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XIX. Project Costing (PCIP)

Guide to Financial Operations

XIX.1.C PCIP Changes to Federal Grants

XIX. Project Costing (PCIP)
Guide to Financial Operations

The following are some of major changes to federal grants with the rollout of PCIP:

  • Federal grant projects will no longer be established under the NYS01 Project Costing Business Unit (PCBU). Rather, federally funded projects will be established with the Owner Agency’s Business Unit (e.g., OGS01).
  • The Project ID will no longer represent the grant award number, though it will continue to be associated to the federal grant (Customer Contract) to support federal billing. This Customer Contract (and Federal Grant Award) is then associated to the Project ID in SFS. Individual Project IDs and Activity IDs are associated to the grant and, if a cost is charged to the Project/Activity with a federal fund, then it is billed to the appropriate federal grant.
  • Agencies will create their own projects through the Project Guide.
  • Agencies will create the Customer Contract and associate it to a project using the Federal Grant Request Guide.

Federal Project Conversion

To achieve the objective of allowing agencies to record all costs, Federal and State, to a Project, which will allow for a more complete picture of the overall projects costs, a conversion effort was required to:

  • Convert the existing active federal grant projects under NYS01 business unit to agency business unit and with a new Project ID
    • If the existing Project Id length is less than 15 characters, then a suffix was added to the Project Id equal to ‘Z’
    • If the Project Id length is equal to 15 characters, then the 15th character was deleted and a suffix equal to ‘Z’ was added.
    • If the project had been auto-numbered and has a leading zero, then the first character (a zero) should be truncated) and a suffix equal to ‘Z’ was added.
    • Note: For historical purposes, any Project Id with a ‘Z’ suffix will be considered a PCIP converted project. Agencies should NOT create new Project Ids with a ‘Z’ suffix.
  • Customer Contracts will be updated to include the new Project/Activity IDs
  • Funds distribution will be setup for newly created projects under agency business unit

Here is a breakdown of responsibility changes related to PCIP:

 Responsibility   
ProcessPre-PCIP ImplementationPost PCIP Implementation March 28, 2022SFS NavigationTraining & Guides
Establishment of the Project and related Activity IDs in SFSAgency fills out AC-3286-S form and emails to OSC. OSC sets up in SFS.Agency directly in SFS via the Project GuideProject Costing > Utilities > Project Guide
Maintaining ProjectsAgency fills out AC-3286-S form and emails to OSC. OSC updates projectAgency updates project via the Project GuideProject Costing > Utilities > Project Guide
Establishment of the Customer Contract and Grant Award in SFS and linking the Contract to the Project (to initiate billing in SFS for reimbursement from the Federal Government)Agency fills out AC-3286-S form and emails to OSC. OSC sets up in SFS.Agency directly in SFS via the Federal Grant Request Guide, OSC review and approvalCustomer Contracts > Federal Grant Request Guide
Establish the Project Parent/Child BudgetsAgency via Budget Journal entryNo change – Agency via Budget Journal entryCommitment Control > Budget Journals > Enter Budget Journals
Amendments to Customer ContractsAgency fills out AC-3286-S form and emails to OSC. OSC updates amends the contract.Agency emails AC-3286-A to OSC, OSC updates Contracthttps://www.osc.state.ny.us/state-agencies/forms
Pre-Award ProjectsAgency fills out the Pre-Award section of the AC-3286-S form and emails to OSC. OSC sets up in SFS.Agency creates Pre-Award Project via the Project Guide and attaches AC-3286-P to it.https://www.osc.state.ny.us/state-agencies/forms

Guide to Financial Operations

REV. 10/25/2024