Fund captures a fiscal and accounting entity with a self-balancing set of accounts (real and nominal) for recording cash and other financial resources, which are segregated for the purpose of carrying on specific activities or meeting certain objectives in accordance with New York State law.
Fund is required on all transactions. Fund is a balancing ChartField, and must balance (by debits/credits) by business unit. Where transactions entered by users do not balance by Fund, system-generated entries will be created, based on configuration templates, to create balancing entries.
Fund is considered a statewide ChartField and has been configured under the SHARE SetID, which means all agencies will be able to access the complete list of Fund codes in the SFS. Fund will be inherited on transactions to support recording cash balances at the fund level of detail.
The Fund ChartField is five numeric characters in length.
ChartField attributes have been assigned to Funds to establish which Funds are classified as STIP eligible, what Business Unit is the ‘owner’ agency of the fund, whether the fund is eligible for Fringe Benefits billing, and whether it is subject to cash validation. For additional instruction on this topic, visit job aid SFS Fund codes published to SFS Coach. SFS Coach is accessible from the SFS home page after logging in with your SFS user ID and password.
There are two Statewide Fund Reporting Trees on the SFS Program website: one to capture the budgetary basis of Fund groupings and one to capture the Generally Accepted Accounting Principles (GAAP)-basis Fund groupings. The Trees are organized as follows:
BUDGETARY BASIS FUND TREE
Level 1: Total Funds
Level 2: Fund Category
Level 3: Fund Type
Level 4: Fund Type (Federal vs. State)
Level 5: Total Fund
Level 6: Fund/Subfund Transaction Detail
GAAP BASIS FUND TREE
Level 1: Total Funds
Level 2: Major Category
Level 3: Category
Level 4: Sub-Category
Level 5: Fund Type
Level 6: Total Fund
Level 7: Fund/Subfund Transaction Detail
To add or modify a Fund value, complete the COA Change Request Form which can be found on SFS Coach and submit it to [email protected].
Guide to Financial Operations
REV. 04/06/2018