On March 31, 2022 all NYS01 Project IDs that were linked to a customer contract were converted to a new unique project ID with a Z at the end. Any prior expenditures under the NYS01 Project were NOT converted over to the new projects and therefore when attempting to post an expenditure credit against the new project, an agency may encounter an error.

If the new Project ID will not have enough expenditures to post the credit against it, the agency may need move expenses from an old NYS01 project that was converted and closed for transacting. If the new converted Project ID has or will soon have enough expenditures to post the credit against it, the agency should wait for the expenditures to be on the new project.

If the new project requiring an expenditure credit (whether via Refund of Appropriation, General Ledger Journal Entry or AP Journal Voucher) does not have enough expenditures against it to allow for a credit to expenses, agencies will need to transfer expenditure costs collected under the NYS01 projects to the newly created projects under the Agency PCBU so that the credits can be posted.

If the agency does not transfer expenditure costs to the new BU project as described above, an Over the Distribution Limit (“ODL”) issue will occur in project costing.  ODL’s are transactions that are over the project costing distribution limit and reflect a negative balance after cost collection has occurred. This issue will disrupt Federal billing and could potentially end up in monies not being appropriately returned to the Federal Government.  The following SFS job aid can be utilized to prevent a negative ODL from occurring: Prevent_Negative_ODL_When_Processing_ROA.

New Analysis Type of ‘REF’

To transfer the expenditure costs from the NYS01 project to the Agency PCBU project, the agency will enter a General Ledger Journal Entry (“GLJE”) with an analysis type of ‘REF’ on the old NYS01 project line crediting the expenses. The new analysis type of “REF” was created and configured to allow expenditure credit transactions on the old NYS01 project to process. The second line of the GLJE would be debiting expenses to the new project requiring an expenditure credit using an analysis type of ‘GLE’, as normal. In turn, there would be a net $0 effect on the SFS billing and the federal draw.

Upon submission, GLJE’s using the ‘REF’ analysis type will be routed to OSC BSAO for approval. OSC BSAO will check to ensure the customer contract line associated to the NYS01 project is open for billing as well as adjust the billing limits on both the old and new contract lines to adjust for the movement of expenditures.

For additional information on how to enter a GLJE, see Section VIII.1.C.

This GLJE would appropriately allocate expenses to the new project requiring an expenditure credit, thus allowing for a credit to the new agency PCBU project.

PROJECT BUDGETS

The movement of expenses off the NYS01 project will free up budget authority on the old NYS01 project parent and child ledgers. A budget journal to move the budget from the old NYS01 project to the new project will need to be executed to appropriately place the available budget on the new project. Note: For all old NYS01 projects, the project budget should equal expenses. See: Section VI.5 Project Budgets for additional information on entering budget journals.

In the example below, a REF GLJE was entered to move expenses to the new project. In order to use that available budget created in the old project, a budget journal should be used to move it to the new project where it can be spent.

Guide to Financial Operations

REV. 04/23/2024