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Chart of Accounts and Commitment Control Toolkit

This section contains COA, KK and Cost Center Mapping reference materials and tools. Included are general reference materials like the COA Handbook and the COA-KK Governance Workshop Presentation and Q&A.

In addition, you'll find KK and Reporting Trees and Definitions, Chartfield Values and other working tools.

Changes to these files are being made continuously; therefore, check back often for updates

Special Consideration When Updating Your Agency Forms to Include Chartfield Values

If you are updating your Agency forms to include SFS Chartfield Values, please be sure to include a field for Project Costing Business Unit (PC BU). Though not a Chartfield Value, this is a required field for transactions with Project and Activity values.

Reference Materials

Cost Center Rollover

Click here for materials related to Cost Centers Mapped to Invalid Values.

Tools

  • COA Change Request Form - This file should be used to document requested changes to chartfield values and reporting trees.
  • Excel-To-CI Resources - All of the Excel-to-CI tools, including the Excel-to-CI Cost Center Mapping Form, are located on the Excel-to-CI Resources page.
  • Accounting Codes Extract File (.txt file) (updated 6/3/13)
    Note: Due to the size of this document, your download time may be longer than expected.
  • 2012-13 Draft KK SW Program Tree
    OSC has completed the review of the 2012-13 bill copy and provided new Level 3 budgetary only values. SFS has created a draft tree based on the OSC changes and has provided the draft tree to OSC for review. Agencies should review the values in the attached document and determine the Level 4 transactional values that are needed for each new Level 3. Agencies should submit their request via the COA Governance process.

    Agencies interested in meeting with SFS to discuss the new values can request a meeting. The COA team will schedule meetings once they have received approval from OSC on the proposed tree changes.

    The new programs for the Gaming Commission and NY Works have not been added to the tree. Once OSC has made a decision regarding these programs a revised Draft KK_SW_PRGM tree will be posted.
  • KK Budget Definition Request Form
  • KK Tree Maintenance Request Form
  • Commodity Code to Account Mapping (updated 4/26/13)
  • Statewide Budget Definitions
  • New York State Legislature Public Information

Files Related to Payroll Cost Centers

The SFS Program is providing data related to the mapping of payroll cost centers for agencies to use as a reference when updating cost center mappings. To reconcile to the payroll registers, agencies should review their Payroll Cost Centers Mapped to Invalid Values file to help identify existing cost centers mappings that need to be updated/corrected and activated. Agencies should also review their Unmapped Payroll Cost Centers to identify additional cost centers that need to be mapped for payroll purposes.

At Go-Live, any cost centers charged by PayServ that were not mapped to valid chartfield strings in SFS were charged to an agency specific Default Cost Center, as shown in the Default Payroll Cost Center List. Following are links to the aforementioned files:

  • Payroll Cost Centers that Require a Default SFS Cost Center
    SFS Program has provided OSC Payroll with a Default cost center and chartfield string for each Agency which has payroll cost center errors. The Default cost centers for Agencies must have had valid values and budgets during the March 2nd BUD003 Report run.

    Some cost centers in this list show XX as the year. If your agency no longer deems these cost centers necessary, please refer to OSC Payroll Bulletins 1090 and 1129 for instructions on updating the position pools and the dates to refer to:
    http://osc.state.ny.us/agencies/pbull/agencies/2011_2012/bulet1090.htm
    http://osc.state.ny.us/agencies/pbull/agencies/2011_2012/bulet1129.htm

    PLEASE NOTE: Any changes to your agency's Default Cost Center made after 03/02/12 will be used for all future payroll runs.

  • Payroll Cost Centers Mapped to Invalid Values (4/17/12)
    These files include listings of all payroll cost centers and their related chartfields that were mapped to invalid values in PCAS as of 04/13/12. The last column (P), provides a brief description of the invalid chartfield values, e.g., invalid Depts, invalid programs.

  • Unmapped Payroll Cost Centers
    These files include listings of cost centers that currently appear on the PayServ registers, but ARE NOT mapped in SFS.

  • Default Payroll Cost Center List (4/16/12)
    SFS Program has provided OSC Payroll with a Default cost center and chartfield string for each Agency which has payroll cost center errors. The Default cost centers for Agencies that had errors (i.e. invalid or unmapped cost centers) are listed in the file above. All Default cost centers must be mapped in SFS to a valid budget in order to be used for payroll needs.

General Cost Center Mapping Files