ledger balances.  

Rates

State Fiscal Year 2012-13 Rates:

Fringe Benefit Components

Federal
Funds

Non-Federal
Funds

FEMA/WTC Overtime
Fund 25500

Health Insurance
Pensions
Social Security
Workers’ Compensation
Employee Benefit Funds
Dental Insurance
Unemployment Benefits
Vision Benefits
Survivors’ Benefits
Total Fringe Benefit Rate


Indirect Cost Rate

    26.50%
    11.79
      7.18
      2.69
      1.06
      0.43
      0.25
      0.19
       .07
 50.16%


Contact DOB Examination Unit

    26.09%
    13.14
      7.47
      2.89
      1.15
      0.53
      0.21
      0.11
       .09     51.68%


    2.69%

          -
      11.79
       7.18
        -
        -
        -
        -
        -
            
 18.97%


       N/A

 

Federal Funds

The Division of the Budget has also provided OSC with agency-specific federal indirect cost rates that will be used to produce the NYAR0260 – FBIC Invoice.  The indirect cost rates are contained on the invoices and/or may be obtained by contacting your agency budget examiner.   
       

Required Reports

Agency AP users have been granted access to the Accounts Receivable and General Ledger modules under the SFS Financials menu to allow them to run the NYAR0260 (FBIC Invoice) and the NYGL0442 (FBIC Ledger) reports for their agency.  The NYAR0260 displays all of the FBIC invoice detail by fund of a specific GLBU (customer) during a specific time period.  The NYGL0442 displays the invoice IDs, billed amounts, paid amounts, any credit/re-bill adjustments and the outstanding amount due by fund for each GLBU (customer) through a specified time period.  Each report is located within the Report sub menu of the respective module.   Any discrepancies with payments appearing on the report can be reported to the Bureau of State Accounting Operations (BSAO) - Revenue Accounting Section at one of the contact numbers below.

To run the NYAR0260, navigate to Accounts Receivable > Report > FBIC Invoice.  If a run control already exists, navigate to Find an Existing Value.  If no run control exists, navigate to Add a New Value, create a Run Control and Save. 

When running the report,

  • ‘From Date’ - the beginning of the current billing period (April 1, July 1, October 1, January 1)
  • ‘To Date’ - the ending date of the FBIC billing period (June 30, September 30, December 31, March 31)
  • ‘Business Unit’ – Agency GLBU

The NYAR0260 can be viewed in Report Manager once the report run status is “Success”.

To run the NYGL0442, navigate to General Ledger > General Reports > FBIC Analysis Report.  If a run control already exists, navigate to Find an Existing Value.  If no run control exists, navigate to Add a New Value, create a Run Control and Save. 

When running the report,

  • ‘From Date’ - should always be April 1 of the fiscal year
  • ‘To Date’ - the current date is recommended so that all activity (bills, payments, credit/re-bills) through that date is included
  • ‘Fund’  - leave this field blank to include ALL funds
  • ‘Customer’ – Agency GLBU
  • ‘Project’ – leave this field blank to include ALL projects

The NYGL0442 can be viewed in Report Manager once the report run status is “Success”.

Voucher Processing

All Fringe Benefit and Indirect Cost payments are made through the Accounts Payable module using a regular voucher. This regular voucher is created via the billing process within the Accounts Receivable module. This regular voucher must be used as it contains the correct invoice amount.

  • Each voucher uses an invoice number beginning with ‘FB’.  To pay the voucher, you must use the same FB invoice number and amount listed on the interagency bill.  Failure to do so will result in the voucher being rejected.
  • The vendor ID on the regular voucher is specific to the Interagency Billing process and is auto populated when the regular voucher is created as part of Fringe Benefit and Indirect Cost billing within Accounts Receivable.  Do not change the vendor ID, as it is used to match the invoice with the payment to ensure the receivable amount is correctly accounted for and that no check is produced.
  • The account codes on the regular voucher are auto populated and must be changed prior to voucher approval.  The distribution lines on the voucher should use the following SFS expenditure account codes:

    • 60020 Fringe Benefit Escrow
    • 58801 Indirect Costs

Once the voucher is approved and paid, the SFS will create and post the necessary revenue transactions to the proper Fringe Benefit Escrow Funds using account code 32203 – Fringe/Indirect Cost Assess.

Full Payment

All state agencies are required to pay the full amount shown on the invoice.  The Fringe Benefit and Indirect Costs shown on the quarterly FBIC Invoices (NYAR0260) are calculated using the rates provided in the table above. Payments at less than the full rate require specific legislation, regulation or an approved waiver from the Division of the Budget.  OSC cannot issue waivers.  In some cases, federal grants allow greater Indirect Cost recoveries than billed on the NYAR0260.  When this occurs, agencies must use account code 32208 (Reimbursements – All Other) with statewide product code 300085 (Indirect Cost Recovery) for that portion of the indirect cost payment that exceeds the assessed amount.

Partial Payment

Once a Fringe Benefit and Indirect Cost bill is received, if an agency is unable to process the full amount, a request for a credit/re-bill may be made by sending an email to RevenueAccounting@osc.state.ny.us with the following information:

  • Original FB invoice number
  • The total amount of the original invoiced amount
  • The amounts requested to be re-billed by OSC
  • A brief explanation for the re-bill request

If a credit/re-bill is approved, agencies are required to submit the original FB voucher as well as the credit voucher at the same time for approval and posting.  Any of the re-bills can be submitted as they are completed by the agency.  To avoid possible budget exceptions it is advised that the original voucher and credit vouchers be submitted and posted before submitting a re-bill voucher.

Payment Procedures

Please see Job Aid #JAA-AP205-002 Interagency Payments for instructions on handling payments among and between future and Phase 1 agencies.
 
NOTE: For Fringe Benefit and Indirect Cost payment purposes only, OSC (as a billing agency) is considered a Phase 1 agency.

Questions

Please contact:

  • Krista Leslie
    (518) 474-8991
  • Courtney Landers
    (518) 408-3794