questions_answers by HC111110185329

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									QID      Date         Topic        SubTopic   Source   Question                                                         Answer                                                             Agency   Phase      Date     Original Date
       Received                                                                                                                                                                                             Answered     Published
1000   07/26/10   Travel/Expense              Other    Will the PeopleSoft SFS Travel and Expense module be           The Travel and Expense module will, technically speaking, be          N/A      N/A     09/16/10     09/21/10
                                                       implemented for Future Phase agencies on 4/1/2011?             implemented for all agencies on 4/1/2011. All travel and
                                                                                                                      expense transactions, regardless of the source (online entry in
                                                                                                                      SFS or bulkload), will be processed through this module after
                                                                                                                      "Go-Live".
1002   07/26/10   Travel/Expense              Other    With regard to the corporate travel card - is there a way that SFS will not determine personal charges based on                      N/A      N/A    07/26/10      09/01/10
                                                       PeopleSoft can calculate the charges and determine if there is calculations. If the card is used for meals and it is greater than
                                                       an extra personal charge that needs to be reimbursed? If not, the per diem amount, SFS will handle that situation. If the card
                                                       this could be a potential source of loss.                      is used for personal non-reimbursable charges, the traveler will
                                                                                                                      be responsible to identify it as such, and use the SFS to
                                                                                                                      account for it, either reducing the amount due to the traveler, or
                                                                                                                      creating an amount due to the State. The charges on a travel
                                                                                                                      card will be reconciled, and any charges that have not been
                                                                                                                      accounted for in an expense report will be visible to interested
                                                                                                                      parties through reporting.
1003   07/26/10   Travel/Expense              Other    Can default coding be associated with each card holder to      When a user profile is set up, there is default information           N/A      N/A    07/26/10      09/01/10
                                                       eliminate keying in coding with each charge?                   entered or loaded, and associated with that user profile.
                                                                                                                      Agency and department information will be in that profile, as
                                                                                                                      well as information regarding official station and travel cards
                                                                                                                      associated with that traveler. This information will default into
                                                                                                                      all travel documents (Travel Authorization, Cash Advance
                                                                                                                      Request and Expense Report) where necessary. In most
                                                                                                                      cases, the user will have the opportunity to adjust default
                                                                                                                      settings if necessary. At the Expense Type line level, each
                                                                                                                      expense type will be associated to Account (object) codes.
                                                                                                                      This information is defaulted into the travel documents as
                                                                                                                      necessary. Again, the traveler will have the opportunity in most
                                                                                                                      cases to adjust defaulted values if necessary.

1004   07/26/10   Travel/Expense              Other    Is there a way to lock-down an employee's official workstation? The Travel Administrator will have the ability to change this        N/A      N/A    07/26/10      09/01/10
                                                                                                                       field, but not the traveler.
1005   07/26/10   Travel/Expense              Other    What name edits will be applied, if any, to employee travel     Yes, the SFS will take the SSN and get whichever                     N/A      N/A    07/26/10      09/01/10
                                                       vouchers in the SFS? Will the SFS take the SSN and get          name/address is on file in PayServ.
                                                       whichever name/address they want from PayServ?
1006   07/26/10   Travel/Expense              Other    If a travel payment (including both taxable and non-taxable     For Phase 1 and PeopleSoft Bulkload Agencies: Only one               N/A      N/A    07/26/10      11/17/10
                                                       amounts) is due to an employee, how many transactions are       expense report voucher is required per “trip” - which may have
                                                       necessary, and will they both be processed through Expenses? both taxable and non-taxable items. Only one transaction is
                                                                                                                       necessary (with multiple associated Expense Lines). Taxable
                                                                                                                       amounts will be identified by the expense type - such as day
                                                                                                                       trip breakfast.

                                                                                                                        For Legacy Bulkload Agencies: there will be a 'taxable' flag on
                                                                                                                        the 304 file to identify that that particular expense type is
                                                                                                                        taxable. Only one expense report per trip is required. One 304
                                                                                                                        transaction is needed for the taxable amounts, and one 304
                                                                                                                        transaction is needed for the non-taxable amounts.
QID      Date         Topic        SubTopic   Source   Question                                                             Answer                                                               Agency   Phase      Date     Original Date
       Received                                                                                                                                                                                                   Answered     Published
1007   07/26/10   Travel/Expense              Other    Will agencies be able to A-route Travel and Expense                  There will be no A-routing in the Travel and Expense module.          N/A      N/A     07/26/10     09/01/10
                                                       payments?                                                            In the Accounts Payable module, A-Routing will be available for
                                                                                                                            Vendors. It is OSC's policy that all employee expenses will be
                                                                                                                            paid through the Expense module.

1009   07/26/10   Travel/Expense              Other    Can payments to employees (travel, tuition reimbursement,            All employee reimbursements will be processed with the KTV            N/A      N/A    09/01/10      09/01/10
                                                       personal reimbursements, etc.) only be processed as travel           batch type in the future.
                                                       vouchers in the new system? What Batch Types can be used
                                                       (only KTV?), or are there others?

1010   07/26/10    Direct Entry               Other    Will journal vouchers be handled through "direct entry"?         Journal vouchers will be supported via both bulkload and                  N/A      N/A    07/26/10      09/08/10
                                                                                                                        "direct entry" processes.
1011   07/26/10    Direct Entry               Other    Our agency currently bulkloads and direct enters the following: Yes, we encourage your agency to bulkload as many                          N/A      N/A    07/26/10      09/08/10
                                                       contract data transactions; contract encumbrance transactions; transactions as possible. However, understanding that
                                                       and voucher transactions. Will we be able to maintain both       agencies may not have bulkload capabilities in all instances,
                                                       bulkload and "direct entry" input for contract data and contract direct entry can be used to support those transactions that
                                                       encumbrance transactions as implied in Figure 5.4(A):            cannot be bulkloaded. However, direct entry of vouchers will
                                                       Transaction Disposition of the Agency Implementation Guide? not be supported in the SFS.

1012   07/26/10    Direct Entry               Other    We have several types of vouchers that we have never been            Direct entry of vouchers will not be supported in the SFS. We         N/A      N/A    08/31/10      09/08/10
                                                       able to bulkload through our FMS. Previously we were advised         are advising agencies to either expand existing bulkload
                                                       that, if our system could not bulkload certain transactions, there   capabilities to support these transactions, or find an agency
                                                       would be a direct entry solution and we did not need to create a     who can bulkload vouchers on your behalf.
                                                       new bulkload process. Is this still the case?
                                                                                                                            The full list of direct entry-supported transactions is contained
                                                                                                                            in Section 5.4 of the Agency Implementation Guide.

1013   07/26/10    Direct Entry               Other    We are a hosted agency, as we have no other system for               All Phase 1 agencies will be PeopleSoft users. You will have          N/A      N/A    07/26/10      09/08/10
                                                       financial processing. On the "Go-Live" date of 4/1/11, will we       access to PeopleSoft screens for your financial processing.
                                                       be considered a direct entry user of the new system? I thought       "Direct entry" is a term that relates primarily to Future Phase
                                                       the two types of inputs into the new system would be bulkload        agencies who will not have access to PeopleSoft screens. For
                                                       or direct entry.                                                     them, a set of web-based direct entry screens will be created
                                                                                                                            that will be very similar to the current CAS CICS screens.
                                                                                                                            Direct entry is considered a temporary solution for Future
                                                                                                                            Phase agencies who cannot bulkload all of their transactions.
                                                                                                                            Direct entry will phase out as the Future Phase agencies come
                                                                                                                            live on PeopleSoft for their financial management processes.

1014   07/26/10    Direct Entry               Other    Will the direct entry screen capture the charge tail?                Yes.                                                                  N/A      N/A    07/26/10      09/08/10
1015   07/26/10    Direct Entry               Other    Currently, our remote locations have direct entry into the CAS       Direct entry will not be used for corrections. There are no           N/A      N/A    07/26/10      09/08/10
                                                       to perform corrections only. What is the future vision for direct    viewing or editing capabilities. Once a transaction is sent to the
                                                       entry access into the SFS?                                           SFS using a direct entry screen, it will create a bulkload-
                                                                                                                            formatted file that is then processed according to the bulkload
                                                                                                                            process. Correcting a transaction requires that the direct-entry
                                                                                                                            user send a new transaction.
1016   07/26/10    Direct Entry               Other    Do we have to develop bulkload applications for all (or some)        Section 5.4 of the Agency Implementation Guide provides               N/A      N/A    07/26/10      09/08/10
                                                       transactions which we currently direct enter? If not, which          details on the methods by which each transaction can be
                                                       transactions can be direct entered?                                  entered into the SFS.
QID      Date       Topic        SubTopic   Source   Question                                                            Answer                                                                Agency   Phase      Date     Original Date
       Received                                                                                                                                                                                                 Answered     Published
1017   07/26/10   Direct Entry              Other    If my agency can currently bulkload over 98% of its vouchers,       This is possible if the bulkloaded journal vouchers are using the      N/A      N/A     07/26/10     09/08/10
                                                     can we direct enter the remaining vouchers for which we do not      Legacy bulkload layout. If your agency is using the PeopleSoft
                                                     have a bulkload interface (primarily refund vouchers                bulkload layout for journal vouchers, a new Source System
                                                     transaction codes 332/334)?                                         Identifier may be needed for your agency.

                                                                                                                         The main point to consider is that one agency Source System
                                                                                                                         Identifier cannot be associated to more than one bulkload
                                                                                                                         layout (Legacy versus PeopleSoft) for a given transaction. For
                                                                                                                         example, Source System Identifier 99999 cannot be used to
                                                                                                                         send journal voucher transactions in both PeopleSoft and
                                                                                                                         Legacy formats.
1018   07/26/10   Direct Entry              Other    If my agency can currently bulkload a small percentage(about        This is possible if the bulkloaded journal vouchers are using the      N/A      N/A    07/26/10      09/08/10
                                                     5%) of its journal vouchers, can we direct enter the large          Legacy bulkload layout. If your agency is using the PeopleSoft
                                                     number of journal vouchers for which we have do not have a          bulkload layout for journal vouchers, a new Source System
                                                     bulkload interface (transaction code 319,329)?                      Identifier may be needed for your agency.

                                                                                                                         The main point to consider is this: One agency Source System
                                                                                                                         Identifier cannot be associated to more than one bulkload
                                                                                                                         layout (legacy versus PeopleSoft) for a given transaction. For
                                                                                                                         example, Source System Identifier 99999 cannot be used to
                                                                                                                         send Journal Voucher transactions in both PeopleSoft and
                                                                                                                         Legacy formats.
1019   07/26/10   Direct Entry              Other    My agency currently has bulkload capabilities for vouchers          Section 5.4 of the Agency Implementation Guide provides                N/A      N/A    08/31/10      09/08/10
                                                     (travel and non-travel) and contract master data and                details on the transactions that will be supported via direct
                                                     contract/PO encumbrances. Can we plan on the capability to          entry. From the list your agency has provided, transaction
                                                     direct enter all other transaction codes: 112,114,116               codes 112, 114, 116, 153, and 154 will not be supported by
                                                     Segregation Add, Change, Delete; 153,154 Segregation                direct entry; however, they will be supported by bulkload and
                                                     Interchange; 319 Journal Voucher; 329 Cost Center Transfer;         Excel upload.
                                                     332,334 Refund of Appropriation Payment, Charge; 371
                                                     Deposit of Receipts; 512,513,514 Cost Center Add, Change,
                                                     Delete?
1020   07/26/10   Direct Entry              Other    According to the Agency Implementation Guide, "Agencies will        There will be no query access into the SFS for Future Phase            N/A      N/A    07/26/10      09/10/10
                                                     not be able to query or update transactions that have been          agencies. Direct entry, in the future, is no more than an
                                                     processed using direct entry, regardless of their success or        interface to the bulkload mechanism. As transactions are sent
                                                     failure." Does this mean that we will not be able to query the      in via direct entry, they are sent through the same transaction
                                                     information via the SFS? How else will we see the transactions      routing as bulkloaded transactions. As such, all notifications will
                                                     we have bulkloaded if not by querying the SFS?                      be processed through bulkload notification processes, and
                                                                                                                         results of transaction processing will be communicated via the
                                                                                                                         extract files.

1021   07/26/10   Direct Entry              Other    Regarding direct entry, what edits will be performed prior to       Prior to the creation of the bulkload file, basic data type and        N/A      N/A    07/26/10      09/08/10
                                                     creation of the bulkload file?                                      length validations will occur.
1022   07/26/10   Direct Entry              Other    How will agencies combine the multiple output files from            Each bulkload file will be initiated by a source system. Direct        N/A      N/A    07/26/10      09/08/10
                                                     multiple direct-entry solutions with existing agency applications   entry will be considered an additional source system. There is
                                                     which also generate bulkloads and initiate FTP processes to         no need for the agency to combine files from multiple source
                                                     OSC?                                                                systems into a single file. Extract files that are returned to the
                                                                                                                         agency will include all transactions, regardless of the source
                                                                                                                         system, for that agency.
QID      Date           Topic                SubTopic          Source   Question                                                          Answer                                                             Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                      Answered     Published
1023   07/26/10      Direct Entry                              Other    We note that the direct entry option for other than budget        Data-type validations will exist. After save/submission, the        N/A         N/A         07/26/10     09/08/10
                                                                        transactions is web-based, not the Excel upload. The Excel        direct-entered transaction will be subject to the same
                                                                        upload option appears to be exclusively for all the budget        processing rules as a bulkloaded file, and any errors will be
                                                                        transactions. What edits will be applied on the web-based         reported out in the Interface Disposition Listing (IDL) report.
                                                                        entries? Will the edits be on-screen with the opportunity to
                                                                        correct before "saving/submitting", or will the web page entry
                                                                        be taken as is and any errors only reported in the Interface
                                                                        Disposition Listing?
1024   07/26/10      Direct Entry                              Other    In Section 5.2 of the Agency Implementation Guide, it states      Agencies will input cost centers, but there may be some             N/A         N/A        07/26/10      09/08/10
                                                                        that "The application will provide basic data entry and           additional PeopleSoft fields that are required as well. Please
                                                                        validation capabilities to capture transactions in the Legacy     refer to Appendix M of the Agency Implementation Guide for
                                                                        (cost-center based) formats to minimize the learning curve of     more information.
                                                                        users." Does that mean that cost centers will be input or will
                                                                        users input SFS GL ChartField strings on direct entry pages?

1026   07/26/10      Direct Entry                              Other    For agencies currently without an interface to the CAS planning The direct entry solution utilizes the bulkload process;              N/A         N/A        07/26/10      09/08/10
                                                                        to direct enter transactions in the future, will they need to work therefore, a Tumbleweed account is required to process direct-
                                                                        with OSC/SFS to setup a Tumbleweed account?                        entry transactions.

1027   07/26/10      Direct Entry                              Other    What is the applicability of the direct-entry process to a Phase I "Direct entry" is a term that relates primarily to Future Phase    N/A         N/A        07/26/10      09/08/10
                                                                        agency?                                                            agencies who will not have access to PeopleSoft screens.
                                                                                                                                           Direct entry does not use native PeopleSoft screens for
                                                                                                                                           transaction entry It uses custom-built screens. With the
                                                                                                                                           exception of the custom-built, web-based screens for COA
                                                                                                                                           mapping and Vendor Add, Phase 1 agencies will use
                                                                                                                                           PeopleSoft screens (not direct-entry screens) for transaction
                                                                                                                                           processes.
1028   09/02/10   Bulkload/ Interface     Travel/Expense       Other    Why is the TEXL-TRAVEL-FROM field mandatory? What value The extended team decided that this was a required field. This               ASM01    Future Phase   09/24/10      11/24/10
                                                                        is entered here for non-travel related employee expense            field represents the employee‟s official station/work location.
                                                                        reimbursements?
1033   09/03/10   Bulkload/ Interface   Purchasing/Contracts   Other    The PO CONTRACT NUMBER field of the M161 Voucher                   The PO number that is sent to the SFS is returned in field #76    SNY01    Future Phase   09/03/10      09/10/10
                                                                        transactions layout is 25 characters. Our agency sends in a 7- (PO-DOCUMENT-NUM) on the M161 Disbursement layout.
                                                                        character PO number on the T304 transaction (with no
                                                                        associated contract). Is a 7-character PO number being
                                                                        returned in the PO CONTRACT NUMBER field of the M161?

1034   09/03/10   Bulkload/ Interface    Accounts Payable      Other    From the M161 Voucher transactions layout, it appears as          The line number field has been changed to be represented by        SNY01    Future Phase   09/03/10      09/10/10
                                                                        though positions 319-321 (LINE NUM) were moved to positions       three fields. It is no longer represented by a single field. The
                                                                        481-485 (PO-LINE-NUM). If this is the case, it would be helpful   combination of PO-LINE-NUM, PO-SHIP-NUM, and PO-
                                                                        to have accompanying comments/notations in the layout to          DISTRIB-LINE-NUM represent the old LINE NUM.
                                                                        specify where one field is moved to a different position in the
                                                                        layout.                                                          For every encumbrance line number sent in to the SFS in
                                                                                                                                         Legacy format, a corresponding PO line is created. For each
                                                                                                                                         PO line created, a Shipment Line and Distribution line are also
                                                                                                                                         created, each with a line number of 1.
1035   09/03/10   Bulkload/ Interface   Purchasing/Contracts   Other    The M061 and M161 Voucher transaction layouts do not             As the Contract number is an alpha-numeric field, agencies          SNY01    Future Phase   10/29/10      11/17/10
                                                                        specify contract originating agency. How can an agency           have the option of employing a naming convention to make an
                                                                        determine contract originating agency in the future?             originating agency distinction.
1038   07/26/10   Bulkload/ Interface                          Other    What are the current plans regarding the ability for agencies to Bulkloading of budget transactions will be supported in the          N/A         N/A        07/26/10      09/10/10
                                                                        bulkload certs into the new SFS?                                 SFS. Layouts are provided in the Agency Implementation
                                                                                                                                         Guide, Appendices C.2 and D.1.
QID      Date           Topic           SubTopic   Source   Question                                                           Answer                                                            Agency   Phase      Date     Original Date
       Received                                                                                                                                                                                                   Answered     Published
1039   07/26/10   Bulkload/ Interface              Other    Will the SFS accept any electronic attachments through the         There are no current plans to support accepting attachments        N/A      N/A     07/26/10     09/10/10
                                                            bulkload process?                                                  as part of the bulkload.
1040   07/26/10   Bulkload/ Interface              Other    Will agencies still have the ability to establish a payment date   Based on the current bulkload layouts, agencies can still          N/A      N/A    07/26/10      09/10/10
                                                            in the new SFS?                                                    provide a scheduled payment date that is mapped to the
                                                                                                                               PeopleSoft Scheduled Payment Date used in the Pay Cycle
                                                                                                                               process.

                                                                                                                             For Legacy bulkload, see Appendix C.8 Payment Vouchers
                                                                                                                             T302-PMT-DATE-SCHED in the Agency Implementation
                                                                                                                             Guide.
                                                                                                                             For PeopleSoft bulkload, see Appendix D.5 Payment Vouchers
                                                                                                                             TVOH-PMT-DATE-SCHED.
1041   07/26/10      Vendor File                   Other    Will the 10-digit Vendor ID contain the assigned municipal       The SFS will not be using the Payee ID and Payee Additional          N/A      N/A    07/26/10      09/10/10
                                                            code?                                                            in the M161 and M171. A Vendor ID will be established for
                                                                                                                             each municipality. The municipality's Vendor ID be sent in
                                                                                                                             these two extracts.
1042   07/26/10   Bulkload/ Interface              Other    Currently, when a voucher is bulkloaded, it is saved to the CAS No, a voucher transaction should not be considered paid               N/A      N/A    07/26/10      09/10/10
                                                            as "unaudited". The voucher transaction is subsequently          because it is processed upon bulkload, as there still may be
                                                            audited and released for payment. Our current batch process      errors and the voucher could get bounced due to budget
                                                            doesn't consider a payment to be finalized until the transaction checking or audit decisions. A voucher should be considered
                                                            is returned in the CAS Payment History File interface. In the    paid when it is returned on the M171 Payment History file.
                                                            SFS, should the Voucher transaction be considered paid
                                                            because it is processed upon bulkload?

1043   07/26/10   Bulkload/ Interface              Other    Will an audit and audit release process exist in the new SFS?      The audit release process will exist in the new SFS.               N/A      N/A    07/26/10      09/10/10

1044   07/26/10   Bulkload/ Interface              Other    If we are bulkloading a FY 2010 transaction during lapsing         Agencies should use the new Account codes after "Go-Live".         N/A      N/A    07/26/10      09/10/10
                                                            (April 1, 2011 - June 30, 2011), which account (object) codes
                                                            do we use?
1045   07/26/10   Bulkload/ Interface              Other    From the Agency Implementation Guide - Section B.3, batches        Agency certification of a batch before the payment is made is      N/A      N/A    07/26/10      09/10/10
                                                            may no longer be uploaded in suspense. How should we               not supported in the SFS. OSC assumes that all transactions
                                                            handle transactions that were previously uploaded in               submitted to the SFS are certified by the agency prior to
                                                            suspense?                                                          bulkload.
1046   07/26/10   Bulkload/ Interface              Other    Refunds of Appropriation currently bulkload suspended. What        A Refund of Appropriation in the SFS will be processed as a        N/A      N/A    07/26/10      09/10/10
                                                            will be the new process?                                           Voucher Adjustment. The use of suspend batch processing will
                                                                                                                               no longer be supported. Transactions that require OSC bureau
                                                                                                                               approval will be routed to the appropriate audit department via
                                                                                                                               PeopleSoft workflow.
1047   07/26/10   Bulkload/ Interface              Other    Is additional information available regarding the process for      This information is provided in Section 4.2 of the Agency          N/A      N/A    07/26/10      09/10/10
                                                            setting up our bulkload profile?                                   Implementation Guide.
1048   07/26/10   Bulkload/ Interface              Other    Are we, as a single business unit, required to bulkload all of our The only requirement is that the same transaction type from        N/A      N/A    07/26/10      09/10/10
                                                            transactions in the same (i.e. Legacy or PeopleSoft) format        the same source system must have the same format. If you
                                                            when we send our bulkload files to you?                            bulkload vouchers from more than one source system, one can
                                                                                                                               be in PeopleSoft format and one can be in Legacy. Different
                                                                                                                               transactions from the same source system can be in different
                                                                                                                               formats.
QID      Date           Topic           SubTopic   Source   Question                                                         Answer                                                       Agency   Phase      Date     Original Date
       Received                                                                                                                                                                                            Answered     Published
1049   07/26/10   Bulkload/ Interface              Other    How many times during the day will OSC sweep agencies for     Any files the agency sends to the SFS via bulkload will be       N/A      N/A     07/26/10     09/10/10
                                                            files to be picked up?                                        picked up immediately and processed through to PeopleSoft
                                                                                                                          Staging. Some transaction processing takes place throughout
                                                                                                                          the day, and some processing requires the batch processes to
                                                                                                                          be completed overnight. The operational schedule will not be
                                                                                                                          communicated until after performance testing results are
                                                                                                                          available.
1050   07/26/10   Bulkload/ Interface              Other    What network will the Tumbleweed server reside on? How do You will receive information on how to access the Tumbleweed         N/A      N/A    07/26/10      09/10/10
                                                            we access this server? Is it via the Internet or NYENET (e-   server once your account is established. Information on how
                                                            Port)? This agency has never used the FTP process to transfer to establish a Tumbleweed account is provided in Appendix F
                                                            files before to OSC.                                          of the Agency Implementation Guide.

1051   07/26/10   Bulkload/ Interface              Other    How do we obtain the PGP code or Private Public key to           The key is assigned to agencies by OSC's Internet Services    N/A      N/A    07/26/10      09/10/10
                                                            encrypt and decrypt files?                                       Group. Additional information on how to establish a
                                                                                                                             Tumbleweed account is provided in Appendix F of the Agency
                                                                                                                             Implementation Guide.
1052   07/26/10   Bulkload/ Interface              Other    Please confirm our understanding of the records that need to     This is the correct understanding.                            N/A      N/A    07/26/10      09/10/10
                                                            be created for vouchers, and the order they need to be created
                                                            in, in the new PeopleSoft layouts. In our Legacy system, we
                                                            would create the following Voucher file:
                                                            302 rec - payee 1
                                                            302 rec - payee 2
                                                            304 rec - cost center A (payee 1 and payee 2)
                                                            304 rec - cost center B (payee 1 and payee 2)
                                                            Doc header 1
                                                            302 rec - payee 3
                                                            304 rec - cost center C
                                                            Doc header 2
                                                            Batch header
                                                            Based on the Agency Implementation Guide, the new
                                                            PeopleSoft layouts we would be created as follows:
                                                            Control record
                                                            Doc header 1
                                                            VOH rec - payee 1
                                                            VOL rec
                                                            VOD rec - Chart of Accounts A (payee 1)
                                                            VOD rec - Chart of Accounts B (payee 1)
                                                            Doc header 2
                                                            VOH rec - payee 2
                                                            VOL rec
                                                            VOD rec - Chart of Accounts A (payee 2)
                                                            VOD rec - Chart of Accounts B (payee 2)
                                                            Doc header 3
                                                            VOH rec - payee 3
                                                            VOL rec
                                                            VOD rec - Chart of Accounts C (payee 3)

                                                            Is this correct?
QID      Date           Topic           SubTopic   Source   Question                                                           Answer                                                              Agency   Phase      Date     Original Date
       Received                                                                                                                                                                                                     Answered     Published
1053   07/26/10   Bulkload/ Interface              Other    If one voucher gets rejected, does the whole batch get             The whole batch is not rejected. Only the transactions that are      N/A      N/A     07/26/10     09/10/10
                                                            rejected? How will we be notified if a batch is rejected?          in error are rejected. Errors and successes will be placed in the
                                                                                                                               Interface Disposition Listing report.
1054   07/26/10   Bulkload/ Interface              Other    My understanding is that there is no longer a certification of a   This is correct; there is no longer a certification process. OSC     N/A      N/A    07/26/10      09/10/10
                                                            batch before the payment is made. Is that correct?                 assumes that all transactions that are submitted via bulkload to
                                                                                                                               the SFS are certified by the agency prior to the bulkload
                                                                                                                               submission.
1055   07/26/10   Bulkload/ Interface              Other    My understanding is that a batch type will no longer be used.      Although the concept of Batch Type will not be used in the           N/A      N/A    07/26/10      09/10/10
                                                            There are no longer quick pay vouchers. Is this correct?           SFS, the Batch Type field is being used to indicate Audit Type
                                                                                                                               codes for certain transactions submitted in Legacy format (ex.
                                                                                                                               vouchers, procurement contracts, and revenue contracts). The
                                                                                                                               Quick Pay voucher, as a separate voucher type, will no longer
                                                                                                                               exist in the SFS.
1056   07/26/10   Bulkload/ Interface              Other    Can we continue to use the current voucher sequence                Yes.                                                                 N/A      N/A    07/26/10      09/10/10
                                                            numbers we've been using?
1057   07/26/10   Bulkload/ Interface              Other    Please confirm that the new layouts are to be used on all          Yes, this is correct.                                                N/A      N/A    07/26/10      09/10/10
                                                            bulkload submissions starting 4/1/2011 and that we must
                                                            continue to use the current legacy formats until then.
1058   07/26/10   Bulkload/ Interface              Other    Will ChartField 3 be contained in extracts?                   Yes, all ChartFields will be in the M081, M101, and M161 at the           N/A      N/A    07/26/10      09/10/10
                                                                                                                          end of the file.
1059   07/26/10   Bulkload/ Interface              Other    Can we use multiple formats (Legacy and PeopleSoft) for the The bulkload format the SFS expects for each transaction is                 N/A      N/A    07/26/10      09/10/10
                                                            same transactions from the same agency system as long as      defined by the agency's Source System Interface Profiles. As
                                                            the records are not included in the same bulkload submission? long as the data came in two separate files, with two separate
                                                                                                                          Source System Identifiers, then an agency could use different
                                                                                                                          formats for the same transaction.

                                                                                                                               If the agency wanted to send transactions from a single source
                                                                                                                               system - in one file using Legacy format and in another file
                                                                                                                               using PeopleSoft format - the agency would have to establish
                                                                                                                               two Source System Identifiers for that source system and
                                                                                                                               establish separate Source System Interface Profiles for each.
                                                                                                                               The SFS would not know that the data actually came from the
                                                                                                                               same system. As long as both Identifiers are mapped back to
                                                                                                                               the same GL BU, the agency would receive one extract.


1060   07/26/10   Bulkload/ Interface              Other    Regarding the M161 extract, the Agency Implementation Guide No, you'll continue to receive one M161 extract but the                     N/A      N/A    07/26/10      09/10/10
                                                            shows seven different forms of this. Does this mean there are contents of it will be different, depending on what transaction
                                                            seven different extracts (seven files) or just one file going out? types are included:

                                                                                                                               -Encumbrance Transactions
                                                                                                                               -Voucher Transactions
                                                                                                                               -Disbursement Transactions
                                                                                                                               -Budget/Journal & Revenue Transfers/Cost Center
                                                                                                                               Transfer/Cost Center Profile Transactions
                                                                                                                               -Payroll Transactions
QID      Date           Topic                SubTopic          Source   Question                                                          Answer                                                              Agency   Phase      Date     Original Date
       Received                                                                                                                                                                                                                Answered     Published
1061   07/26/10   Bulkload/ Interface                          Other    Will there be a specific time established as to when the agency   Tumbleweed will provide email notification to the agency as          N/A      N/A     07/26/10     09/10/10
                                                                        should poll Tumbleweed for any/all errors? Will there be a        files are posted to the servers. There are not specific times
                                                                        communicated run time from OSC so that the agency can             available for this activity yet. However, your agency can set-up
                                                                        expect their transactions files to appear on the server?          its system to poll the directory at specified intervals.

1062   07/26/10   Bulkload/ Interface                          Other    What is a Source System Identifier?                               A Source System Identifier is the agency code that is assigned       N/A      N/A    07/26/10      09/10/10
                                                                                                                                          to the interfacing source system. Each source system will have
                                                                                                                                          a unique Source System Identifier. This code is used as a look-
                                                                                                                                          up to match to the same code in the agency's Agency Interface
                                                                                                                                          Profile. The Agency Interface Profile, in turn, tells the SFS
                                                                                                                                          where to send email notifications to, what transactions (and in
                                                                                                                                          what format) the agency's source systems are sending, what
                                                                                                                                          extracts (and in what frequency) the agency is receiving, and
                                                                                                                                          who the various contacts are for a given source system.

1063   07/26/10   Bulkload/ Interface                          Other    When do we get our Source System Identifier?                      Some agency source systems have already been assigned an             N/A      N/A    07/26/10      09/10/10
                                                                                                                                          agency code. The agency code will continue in use as the
                                                                                                                                          Source System Identifier for the SFS. Source System
                                                                                                                                          Identifiers will be assigned by the SFS for agency source
                                                                                                                                          systems that do not already have an assigned agency code.

1064   07/26/10   Bulkload/ Interface                          Other    Will the files follow the same FTP path whether they are in       Yes.                                                                 N/A      N/A    07/26/10      09/10/10
                                                                        Legacy format or PeopleSoft format?
1065   07/26/10   Bulkload/ Interface                          Other    Is the CAS currently accepting bulkloads in the PeopleSoft      The new SFS will begin accepting PeopleSoft-formatted                  N/A      N/A    07/26/10      09/10/10
                                                                        format?                                                         transactions at "Go-Live" (April 2011).
1066   07/26/10   Bulkload/ Interface                          Other    Will the SFS accept multiple bulkloads per day?                 Yes, the new SFS will accept multiple bulkloads from an                N/A      N/A    12/08/10      09/10/10
                                                                                                                                        agency. However, the schedule has yet to be determined.
1067   07/26/10   Bulkload/ Interface                          Other    How often will we get the BCLs back from our current Legacy As soon as the file is processed into the staging tables, the              N/A      N/A    07/26/10      09/10/10
                                                                        format submissions? Currently, we receive BCLs within the       Interface Disposition Listing (IDL - the replacement of the BCL)
                                                                        hour, giving us the opportunity to create corrected submissions is created and placed on the Tumbleweed server. The exact
                                                                        prior to our next scheduled bulkload submission.                timing of this is not currently available.

1068   07/26/10   Bulkload/ Interface   Purchasing/Contracts   Other    We need a clear concise definition of what is meant by a          When an agency sends in a change to a contract, the SFS will         N/A      N/A    09/07/10      09/10/10
                                                                        "Contract Amendment Sequence Number". Must a Contract             generate a Contract Amendment Sequence Number and send
                                                                        Amendment Sequence Number be included everywhere we               the number back to the agency. More information will be
                                                                        currently place the Contract Number in a bulkload Legacy          available in the future regarding the exact changes that initiate
                                                                        format layout?                                                    the issuance of a Contract Amendment Sequence Number.

                                                                                                                                          When an agency sends in the PO to encumber the contract
                                                                                                                                          amendment, the Contract Amendment Sequence Number will
                                                                                                                                          tell the SFS to which amendment to apply the PO.
QID      Date           Topic                SubTopic          Source   Question                                                              Answer                                                               Agency   Phase      Date     Original Date
       Received                                                                                                                                                                                                                     Answered     Published
1069   07/26/10   Bulkload/ Interface   Purchasing/Contracts   Other    We usually send our Contract Master Data and the initial              The Contract Master Data and Contract Encumbrance                     N/A      N/A     09/23/10     09/29/10
                                                                        Contract Encumbrances via bulkload in the same batch. It              transactions will no longer be sent in the same bulkload file.
                                                                        appears from the Agency Implementation Guide that we cannot
                                                                        do so in the future. Can we include the two batches (one batch        With the implementation of the SFS, Contracts, and their
                                                                        for Contract Master Data and one batch for Contract                   associated Encumbrances, will be approved in a two-step
                                                                        Encumbrances) in the same bulkload file?                              process. In the first step, the contracting agency will send OSC
                                                                                                                                              the Contract Master Data and physical contract document. In
                                                                                                                                              the second step, when requested by OSC, the agency will send
                                                                                                                                              the purchase order/encumbrance.

                                                                                                                                              See Section B.8 of the Agency Implementation Guide for more
                                                                                                                                              information.

1070   07/26/10   Bulkload/ Interface   Purchasing/Contracts   Other    Can we include the two batches (one batch for Contract Master Similar to the answer provided to Question #1069, the Contract                N/A      N/A    09/23/10      09/29/10
                                                                        Data and one batch for Contract Encumbrances) in the same        Encumbrance will be requested by OSC after the Contract
                                                                        bulkload file for a change in contract value?                    Master Data is sent. These two transactions will no longer be
                                                                                                                                         sent in the same bulkload file.
1071   07/26/10   Bulkload/ Interface                          Other    We currently use the manual warrant list for identifying the     This information will be contained in the M171 extract file. Your          N/A      N/A    07/26/10      09/10/10
                                                                        check numbers that were issued for payments on a daily basis. file will include check numbers for your agency only.
                                                                        We plan to use the check number file when we move to the
                                                                        new SFS Interface. Please verify which extract file will contain
                                                                        the check numbers and associated information. Will the check
                                                                        number extract file have only information for our agency?

1072   07/26/10   Bulkload/ Interface                          Other    Our agency currently sends a bulkload file to the CAS which           One Interface Disposition Listing (IDL – the replacement of           N/A      N/A    07/26/10      09/10/10
                                                                        contains transactions for itself and all its related agencies. Each   today‟s BCL) report will be produced for each bulkload file
                                                                        related agency receives BCLs related to any errors/successes          submission to SFS. This file will be placed on Tumbleweed.
                                                                        from the bulkload file. Our agency doesn't do the corrections on      The email address on file with Tumbleweed will receive notice
                                                                        behalf of the related agencies (but has the ability to do so). Will   that a file has been placed there. To replace the current
                                                                        this continue in the future?                                          process where the related agencies receive BCLs at their local
                                                                                                                                              printers, the main/host/central agency should devise a way of
                                                                                                                                              sharing the IDL report with them.

1073   07/26/10   Bulkload/ Interface                          Other    How will the IDL be provided to agencies?                             The IDL is placed in the agency's error notification folder on the    N/A      N/A    07/26/10      09/10/10
                                                                                                                                              Tumbleweed server, and an email notification is sent to the
                                                                                                                                              agency.
1074   07/26/10   Bulkload/ Interface                          Other    Can my agency enter payment vouchers in PeopleSoft format             Yes, provided all payment vouchers are delivered in                   N/A      N/A    07/26/10      09/10/10
                                                                        and travel vouchers in Legacy format - all under the same             PeopleSoft format and all travel vouchers are delivered in
                                                                        Source System Identifier?                                             Legacy format.
1075   07/26/10   Bulkload/ Interface                          Other    The SFS Program has reported that Tumbleweed email                    Agencies are encouraged to create their own distribution lists        N/A      N/A    07/26/10      09/10/10
                                                                        notifications can be sent to a distribution list. However, the        (within the shared mailbox specified in the Agency Interface
                                                                        Agency Interface Profile only has room to provide one email           Profile).
                                                                        address that will receive error notifications. Where can an
                                                                        agency provide this distribution list to the SFS?
1076   07/26/10   Bulkload/ Interface                          Other    Can a source system (under the same Source System ID) send            No, this cannot be done under the same Source System                  N/A      N/A    07/26/10      09/10/10
                                                                        in one bulkload file that contains transactions for two or more       Identifier.
                                                                        different GL BUs?
1077   07/26/10   Bulkload/ Interface                          Other    If a Phase I agency will be interfacing a system, which bulkload      All Phase I agencies should be planning to use the PeopleSoft         N/A      N/A    07/26/10      09/10/10
                                                                        format should they use, PeopleSoft or Legacy?                         layouts as of April 1, 2011.
1078   07/26/10   Bulkload/ Interface                          Other    When Single Payment Vouchers are submitted, are the                   Yes.                                                                  N/A      N/A    07/26/10      09/10/10
                                                                        payments/checks mailed to the address submitted?
QID      Date           Topic           SubTopic     Source      Question                                                           Answer                                                             Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                Answered     Published
1079   07/26/10   Bulkload/ Interface                 Other      Is the T302 the equivalent of a PeopleSoft header?                 Yes                                                                 N/A         N/A         07/26/10     09/10/10
1080   07/26/10   Bulkload/ Interface                 Other      Is the T304 the equivalent of a PeopleSoft line/distribution?      Yes                                                                 N/A         N/A         07/26/10     09/10/10
1081   07/26/10   Bulkload/ Interface                 Other      When will we get the file layout and sample file of the outbound   The IDL will be a text file in columnar format with headings and    N/A         N/A         07/26/10     09/10/10
                                                                 file equivalent of today's BCLs? That file must be in ASCII text   can be exported into a spreadsheet or other utility for agency
                                                                 format suitable for parsing and loading to a database, not a       analysis. A sample Interface Disposition Listing Report
                                                                 PDF file.                                                          (replacement of today's BCL) is provided as Figure 9.3(B) in
                                                                                                                                    Section 9.0 of the Agency Implementation Guide.
1083   09/03/10   Bulkload/ Interface                 Other      What is the SFS recommendation for maintaining unique              The rule for a unique voucher number in the SFS is Business        OSC01    Future Phase   09/14/10      09/29/10
                                                                 voucher numbers between two or more different business             Unit / Voucher Number. Voucher numbers cannot be reused
                                                                 systems that bulkload transactions using the PeopleSoft            across Fiscal Years.
                                                                 format?
                                                                                                                                    A suggested solution would be to establish a range of voucher
                                                                 Can voucher numbers repeat across fiscal years?                    numbers that each of the systems would use to ensure the
                                                                                                                                    voucher numbers are unique by BU in the SFS.

1084   08/16/10        Budget                      Info. Session Will the system allow a budget certificate if it exceeds the DOB Yes, budget certificate (Segregation Ledger) is a distinct            N/A         N/A        09/02/10      09/10/10
                                                                 cash ceiling?                                                    budget definition from the Segregation Ledger Group.
                                                                                                                                  Segregation is a child of the Appropriation, so a Segregation
                                                                                                                                  cannot exceed the Appropriation Ledger Group.

1085   08/16/10        Budget                      Info. Session Will the DOB cash ceiling be an annual amount?                     This is a DOB policy decision.                                      N/A         N/A        09/02/10      09/10/10

1086   08/16/10        Budget                      Info. Session For a suballocation where both agencies have the different         No. Only the examiner from the agency that is suballocating         N/A         N/A        09/02/10      09/10/10
                                                                 DOB examiners, will it be required to be approved by both DOB      the funds is required to approve the transaction.
                                                                 examiners?
1087   08/16/10        Budget                      Info. Session If a suballocation has 50 agencies on the budget journal, does     Yes, if all 50 are in the same budget journal.                      N/A         N/A        09/02/10      09/10/10
                                                                 each agency have to approve the budget journal before it can
                                                                 post?
1088   08/16/10        Budget                      Info. Session How would the other agency know that they have a                   A user‟s worklist will be populated with pending tasks.             N/A         N/A        09/02/10      09/10/10
                                                                 suballocation to be approved?
1089   08/16/10        Budget                      Info. Session Will agencies will be able to access reports to give them their   Yes, reports will be in place to provide the lapse date budget       N/A         N/A        09/02/10      09/10/10
                                                                 lapse date for an appropriation?                                  attribute associated to the budget.
1090   08/16/10        Budget                      Info. Session Will agencies have any role in the budget lapsing process?        Application Management (OSC or a combination of OSC/SFS              N/A         N/A        09/02/10      09/10/10
                                                                                                                                   Operations) will address closing open vouchers/POs for lapsed
                                                                                                                                   budgets.
1091   08/16/10        Budget                      Info. Session Do agencies need to assign three different users to the agency Agencies have the option of having one user having all three            N/A         N/A        09/02/10      09/10/10
                                                                 approval role, or is it possible to have one person have three    roles or having distinct users for each approval role.
                                                                 roles?
1092   08/16/10        Budget                      Info. Session Will the Legislature receive a hard copy of a budget certificate? No. The Legislature will be able to run reports of budget            N/A         N/A        09/02/10      09/10/10
                                                                                                                                   certificates that have posted.
QID      Date           Topic              SubTopic          Source      Question                                                             Answer                                                            Agency   Phase        Date     Original Date
       Received                                                                                                                                                                                                                    Answered     Published
1097   07/26/10   Bulkload/ Interface                         Other      If a travel payment voucher to a non-employee includes both          The entire voucher does not need to be treated as taxable, as      N/A      N/A       09/07/10     09/10/10
                                                                         taxable amounts (i.e. honorarium) and non-taxable amounts            both taxable and non-taxable amounts can be entered on the
                                                                         (i.e. actual travel reimbursement amounts), do we treat the          same voucher. Separate lines will be sent for the taxable
                                                                         entire voucher as if it were taxable - which will require that the   versus non-taxable amounts, using the field below to designate
                                                                         recipient exist on the Vendor Master File? In this circumstance,     whether the payments are IRS reportable.
                                                                         will an agency be required to transmit the Vendor ID?
                                                                                                                                              Legacy bulkload: Field T302-IRS-CD designates IRS reportable
                                                                                                                                              payments.
                                                                                                                                              PeopleSoft bulkload: Field TVOL-IRS-CD designates IRS
                                                                                                                                              reportable payments.

                                                                                                                                              Payments to non-employees will be made through the
                                                                                                                                              Accounts Payable module - which requires the recipient to exist
                                                                                                                                              on the Vendor Master File. For Accounts Payable transactions,
                                                                                                                                              the agency will send in the recipient's Vendor ID.

                                                                                                                                              The only instances where a non-employee need not exist on
                                                                                                                                              the Vendor Master File are for Single Payment Vouchers (used
                                                                                                                                              for revenue refunds, jury payments, crime victim payments,
                                                                                                                                              inmate payments, and any other OSC-approved uses). In these
                                                                                                                                              instances, the agency will send in a Vendor ID (specific to
                                                                                                                                              certain types of Single Payment Vouchers) provided by OSC.


1098   07/26/10   Bulkload/ Interface                         Other      Is there any way to ACH Vouchers processed as Single                 Single Payment Voucher recipients are not managed in the           N/A      N/A      07/26/10      09/10/10
                                                                         Payment Vouchers ?                                                   Statewide Vendor Master File. Therefore, banking information
                                                                                                                                              will not be stored for them, and ACH will not be supported.

1099   07/26/10   Bulkload/ Interface                         Other      Will employees still get a check or ACH payment independently The Employee Expense Report number, provided by the                       N/A      N/A      11/03/10      11/24/10
                                                                         of their payroll check? If so, will they still get the invoice agency in the T302 INVC-NUM field if using legacy format, or
                                                                         reference number on an advice?                                 the TEXH-REFERENCE-ID field if using PeopleSoft format, will
                                                                                                                                        be printed out on the Remittance Advice of a check. The
                                                                                                                                        Employee Expense Report number will also be returned in the
                                                                                                                                        M171 Outbound File Extract in the INVOICE NUMBER field.

1100   07/22/10   Bulkload/ Interface   Accounts Payable      Other      In the M171 Warrant Master File, what is the difference              Voucher Pymt Amount : The amount due the payee for this           DOH01    Phase 1   11/03/10      11/24/10
                                                                         between (definition of) the Voucher Payment Amount, the              voucher.
                                                                         Transaction Amount Net, the Audit Amount, and the                    Trans Amount Net: This amount must equal payee amount in
                                                                         Investment Amount?                                                   the batch.
                                                                                                                                              Audit Amount: The amount of the actual check.
1101   08/26/10     Role Mapping                           Info. Session In regards to the OSC approval level for purchasing, I thought       There is logic within the SFS that guides how a purchasing         N/A      N/A      09/08/10      09/08/10
                                                                         there would be dollar thresholds?                                    transaction is routed to or within OSC for review and/or
                                                                                                                                              approval based upon a number of factors, including the dollar
                                                                                                                                              amount of the transaction.
                                                                                                                                              Within the agency, there are no dollar approval thresholds for
                                                                                                                                              workflow transactions; agencies must manage these using
                                                                                                                                              internal policy and the pooled workflow roles.
QID      Date        Topic       SubTopic     Source      Question                                                        Answer                                                            Agency   Phase      Date     Original Date
       Received                                                                                                                                                                                              Answered     Published
1102   08/26/10   Role Mapping              Info. Session Who is the person within the agency who signs off on the role   There are three required sign-offs. The first is the business      N/A      N/A     09/08/10     09/08/10
                                                          mapping and travel approver sheets?                             manager for the agency.
                                                                                                                          The second signature is the SFS Security Coordinator, who is
                                                                                                                          most likely the individual who approves access to the CAS
                                                                                                                          system today.
                                                                                                                          The third approval is the Internal Control Officer. Some
                                                                                                                          agencies who are not within the executive branch may not
                                                                                                                          have a designated Internal Control Officer. In this case they
                                                                                                                          should have the person responsible for internal audit and
                                                                                                                          controls sign the form.
1103   08/26/10   Role Mapping              Info. Session Our agency is small and has one person that fills both entry    With smaller agencies there are fewer people who are going to      N/A      N/A    09/08/10      09/08/10
                                                          and approver roles. Is that a problem?                          be taking multiple roles. Agencies should do the best they can
                                                                                                                          to adhere to the role mapping rules within the Role-Mapping
                                                                                                                          Handbook. If these guidelines cannot be met, the agency
                                                                                                                          should go ahead and map the necessary roles to the user, but
                                                                                                                          note in the "Explanation for Conflicts and Compensating
                                                                                                                          Controls" column, the reason for making the role assignment
                                                                                                                          and any compensating controls in place for the agency.

1104   08/26/10   Role Mapping              Info. Session With a small agency can the originator and approver be one in Please see the answer to question #1103. Agencies should             N/A      N/A    09/08/10      09/08/10
                                                          the same, in budgeting or any of the sections?                 map the roles to the individuals as required to perform their
                                                                                                                         business, but document any breaches in the role mapping
                                                                                                                         rules.
1105   08/26/10   Role Mapping              Info. Session Please explain the "cross functional" box on slide 25 of the   Cross functional roles span functional areas and include            N/A      N/A    09/08/10      09/08/10
                                                          presentation.                                                  support functions such as workflow administrator and credit
                                                                                                                         card administrator.
1106   08/26/10   Role Mapping              Info. Session Where are you designating cost center portal and vendor portal There is a Vendor Maintenance role that corresponds with the        N/A      N/A    09/08/10      09/08/10
                                                          access?                                                        vendor portal access, which provides the agency with the
                                                                                                                         ability to request a new vendor be added to the SFS. The cost
                                                                                                                         center portal is separate from the SFS, but there is a GL Setup
                                                                                                                         role within the SFS for users who modify ChartField value sets
                                                                                                                         that can be used to identify who would request changes to the
                                                                                                                         Chart of Accounts.
1107   08/26/10   Role Mapping              Info. Session Will users have different sign on?                             Users will have the same sign-in authentication to the SFS as       N/A      N/A    09/08/10      09/08/10
                                                                                                                         they have to the portal.
1108   08/26/10   Role Mapping              Info. Session Will the functional information sessions be repeated?          There is no current plan to repeat the sessions. Materials for      N/A      N/A    09/08/10      09/08/10
                                                                                                                         these sessions is being posted to the SFS web site as are
                                                                                                                         recordings of the sessions. There will be a Procure to Pay
                                                                                                                         make-up information session during the 2nd week of
                                                                                                                         September. Additionally, agencies will be provided detail on the
                                                                                                                         new processes during the agency impact assessment
                                                                                                                         meetings beginning in late September.
1109   08/26/10   Role Mapping              Info. Session For non-state employees, are there or will there be provision  Non-state employees cannot have access to NYS-Learn.                N/A      N/A    09/08/10      09/08/10
                                                          for getting them access to NYS Learn?                          Agency training liaisons and trainers will have to work with the
                                                                                                                         non-state employee to schedule them and notify them of their
                                                                                                                         courses manually.
QID      Date        Topic       SubTopic     Source      Question                                                           Answer                                                              Agency   Phase      Date     Original Date
       Received                                                                                                                                                                                                   Answered     Published
1110   08/26/10   Role Mapping              Info. Session For agencies we host, if for example we have an accounts           The email address is being used as a unique identifier for the       N/A      N/A     09/08/10     09/08/10
                                                          payable person who handles this, are they going to be on the       user within the SFS. For the scenario listed in the question, the
                                                          list 6 times? Further, they have one email address, doesn't that   individual entering AP transactions should show up on the role
                                                          mean it won‟t be a unique id?                                      mapping sheets for each of the six hosted agencies. Host and
                                                                                                                             hosted agencies will need to work together when completing
                                                                                                                             the role mapping sheets.
1111   08/26/10   Role Mapping              Info. Session If a combination of user ID and business unit is the unique        It is possible for users to have different work flow roles by        N/A      N/A    09/08/10      09/08/10
                                                          identifier, can a user have different roles in each of the         Business Unit, but not different entry roles. i.e. If a user has
                                                          agencies they work in?                                             the ability to enter AP vouchers (AP Originator role) then that
                                                                                                                             user will have this access for any Business Unit to which they
                                                                                                                             are granted access.
1112   08/26/10   Role Mapping              Info. Session What if someone has a disability such as someone who is            Agencies should report any current use of assistive                  N/A      N/A    09/08/10      09/08/10
                                                          hearing impaired?                                                  technologies or other known disabilities that may impact an
                                                                                                                             employee's use of the SFS or participation in training.
                                                                                                                             Agencies should also maintain this information for their own, to
                                                                                                                             plan for training.
1113   08/26/10   Role Mapping              Info. Session What happens if some people have disabilities that are             Agencies need to know about disabilities if they will impact         N/A      N/A    09/08/10      09/08/10
                                                          unknown to us?                                                     training. They should inform the SFS Program as soon as any
                                                                                                                             relevant information is obtained.
1114   08/26/10   Role Mapping              Info. Session What if someone is a Traveler but also an approver, does she       No, the purpose of the travel approver and proxy form is to          N/A      N/A    09/08/10      09/08/10
                                                          approve her own travel?                                            capture the specific designated travel approver for each
                                                                                                                             traveler. Each traveler must have at least one person who
                                                                                                                             approves their travel. Even a management or commissioner
                                                                                                                             level person will have an individual within the agency named to
                                                                                                                             review their travel expense reports and requests.

1115   08/26/10   Role Mapping              Info. Session Can we specify who approves an employee's expenses?                Yes, supervisor levels are specified by traveler. Each approver      N/A      N/A    09/08/10      09/08/10
                                                                                                                             past the supervisor level is pooled.
1116   08/26/10   Role Mapping              Info. Session Are all approvals pooled so that every transaction flows into      No, individual approval levels are pooled within the business        N/A      N/A    09/08/10      09/08/10
                                                          everyone‟s basket that has a role for something?                   unit, but the transactions will be segregated in the work list by
                                                                                                                             type of transaction. (e.g. AP Voucher, Expense Report, etc.)

1117   08/26/10   Role Mapping              Info. Session Are approvers just approving the transaction to move it forward Agency approval is authorization to move the transaction                N/A      N/A    09/08/10      09/08/10
                                                          or to approve payment? Who is approving for payment?            forward. There is OSC review or approval for payment
                                                                                                                          transactions (AP voucher, Expense Report, and Cash
                                                                                                                          Advance).
1118   08/26/10   Role Mapping              Info. Session If an agency does not do billing, you wouldn‟t expect that      Correct, agencies should only complete the role mapping                 N/A      N/A    09/08/10      09/08/10
                                                          agency to have an X in billing, correct?                        template for functions that they perform. They should, however
                                                                                                                          ensure that at least one user has each role within any functions
                                                                                                                          that are in use.
1119   08/26/10   Role Mapping              Info. Session What do we do if we perform transactions for another agency, The agency (BU) who owns the budgeted funds that are being                 N/A      N/A    09/08/10      09/08/10
                                                          but this is not a hosting situation.                            transacted needs to work with the agency performing the
                                                                                                                          transactions and enter specific users from the transacting
                                                                                                                          agency on their role mapping worksheet, thereby explicitly
                                                                                                                          providing access to perform transactions within their BU.

1120   08/26/10   Role Mapping              Info. Session We‟re the host agency, we encumber other agencies funds,       Please see the answer to question #1119. The agencies                    N/A      N/A    09/08/10      09/08/10
                                                          how will agencies' ability to encumber other agencies funds be owning the budget need to assign role access for anyone who
                                                          affected?                                                      would initiate a transaction using their data.
QID      Date        Topic       SubTopic     Source      Question                                                            Answer                                                            Agency   Phase      Date     Original Date
       Received                                                                                                                                                                                                  Answered     Published
1121   08/26/10   Role Mapping              Info. Session Will the hosted agency place their GLBU on the form?                Yes, the hosted agency should be completing the role mapping       N/A      N/A     09/08/10     09/08/10
                                                                                                                              sheet for their access and include their host agency's
                                                                                                                              employees on their sheet.
1122   08/26/10   Role Mapping              Info. Session How does the training survey we filled out and submitted            The training survey was used as input to developing the roles,     N/A      N/A    09/08/10      09/08/10
                                                          previously, relate to the role mapping?                             but the responses from that survey cannot be directly applied
                                                                                                                              to the role mapping process.
1123   08/26/10   Role Mapping              Info. Session Is there a way for the agencies to get a copy of the training       The SFS team is working on this and will update the agencies       N/A      N/A    09/08/10      09/08/10
                                                          surveys that were previously submitted?                             as soon as possible.
1124   08/26/10   Role Mapping              Info. Session You mentioned receiving in the system, does that mean               If a requisition and subsequently a purchase order is created      N/A      N/A    09/08/10      09/08/10
                                                          Procurement cards will have a receiving portion in the system       for the procurement card transaction, then that transaction can
                                                          too?                                                                be received. Procurement card transactions can be reconciled
                                                                                                                              and processed directly without being received.

1125   08/26/10   Role Mapping              Info. Session With the purchase order entry role, does it also go through a       There is a workflow for purchase orders within the agencies        N/A      N/A    09/08/10      09/08/10
                                                          final approval?                                                     that every entered purchase order will be processed through.

1126   08/26/10   Role Mapping              Info. Session Will the system show who approved a transaction and what            Yes, the SFS maintains an audit log of each workflow               N/A      N/A    09/08/10      09/08/10
                                                          date they approved it?                                              transaction.
1127   08/26/10   Role Mapping              Info. Session In regards to all of your documents going into one bucket, I am     Workflow approval roles higher than the supervisor level are       N/A      N/A    12/02/10      09/08/10
                                                          curious about how this works on a regional level since there        pooled at a business unit level. Anyone with access will be
                                                          may be many people assigned to the role of approver. What if        able to see transactions from any department within the
                                                          someone in one location has the same role as somebody in            agency.
                                                          another location or branch, they're not going to see all of our
                                                          documents are they?                                              For additional and supporting information on workflow approval
                                                                                                                           options, please refer to Question ID #1267.
1128   08/26/10   Role Mapping              Info. Session If somebody in the travel unit or higher approves a payment, do There is no hold process within the SFS, once a transaction is         N/A      N/A    09/08/10      09/08/10
                                                          they have the opportunity to change their mind after they hit    approved, it moves on to the next approver. If the transaction
                                                          submit? Is there a hold period?                                  has not passed final approval, the user can request that it be
                                                                                                                           rejected by the next approval level which would send the
                                                                                                                           transaction back to the originator.
1129   08/26/10   Role Mapping              Info. Session What if DOB approves payment on our behalf but we approve Hosted agencies can assign specific roles to their host agency               N/A      N/A    09/08/10      09/08/10
                                                          travel and invoices, technically would we still be considered an (like DOB) so that one agency can enter a transaction and then
                                                          approver if they are approving on our behalf?                    one or both agencies can approve the transaction.

1130   08/26/10   Role Mapping              Info. Session As a user will you be able to see the status of a transaction?      Within the agencies you will be able to see it. There is a         N/A      N/A    09/08/10      09/08/10
                                                          For example where it is in the approval process and who's           pending approval status that would be displayed to alert you
                                                          bucket it is in? If so, does this Include being able to see where   that the transaction is in OSC's hands.
                                                          it is in the OSC buckets?
1131   08/26/10   Role Mapping              Info. Session How do we add or make changes to our role mapping after             If there are changes or additions that need to be made after       N/A      N/A    09/08/10      09/08/10
                                                          October 15th?                                                       October 15 they will be processed through the SFS helpdesk.

1132   08/26/10   Role Mapping              Info. Session The slide says a vendor requestor cannot also be an AP       The example given in the presentation is based on standard                N/A      N/A    09/08/10      09/08/10
                                                          processor? Is that true?                                     operational controls that suggest that access to enter vendors
                                                                                                                       be segregated from processing of AP transactions. If an
                                                                                                                       agency determines that both roles should be performed by the
                                                                                                                       same individual, they should enter the justification on their role
                                                                                                                       mapping worksheet.
1133   08/26/10   Role Mapping              Info. Session Can the approval role and the proxy role be the same person? The travel approver can be the same system user as the proxy              N/A      N/A    09/08/10      09/08/10
                                                          Can they have the same role?                                 for an individual. In this case an agency should have an
                                                                                                                       external sign-off or approval process.
QID      Date        Topic       SubTopic     Source      Question                                                         Answer                                                               Agency   Phase      Date     Original Date
       Received                                                                                                                                                                                                  Answered     Published
1134   08/26/10   Role Mapping              Info. Session Can we make changes to our role mapping after go-live?           Yes; you can do this through the SFS helpdesk.                        N/A      N/A     09/08/10     09/08/10

1135   08/26/10   Role Mapping              Info. Session What is the anticipated turnaround time on those change or      Turnaround for system access requests will be as fast as               N/A      N/A    09/08/10      09/08/10
                                                          addition to our role mapping requests?                          possible and will be communicated when the formal process is
                                                                                                                          published.
1136   08/26/10   Role Mapping              Info. Session If you are a hosted agency, when we fill out the form should we Yes, agencies should list any users who will have access to            N/A      N/A    09/08/10      09/08/10
                                                          also include the other agency that we want to have access on transactions within their business unit. Hosted agencies will
                                                          our role mapping sheet (the host agency)?                       need to coordinate with their host agencies to complete their
                                                                                                                          role mapping worksheets.
1137   08/26/10   Role Mapping              Info. Session If you are the host agency you are not assigning roles for the Correct, the host agencies are not assigning roles for the              N/A      N/A    09/08/10      09/08/10
                                                          hosted agency, correct?                                         hosted agencies.
1138   08/26/10   Role Mapping              Info. Session With the travel approver and proxy sheet, if we list someone    Yes, please do.                                                        N/A      N/A    09/08/10      09/08/10
                                                          do we also list them on the other role mapping sheet as well?

1139   08/26/10   Role Mapping              Info. Session What is the phone number for the conference call?                The conference call dial-in information will be distributed to all    N/A      N/A    09/08/10      09/08/10
                                                                                                                           invitees and participants of the Role Mapping information
                                                                                                                           sessions via a calendar invitation. The number is (866) 394-
                                                                                                                           2346 with a conference code of 285 944 1896.
1140   08/26/10   Role Mapping              Info. Session What is the timeline for phase 2 and 3 agencies?                 We do not have a timeline for phase 2 and 3 agencies at this          N/A      N/A    09/08/10      09/08/10
                                                                                                                           time. The project will release a timeline for these activities
                                                                                                                           when it is available.
1141   08/26/10   Role Mapping              Info. Session Can we control the approval based on the program code or         Work flows are only segregated at the business unit level, all        N/A      N/A    12/02/10      09/08/10
                                                          program tree?                                                    pooling is currently at this level.

                                                                                                                           For additional and supporting information on workflow approval
                                                                                                                           options, please refer to Question ID #1267.
1142   08/26/10   Role Mapping              Info. Session Can you control the approval by department ID?                   Please see the answer to question #1141.                              N/A      N/A    09/08/10      09/08/10

1143   08/26/10   Role Mapping              Info. Session The workflow example slide (#21) is labeled as the expense       Yes, the workflow approval steps for travel authorizations and        N/A      N/A    09/08/10      09/08/10
                                                          report approval workflow, is there a similar process for         cash advances are very similar and are outlined in the workflow
                                                          advanced approval?                                               section of the Role Mapping Handbook.
1144   08/26/10   Role Mapping              Info. Session If right now we use conference approvals in advance, with this   Yes you can, you would perform this by giving the expense             N/A      N/A    09/08/10      09/08/10
                                                          system we can opt to use that in the preapproval workflow, but   report conference approver role to the same individual who has
                                                          not in the post-approval?                                        either the next higher or lower role.
1145   08/26/10   Role Mapping              Info. Session I was under the impression that the system will not allow        That is correct, this is done by the role mapping. Once the roles     N/A      N/A    09/08/10      09/08/10
                                                          people who have segregation of duties from doing things that     are configured and a user assigned to them, the SFS will
                                                          they should not. Is that right?                                  restrict the transactions and data that the individual will see.
                                                                                                                           For each user, the system will maintain the parameters
                                                                                                                           assigned for that user.
1146   08/26/10   Role Mapping              Info. Session If the agency head wants to be able to look at all the           Yes, there is an inquiry and reporting role for each functional       N/A      N/A    09/08/10      09/08/10
                                                          information in the system, is there a way for them to do this?   area. If there is an executive or manager who should have
                                                                                                                           inquiry access, they should be assigned the relevant inquiry
                                                                                                                           and reporting role.
1147   08/26/10   Role Mapping              Info. Session If an agency receives a suballocation from another agency,       Suballocations are processed within the SFS as interagency            N/A      N/A    09/08/10      09/08/10
                                                          does that agency need a role with access to the sharing          budget transfers. The agency ceding the funds to the other
                                                          agency?                                                          agency should initiate the transaction, but does not need a
                                                                                                                           special role to do this.
1148   08/26/10   Role Mapping              Info. Session Where can we find our NYSDS id?                                  The user‟s ID is issued via NYS Directory Services. For more          N/A      N/A    09/08/10      09/08/10
                                                                                                                           information, please see the directory account management
                                                                                                                           guidelines at: http://www.cio.ny.gov/policy/NYSTechPolicyP03-
                                                                                                                           001.pdf
QID      Date        Topic       SubTopic     Source      Question                                                           Answer                                                               Agency   Phase      Date     Original Date
       Received                                                                                                                                                                                                    Answered     Published
1149   08/26/10   Role Mapping              Info. Session Does everyone have an NYSDS id?                                    Yes, we have been told that users should have a NYSDS ID              N/A      N/A     09/08/10     09/08/10
                                                                                                                             and this information can be obtained from your IT department.

1150   08/26/10   Role Mapping              Info. Session Are travel supervisors going to be mapped in both of the end       Yes, the travel supervisor needs to be included in both the role      N/A      N/A    09/08/10      09/08/10
                                                          users templates?                                                   mapping sheet and the travel approver sheet.
1151   08/26/10   Role Mapping              Info. Session I was under the impression that travel supervisors were            Yes, since it is an approval role they are going to need to go        N/A      N/A    09/08/10      09/08/10
                                                          considered an occasional user and not a core user, but they        into both of the role mapping templates.
                                                          should still go on both sheets?
1152   08/26/10   Role Mapping              Info. Session With our agency we have security staff that gets reassigned by     The current SFS design is to have a single named approver as          N/A      N/A    09/08/10      09/08/10
                                                          the thousand on a weekly basis. So, with this system, every        the first approval level for each time and expense workflow
                                                          time someone gets reassigned to a new facility we are going to     transaction. We will bring the issue of high volume changes to
                                                          have to reassign the travel proxy? Another problem I have with     the SFS helpdesk operations group who will be managing
                                                          this template is that I see the GLBU on here, but there is no      changes to the user assignment and approvals.
                                                          way of classifying individual agency branch's on here.
                                                                                                                             The individual branch or department is not collected on the
                                                                                                                             worksheet as it does not currently factor into the approval
                                                                                                                             process.

1153   08/26/10   Role Mapping              Info. Session Sometimes our approvers change, what happens if I or               If a user's job role changes and it this impacts their role           N/A      N/A    09/08/10      09/08/10
                                                          someone else moves from one department or position to              assignment within the SFS, the agency will submit a change
                                                          another?                                                           request through the SFS helpdesk.
1154   08/26/10   Role Mapping              Info. Session We have an executive officer that takes care of all of our         Yes, you will need to assign an individual within the agency to       N/A      N/A    09/08/10      09/08/10
                                                          people, he signs all our vouchers etc. If he doesn't want to get   enter these transactions and process the system approvals. If
                                                          into the system will we have to assign someone to his role in      the system user is not the individual who actually approves the
                                                          the system?                                                        transaction and you have some type of manual process, you
                                                                                                                             will need to maintain the manual approval documents for your
                                                                                                                             internal audit trail.
1155   08/26/10   Role Mapping              Info. Session How is the system going to deal with board members that are        Non-state employees will continue to have their travel and            N/A      N/A    09/08/10      09/08/10
                                                          non-state employees but are entitled to reimbursement for          expenses reimbursed through AP.
                                                          travel ?
1156   08/26/10   Role Mapping              Info. Session We have a program card that we use for traveling, so how is        There are processes for entering and reconciling both travel          N/A      N/A    09/08/10      09/08/10
                                                          that going to work since it is not part of AP.                     cards and procurement cards within the SFS. Any card will fall
                                                                                                                             within one of these two areas. Travel card reconciliation
                                                                                                                             information will be collected separately.
1157   08/26/10   Role Mapping              Info. Session What if it is a program card that is not designated for travel?    This 'program' card will likely be processed as a procurement         N/A      N/A    09/08/10      09/08/10
                                                                                                                             card within the SFS.
1158   08/26/10   Role Mapping              Info. Session What if there is a traveler whose assigned approver is out on      Within the SFS, a user can delegate his approval to another           N/A      N/A    09/08/10      09/08/10
                                                          vacation for 2 weeks? Will their request sit idle until the        user. The user to whom the approvals are delegated must
                                                          approver gets back?                                                have equivalent approval access to the user doing the
                                                                                                                             delegating for the transactions to be processed.

1159   08/26/10   Role Mapping              Info. Session Are there any controls in place regarding who those requests       The control that is in place is that any user can be the recipient    N/A      N/A    09/08/10      09/08/10
                                                          get forwarded to when an approver goes on vacation?                of the delegation, but the delegation only sends the transaction
                                                                                                                             to the second user, the delegated user must also have the
                                                                                                                             appropriate approver roles within the SFS.

1160   08/26/10   Role Mapping              Info. Session If an employee moves and they want their traveler check sent       Employee reimbursements are processed either through direct           N/A      N/A    09/08/10      09/08/10
                                                          to a different place would this be handled through the data        deposit or through check mailed to the same location as the
                                                          administrator?                                                     employee's payroll check. The data administrator will not affect
                                                                                                                             the payment location.
QID      Date           Topic           SubTopic     Source      Question                                                             Answer                                                              Agency   Phase      Date     Original Date
       Received                                                                                                                                                                                                            Answered     Published
1161   08/26/10     Role Mapping                   Info. Session Why is there a different spreadsheet for travel?                     Every traveler must have one named approver. Also, since             N/A      N/A     09/08/10     09/08/10
                                                                                                                                      there are many travelers who will not have any other role within
                                                                                                                                      the SFS, this information is being collected separately.

1162   08/26/10     Role Mapping                   Info. Session So travelers are not going to go on the role mapping sheet?          If someone is ONLY a traveler, you will only put them on the         N/A      N/A    09/08/10      09/08/10
                                                                                                                                      travel spreadsheet. If they have any other role in addition to
                                                                                                                                      traveler, they should be on both spreadsheets.
1163   08/26/10     Role Mapping                   Info. Session We should map DOB budget examiners to our chart correct?             Because DOB is a control agency, they will map their                 N/A      N/A    09/08/10      09/08/10
                                                                                                                                      examiners to the appropriate GL BU. DOB examiners will only
                                                                                                                                      have budget approval and inquiry roles within an agency.

1164   08/26/10     Role Mapping                   Info. Session With travel approvers how does it work if there are multiple         Each traveler gets one main approver, after that it goes             N/A      N/A    09/08/10      09/08/10
                                                                 people within our agency who currently approve travel                through the work flow with the various levels of pooled
                                                                 vouchers?                                                            approval.
1165   08/26/10     Role Mapping                   Info. Session For each traveler the request has to go to one approver and          Yes, you cannot skip the first level of approval and the request     N/A      N/A    09/08/10      09/08/10
                                                                 then to a pooled workflow, correct? We can't skip that first level   will only be forwarded once the first level approver has
                                                                 of approval to get to the 2nd level of approval? Forwarding will     approved the request.
                                                                 only occur once the first level approver has approved it and
                                                                 sent it through the workflow?
1166   08/26/10     Role Mapping                   Info. Session We have a lot of travelers who participate in examination. Right     The workflow is designed that every traveler has one initial         N/A      N/A    09/08/10      09/08/10
                                                                 now each traveler could have 5 approvers and the approval            named approver. After that, the approval is pooled.
                                                                 role is a common responsibility shared among the approvers.
                                                                 Therefore, having one person doing the approving is going to
                                                                 be difficult to process.
1167   08/26/10     Role Mapping                   Info. Session After reading through the descriptions I am not sure what the        The Travel Clerk role is for the individual who reconciles travel    N/A      N/A    09/08/10      09/08/10
                                                                 agency travel clerk does? Is that the person that maintains our      card transactions with approved expenditures.
                                                                 Citibank account for the whole agency?
1168   08/26/10     Role Mapping                   Info. Session If we are an employee, how do we know what department we             Employee department will be loaded behind the scenes and             N/A      N/A    09/08/10      09/08/10
                                                                 belong to?                                                           available for informational purposes, and will help populate
                                                                                                                                      default values in some screens, but the department does not
                                                                                                                                      impact workflow processing.
1169   08/26/10     Role Mapping                   Info. Session We haven't seen screens or flows of this process so it is hard       There will be a series of agency impact sessions in late             N/A      N/A    09/08/10      09/08/10
                                                                 for me to do this role mapping worksheet. Are there any              September and early October for agencies to review the SFS
                                                                 resources that can help our agency to work through this with a       business processes and their potential impacts in more detail.
                                                                 better understanding?                                                Also you can attend the remaining information sessions for
                                                                                                                                      more detail on the SFS processes.

1170   08/26/10     Role Mapping                   Info. Session How does our list map to PayServ?                           The lists provided will be mapped to a SFS user ID. These                     N/A      N/A    09/08/10      09/08/10
                                                                                                                             user ID's will be mapped to the employee ID from PayServ
                                                                                                                             separately by name and agency.
1172   07/26/10   Bulkload/ Interface                 Other      Document Number fields appear multiple times throughout the Yes, the Document Number in the Header, Line & Distribution                   N/A      N/A    09/08/10      09/10/10
                                                                 PeopleSoft bulkload layouts for vouchers.                   layouts will have to be the same value. Document Numbers in
                                                                                                                             the SFS must be unique within a Business Unit.
                                                                 TVOH-DOCUMENT-NUM
                                                                 TVOL-DOCUMENT-NUM
                                                                 TVOD-DOCUMENT-NUM

                                                                 All of these fields are the same length (8); is this the same
                                                                 number throughout? Would this field have to be unique within
                                                                 the SFS?
QID      Date           Topic           SubTopic   Source   Question                                                         Answer                                                            Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                        Answered     Published
1177   07/29/10   Purchasing/Contract              Other    What are all the possible changes to a contract which will       With certain exceptions, transactions submitted as                DOH01      Phase 1       11/03/10     11/17/10
                           s                                generate a new Contract Amendment sequence number from           amendments in the current CAS will be submitted as
                                                            OSC?                                                             amendments in the SFS with a new Contract Amendment
                                                                                                                             sequence number.

                                                                                                                             Resubmissions of contract amendments, which have been
                                                                                                                             returned unapproved by OSC, will be submitted in the SFS with
                                                                                                                             a new Contract Amendment sequence number.

                                                                                                                             At this time, potential changes to the current amendment
                                                                                                                             process may result in contract assignments, revenue
                                                                                                                             amendments, name changes, and third party agreements not
                                                                                                                             being submitted as amendments in the SFS.

                                                                                                                             BOC will communicate changes to policies and procedures via
                                                                                                                             G-Bulletins and the General Accounting Manual.

1179   07/29/10   Purchasing/Contract              Other    What happens if there are multiple changes to a contract?        This is dependent on the changes. Various contract term           DOH01      Phase 1      12/03/10      11/24/10
                           s                                                                                                 changes can be entered in SFS as one contract amendment or
                                                                                                                             several amendments. In either case, changes to a contract will
                                                                                                                             be processed using the contract amendment process.

                                                                                                                             Each individual contract amendment document (signed by all
                                                                                                                             parties) must have its own unique amendment transaction.


1182   09/09/10   Bulkload/ Interface              Other    Column 70 of the M171 layout is defined as CHECK NUMBER. No, only 8 characters will be used for check numbers. ACH                 SNY01    Future Phase   10/21/10      11/17/10
                                                            It is defined as a length of 20. In the Legacy system today, payment identifiers might use all 20 characters.
                                                            check number is only 8 characters in length. Are all 20
                                                            characters going to be used to define check number?


1183   09/09/10   Bulkload/ Interface              Other    What WTHD-CLASS/IRS Code value is to be used on non-              Non-Taxable payments are represented as Blank in this field.     DOH01      Phase 1      09/14/10      09/29/10
                                                            taxable payments to vendors? What happens if this field is left
                                                            blank?
1185   07/28/10   Bulkload/ Interface              Other    Will the IDL mimic the BCL in that it pertains to one batch only? One IDL will be generated for each bulkload file submission to   CNY01    Future Phase   07/28/10      09/29/10
                                                                                                                              the SFS.
1186   07/28/10       Direct Entry                 Other    Section 5 of the Agency Implementation Guide states that          There will be no ability to batch documents via direct entry.    CNY01    Future Phase   08/30/10      09/29/10
                                                            there will be no ability to batch documents, but the screen       When the transaction is saved, the record is sent and
                                                            shots in Appendix M all have a batch number field for input.      processed. The Batch Number field is to be used as a
                                                            Can that be explained?                                            reference and control number for the agencies.
1189   08/09/10   Agency Impl. Guide               Other    CCP Code, Activity Code, Reference Number, Loan Status are Closed as Duplicate of 2471. Still being tracked there.                 DCJ01    Future Phase   01/26/11      11/17/10
                                                            not listed in the August AIG or the AIG Valid Values
                                                            spreadsheet. They are part of the C.2 Segregation
                                                            Transaction, M041, M101, and M161 file layouts.
QID      Date           Topic           SubTopic   Source   Question                                                             Answer                                                               Agency   Phase        Date     Original Date
       Received                                                                                                                                                                                                          Answered     Published
1194   08/10/10   Accounts Payable                 Other    DOH has concern over security of certain HIPPA-applicable            It is the Bureau of State Expenditure's (BSE) understanding          DOH01    Phase 1    12/06/10     12/08/10
                                                            vouchers that reside in SFS.                                         that the fact that an entity (a doctor/hospital/provider) received
                                                                                                                                 a payment from NYS is not protected under HIPPA.
                                                            • Is there any protection over who has access to view such
                                                            vouchers?                                                            BSE is unaware of any ruling to the contrary. Such payments
                                                            • Is there any protection over how these vouchers are reported       are provided not special protection today. Confidential patient
                                                            out of SFS?                                                          information should not be placed on a voucher. Reference to a
                                                            • Is there any identifier available on the PeopleSoft voucher to     patient to allow a provider to apply the payment should be
                                                            mark it confidential and restrict access to it?                      made using an Account or other identifier.

                                                            In short, DOH makes payments to hospital patients, whose             SFS is providing a new confidential billing information field
                                                            information needs to be protected – by statute.                      which will be available only to vendors registered for vendor
                                                                                                                                 self service. If the Department envisions a need to use the
                                                                                                                                 field, they must be authorized by OSC. These fields are:

                                                                                                                                 Legacy bulkload: T302-CONF-REMIT-TEXT-1 and T302-CONF-
                                                                                                                                 REMIT-TEXT-2

                                                                                                                                 PeopleSoft bulkload: TVOL-PAYMENT-MESSAGE

                                                                                                                                 Please contact OSC's Bureau of State Expenditures for more
                                                                                                                                 information.


1196   06/28/10   Bulkload/ Interface              Other    Currently we are able to identify Interest Payments because the On the agency extract file and warrant, both invoice and                  DOH01    Phase 1   12/02/10      12/08/10
                                                            batch number is preceded by an X and the OSC type field         interest amounts will be identified on separate lines of the
                                                            contains an X. The new M171 field DOCUMENT TYPE is listed same payment.
                                                            as having only a value of V (voucher) or R (refund). How will
                                                            we identify interest payments in the new M171 file?

1198   08/09/10   Bulkload/ Interface              Other    The question below is really a warrant question and was based                                                                             DOH01    Phase 1                 10/29/10
                                                            on the fact that the document type values specified in the M171
                                                            master file layout did not include the document type field value
                                                            for Payroll Warrant records. The documentation in the
                                                            Guidelines only mentions two document types on the M171 file:
                                                            V (vouchers)and R(refund of appropriations). Currently the
                                                            document_type field is B for Payroll warrant records.
                                                            Follow-up warrant questions:
                                                            7- OSC currently uses a voucher number and a batch number
                                                            beginning with P to indicate individual Payroll check initiated by
                                                            OSC (replacement payroll check, DD return, etc). Will OSC
                                                            continue to use this convention for both Batch Number and
                                                            voucher/document number in the M171 file?
QID      Date           Topic               SubTopic          Source   Question                                                          Answer                                                             Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                     Answered     Published
1200   07/22/10   Bulkload/ Interface   Receivables/Billing   Other    It is still unclear where the source for the (No Suggestions)     For Future Phase Agencies and Phase 1 Agencies not                 DOH01      Phase 1       11/30/10     12/08/10
                                                                       reference file is to be located (Revenue contracts). There is a   converting data into the SFS prior to Go-Live, SFS will create
                                                                       PS Format layout for Customers with OSC assigning the             customers for revenue contracts from data from CAS. These
                                                                       Customer ID. However, it is not clear how DOH would find out      customers will have SFS-issued Customer ID numbers and
                                                                       about the (No Suggestions) because such vendors are not on        SFS will provide this data back to the agencies prior to SFS
                                                                       the OSC Vendor Master File because they are not entities that     implementation.
                                                                       we pay.
                                                                                                                                         Agencies will have to provide a crosswalk from their legacy
                                                                       We had no plans to submit Customer ID using PS format             system customer ID numbers to the SFS-issued ones. After Go-
                                                                       bulkload. We have less than a dozen "Customers" and the           Live, Phase 1 Agencies will be able to manually enter in
                                                                       time/effort for the creation of another bulkload is not           customer data. Future Phase Agencies will be able to bulkload
                                                                       reasonable for so few "customers". How will DOH get the           revenue contract customer additions or manually enter
                                                                       Customer ID to include on our Revenue Contracts?                  customer information into the SFS.

                                                                                                                                       All updates to customers must be done in the SFS; the
                                                                                                                                       customer file layout in the AIG does not support customer
                                                                                                                                       updates. Note that all customers related to a revenue contract
                                                                                                                                       must have a Taxpayer ID Number.
1201   07/27/10   Bulkload/ Interface                         Other    Columns 18 & 22 of the M041 Segregation File are both           The single character SOURCE CODE is a Legacy field. The              SNY01    Future Phase   09/14/10      09/29/10
                                                                       labeled SOURCE CODE, and they have different field lengths. four-character SOURCE CODE is the field length going
                                                                       What is the difference between these two fields?                forward. In the near term, only a single character will be used
                                                                                                                                       so that the Legacy field is not invalidated. For long-term
                                                                                                                                       system planning, this field may expand to the longer four-
                                                                                                                                       character value.
1211   07/14/10   Bulkload/ Interface                         Other    If we are bulkloading a FY2010 transaction during lapsing, do The new Account codes will be required after April 1, 2011             OSC01    Future Phase   09/10/10      09/29/10
                                                                       we still use the new Account codes?                             (including when charging a prior FY budget).
1212   06/09/10   Agency Impl. Guide                          Other    Please explain what the following means with respect to T302- This is the date that the obligation is incurred. This is the latter   SED01    Future Phase   12/02/10      12/08/10
                                                                       LIABDATE: "cannot be more than 30 days from OSC                 of:
                                                                       processing Date".                                               1. Receipt of goods/services
                                                                                                                                       2. Receipt of proper invoice
                                                                                                                                       3. Start of a contract (for contracted goods and services)
1213   06/28/10   Agency Impl. Guide                          Other    Regarding Section B.8 of the Agency Implementation Guide,       The paper documentation refers to the Single Transaction             OSC01    Future Phase   10/01/10      11/24/10
                                                                       the Guide states "Agencies will indicate the amount of          Summary - which replaces the AC 340. The intended
                                                                       encumbrance they intend to create for the contract on the       encumbrance must be included on this documentation.
                                                                       physical contract documentation." What is meant by "physical
                                                                       contract documentation?" Does this mean the AC340, or does
                                                                       it mean the memo to the Bureau of Contracts that is part of the
                                                                       documentation that accompanies the AC340?
QID      Date           Topic           SubTopic   Source   Question                                                        Answer                                                             Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                        Answered     Published
1217   07/14/10   Purchasing/Contract              Other    In the current system we are able to process/create contract      Ability to create contract file in SFS:                          DCJ01    Future Phase    12/29/10     10/29/10
                           s                                encumbrances outside the contract term dates or contract start 1) On or before the contract term beginning date
                                                            and end dates. Is it still the case in new People Soft?           2) Between the contract term beginning and ending dates
                                                                                                                              3) After the contract term ending date
                                                            NYS has a business requirement that we are able to create
                                                            (data enter) contracts and related encumbrances on any date, When processing the contract record transaction,
                                                            regardless of the term dates of the contract. In other words, if enter/bulkload the actual beginning and ending dates of the
                                                            a contract term is 4/1/09 – 3/31/10, agencies need the ability to contract term.
                                                            create the contract and/or related encumbrances as follows:
                                                                                                                              When an encumbrance is required as part of the contract
                                                            •prior to the contract term beginning on 4/1/09;                  audit/approval process (2 step process), a purchase order must
                                                            •at any time during the contract term of 4/1/09 – 3/31/10; and    be created/released for the contract. When a purchase order
                                                            •at any time after the contract term ending on 3/31/10.           is created, today‟s date is the default to populate in the PO
                                                                                                                              Date field. Should that date be outside of the contract term
                                                            We experienced an issue with our ERP software in the sense dates, it will need to be edited.
                                                            that the software would only enable creation of a contract
                                                            and/or related encumbrance during the term of the contract.       The following PO Date rules should apply as a business
                                                            We were initially advised the software was intentionally          process when creating the PO:
                                                            designed that way to comply with Sarbanes Oxley                   1) When prior to contract term beginning date, edit the PO
                                                            requirements. Since Sarbanes Oxley is not a requirement that Date to be the contract term beginning date or later.
                                                            pertains to government clients, the vendor treated the issue as 2) When within the contract term beginning and ending dates,
                                                            an unintended bug and modified the code to meet our               the default PO Date is acceptable.
                                                            governmental business requirements.                               3) When after the contract term ending date, edit the PO Date
                                                                                                                              to be the contract term ending date or earlier.

                                                                                                                             By entering a PO Date that is within the contract term dates,
                                                                                                                             the purchase order can be created, approved, and dispatched.
                                                                                                                             Editing the PO Date does not affect the transaction date or
1221   06/10/10       Vendor File                  Other    Will City of and County of municipalities will be created as a   accounting period.
                                                                                                                             Yes, City of and County of municipalities will be created as a    DOT01    Future Phase   09/14/10      09/21/10
                                                            vendor in the new system?                                        vendor in the Statewide Vendor file.
                                                                                                                             Agencies may request a cross-walk of municipality codes to
                                                                                                                             new Vendor ID from the OSC Vendor Management Unit.
1222   07/14/10       Vendor File                  Other    If a vendor does not update address information in self-service, The Vendor is responsible for managing address information.       OSC01    Future Phase   09/14/10      09/21/10
                                                            who will be responsible? Who is responsible for contacting       VMU prefers vendors using self-service to update addresses.
                                                            vendors when checks are returned?
                                                                                                                             In the event a vendor cannot use self-service, the vendor can
                                                                                                                             use a vendor information update form to make address and
                                                                                                                             other updates to their data.

                                                                                                                            OSC and DTF will handle returned checks in a manner similar
                                                                                                                            to today's process. If needed, their business process includes
                                                                                                                            working with the agency to resolve the payment issue.
QID      Date           Topic           SubTopic   Source   Question                                                           Answer                                                              Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                            Answered     Published
1224   08/27/10   Bulkload/ Interface   COA/KK     Other    Account code explanations - conversion from object to              Account Code explanations and related information is being          DOT01    Future Phase    04/05/11     10/29/10
                                                            accounts, how is that going to take place, clarification on some   finalized as part of the current updates to the Object to Account
                                                            of the issues we found by our perusal. Only one travel             Code crosswalk. A communication will be provided to
                                                            expense account code but during some of the sessions I             agencies when the updates are made available. If your agency
                                                            noticed within SFS they have an expense type.                      has questions following the release of the communication,
                                                            Are phase 2 agencies going to have to use the product code         please submit a new question to IQS.
                                                            for the breakout of travel?
                                                            Will two or three fields need to be transmitted to SFS for our
                                                            current object – current statewide account code, agency
                                                            specific product code, and/or travel expense type?
                                                            Or will expense type detail be in eventually incorporated into
                                                            the account code field?
1229   08/31/10   Bulkload/ Interface              Other    Section B.10 (p. 83) of the AIG dated 08/05/10 indicates the       The layouts are correct; these fields are required.                 DOL01    Future Phase   09/14/10      11/24/10
                                                            following fields are not required:

                                                            T302-PURPOSE
                                                            T302-OFFICIAL-STATION
                                                            T302-DESTINATION

                                                            The Legacy Bulkload Interface Layout for the T302 record
                                                            (column 42-44) indicates these fields are mandatory.

                                                            Please advise which section is correct

1235   09/13/10    Travel/Expense                  Other    What will the SFS do with travel vouchers from Future Phase As stated, the Travel reports coming in through bulkload are               DOH01      Phase 1      12/28/10      11/17/10
                                                            agencies as far as supervisory approval, since SFS wants us to assumed to be approved at the agency level. They come into
                                                            provide supervisor information?                                the Approval Process as Pending OSC approval. Therefore
                                                                                                                           there is no supervisor action needed, nor would be expected,
                                                                                                                           as those Future Phase users won't have the ability to login in to
                                                                                                                           SFS.

                                                                                                                               All employees, whether Phase 1 or Future Phase, must exist in
                                                                                                                               the SFS employee file in order to be paid via Travel &
                                                                                                                               Expense. Supervisor is a required data element for each
                                                                                                                               employee file record.

                                                                                                                               Supervisors are required for online users only.
1237   09/10/10    Travel/Expense                  Other    We often reimburse employees for assorted office supplied, IT      Batch Type KTV (formerly used for Quick Pay Travel Vouchers)        DOH01      Phase 1      09/14/10      09/29/10
                                                            supplies, etc. - which are not related to travel. We use a         will be used for all employee reimbursements. Within the T304
                                                            Standard voucher (not a travel voucher) for these                  bulkload layout, the field T304-TAXABLE-INDICATOR
                                                            reimbursements. How will we indicate the non-taxable nature of     indicates whether an amount is taxable.
                                                            these reimbursements in the T304 bulkload layout?

1238   09/10/10    Travel/Expense                  Other    If all employee reimbursements are to be paid out of the Travel    All employee reimbursements will use Batch Type KTV.                DOH01      Phase 1      09/14/10      09/29/10
                                                            and Expense Module, how do the bulkloaded vouchers to              Therefore, the circumstance where a Batch Type other than
                                                            reimburse employees for non-travel related expenses get into       KTV is used to reimburse an employee will not exist in the
                                                            this module ? How will the PeopleSoft staging tables recognize     future.
                                                            that the payment is to reimburse an employee if it is not a
                                                            travel voucher (Batch Type KTV)?
QID      Date           Topic               SubTopic          Source   Question                                                           Answer                                                                Agency   Phase        Date     Original Date
       Received                                                                                                                                                                                                                    Answered     Published
1246   09/13/10   Bulkload/ Interface   Receivables/Billing   Other    How will the "NYS Customer File Customer Identification         For Future Phase agencies, only customers related to revenue             DOH01    Phase 1    11/30/10     12/08/10
                                                                       Number" source file be maintained by Future Phase agencies      contracts will be in the system. If the customer is a state
                                                                       (legacy format)? Or is OSC/SFS going to maintain the file? If   agency, these customers will be centrally created in the SFS
                                                                       OSC/SFS is going to maintain the file, how will Future Phase    and copied to every agency's SetID. Future Phase agencies
                                                                       agencies receive initial information and updates?               will have entry access for adding and updating customers in
                                                                                                                                       their own SetID - including revenue contract customers after
                                                                                                                                       Go-Live.
1256   09/13/10   Bulkload/ Interface                         Other    How often will an IDL file be produced for bulkloaded           One IDL will be produced for each bulkload file submission to            DOH01    Phase 1   09/14/10      09/29/10
                                                                       transactions?                                                   the SFS. An IDL will be produced as soon as the bulkload file
                                                                                                                                       is processed.
1258   09/13/10   Bulkload/ Interface                         Other    How often will an IDL file be produced for Excel upload budget One IDL will be produced for each bulkload file submission to             DOH01    Phase 1   09/14/10      09/29/10
                                                                       transactions which are also processed like bulkload             the SFS. Since each Excel upload transaction creates a
                                                                       transactions?                                                   bulkload file, an IDL will be created for each Excel upload
                                                                                                                                       transaction.
1259   09/13/10   Bulkload/ Interface                         Other    Will a single IDL file include bulkload, direct-entry and Excel No. One IDL will be produced for each bulkload file submission           DOH01    Phase 1   09/14/10      09/29/10
                                                                       upload transactions?                                            to the SFS. Direct entry, Excel upload, and an agency's
                                                                                                                                       bulkload from their interfacing system all create bulkload files to
                                                                                                                                       the SFS.
1260   09/13/10   Bulkload/ Interface                         Other    Will the IDL file be returned to the SFTP outbound folder       The IDL will be sent to the Notifications folder under the               DOH01    Phase 1   09/14/10      09/29/10
                                                                       belonging to the submitting agency code or to only one agency Tumbleweed directory from where the Bulkload file was
                                                                       code SFTP outbound folder?                                      originally placed by the agency. If all submitting agency codes
                                                                                                                                       have the same Tumbleweed Agency folder, then all the IDL‟s
                                                                                                                                       would be placed under the same {Agency}/notification folder.

1261   09/07/10         Other                                 Other    Our agency is looking into ways to allow and limit access to the   Access to the SFS will be limited to users that are provided a        DOC01    Phase 1   10/06/10      10/29/10
                                                                       SFS by implementing a desktop icon for employees to access         user name and password by SFS - based on approved
                                                                       the SFS application. Have there been any discussions of            requests from their agency. Users will access the SFS from a
                                                                       making the SFS logo into a Windows desktop icon?                   web browser, and it would be a user‟s choice, in accordance
                                                                                                                                          with their agency policy, on whether they add the website to
                                                                                                                                          their favorites, or if a shortcut is utilized. SFS does not plan to
                                                                                                                                          provide an icon with the SFS logo.

1262   08/31/10      Vendor File                              Other    Will each vendor record on file in the Statewide Vendor File       MWBE status will not be stored on the Statewide Vendor File.          DOC01    Phase 1   09/09/10      09/21/10
                                                                       indicate if the vendor is a certified MWBE?
1266   09/13/10        Budget                                 Other    Is the task of entering agency cash ceiling amounts into the       This task will be performed by each agency‟s budget examiner.         DOB01    Phase 1   09/13/10      11/24/10
                                                                       SFS performed by each agency's examiner or will this be
                                                                       handled centrally by someone within DOB?
1267   09/10/10     Role Mapping                              Other    We were informed that the department approver will be able to      A new customization was added to the workflow for                     PRK01    Phase 1   09/23/10      09/29/10
                                                                       be assigned by Department Tree levels. If this is so, can we       Purchasing, Vouchers, and Travel and Expense to enable the
                                                                       choose separate levels for the department approvers in             approval level immediately above the supervisor to be routed
                                                                       different modules? For example, can the requisition                by department.
                                                                       department approver be assigned at level 2 (regions) and the
                                                                       purchasing department approver be assigned at level 1              The routings are driven by the department level coding in the
                                                                       (agency)?                                                          chart of accounts and can be different for each workflow (but
                                                                                                                                          within a workflow role, they have to be consistent across the
                                                                                                                                          agency).

                                                                                                                                          A request to collect this information will be sent out to Phase 1
                                                                                                                                          agencies in the near future.
QID      Date           Topic           SubTopic   Source     Question                                                            Answer                                                              Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                               Answered     Published
1268   09/10/10     Role Mapping                    Other     If the requisition buyer sends an ad hoc approval, can the        When the requisition is rejected, it is returned to the originator,   PRK01      Phase 1       09/23/10     09/29/10
                                                              approver deny the document and have it only returned to the       regardless of who rejects it.
                                                              buyer, or does it automatically get returned to the originator on
                                                              all denials?                                                      For future reference: “rejecting” sends it back to the originator
                                                                                                                                for editing; “denying” cancels the transaction entirely.

1270   09/14/10   Bulkload/ Interface              IQS Form   We are a future phase agency that will be processing JVs with For agencies submitting JVs via the Legacy format, they will              OMH01    Future Phase   09/14/10      09/29/10
                                                              Phase 1 agencies.                                               need to send in Cost Center information which has a valid
                                                                                                                              mapping to PeopleSoft COA information on file. If a non-
                                                              For a journal voucher transaction between a non-Phase 1         Phase 1 agency is submitting the second line for the Phase 1
                                                              agency and a Phase 1 agency, can we confirm that we will be agency, then the non-Phase 1 agency will still need to send
                                                              able to successfully submit the non-Phase 1 line of the         Cost Center information which has a valid mapping on file.
                                                              transaction with Legacy cost center information and the Phase
                                                              1 agency's line of the transaction with PeopleSoft chart of
                                                              accounts information?
1271   08/30/10     Role Mapping                    Other     In the purchasing approval process, is it true that any person  Yes, anyone in the approval chain can add an ad hoc approver.            N/A         N/A        09/02/10      09/29/10
                                                              who is in the workflow has the ability to assign an ad hoc      This is only for requisitions. There are no restrictions around
                                                              approver? I do not see anything about this in the Role Mapping adding an ad hoc approver, as they are added by user ID.
                                                              handbook.
1272   08/30/10     Role Mapping                    Other     In the purchasing approval process, any person who is in the    The ad hoc approval process is only available for the                    N/A         N/A        09/16/10      09/21/10
                                                              workflow has the ability to assign an ad hoc approver. Does the requisition process. There is no ad hoc approval for purchase
                                                              approval from the ad hoc approver show on the document?         orders. In the requisition approval process, any approvals
                                                                                                                              show with the user ID who made the approval.
1273   08/30/10     Role Mapping                    Other     In the purchasing approval process, any person who is in the    No.                                                                      N/A         N/A        09/02/10      09/21/10
                                                              workflow has the ability to assign an ad hoc approver. Is this
                                                              ability available in all the workflows?
1278   09/15/10   Bulkload/ Interface               Other     From the Valid Values spreadsheet, what TRNP-DOCUMENT- The value that should be used would be “V” – vouchers.                           ASM01    Future Phase   10/21/10      11/17/10
                                                              TYPE value should be used for Travel/Expense lines?

1279   09/15/10   Bulkload/ Interface               Other     In looking at the Outbound file layouts in the AIG (e.g. M101,      Both of these fields will display a Department ChartField value.    SNY01    Future Phase   09/24/10      09/29/10
                                                              M161), I see a field labeled DEPTID & another field labeled         More information on the Department ChartField is contained in
                                                              SEG-DEPTID.                                                         the COA Handbook.

                                                              Can I please have a definition for each of these 2 fields & an      The DEPTID is the Department ChartField value used on a
                                                              explanation when the 2 field would contain the same value &         particular transaction.
                                                              when they would contain different values?                           The SEG-DEPTID is a portion of the replacement internal
                                                                                                                                  numbers solution. This value will be the segregation-level
                                                                                                                                  Department that a particular transaction relates to - as provided
                                                                                                                                  in an agency's KK tree.
1280   09/16/10   Bulkload/ Interface              IQS Form   Could you please tell us the time span of data in the outbound      The outbound extract spreadsheet has been updated to                DCJ01    Future Phase   09/24/10      10/29/10
                                                              file extracts, so we know if they include all records or just new   include a definition of the contents of each extract file.
                                                              records?
QID      Date       Topic       SubTopic   Source   Question                                                         Answer                                                               Agency   Phase      Date     Original Date
       Received                                                                                                                                                                                            Answered     Published
1282   07/26/10   Vendor File              Other    AIG Section B.10 states the following:                           One Single Payment Voucher Vendor ID will given to the                N/A      N/A     08/30/10     09/29/10
                                                    "Since Single Payment recipients will not exist on the Master    agency to use for emergency payments and for specific
                                                    Vendor File, they will not have a Vendor ID. For this reason,    transactions (such as revenue refunds, jury payments, crime
                                                    OSC Vendor Management Unit (VMU) will provide each               victim payments, and inmate payments).
                                                    agency a default Vendor ID to use for Single Payment
                                                    vouchers. The agency will be required to supply the VMU-
                                                    provided Vendor ID along with the payee name and address
                                                    information on the Single Payment Voucher transaction."

                                                    Since we host several agencies through our Oracle Financials
                                                    System, how many default Vendor IDs would we need? Would
                                                    we need one for any transactions traveling through our system,
                                                    or one for each, distinct agency?


1293   07/26/10   Vendor File              Other    Currently, the Payee ID # is a 12 character # that will be       Conversion of Payee ID to Vendor ID will not occur. The               N/A      N/A    09/14/10      09/21/10
                                                    eventually replaced by the Vendor ID, which is only a 10         strategy is to build the Statewide Vendor File, partly from
                                                    character #. Do you know the specifics for the mapping of        cleanup of existing Payee data. The only mapping VMU will
                                                    these two fields?                                                provide agencies is a crosswalk of municipality code to new
                                                                                                                     vendor id. Please request this file from VMU.
1294   07/26/10   Vendor File              Other    Can multiple vendor contacts occur for the same vendor           Multiple contacts may occur for a vendor, irrespective of             N/A      N/A    09/14/10      09/21/10
                                                    location?                                                        location. Contacts are at the vendor level, not the location
                                                                                                                     level.
1295   07/26/10   Vendor File              Other    Where are sample vendor file materials located?                  The following link will direct you to the most recent vendor file     N/A      N/A    08/30/10      09/21/10
                                                                                                                     information, including a sample vendor file layout:
                                                                                                                     http://www.osc.state.ny.us/agencies/cas/bulkload.htm
1296   07/26/10   Vendor File              Other    How will payees be handled who do not have SS#s?                 The OSC Vendor Management Unit needs to be made aware                 N/A      N/A    09/14/10      09/21/10
                                                    Sometimes our agency must make one-time payments to              of payments to individuals who do not have TINs. As a general
                                                    incarcerated people who have never applied for a SS#, or are     rule, all vendors must have a TIN. Noted exceptions are
                                                    not US citizens.                                                 inmates, native Americans, and foreign vendors who do not
                                                                                                                     perform services in the Unites States.
1298   07/26/10   Vendor File              Other    Who will initially tell vendors that they need to register?      The Agency will initiate the establishment of the Vendor in the       N/A      N/A    07/26/10      09/21/10
                                                                                                                     Statewide Vendor File using the Vendor Add screen or the
                                                                                                                     Vendor Mass upload process. The Vendor will then be notified
                                                                                                                     by the Vendor Management Unit of the need to register for self-
                                                                                                                     service.
1299   07/26/10   Vendor File              Other    How often will the Master Vendor File be available for us to     The Master Vendor File will be made available on a daily basis.       N/A      N/A    07/26/10      09/21/10
                                                    download?                                                        Each time an update is available, it will be the full file. Column
                                                    Will the full master file come over every time or just new       15 of the M131 Vendor Master File (Appendix E.1 of the
                                                    vendors and updates?                                             Agency Implementation Guide) provides the date the vendor
                                                    If a complete master file comes over each time, is there any     record was established. Column 18 provides the date when a
                                                    indicator field or flag that tells us which vendors are new or   change was made to the Vendor record.
                                                    have been updated?
QID      Date       Topic       SubTopic   Source   Question                                                           Answer                                                            Agency   Phase      Date     Original Date
       Received                                                                                                                                                                                           Answered     Published
1300   07/26/10   Vendor File              Other    What recommendations does the SFS team have for agencies           The timeline for establishing the Statewide Master Vendor file     N/A      N/A     08/30/10     09/21/10
                                                    regarding an overall approach or strategy for synchronizing        is provided in the Agency Implementation Guide, Section 7.0
                                                    their internal vendor files with the master vendor file extract?   Master Vendor File. The initial M131 extract for synchronizing
                                                    The SFS implementation Timeline states that Agencies will          Agency Vendor files will be available in the January timeframe.
                                                    provide final vendor data to OSC for conversion on 9/24/10.        SFS and OSC's Vendor Management Unit will be working
                                                    Please expand. What are agencies being asked to provide,           closely with agencies that have Vendor Files during the
                                                    and what will OSC do with the data?                                October to March timeframe to provide the Agencies additional
                                                                                                                       information about the seeding of the file and the
                                                                                                                       synchronization of Agency systems.

                                                                                                                       OSC released the following G-Bulletin related to this topic:
                                                                                                                       http://www.osc.state.ny.us/agencies/gbull/g242.htm

1301   07/26/10   Vendor File              Other    The AIG describes new Vendor Mass Upload functionality. Is         The statement is accurate.                                         N/A      N/A    08/31/10      09/21/10
                                                    the following statement accurate: Future Phase Agencies can
                                                    incorporate Vendor Mass Upload functionality into their existing   Requests to have a single vendor added to the master file may
                                                    systems, add new vendors to their internal vendor file, and        be processed in one of two ways: (1) using the Vendor Portal
                                                    bulkload the new vendors into SFS for approval/entry into the      (described in Section 7.0 of the Agency Implementation Guide)
                                                    master vendor file? Would requests to have a single vendor         or (2) Mass Upload.
                                                    added to the master file be handled the same way, e.g.
                                                    bulkloaded? How many new vendors are necessary for a               Mass Upload is intended to support Agencies that require a
                                                    "mass" upload? How often can we perform a mass upload? If          large number of Vendors be added to the Vendor file at one
                                                    vendors can be added via bulkload, when would the portal be        time, and the use of this mechanism is subject to OSC
                                                    used?                                                              approval. There are no prescribed limits on the frequency with
                                                                                                                       which an agency can use Mass upload.
1302   07/26/10   Vendor File              Other    We would like to have access to the Statewide Vendor Master Agencies will be set-up as vendors in the Statewide Vendor                N/A      N/A    09/14/10      09/21/10
                                                    File system when it is available. It is our understanding that the File and will contain a contact person for maintenance of their
                                                    our agency will be given a Vendor ID - much the same as any vendor information via self-service.
                                                    other vendor that will be using the system to maintain their
                                                    information.
QID      Date       Topic       SubTopic   Source   Question                                                      Answer                                                              Agency   Phase      Date     Original Date
       Received                                                                                                                                                                                        Answered     Published
1304   07/26/10   Vendor File              Other    In the M131, please explain the relationship between Vendor   The M131 will contain all addresses that a Vendor/VMU has            N/A      N/A     09/16/10     09/29/10
                                                    ID, location, address, and location default payment method.   entered on their record, and a vendor may have more than one
                                                                                                                  location {possible locations are: Pay, check, and lien (note
                                                                                                                  these are not the literal values sent on the M131)}. Other facts:

                                                                                                                  • Location does not represent a physical site, rather it
                                                                                                                  represents a business rule in PeopleSoft. For the SFS, this
                                                                                                                  represents a payment rule. Vendors may be paid by ACH and
                                                                                                                  check. Vendors may also have liens (IRS, Tax Dept., etc.)
                                                                                                                  against them. Location codes will exist for all of these payment
                                                                                                                  mechanisms, and a vendor may have one or more of these
                                                                                                                  location codes on their record.
                                                                                                                  • All vendors will have at least one address and one location
                                                                                                                  established on their record.
                                                                                                                  • All vendors will have a default location, according to the
                                                                                                                  following rule: If MAINEPAY exists as a location, then it is the
                                                                                                                  default location. Otherwise, the MAINCHECK location is the
                                                                                                                  default.
                                                                                                                  • Each location will have a default address associated with it.
                                                                                                                  The LOCATION DEFAULT PAYMENT METHOD appears on
                                                                                                                  the record that is the default address for each location.
                                                                                                                  • Two locations may share the same default address.

                                                                                                                  The sample extract posted to the web illustrates possible
                                                                                                                  variations of the location/address relationship.
                                                                                                                  http://www.osc.state.ny.us/agencies/cas/bulkload.htm
1305   07/26/10   Vendor File              Other    On occasion, our agency pays an array of vendors for          In general, vendors receiving payment for goods and services         N/A      N/A    09/14/10      09/29/10
                                                    expenses such as funeral services, emergency repairs to       are required to be in the Statewide Vendor File.
                                                    contractors for work at a provider's home due to damage
                                                    caused by a patient, and exterminators. These are all paid    If the payment to be made requires reporting to Federal or
                                                    from State funds, how would these types of transactions be    State tax authorities, the entity would have to be in the
                                                    completed in the future?                                      Statewide Vendor File.

                                                                                                                  If the payment is not tax reportable, the entity could be paid
                                                                                                                  with a Single Payment Voucher - which would not require the
                                                                                                                  vendor being added to the Statewide Vendor File. An agency's
                                                                                                                  use of the Single Payment Voucher is only for certain types of
                                                                                                                  payments and must be approved by OSC. Invalid usage of the
                                                                                                                  Single Payment Voucher is subject to OSC audit and rejection.
QID      Date       Topic       SubTopic   Source   Question                                                         Answer                                                               Agency   Phase      Date     Original Date
       Received                                                                                                                                                                                            Answered     Published
1306   07/26/10   Vendor File              Other    Define a One-Time vendor.                                        A One-Time vendor is one that is active for one payment, then         N/A      N/A     09/14/10     09/21/10
                                                                                                                     becomes systematically inactivated (but whose information is
                                                                                                                     maintained for federal reporting). It is VMU's intention to use
                                                                                                                     One-Time vendors for Court of Claims settlements only -
                                                                                                                     thereby rendering this type of vendor inapplicable to most
                                                                                                                     agencies.

                                                                                                                      A regular vendor is a legal entity with which the State conducts
                                                                                                                      business on a regular basis - which can mean it is a vendor
                                                                                                                      providing goods or services, or a payee receiving funds from
                                                                                                                      the State.
1307   07/26/10   Vendor File              Other    It is our understanding that our Agency will be required to have Agencies may request a cross-walk of municipalities codes to          N/A      N/A    09/14/10      09/21/10
                                                    a TIN on file for every municipality. Is there an OSC report that new Vendor ID from OSC's Vendor Management Unit.
                                                    lists Muni codes alongside the corresponding TINs? Does
                                                    each municipality have one and only one TIN?

1308   07/26/10   Vendor File              Other    M131 Vendor Master File outbound - what fields define the      One line will exist in the M131 for each valid Vendor                   N/A      N/A    07/26/10      09/29/10
                                                    uniqueness of a row in the file? Does a combination of Vendor- ID/Address/Location combination.
                                                    ID and Payee-Name define a unique row? As we define our
                                                    internal database we will need to know the unique primary key
                                                    to a row.

1309   07/26/10   Vendor File              Other    M131 Vendor Master File outbound - will column #26 Address-      The Address Sequence Number is a PeopleSoft-assigned                  N/A      N/A    10/28/10      10/29/10
                                                    Sequence-Number be reused? We understood that the value          unique identifier. However, a Vendor, using self-service, may
                                                    of the number might be reused for another address of the         overwrite the address information stored under this identifier.
                                                    vendor.                                                          Alternatively, a Vendor, using self-service, may add an entirely
                                                                                                                     new Address Sequence Number to their record.

                                                                                                                     Any changes to a Remit To address must be made through
                                                                                                                     VMU.

1310   07/26/10   Vendor File              Other    EMAILID_VNDR field of the Vendor Mass Upload layout: How The EMAILID_VNDR s an optional field. Without the vendor's                    N/A      N/A    09/14/10      09/21/10
                                                    do we handle uploading vendors that we do not have an email email address, VMU will be unable to contact the vendor via
                                                    account for?                                                email for purposes of enrollment in self-service. VMU will mail
                                                                                                                the vendor self-service materials, thereby lengthening the
                                                                                                                enrollment process.

                                                                                                                     VMU will also rely on agencies to promote self-service to family
                                                                                                                     care providers.
1311   07/26/10   Vendor File              Other    M131 Vendor Master File outbound - the layout does not           OSC will retain it in their files, and the agencies that are doing    N/A      N/A    07/26/10      09/29/10
                                                    provide vendor phone #. Will this be tracked anywhere?           business with the vendor will maintain it.
1312   07/26/10   Vendor File              Other    M131 Vendor Master File outbound - the layout does not           FAX number will not be present on the M131.                           N/A      N/A    07/26/10      09/29/10
                                                    provide vendor FAX #. Will this be included in the file?
QID      Date       Topic       SubTopic   Source   Question                                                           Answer                                                                Agency   Phase      Date     Original Date
       Received                                                                                                                                                                                               Answered     Published
1313   07/26/10   Vendor File              Other    Regarding the Outbound M131 - can you confirm that there are       VMU is currently creating each new vendor record with one              N/A      N/A     08/31/10     09/29/10
                                                    multiple addresses in the initial cutover? Will each address be    address - the vendor's legal address. The M131 will contain all
                                                    a remittance? If not, is there a field to indicate which type of   addresses that a Vendor/VMU has entered on their record.
                                                    address it is? If no field, how will we know what type of          This is true for initial cutover, as well as for subsequent M131
                                                    address is provided? Similarly, what action should be taken if     updates.
                                                    the address provided in the initial seeding does not correspond
                                                    with the address on file in CMS?                                   The M131 extract does not specify what a particular address is
                                                                                                                       being used for, except in the instance of remittance. The
                                                                                                                       LOCATION DEFAULT PAYMENT METHOD appears on the
                                                                                                                       record that is the default (remittance) address for each location
                                                                                                                       that exists on a vendor record.

                                                                                                                       If a vendor location and address (VEND-LOC-ID and VEND-
                                                                                                                       ADDRESS-SEQ) are provided on the Voucher transaction, that
                                                                                                                       address will print to the remittance. If either of these fields are
                                                                                                                       left blank, then the default values (remit values) will be used
                                                                                                                       (and will print to the remit). OSC's Vendor Management Unit
                                                                                                                       will provide guidance on actions needed by Agencies and/or
                                                                                                                       Vendors related to the initial seeding of the Vendor File.

                                                                                                                       If a specific address does not exist in the vendor's record, the
                                                                                                                       vendor must use self-service to edit/add addresses to their
                                                                                                                       vendor record.


1314   07/26/10   Vendor File              Other    Question Regarding the Outbound M131: The Last Updated             The Last Update field is the date the last transaction (e.g.           N/A      N/A    07/26/10      09/29/10
                                                    field is “The date the last transaction occurred against the       contract, purchase order) occurred against the Vendor record.
                                                    record” and the Date Maintained is “The date when a change         The Date Maintained field is the date when a change (e.g.
                                                    was made against the record”. Could you provide clarification      address update) was made within the Vendor record.
                                                    as to the difference between these fields?

1315   07/26/10   Vendor File              Other    Question Regarding the Outbound M131, the Vendor Mass              The Date Setup is the original date the vendor record was set          N/A      N/A    07/26/10      09/29/10
                                                    Upload, and the sample files: Please provide us with a             up in the file.
                                                    definition of the Date Setup field.
1317   07/26/10   Vendor File              Other    For Vendor Mass Upload information - please provide                WTHD_SW indicates whether the vendor is subject to 1099                N/A      N/A    07/26/10      09/21/10
                                                    clarification on WTHD_SW. Is this an indicator of whether the      withholding. This is based on the purpose for which the
                                                    vendor is a 1099 independent contractor?                           agency is requesting the vendor be established (e.g. Is the
                                                                                                                       Agency engaging in a relationship in which payments to the
                                                                                                                       Vendor will be subject to 1099 reporting?). WITH_CLASS will
                                                                                                                       indicate the type of 1099 reporting the Vendor is subject to.

1318   07/26/10   Vendor File              Other    For inbound Vendor Mass Upload - What should an Agency       The Agency should use the assigned GL BU code.                               N/A      N/A    07/26/10      09/29/10
                                                    use as the Requesting Agency Code?
1319   07/26/10   Vendor File              Other    M131 Vendor Master File - Field 15 Date Setup - Is this an   Agencies are not required to store this date, it is not needed for           N/A      N/A    07/26/10      09/29/10
                                                    OSC date or the system date? We can store it, but do we need transaction processing.
                                                    this date for other transactions?
QID      Date       Topic       SubTopic   Source   Question                                                            Answer                                                               Agency   Phase      Date     Original Date
       Received                                                                                                                                                                                               Answered     Published
1320   07/26/10   Vendor File              Other    M131 Vendor Master File - Field 16 User ID Last Updated -           Agencies are not required to store this information, it is not        N/A      N/A     07/26/10     09/29/10
                                                    What are the possible values and their descriptions? We can         needed for transaction processing. A sample of the text that
                                                    store it, but do we need this date for other transactions? It's a   appears in this field is provided in the sample M131 posted to
                                                    30-character field. Will it be straight text, e.g. someone's name   the web.
                                                    or login or a code? If it's an ID or code, do we need to be able
                                                    to find out the person's name with whom it relates?

1321   07/26/10   Vendor File              Other    M131 Vendor Master File - Field 18 Date Maintained - Is this an     Agencies are not required to store this date, it is not needed for    N/A      N/A    07/26/10      09/29/10
                                                    OSC date or the system date? We can store it, but do we need        transaction processing.
                                                    this date for other transactions?
1322   07/26/10   Vendor File              Other    M131 Vendor Master File - Field 21 EMAIL ADDRESS -                  The agency should send the email address of the agency                N/A      N/A    07/26/10      09/21/10
                                                    A. Whose email address is this?                                     contact that the Vendor Management Unit would reach out to in
                                                    B. Will there only be one email address in the field, or is it      order to resolve any issues with establishing the new Vendor.
                                                    possible that more than one address could be included?              Only one email address can be accommodated in this field.
                                                    C. If so, how will they be separated? We can store it, but do
                                                    we need this data for anything else?
1323   07/26/10   Vendor File              Other    D.12 Vendor Mass Upload - Field 3 CONTACT_NAME - The                The agency should send the name of the authorized vendor              N/A      N/A    07/26/10      09/21/10
                                                    AIG definition is "Vendor Primary Contact Name." Which              contact person that can make legal/financial decisions on
                                                    vendor contact name should the agency include in the file (i.e.     behalf of the vendor. The Vendor Management Unit would
                                                    Chief Administrative Officer, Chief Financial Officer, etc.)?       reach out to this contact in order to resolve any issues with
                                                                                                                        establishing the vendor in the Statewide Vendor File.
                                                    Will a generic value be acceptable in this field?

1324   07/26/10   Vendor File              Other    D.12 Vendor Mass Upload - Field 4 EMAILID_VNDR - The field Yes, this is the email address for the contact identified in Field             N/A      N/A    07/26/10      09/21/10
                                                    name is EMAILID_VNDR but the Agency Implementation                 #3.
                                                    Guide definition is "Email Address for Primary Contact." Is this
                                                    the email for the contact identified in field 3? And, should it be
                                                    an email address, not an ID as indicated in the field name?

1325   07/26/10   Vendor File              Other    D.12 Vendor Mass Upload - Vendor Data Analysis Field 8 - 12 Agencies are required to provide "an address" - with                          N/A      N/A    09/14/10      09/21/10
                                                    and 14 (ADDRESS1, ADDRESS2, ADDRESS3, CITY, STATE, consideration that the address provided will be used for
                                                    POSTAL) - Should this be the Remit To Payee address? Is     payment, unless the vendor provides an additional address.
                                                    there a way to send multiple addresses?
                                                                                                                Only one address is to be provided. Additional addresses may
                                                                                                                be established by the vendor via self-service.

1326   07/26/10   Vendor File              Other    D.12 Vendor Mass Upload - Field 15 PHONE - The AIG                  Yes, the Primary Phone should be for the contact provided in          N/A      N/A    07/26/10      09/21/10
                                                    definition is "Primary Phone number for vendor." Which vendor       Field 3. Only one phone number is to be provided.
                                                    phone number should we include? Is it the phone number
                                                    associated with the contact in field 3? This is a 24 character
                                                    field. What is the required format? Could there be more than
                                                    one?
1327   07/26/10   Vendor File              Other    D.12 Vendor Mass Upload - Field 16 FAX - The AIG definition         Yes, the FAX Number should be for the contact provided in             N/A      N/A    07/26/10      09/21/10
                                                    is "Vendors FAX Number." Which vendor fax number should             Field 3. Only one fax number is to be provided.
                                                    we include? Is it the fax number associated with the contact in
                                                    field 3? This is a 24-character field. What is the required
                                                    format? Could there be more than one?
QID      Date       Topic       SubTopic   Source   Question                                                            Answer                                                           Agency   Phase      Date     Original Date
       Received                                                                                                                                                                                           Answered     Published
1328   07/26/10   Vendor File              Other    D.12 Vendor Mass Upload - Field 18 CONTACT_NAME2 - The              A shared email address can be used for EMAILID, but a proper      N/A      N/A     07/26/10     09/21/10
                                                    AIG definition is "Contact person from requesting agency." We       name should be used for CONTACT_NAME. This should be
                                                    would like to create a shared email Inbox that multiple people      the person VMU would contact if there was an issue in
                                                    could monitor. Does the name sent over have to be a proper          establishing the vendor record.
                                                    name, or can it be a generic name such as Vendor Request
                                                    Inbox?
1329   07/26/10   Vendor File              Other    Field 26 T203-VEND-ADDRESS - The AIG Acceptable Values              Yes - these both refer to the same information.                   N/A      N/A    07/26/10      09/21/10
                                                    for this field is listed as "Valid Vendor Address Sequence on
                                                    NYS Vendor File". We are assuming this is the same as field
                                                    26 in the M131 file (ADDRESS SEQUENCE NUMBER). Is this
                                                    an accurate assumption?
1330   07/26/10   Vendor File              Other    Is it necessary for us to supply a master list of vendors to VMU    VMU is loading all contract vendors and epayment vendors.         N/A      N/A    09/14/10      09/21/10
                                                    if they are pulling vendors from payee and payment files from       Agency should follow the G 242 process to determine the
                                                    history and not just active contracts? We would be obtaining        conversion status of vendors. It is VMU strategy this process
                                                    the information the same way, so it may be a duplication of         will assist agencies in the preparation of the January vendor
                                                    work.                                                               file.
1331   07/26/10   Vendor File              Other    If we choose to not send a master file of our vendors, do we        SFS does not require agencies to submit a master file of          N/A      N/A    07/26/10      09/21/10
                                                    still need to send a file with all our employees so that they can   employees. This information is available in PayServ (Payroll
                                                    do Travel Vouchers.                                                 system) and will interface to the SFS.
1332   07/26/10   Vendor File              Other    Are employees part of the Vendor Master File?                       Employees can be in the Vendor File if they are doing business    N/A      N/A    07/26/10      09/21/10
                                                                                                                        with the state that is 1099 reportable. Employees will not be
                                                                                                                        added to the Statewide Vendor File for employee expense
                                                                                                                        reimbursements. However, if the employee is a true vendor to
                                                                                                                        the state, a vendor record will be established for them.

1333   07/26/10   Vendor File              Other    Will we be able to access a payment history in the SFS for One- Agencies we will be able to run a report out of the SFS using         N/A      N/A    07/26/10      09/21/10
                                                    Time vendor payments?                                           the applicable Vendor ID related to the payments.
1334   07/26/10   Vendor File              Other    Will agencies be enabled to have an optional field on the       The Vendor File extract does not accommodate agency-                  N/A      N/A    07/26/10      09/29/10
                                                    vendor portal in which to store their own identifiers?          specific identifiers.
1335   07/26/10   Vendor File              Other    Do we have specifications as to what vendor identifiers go on a Non-taxable payments to vendors will be processed in one of           N/A      N/A    08/31/10      09/29/10
                                                    voucher for payments which are not taxable?                     two ways:

                                                                                                                        1. Single Payment Vouchers (only for certain types of
                                                                                                                        payments and only after the agency has received OSC
                                                                                                                        approval to use this mechanism). Layouts in AIG Appendix C.8
                                                                                                                        Payment Vouchers and D.5 Payment Vouchers indicate certain
                                                                                                                        fields within the “Note” column that are required for Single
                                                                                                                        Payment Vouchers. As per the AIG, Section B.10 Bulkload
                                                                                                                        Impact - Vouchers, OSC's Vendor Management Unit will
                                                                                                                        provide each agency a default Vendor ID to use for Single
                                                                                                                        Payment Vouchers.

                                                                                                                        2. Vouchers to regular vendors. These vouchers will, at a
                                                                                                                        minimum, require the vendor's Vendor ID from the Statewide
                                                                                                                        Vendor File. A vendor's valid address and location values may
                                                                                                                        also be provided on the voucher.

                                                                                                                        More information may be found in the voucher bulkload layouts
                                                                                                                        posted to the SFS website.
QID      Date       Topic       SubTopic   Source   Question                                                            Answer                                                              Agency   Phase      Date     Original Date
       Received                                                                                                                                                                                              Answered     Published
1336   07/26/10   Vendor File              Other    Vendors will be established in the vendor file for all open         Yes, vendors with open contracts/OSC approved POs will be            N/A      N/A     09/14/10     09/21/10
                                                    contracts/ POs in OSC records, correct?                             converted to the Statewide Vendor File.
1337   07/26/10   Vendor File              Other    Situations come up in our agency where we need to prevent           The SFS will not provide functionality to restrict a vendor from     N/A      N/A    07/26/10      09/21/10
                                                    future payments to a vendor or contractor. Sometimes a facility     doing business with a specific business unit. Situations such
                                                    is in bankruptcy proceedings or our audit unit has found serious    as these should be brought to the attention of OSC's Vendor
                                                    problems with a contractor and debars them from doing               Management Unit to make a broader assessment as to
                                                    business with our agency. Sometimes the problem is curable,         whether any agency should be doing business with the vendor.
                                                    other times the debarment or bankruptcy is permanent so we          Agencies will have the ability to put payments on hold at the
                                                    need the flexibility to add and remove the filter/block. Lack of    individual payment level in such cases.
                                                    compliance with A-133 reporting requirements will also put a
                                                    "hold" on grant contract payments. If it doesn't already exist, I
                                                    recommend this function be available to agencies at the
                                                    business unit level and the justification be made available to
                                                    OSC in case they want to apply the sanction on a statewide
                                                    basis.

1338   07/26/10   Vendor File              Other    Our agency would like an extract of only the vendors it does        The Vendor File extract will contain all vendors (not just           N/A      N/A    07/26/10      09/29/10
                                                    business with. Will SFS be able to do this?                         vendors that are dealing exclusively with one agency).
1339   07/26/10   Vendor File              Other    Is there a limit to the number of people OSC is willing to grant    OSC has not prescribed any limits on the number of people            N/A      N/A    07/26/10      09/21/10
                                                    access to the Vendor Request Screen per agency?                     that can be granted access to the Vendor Request Screen per
                                                                                                                        agency.
1340   07/26/10   Vendor File              Other    Will the Vendor File Extract only contain active addresses?         Yes. The extract will include the effective-dated information at     N/A      N/A    07/26/10      09/29/10
                                                                                                                        the time the extract is run. If an address does not appear in the
                                                                                                                        extract, then it is either inactive or it does not exist.

1341   07/26/10   Vendor File              Other    Where will the designation of One-Time versus Regular vendor PERSISTENCE has been added to the layout to indicate                        N/A      N/A    07/26/10      09/21/10
                                                    be made on the Vendor Mass Upload layout?                       whether the vendor is to be added as "R" Regular, or "O" One-
                                                                                                                    Time.
1343   07/26/10   Vendor File              Other    The Guidelines documents references a deliverable: Agency to Please see OSC Procurement and Disbursement Guidelines                      N/A      N/A    07/26/10      09/21/10
                                                    Provide Final Vendor Data to OSC for Conversion. September Bulletin G-242 for information on how agencies can receive
                                                    24, 2010. We have received no information regarding this        information on the status of vendors converted to the Master
                                                    request. We have provided information regarding individual      Vendor File.
                                                    vendors to the VMU at their request. We have already sent lists
                                                    of some Medicaid payees not maintained in our vendor
                                                    reference files. We do not store vendor information for payees
                                                    submitted by our feeder systems. What are we expected to
                                                    provide in September regarding our over 25,000 payees in our
                                                    current vendor reference files? What is the difference between
                                                    what we have (which includes no vendor contact information)
                                                    and "Final Vendor Data" expected?

1344   07/26/10   Vendor File              Other    How long will One-Time vendors be on the file?                      A vendor with a classification of One-Time will remain on the        N/A      N/A    09/14/10      09/21/10
                                                                                                                        Statewide Vendor File until VMU performs archive functionality -
                                                                                                                        yet to be determined.

                                                                                                                        It is VMU's intention to use One-Time vendors for Court of
                                                                                                                        Claims settlements only - thereby rendering this type of vendor
                                                                                                                        inapplicable to most agencies.
1345   07/26/10   Vendor File              Other    Aside from the value in the PERSISTENCE field, what else is         Only the PERSISTENCE field differentiates the One-Time               N/A      N/A    07/26/10      09/21/10
                                                    unique about One-Time vendors?                                      vendor from a regular vendor.
QID      Date       Topic       SubTopic     Source      Question                                                          Answer                                                            Agency   Phase      Date     Original Date
       Received                                                                                                                                                                                               Answered     Published
1346   07/26/10   Vendor File                 Other      Are UNAPPROVED vendors being assigned Vendor IDs??                Unapproved vendors will be seen on the M131. A vendor who          N/A      N/A     09/14/10     09/21/10
                                                                                                                           once was approved can become "unapproved" for different
                                                                                                                           business reasons.
1347   07/26/10   Vendor File                 Other      When we send the Vendor Mass Upload, if there are errors,         Agencies will be notified of Vendor Mass Upload errors by the      N/A      N/A    07/26/10      09/29/10
                                                         how will we be notified of the record and the error?              same method as any other inbound file - the Interface
                                                                                                                           Disposition Log (see Appendix I of the Agency Implementation
                                                                                                                           Guide).
1348   07/26/10   Vendor File                 Other      M131, Will we receive this file for only those records that our   No. The M131 will include all vendors, not just the ones that a    N/A      N/A    07/26/10      09/21/10
                                                         NY_REQ_AGENCY submitted?                                          particular agency added to the Statewide Vendor File.

1349   07/26/10   Vendor File                 Other      M131, Vendor ID – does this number ever change for a vendor, The only scenario where a vendor would receive a new Vendor             N/A      N/A    07/26/10      09/21/10
                                                         or will it always remain the same?                           ID is if the vendor gets a new TIN. In this case, a new vendor
                                                                                                                      record would be created (with a new Vendor ID).

1350   07/26/10   Vendor File                 Other      In the M131 file, how do we identify the address to be used on
                                                                                                                     Other than the default address for remittances, all other                N/A      N/A    07/26/10      09/21/10
                                                                                                                     addresses have no indicator attached to them. The agency will
                                                         a contract itself (contract master data) versus the address to
                                                         which contract payments are to be sent?                     need to know the address sequence number identifier for the
                                                                                                                     vendor's contracting address.
1351   07/26/10   Vendor File                  Other     In the M131 file, please explain what the USER ID LAST      The intention is for the last entity that touched the record to be       N/A      N/A    07/26/10      09/21/10
                                                         UPDATE field represents.                                    shown here (whether it is SFS, VMU, or the vendor).
1352   07/26/10   Vendor File                  Other     What do we do if there is no address on the M131 file which When a record does not contain the address needed for a                  N/A      N/A    09/14/10      09/21/10
                                                         matches the address the vendor has provided on its Contract business function, such as contract or remit, the agency should
                                                         documents or Payment Invoice?                               instruct the vendor to use self-service to update/add the
                                                                                                                     address to their vendor record. For those vendors not using
                                                                                                                     self-service, they must complete a request form to update/add
                                                                                                                     the additional address. The request form will be posted on the
                                                                                                                     internet for agencies to fax or share with the vendors without
                                                                                                                     internet access.
1353   08/26/10   Vendor File              Info. Session How will a vendor's Vendor ID be communicated to them when The vendor's Vendor ID will be communicated to them via                   N/A      N/A    08/26/10      09/29/10
                                                         a record is established for them?                           email. If the email does not receive a response, postal mail
                                                                                                                     may also be used.
1354   08/26/10   Vendor File              Info. Session What address is the agency expected to provide when         Agencies are to provide the vendor's legal address when                  N/A      N/A    08/26/10      09/29/10
                                                         requesting a vendor be added to the Statewide Vendor File   requesting a vendor be added to the Statewide Vendor File.
                                                         (whether through Mass Upload or the online request page)?
                                                                                                                     Agencies are encouraged to have the vendor, via self service,
                                                                                                                     add any other addresses it needs in its record.

1355   08/26/10   Vendor File              Info. Session Will all vendors be assigned a Vendor ID after the agency         Only those vendors that pass VMU review will receive a             N/A      N/A    08/26/10      09/29/10
                                                         requests them to be added to the Statewide Vendor File?           Vendor ID - with one exception:

                                                                                                                         Vendors that fail due to their placement on the Federally
                                                                                                                         Designated Nationals Terrorist Watch List will have a Vendor
                                                                                                                         ID created, but it will be inactivated.
1356   08/26/10   Vendor File              Info. Session Scheduled jobs run against the Statewide Vendor File to check OSC bulletins and notifications will communicate this                  N/A      N/A    08/26/10      09/29/10
                                                         for a vendor's placement in the Federally Designated Nationals information.
                                                         Terrorist Watch List. If a match is found, thereby inactivating
                                                         the vendor's record, how will the agencies be notified?
QID      Date       Topic       SubTopic     Source        Question                                                         Answer                                                              Agency   Phase      Date     Original Date
       Received                                                                                                                                                                                                  Answered     Published
1357   08/26/10   Vendor File              Info. Session If a vendor's record becomes inactivated, what happens to any Except for inactivations due to Federally Designated Nationals            N/A      N/A     02/09/11     09/29/10
                                                         outstanding transactions the state has with them?             Terrorist Watch List matches, all outstanding transactions with
                                                                                                                       the vendor will still process.

                                                                                                                            Inactivation of a vendor's record prevents any new activity with
                                                                                                                            them. The instance of vendor record inactivation is not
                                                                                                                            foreseen to be a common occurrence.

                                                                                                                            If an agency needs to send a transaction related to an
                                                                                                                            inactivated vendor, it should contact the Vendor Management
                                                                                                                            Unit to discover the nature of the vendor's inactivation. It may
                                                                                                                            be possible to reactivate the record (ex. in the case where a
                                                                                                                            record was inactivated due to non-activity).

1358   08/26/10   Vendor File              Info. Session How will information be communicated to agencies and               OSC will host web pages for agencies and vendors - informing         N/A      N/A    08/26/10      09/29/10
                                                         vendors regarding the new Statewide Vendor File supporting         them of what will be required of them with regard to the
                                                         processes?                                                         Statewide Vendor File.
1359   08/26/10   Vendor File              Info. Session What types of activities may a vendor perform via self service?    The following information is known at this time:                     N/A      N/A    08/26/10      09/29/10
                                                                                                                            Vendors may check the status of their invoices, vouchers, and
                                                                                                                            payments.

                                                                                                                            Vendors may add/change addresses.

                                                                                                                            Vendors may add/change contact information.
1360   08/26/10   Vendor File              Info. Session Are agencies expected/allowed to manage vendor contact             No, the vendor is responsible for maintaining their vendor           N/A      N/A    08/26/10      09/29/10
                                                         information?                                                       record. Agencies will not have the ability to add/edit vendor
                                                                                                                            information in the Statewide Vendor File.
1361   08/26/10   Vendor File              Info. Session   How many self service accounts may each vendor receive?          Each vendor will receive one account for self service. Vendors       N/A      N/A    08/26/10      09/29/10
                                                                                                                            must manage this access internally and delegate maintenance
                                                                                                                            responsibility appropriately.
1362   08/26/10   Vendor File              Info. Session   If a vendor does not enroll in self service, how will updates be VMU is strongly encouraging all vendors to enroll in self            N/A      N/A    08/26/10      09/29/10
                                                           made to their record?                                            service. If a vendor cannot enroll in self service, a paper-based
                                                                                                                            process will exist which will allow VMU to make changes to the
                                                                                                                            vendor's record on the vendor's behalf.
1363   08/26/10   Vendor File              Info. Session   If a vendor, with open transactions, undergoes an                OSC will notify all agencies that have open transactions with        N/A      N/A    08/26/10      09/29/10
                                                           organizational change and receives a new Vendor ID, how will the vendor.
                                                           agencies be notified?
1364   08/26/10   Vendor File              Info. Session   There is general confusion around how many different             Within the Statewide Vendor File, there will only be two             N/A      N/A    08/26/10      09/29/10
                                                           types/classifications/categories of vendors will exist in the    classifications of vendors: Regular and One-Time.
                                                           future. Please clarify.
                                                                                                                            Outside the Statewide Vendor File, there will be payments to
                                                                                                                            Single Payment recipients.

                                                                                                                            Therefore, in the future, payments will be made to a Regular
                                                                                                                            vendor, a One-Time vendor, or a Single Payment recipient.

                                                                                                                            Payments to employees are considered separate from the
                                                                                                                            three classifications above.
QID      Date         Topic        SubTopic     Source      Question                                                           Answer                                                                Agency   Phase        Date     Original Date
       Received                                                                                                                                                                                                         Answered     Published
1365   08/26/10    Vendor File                Info. Session Where can we find the presentation from today's Statewide          http://www.sfs.ny.gov/quickLinks/infoSessions.htm                      N/A      N/A       08/26/10     09/21/10
                                                            Vendor File Information Session?
1366   08/26/10    Vendor File                Info. Session What is the Corporate Vendor ID used for?                          The Corporate Vendor ID is managed by VMU and ties a group             N/A      N/A      08/26/10      09/29/10
                                                                                                                               of vendors together for reporting purposes.

                                                                                                                              For example, Roman Catholic Charities will have a Corporate
                                                                                                                              Vendor ID that ties together the 13, separate Vendor IDs
                                                                                                                              related to it.
1367   08/26/10    Vendor File                Info. Session Will state agency vendor records be flagged in such a way to      This is a possibility for the future, but this will not be supported    N/A      N/A      10/22/10      11/17/10
                                                            distinguish them from all other vendor records in the Statewide for SFS Go-Live on April 2011.
                                                            Vendor File?
                                                                                                                              VMU named the agencies with NYS as the first word, so they
                                                                                                                              can be found easily.
1370   09/15/10   Role Mapping                    Other     During the AP Agency Approval Workflow discussion, a              There can be many supervisors in the AP approver workflow.             UCS01    Phase 1   09/22/10      09/29/10
                                                            member of the team stated that the Supervisor role was not        Each document originator (person entering a voucher) will be
                                                            part of the "pooled" Agency AP Approver roles, but that the       assigned to a specific supervisor. So, although there are
                                                            other four Approver roles were pooled. However, on the            multiple supervisors, each will only have access to the
                                                            template, the Supervisor role for AP shows under the Agency documents created by those document originators assigned to
                                                            AP Approver block. Could you please clarify?                      them.
1371   09/15/10   Travel/Expense                  Other     Given that one pre-travel authorization cannot be setup for       An individual travel authorization is specific to one trip. There      UCS01    Phase 1   09/22/10      09/29/10
                                                            multiple trips, does this mean that an individual pre-travel      is no system requirement that a travel authorization exist in
                                                            authorization needs to be prepared for each trip? There are       order to complete an expense report (travel voucher).
                                                            scenarios where someone is hired specifically to travel, and if Agencies should consider having employees who travel
                                                            so, why would they complete a travel authorization? Please        regularly submit expense reports only.
                                                            clarify.
1380   09/15/10   Role Mapping                    Other     In reference to the "Budgeting/Commitment Control" section of For segregation and appropriation budgets, the process will                CJC01    Phase 1   09/21/10      09/29/10
                                                            the role mapping template, I am a Budget Originator and           remain the same. You will enter and approve the entries, and
                                                            OSC's Appropriation Unit does "Budget Entry Posting". My          OSC will review and post. The Budget Entry Posting role is for
                                                            question is that in the new SFS system, does OSC still play this the agency KK; the agency will be able to create, approve, and
                                                            role, or can I leave the column blank? Should this role be        post entries to their agency KK without input from the OSC.
                                                            played by the agency; should I assign a person to play this
                                                            role?
1381   09/15/10   Role Mapping                    Other     Due to the small size of our agency, when an employee is          The travel authorization process within the SFS is optional. If        CJC01    Phase 1   09/21/10      09/29/10
                                                            going to travel, he/she usually gets his/her supervisor's         the agency is not using the travel authorizations within the
                                                            approval orally. When the travel is done, he or she will submit a SFS, the employee (or employee‟s proxy) would enter the
                                                            voucher that is reviewed and signed by his/her supervisor, then expense report, and the approval workflow would be processed
                                                            send it to our fiscal unit for processing.                        from there.

                                                            Does the new SFS system require a pre-approval for this? If        If a role is not applicable to your agency, please leave the cell
                                                            we                                                                 blank.
                                                            want to keep the current practice, shall we just leave the
                                                            approval section blank or mark it as "N/A"? If a role is not
                                                            applicable to our agency, shall we leave it blank or mark it as
                                                            "N/A"?
QID      Date           Topic           SubTopic   Source     Question                                                            Answer                                                              Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                               Answered     Published
1386   06/18/10      Vendor File                    Other     What would happen to a transaction where we included a              If an invalid or non-existent location is provided by the agency,   DOH01      Phase 1       07/06/10     09/29/10
                                                              VENDOR-ID, VEND-LOC-ID ,VEND-ADDRESS-SEQ                            the default location would be used by the SFS.
                                                              combination which no longer existed or was no longer valid?
                                                                                                                                  If an invalid or non-existent address is provided by the agency,
                                                                                                                                  the default address (associated with the valid location on the
                                                                                                                                  transaction) would be used by the SFS.

                                                                                                                                  If an both an invalid or non-existent location and address is
                                                                                                                                  provided by the agency, the default location (and its default
                                                                                                                                  address) would be used by the SFS.
1387   06/18/10      Vendor File                    Other     If an agency cannot determine which combination of Vendor           The Agency Implementation Guide provides these processing           DOH01      Phase 1      07/30/10      09/29/10
                                                              ID, location, and address values to use on a record, what           rules. If Vendor ID is sent without accompanying location and
                                                              happens if we only send the Vendor ID field on a voucher            address values, the SFS will use the vendor's default location
                                                              payment record? What about on a Contract Master Data                and address values.
                                                              record? What about on an Encumbrance data record?

1388   07/29/10      Vendor File                    Other     From the M131, which combination of literal values will help me The M131 layout does not specify what a particular address              DOH01      Phase 1      08/09/10      09/29/10
                                                              identify one address type from another (i.e. order from, legal, represents. However, the LOCATION and LOCATION
                                                              payment, etc.)?                                                 DEFAULT PAYMENT METHOD fields appear next to payment
                                                                                                                              addresses.
1390   07/19/10      Vendor File                    Other     Will each vendor address be assigned an address sequence        All vendor addresses will have a sequence number, and all               CFS01    Future Phase   08/25/10      09/29/10
                                                              number? Will these be numeric or alphanumeric values?           sequence numbers will be numeric.

1391   08/06/10      Vendor File                    Other     Will the new Vendor ID be numeric or alphanumeric?                  The Vendor ID will be numeric.                                      SEN01    Future Phase   08/12/10      09/29/10

1394   08/27/10      Vendor File                    Other     In the Vendor Mass Upload file, how does an agency send    The Mass Upload layout only accommodates one address and                     CFS01    Future Phase   08/27/10      09/21/10
                                                              more than one address and/or contact? Does the vendor name one contact. It will be the responsibility of the vendor to add
                                                              have to be repeated if there are more than one address or  additional addresses and contacts through self service.
                                                              contact for that vendor?

1397   09/21/10        Reports                      Other     In looking at the SFS Reports Catalog posted to the SFS             This report will include both revenues and expenditures. It will    ASM01    Future Phase   09/22/10      09/29/10
                                                              website, it is not clear to our agency whether the GLP0400          include all the transaction types formerly represented in the
                                                              report will now contain all the transactions that were previously   JRN010, 20, 30, 40, 50, 60, 70, and 80 - except for
                                                              included in the 8 "JRN" Legacy reports it is replacing. Please      encumbrance journals. There are no encumbrance journals in
                                                              indicate whether the GLP0400 report will now include all the        the SFS.
                                                              transaction types formerly represented in the JRN010, 20, 30,
                                                              40, 50, 60, 70, and 80. Will the GLP0400 include both
                                                              expenditures and revenues?

1401   12/13/10   Receivables/Billing              IQS Form   Since OSC is a Future Phase agency, do they provide us with         OSC will provide new cost centers for Land Claim Deposits.          DOT01    Future Phase   01/20/11      01/26/11
                                                              their new cost center for Land Claim deposits and we process        Revenue related to land claims and fringe can be uploaded into
                                                              them via bulkload?                                                  SFS through the bulkload.
QID      Date           Topic              SubTopic        Source     Question                                                         Answer                                                             Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                   Answered     Published
1403   12/10/10   Bulkload/ Interface   Accounts Payable    Other     Please confirm if our understanding of the relationship between Your interpretation of TVOD_VOUCHER_LINE_NUM is correct.            DOH01      Phase 1       12/13/10     01/26/11
                                                                      Voucher Lines and Voucher Distributions is correct.
                                                                                                                                      For the second question, vouchers can have more than one
                                                                      The TVOD-VOUCHER-LINE-NUM should reference the TVOL- VOL record because each line can have different products or
                                                                      VOUCHER-LINE-NUM value of the VOL record to which each goods/services.
                                                                      VOD line belongs. If there are two VOL lines, the TVOD-
                                                                      VOUCHER-LINE-NUM would connect the VOD lines                    For example, one line can be created for goods, and another
                                                                      specifically as belonging to one of two different VOL records.  line can be created for services.

                                                                      If a document (voucher) has only one VOL record, the TVOD-
                                                                      VOUCHER-LINE-NUM = 00001 for all the voucher's VOD
                                                                      records and would reference TVOL-VOUCHER-LINE-NUM =
                                                                      00001.

                                                                      However, if there are multiple VOL records:
                                                                      TVOL-VOUCHER-LINE-NUM = 00001
                                                                      TVOD-VOUCHER-LINE-NUM = 00001 for COA relating to first
                                                                      VOL record
                                                                      TVOD-VOUCHER-LINE-NUM = 00001 for COA relating to first
                                                                      VOL record
                                                                      TVOL-VOUCHER-LINE-NUM = 00002
                                                                      TVOD-VOUCHER-LINE-NUM = 00002 for COA relating to
                                                                      second VOL record
                                                                      TVOD-VOUCHER-LINE-NUM = 00002for COA relating to
                                                                      second VOL record

                                                                      In addition, why would/could a voucher have more than one
                                                                      VOL record in the first place?


1404   12/13/10        COA/KK                              IQS Form   Will all Phase 1 agencies have cost centers set up so a Future
                                                                                                                                   The SFS will be loaded with all cost centers that each agency          DOL01    Future Phase   01/03/11      01/26/11
                                                                      Phase agency can process a journal entry to them in Legacy   has mapped through the Chart of Accounts mapping exercises
                                                                      format? This is not an interagency billing. We are moving an and submitted to the SFS Program. It will be the responsibility
                                                                      expenditure from one agency to another.                      of the originating and charge agencies to determine that the
                                                                                                                                   necessary cost centers have been mapped to facilitate Future
                                                                      We are a Future Phase agency that needs to process a journal Phase/Phase I transactions.
                                                                      entry with a Phase 1 agency. We need to know how this can
                                                                      be handled.                                                  Cost Center Rollover
                                                                                                                                   Cost centers will be rolled-over from 10/11 to 11/12 as part of
                                                                                                                                   the year-end close and budget rollover process to close CAS
                                                                                                                                   and Go-Live with SFS in April 2011. Included in this process is
                                                                                                                                   the “rollover” of the mappings to SFS ChartFields for these cost
                                                                                                                                   centers. So long as the cost centers are mapped for 10/11,
                                                                                                                                   you will have mappings available for them in 11/12.

                                                                                                                                       1/3/11 Update: All cost center mappings will be rolled over from
                                                                                                                                       10/11 to 11/12.
QID      Date           Topic           SubTopic   Source   Question                                                                Answer                                                               Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                  Answered     Published
1406   09/21/10     Role Mapping                   Other    What value should be included in the “Negotiating Unit” column          Please use the negotiating unit number.                              DOB01      Phase 1       10/08/10     11/24/10
                                                            of the role mapping template? For example, should this value
                                                            be a number or a name? Please provide an example of a valid
                                                            value for this column.
1408   08/04/10   Bulkload/ Interface              Other    Will Web Services be enabled for any of the file transfers from         SFS will not be using Web Services for any of its file transfers.    UCS01      Phase 1      08/12/10      09/29/10
                                                            the SFS to agencies?
1409   08/12/10      Vendor File                   Other    Please explain the archival/inactivation process of the   Records will show as inactive until they are archived and                          SEN01    Future Phase   10/07/10      10/29/10
                                                                                                                      removed from the Statewide Vendor File. VMU has not written
                                                            Statewide Vendor File. How long will inactive vendors remain in
                                                            the file?                                                 archive procedures (which refer to the removal of vendors from
                                                                                                                      the Statewide Vendor File). VMU does not plan on running the
                                                                                                                      archive procedures for a considerable period of time after go-
                                                                                                                      live.
1411   08/09/10   Bulkload/ Interface              Other    Please provide additional description information and the What follows is the payment type, an example of when it would                      DOH01      Phase 1      08/16/10      09/29/10
                                                            circumstances under which each TEXL-EXPEND-MTHD value be used, and the net result of that type on the traveler‟s
                                                            would be used on the cost line of a travel voucher.       expense report.

                                                                                                                                    Travel Card – The traveler uses a state-issued travel card to
                                                                                                                                    pay for a hotel stay. The amount of the transaction is reflected
                                                                                                                                    on a traveler's expense report, but it is not added to what is
                                                                                                                                    owed to the traveler, nor what may be owed to the state.

                                                                                                                                    AP Pre-Paid – The traveler uses a bulk-purchased mass transit
                                                                                                                                    ticket purchased by the agency. The amount of the transaction
                                                                                                                                    is reflected on a travelers expense report, but it is not added to
                                                                                                                                    what is owed to the traveler, nor what may be owed to the
                                                                                                                                    state.

                                                                                                                                    Personal Funds – The traveler uses their own funds (cash,
                                                                                                                                    personal credit card, check, etc.) to pay for taxi/bus rides while
                                                                                                                                    on state business. This amount is refunded to the traveler.

                                                                                                                                    Travel Card – Reimburse State – The traveler uses a state
                                                                                                                                    travel card, either accidentally, or out of necessity, for non-
                                                                                                                                    reimbursable costs (personal items). The amount of the
                                                                                                                                    transaction is reflected on a traveler‟s expense report and has
                                                                                                                                    the net impact of an amount owed by the traveler to the state.


1412   08/12/10   Bulkload/ Interface              Other    Invoice Record fields: For fields containing dollars, percents,         The '+' sign is not needed. It is automatically implied if it is a   BNK01      Phase 1      08/18/10      10/29/10
                                                            quantities, etc. - If the figure is positive, must it have a '+' sign   positive value.
                                                            in the leftmost position?
QID      Date           Topic           SubTopic   Source     Question                                                             Answer                                                              Agency       Phase          Date     Original Date
       Received                                                                                                                                                                                                                 Answered     Published
1415   09/22/10    Accounts Payable                IQS Form   The bulkload layouts indicate MIR Date as "the date the              The MIR Date will be calculated for online users only. Bulkload     DOT01     Future Phase    09/23/10     10/29/10
                                                              merchandise is received or the date the invoice is received,         or Future Phase agencies must send the actual MIR Date -
                                                              whichever is later."                                                 which is the latter of invoice received, merchandise received, or
                                                                                                                                   merchandise acceptance dates.
                                                              The Accounts_Payable_info_session09022010.pdf indicates
                                                              MIR Date will be calculated by the SFS as the latter of the
                                                              invoice received, merchandise received and merchandise
                                                              acceptance date (as applicable). There is no longer a need to
                                                              calculate MIR Date manually.

                                                              For bulkload, is it expected that the MIR Date only contain the
                                                              received date, or can the latter of the two be entered in that
                                                              field?
1417   09/22/10      Role Mapping                  IQS Form   Our agency has only one officer who carries out both budget          Agencies have to assign all of the roles to at least one user.       CJC01      Phase 1      10/08/10      11/24/10
                                                              and fiscal functions.                                                Therefore, in this case, you should assign the Budget Approver
                                                                                                                                   and Fiscal Office role to the same individual.
                                                              Are the roles of budget approver and fiscal officer alternative or
                                                              not? In other words, may we chose only one of the roles, or we
                                                              should assign both to one person?
1418   09/22/10   Purchasing/Contract              IQS Form   Currently, agencies are required to submit a form B-1184 to          The B-1184 approval process with DOB will remain unchanged           CPI01      Phase 1      09/23/10      10/29/10
                           s                                  DOB for approval of certain expense types that exceed certain        and will not be absorbed into the SFS. Documents in the SFS
                                                              monetary thresholds. Is this process being absorbed into the         will include a ChartField for an agency to record the DOB
                                                              SFS system, or are agencies still going to be required to submit     Approval ID (approval number), once obtained, for recording
                                                              these forms before they can make certain purchases?                  and reporting purposes.

1419   09/22/10   Purchasing/Contract               Other     Our agency needs a way to silo receiving report information so As there is no approval workflow associated with receipts,                 PRK01      Phase 1      10/08/10      10/29/10
                           s                                  that each of our 12 regions can only view and approve their         there is no Department level security to restrict receipt entry at
                                                              own receiving reports.                                              a facility level. For purposes of access and role mapping,
                                                                                                                                  receivers will enter receipts on a PO Business Unit level.
                                                              Would it be possible to control access for each region through
                                                              using the Operating Unit field in the COA string?
1420   09/22/10   Investments/Cash&D                Other     I work in the Division of the Treasury, specifically in             The Insurance Department (Phase 1 agency) will record                OSC-DTF   Future Phase   11/03/10      10/29/10
                        ebt Mgmt                              investments and cash management. One of our clients is the transactions in the SFS (i.e. receipt of monies, withdrawals,
                                                              NYS Insurance Department. They receive checks from outside transfers, etc.). Any activity in bank accounts is also done
                                                              insurance agencies and deposit these checks into a checking through the SFS. Receipts are recorded through the Accounts
                                                              account we have here in Treasury. We then buy and sell              Receivable (AR) module.
                                                              investments on their behalf. These monies are never sent to
                                                              general checking. The Insurance department has a system
                                                              now that records details for these entries. They are now under
                                                              the assumption that they must use the SFS system. After
                                                              seeing how the sole custody account system works it will be
                                                              very difficult to retain detail for these entries as these accounts
                                                              never go to general checking.

                                                              We are in need of some guidance as to what system will work
                                                              to retain detail for these entries.
QID      Date           Topic           SubTopic   Source     Question                                                             Answer                                                              Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                Answered     Published
1421   09/23/10   Purchasing/Contract              IQS Form   Are Agency Contracts in the Purchasing section only for              All agreements that are not revenue contracts are procurement       OFA01      Phase 1       12/14/10     11/24/10
                           s                                  contracts to purchase equipment and supplies, or does it cover       contracts. These contracts are found in the purchasing module.
                                                              contracts for Federal and State grants given out to the County
                                                              Office for the Aging and other providers?
1429   09/23/10        Reports                      Other     We have some questions about segregating our regions                 No, this may not be forced, because the Operating Unit              PRK01      Phase 1      10/29/10      11/17/10
                                                              receiving reports by using the Operating Unit and combination        ChartField is not used consistently throughout the State.
                                                              edits.
                                                                                                                                   However, reports security, to be defined, may allow this type of
                                                              Is the Operating Unit available in the report section, and, if so,   restriction.
                                                              can we force the user to choose their Operating Unit before
                                                              choosing a data report so that they can only get a report on the
                                                              data within their Operating Unit?
1432   09/22/10   Bulkload/ Interface               Other     For other than budget check and contract approval, can we list       If a transaction is not loaded, then it will be returned on the      N/A         N/A        10/29/10      12/08/10
                                                              the errors (or some additional examples) in which a transaction      ENL and will not appear on the IDL. In this case, the number
                                                              is loaded, but stopped mid-process where a document number           can be re-used.
                                                              cannot be reused?
1436   09/17/10   Bulkload/ Interface               Other     We want to feed information from the SFS into our universal          The information that is in the standard file extracts, defined in   UCS01      Phase 1      09/27/10      10/29/10
                                                              budget system. The data we would be interested in would be           the Agency Implementation Guide, is available for use in third
                                                              KK data for expenditures and budget journals. How will we be         party systems. Producing these extracts for an additional
                                                              able to obtain this information on a consistent basis?               system is a simple process that includes working with the SFS
                                                                                                                                   Help Desk to define the third party system and having a Source
                                                                                                                                   System Identifier assigned to it. Then, the SFS can be
                                                                                                                                   configured to send the required data files to the new source
                                                                                                                                   system.

                                                                                                                                   The only other method that is currently defined for data
                                                                                                                                   extraction from the SFS is the reporting process. For an
                                                                                                                                   intermittent interface, this may be an option. The reporting
                                                                                                                                   tools will allow the production of Excel or comma-separated
                                                                                                                                   files, which can be used to export data from the SFS and load
                                                                                                                                   into another system. This method requires a manual step in
                                                                                                                                   between; whereas, the use of standard extracts will allow
                                                                                                                                   automation.
1440   09/24/10      Role Mapping                  IQS Form   Who would approve an agency head's travel voucher?                   The first level of approval on each travel workflow is the Travel   DOB01      Phase 1      09/28/10      11/24/10
                                                              Currently, approval is not required.                                 Supervisor, a required role identified by the agency. The SFS
                                                                                                                                   Program is not dictating how this role is filled. It could be
                                                                                                                                   anyone other than the person entering the voucher. That
                                                                                                                                   person can be given all subsequent levels of approval, but
                                                                                                                                   there really isn‟t a way to avoid at least one level of approval.
                                                                                                                                   Other agencies have opted to put the agency fiscal officer in
                                                                                                                                   this role, since they already have highest level approval.

1443   08/24/10   Bulkload/ Interface               Other     The Legacy Bulkload Interface Layout for the T302 record             Your understanding of this description is correct. If Expense       DOL01    Future Phase   09/27/10      10/29/10
                                                              (Col# 34) indicates the Travel Expense Type is optional. Other       Type is optional and you are not submitting this information,
                                                              fields are dependent upon the Expense Type (Col# 42, 43, 45,         then the other fields dependent on the Expense Type are not
                                                              46, & 47). Does this mean that if we choose not to submit            required to be submitted as well.
                                                              Expense Type (Col #34), these other fields would not be
                                                              required?
QID      Date           Topic           SubTopic   Source     Question                                                             Answer                                                              Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                Answered     Published
1447   09/27/10   Bulkload/ Interface              IQS Form   From the latest PeopleSoft Outbound layouts:                         Yes, your agency can continue to use 8 characters in both           CFS01    Future Phase    09/28/10     10/29/10
                                                              TRFL-DOCUMENT-NUM X(8)                                               fields and left justify /blank fill. You can continue to use two
                                                              TRVH-DOCUMENT-NUM X(15)                                              separate ranges.

                                                              Our agency uses the same voucher number series for both
                                                              Revenue and Refunds, but, as per the Agency Implementation
                                                              Guide, the length of document number is 8 characters for RFL
                                                              and 10 for RVH. Can our agency continue to use the 8
                                                              characters for both RFL and RVH and left justify/blank fill the
                                                              remaining?
1449   09/21/10        Reports                      Other     After returning to my office this morning after the Stakeholder's A user can have access to view information for multiple                SEN01    Future Phase   01/21/11      10/29/10
                                                              Meeting I reflected back on the brief presentation on the         Business Units. Which users will have access to which
                                                              Reports Catalog that will be provided to the agencies through business units is determined by the role mapping process.
                                                              the web portal.

                                                              My question is relevant to the needs of our Senate Finance
                                                              Office and whether or not security permission/access can be
                                                              granted to allow authorized users within the Senate and/or
                                                              Assembly to generate/query report information outside of our
                                                              respective Business Units?

                                                              At this time we do not have full disclosure on the report
                                                              functionality and security limitations. As we prepare our offices
                                                              for the transition into the new     environment we look to
                                                              ensure that they will not lose the functionality/access essential
                                                              to their responsibilities as Oversight Agencies. Please advise.

                                                              If you could follow-up and verify that the access can & will be
                                                              granted across BU's that would be appreciated.

                                                              At issue here is that in many of the meetings we have heard
                                                              that access will be at the BU level. We raise the question will it
                                                              be restricted to 1 BU, or is there the ability to grant access
                                                              across many BU's, and will this be done for our oversight
                                                              agencies?

                                                              We do not consider this issue closed.

1455   09/24/10        Reports                      Other     Will the reports be available in Excel format, pdf, or text?         Reports will be delivered in the format requested. Statewide        DMN01      Phase 1      01/24/11      01/26/11
                                                                                                                                   reports will be available in multiple formats (pdf, Excel, text).

1456   09/24/10        Reports                      Other     If reports are issued by the system and stored in the SFS, how Retention periods will initially be set to the same retention             DMN01      Phase 1      01/24/11      01/26/11
                                                              long will they be available?                                   periods as used today in the Central Accounting System
                                                                                                                             Control D application.
1457   09/24/10        Reports                      Other     Will all reports be available to each agency? Some of the      Statewide reports will be available to all agencies (Phase 1 and          DMN01      Phase 1      01/24/11      01/26/11
                                                              current OSC reports are not.                                   Future Phase). Agency-specific reports will only be available to
                                                                                                                             all Phase 1 agencies. Security will determine to which agency's
                                                                                                                             data and reports each person has access.
QID      Date        Topic       SubTopic   Source     Question                                                            Answer                                                             Agency   Phase        Date     Original Date
       Received                                                                                                                                                                                                  Answered     Published
1460   09/28/10   Role Mapping              IQS Form   How will the system know which supervisor to send a                 The SFS team will collect the supervisor for procure to pay        HCR01    Phase 1    10/08/10     11/24/10
                                                       procurement to for approval? We are doing a separate chart for      workflows in a separate effort with additional detail. If you
                                                       travelers to show who their supervisors are, but we are not         choose to use the department workflow routing, these would
                                                       doing one for procurement.                                          route the approvals based on the account coding of the
                                                                                                                           document.
                                                       Since the supervisor level is not pooled, a purchase for IT
                                                       equipment might go to our rent program for approval instead of
                                                       the IT staff.
1461   09/28/10   Role Mapping              IQS Form   Our agency has a unique situation where some of our                 The general guideline is that non state employees should not       HCR01    Phase 1   10/08/10      11/24/10
                                                       executive staff (ex. Commissioner, Deputy Commissioner for          have approval authority; however, if you have a valid business
                                                       Administration) are being transferred to other entities. They are   reason such as you outlined here, please assign the
                                                       not state employees; however, the people they supervise are         appropriate person to the approval role to make your process
                                                       state employees.                                                    as efficient as possible and explain in the comments field why
                                                                                                                           you are giving approval access to a non-state employee.
                                                       Our understanding, from reading the instructions for role
                                                       mapping, is that non-state employees can only have inquiry
                                                       roles in the system. Would it be possible, in our situation, for
                                                       non-State employees to approve travel, procurement, etc. for
                                                       the employees that they supervise?

                                                       We will have to have people approve things in the system for
                                                       things that they do not directly oversee or do more of our
                                                       approvals outside of the system and have someone else push
                                                       the approval button - if non-state employees cannot have
                                                       access to the system for this purpose.
1463   09/28/10   Role Mapping               Other     PayServ maintains employees' names differently, depending    Please provide the long name.                                             OER01    Phase 1   10/08/10      11/24/10
                                                       on where you look in the system, such as John Smith versus
                                                       John L. Smith. Which name do we provide in the role mapping
                                                       exercise - the short name or the long name?

1464   09/28/10   Role Mapping               Other     PayServ maintains employees' Civil Service Titles differently,      Please provide the long name.                                      OER01    Phase 1   10/08/10      11/24/10
                                                       depending on where you look in the system, such as ASSNT
                                                       ADMVN versus ASSNT ADMNV OFFCR. Which Title do we
                                                       use in the role mapping exercise - the short or the long
                                                       version?
1468   09/28/10   Role Mapping              IQS Form   Our agency is going to be changing all employees' e-mail            Please include the email addresses that will be valid at Go-Live   HCR01    Phase 1   10/08/10      11/24/10
                                                       addresses in the next couple of weeks. Is it ok if I put the new    to reduce future data entry.
                                                       addresses on the role mapping form?
1469   09/28/10   Role Mapping              IQS Form   How do employee supervisors get into the employee profile -         SFS will be collecting the supervisor for the procure to pay       SID01    Phase 1   10/08/10      11/24/10
                                                       specifically for purchase requisition approvals? Can an             workflows, along with other purchasing setup information, later
                                                       employee or traveler have more than one supervisor?                 this fall.

                                                       For purchase requisitions - assume 4 people are identified at       Employees can only have one designated travel supervisor and
                                                       Dept Approver level and 3 of those people are also at the           one designated procure to pay supervisor.
                                                       Fiscal Office level. If the 4th person approves at the Dept
                                                       Approver level, will the workflow move to the next level or to      To answer the second question, when a user approves a
                                                       the highest level of the other Dept approvers?                      workflow transaction, it moves to the next level above the
                                                                                                                           highest level that the user has for approval. Therefore, if the
                                                                                                                           user has the fiscal officer approval level, then the transaction
                                                                                                                           will be fully approved.
QID      Date           Topic           SubTopic   Source     Question                                                            Answer                                                              Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                               Answered     Published
1470   09/28/10     Role Mapping                   IQS Form   Does the PayServ Job Code filed have to be a numeric value?         The job code does not have to have all of the numbers. If the       OVS01      Phase 1       10/08/10     11/24/10
                                                              These codes are 6 digits long, some beginning with 0's. Can         template drops the leading zeros, that is fine.
                                                              we enter the code as a title using an (') in front of the number,
                                                              making it a title, so that the 0's can be viewed? Or is it not
                                                              necessary to see all 6 digits?
1472   09/29/10     Role Mapping                   IQS Form   When role mapping approvers in Accounts Payable and                 Going forward, OSC will use the SFS approvals for                   DOC01      Phase 1      10/21/10      01/26/11
                                                              Purchasing, will OSC check the AC-852 and AC-1782 to make           authorization of voucher transactions in lieu of the AC-852.
                                                              sure those people are listed as authorized to certify those         The AC-1782, or equivalent signature form, will still be required
                                                              documents?                                                          to compare signatures against paper contracts.

                                                              We want to make sure all people that need to be mapped are
                                                              mapped accurately.
1474   09/29/10        Budget                      IQS Form   Do agencies need to produce a hard copy of budget certificates      No. SFS electronic budget certificates will replace today‟s         DCJ01    Future Phase   09/29/10      10/29/10
                                                              after the SFS go-live?                                              paper-based process.
1477   09/29/10   Bulkload/ Interface              IQS Form   Can Legacy bulkload agencies continue to use a literal '304'        Refund of Appropriations should only be sent as '332's and          DCJ01    Future Phase   09/29/10      10/29/10
                                                              and '302' for the transaction code for Refund of Appropriations?    '334's in the future.

                                                                                                                                  The reason for this is that in the current system, there is
                                                                                                                                  apparently logic which converts 302s and 304s to 332s and
                                                                                                                                  334s. The future system does not have this logic.
1478   09/29/10   Bulkload/ Interface              IQS Form   Do batch numbers still need to have a zero at the end? For          Batch Numbers do not need to have a zero at the end.                SED01    Future Phase   10/05/10      10/29/10
                                                              example, is '000038' a legal batch number after 4/1/2011?           '000038' is a legal batch number after 4/1/2011.

1481   09/30/10   Bulkload/ Interface              IQS Form   The Report Catalogue description of KKP0043 indicates this is                                                                           DOT01    Future Phase   10/13/10      11/17/10
                                                              a replacement for the BUD60, however, the list of SFS fields to
                                                              be included does not cite Chartfield1 or Chartfield2. I realize
                                                              these are agency specific fields but in the case of NYSDOT, we
                                                              were forced to include most of the information we need to
                                                              collect in values within ChartField 1. We cannot replicate our
                                                              BUD60 information unless these ChartFields are included in
                                                              the KKP0043 Report. Please do not give me the arbitrary and
                                                              unhelpful response that including these fields is not possible.
                                                              Without including ChartFields 1 and 2, these reports are
                                                              virtually worthless to us.

                                                              We have no 'specific business case' ..... whatever that means.
                                                              The information we built into ChartFields 1 and 2 is the most
                                                              basic we need to operate.

1482   09/29/10     Role Mapping                    Other     In reviewing the role mapping material, I noticed that travel  Cash advances are optional. If you do not use them today,                CPI01      Phase 1      10/08/10      11/24/10
                                                              includes cash advance transactions and workflow. As a small there is no requirement to use the functionality going forward.
                                                              agency, we have never set up a cash advance process and, at
                                                              this point, see no reason to begin now. Will we be required to
                                                              start doing this under the new system?
QID      Date           Topic           SubTopic   Source     Question                                                            Answer                                                                Agency   Phase        Date     Original Date
       Received                                                                                                                                                                                                            Answered     Published
1483   09/29/10   Purchasing/Contract               Other     In the Purchasing module, do agency contracts relate to only        All agreements that are not revenue contracts are procurement         OFA01    Phase 1    12/28/10     11/24/10
                           s                                  those purchasing contracts which are created because they           contracts. These contracts are found in the purchasing module.
                                                              have to go out to bid?

                                                              Our agency has grants and grants in aid contracts with many
                                                              entities within the state.

                                                              We want to make sure that we understand the scope of the
                                                              contracts module.
1484   09/28/10      Role Mapping                   Other     Do all the boxes of the role mapping template have to have a        If your agency wants to have that function, the role must be          MIG01    Phase 1   09/28/10      11/24/10
                                                              designee? For example, if the budget and fiscal office do not       assigned. In the travel example, if you did not have a role for
                                                              need to see the travel expense reports, do we have to assign        the budget office in cash advance and expense reports (the
                                                              someone? Or, since we do not do procurement-related travel,         role is shared), you would assign the role to another approver.
                                                              we don't have anyone to designate for procurement-related
                                                              travel expense reports. Can these be left blank?                    Because the “Training/Education, Conference, or Procurement
                                                                                                                                  Approver” does not see every travel approval/cash
                                                                                                                                  advance/expense report (only those that are routed to them -
                                                                                                                                  based on business purpose of travel), you could theoretically
                                                                                                                                  remove that step if you did none of that type of travel (unlikely).
                                                                                                                                  But you risk transactions being routed to a role that has no
                                                                                                                                  approvers, as there will be no validations to prohibit use of any
                                                                                                                                  of the business purpose types.

                                                                                                                                  In short, if you use travel, you should assign someone to every
                                                                                                                                  security and workflow role (box), even if that involves giving
                                                                                                                                  subsequent approval roles to individuals.


1487   09/29/10      Role Mapping                  IQS Form   We are a small agency & only have one individual that               If you only have one individual who is the approver, you should       CPI01    Phase 1   10/08/10      11/24/10
                                                              performs all approvals for a particular transaction type. Should    assign all of the approval roles to that individual. The approver
                                                              we check off each section under the approval roles for that one     only has to approve the transaction one time, regardless of the
                                                              person or only the highest level? Will this person have to          number of approval levels assigned to the approver.
                                                              review & approve the transaction once or multiple times at
                                                              each level?
1488   10/01/10      Role Mapping                  IQS Form   For the role mapping exercise, do we need to identify and map       Proxies can be non-state employees. Proxies are only for the          OFT01    Phase 1   10/08/10      11/24/10
                                                              the individuals that we want to serve as proxies for agency staff   Processor roles, not workflow approval roles.
                                                              that will be mapped to SFS roles? Can proxies be non-State
                                                              employees (e.g.. temp support staff for the Supervisor or
                                                              Department Approver roles)? Can we have proxies at various
                                                              levels of the approval workflow?
1489   10/01/10      Role Mapping                  IQS Form   The description for the Fiscal Office role in the Purchasing        The Fiscal Office role is the final approval role within the          OFT01    Phase 1   10/08/10      11/24/10
                                                              module (requisition and PO workflows) states "The Fiscal            agency. If the transaction is subject to OSC Audit (Contract
                                                              Office role has final approval on all requisitions/POs before       related PO‟s and vouchers), it will be forwarded to OSC for
                                                              they are forwarded to OSC audit for review." Our agency does        review, if not, the document is approved. Requisitions are not
                                                              not send any purchase requisitions to OSC and only sends "all       reviewed by OSC.
                                                              copy" POs to OSC for review.

                                                              We want to make sure that there is not a new step in the
                                                              requisition and PO workflows that require submissions to OSC.
QID      Date           Topic           SubTopic   Source     Question                                                           Answer                                                                 Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                 Answered     Published
1490   10/01/10   Bulkload/ Interface              IQS Form   Please explain what the ENL is. Is it something similar to the     ENL is an acronym for Error Notification Listing. ENL reports          OPD01    Future Phase    10/04/10     10/29/10
                                                              IDL?                                                               will be generated when the SFS bulkload process encounters
                                                                                                                                 an error with the file layout and/or contents. The ENL is geared
                                                                                                                                 towards fatal exceptions with the file (formats, encryption, file
                                                                                                                                 cannot be read/processed, etc.). Whereas, IDL reports are
                                                                                                                                 generated upon the success or failure of a properly-formatted
                                                                                                                                 bulkload transmission to the SFS.

                                                                                                                                 One key distinguishing feature is intended audience. ENLs are
                                                                                                                                 suited for technical staff that design the bulkload file, while IDLs
                                                                                                                                 are suited for business users of the bulkload file.


1491   10/01/10         Other                       Other     Is SFS a web based application that will need an add on such       Appendix L of the Agency Implementation Guide is an                    HES01      Phase 1      10/04/10      10/29/10
                                                              as ActiveX installed, or is it a separate front end application?   appropriate reference for desktop and browser requirements
                                                                                                                                 for the SFS. The Guide recommends that pop-up blockers be
                                                                                                                                 disabled so that display of contextual text is not hampered.
                                                                                                                                 PeopleSoft Financials does not use ActiveX.

1492   10/01/10      Vendor File                   IQS Form   What is the anticipated volume of the Master Vendor File (#        The anticipated volume of vendors for conversion is                    OPD01    Future Phase   10/26/10      11/17/10
                                                              records, size, etc)?                                               approximately 80,000 - per the Vendor File presentation given
                                                                                                                                 at the OSC Fall Conference on 10/26/10.
1494   10/01/10      Vendor File                   IQS Form   As specified in the Agency Implementation Guide, the Vendor January 18th, 2011 is the Vendor File Go-Live date. April 2011                OPD01    Future Phase   10/22/10      11/17/10
                                                              File Go-live date is sometime in the January timeframe. Do you is the Go-Live date for the Vendor File with regard to using the
                                                              have a more definitive date as to when in January this will be     data for processing.
                                                              available? For how long will this be available for? Or is this the
                                                              starting point for when it will be available to us daily?

1495   10/01/10      Vendor File                   IQS Form   For how long will the Payee ID and Payee ID Additional fields      This will be a one-time feed, with the intention of the agencies       OPD01    Future Phase   11/05/10      11/17/10
                                                              be available to use in the M131 file?                              creating a mapping table as required so that the PeopleSoft
                                                                                                                                 Vendor ID can be used for all subsequent communications.

1496   10/01/10     Role Mapping                   IQS Form   The Agency Travel Approver Template is set up for a one-to-         The travelers can only have one initial approver, so you need         DCS01      Phase 1      10/08/10      11/24/10
                                                              one relationship (traveler - approver - proxy) on one line. How     to assign an individual as the approver to each traveler. If you
                                                              should the template be structured for a one-to-many                 have more than one proxy for a given traveler, please add an
                                                              relationship?                                                       additional line to the spreadsheet, and list the traveler a second
                                                                                                                                  time with the additional proxy. You do not need to list the
                                                              Our agency has 40 travelers - any 1 of 5 approvers for all of the approver on the second line.
                                                              40 travelers and any 1 of 5 proxies for all of the 40 travelers. To
                                                              complicate things further, the 5 approvers are also the 5
                                                              proxies and, in addition, are travelers themselves.
QID      Date           Topic           SubTopic   Source     Question                                                               Answer                                                              Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                  Answered     Published
1498   10/01/10   Purchasing/Contract              IQS Form   If a contract is issued that is below the approval threshold (a T      All contracts will follow the 2 step process. Some contracts will   SNY01    Future Phase    10/05/10     11/24/10
                           s                                  Contract), will the process still be a two-step? If so, since the      flow through to the second step more quickly due to type and
                                                              terms of a T-Contract do not require OSC approval, will there          amount.
                                                              be an automatic release process of step one, instead of an
                                                              approval process, so that the encumbrance can follow?                  A summary follows below:

                                                                                                                                     The M161 does not include 212 and 213 transactions, the
                                                                                                                                     contract information will not appear in the M161 until an
                                                                                                                                     encumbrance is recorded.

                                                                                                                                     The M061 will include the contract before it is approved. There
                                                                                                                                     are two status values on the M061 which can be used to
                                                                                                                                     identify the contract status.

                                                                                                                                     Contract Status and Audit Status
                                                                                                                                     Contract Status (P=Pending, A = Approved, C = Canceled)
                                                                                                                                     Audit Status (Blank, R = Request PO, A = Audit Complete, N =
                                                                                                                                     N/A)

                                                                                                                                     When a contract is initially received it is in Pending Status.
                                                                                                                                     After Initial Approval, the contract goes to Approved Status.

                                                                                                                                     When the Contract is in Approved Status and the Audit Status
                                                                                                                                     is R/Request PO OR N/A, then the agency can proceed to the
                                                                                                                                     second step of the approval process.




1499   10/01/10     General Ledger                 IQS Form   We have been told that, as of March 31, 2011, any open PO's Agencies will be able to create outstanding (open) purchase                    DOL01    Future Phase   10/08/10      10/29/10
                                                              that we have encumbered will be eliminated. We should be        orders in SFS with the old fiscal year funding and process
                                                              able to spend the balances in the carry-out periods until the   payments against those orders through the lapse period.
                                                              funds lapse. Will we be able to re-encumber after the black-out
                                                              period to the old State Fiscal Year? Normally, we should not be
                                                              establishing new encumbrances in April to a prior State Fiscal
                                                              Year. But we should be able to in this case, as it is a system
                                                              constraint and no fault of the agency.

                                                              After 4/11, can we re-encumber PO's that were encumbered as
                                                              of 3/31/11 and that were eliminated due to conversion to SFS?

                                                              We will and also do have open encumbrances at 3/31/XX
                                                              which we liquidate during the carry-out period. If we don't have
                                                              this capability, we will lose the ability to spend our appropriation
                                                              and there will be no recourse in the new year's budget.
QID      Date           Topic           SubTopic   Source     Question                                                              Answer                                                                Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                   Answered     Published
1500   10/01/10   Bulkload/ Interface              IQS Form   For Federal Funds, there is a Statistical Type that OSC wants Stat Type is no longer supported by bulkload or direct entry.                 DOL01    Future Phase    11/23/10     12/08/10
                                                              agencies to enter. This Stat Type is used in the calculation of    The field is noted on the contract transaction that it is to be
                                                              interest for CMIA. We did not see a field for this on the bulkload blank filled in the legacy 212 format once the SFS is launched.
                                                              file transfer.
                                                                                                                                 Transactions involving Federal funding will be identified within
                                                              We used to enter vouchers using Direct Entry and now cannot. the COA information.
                                                              When we did Direct Entry, we could enter the Stat Type. Now
                                                              we have to bulkload, and we noticed that there is no Stat Type
                                                              on the bulkload file layout.

                                                              For bulkload agencies, how will Stat Type be captured?

                                                              OSC says that this has to be entered, as they assist in the
                                                              interest calculation for CMIA. How will SFS handle the lack of
                                                              Stat Type for Federal payments?
1503   10/04/10     Role Mapping                   IQS Form   What, specifically, is the role of the Agency Security                The specific role of an agency security liaison is in the process     DOS01      Phase 1      10/07/10      10/29/10
                                                              Administrator? Would they provide access to the NYSDS, or             of being defined.
                                                              would they perform the same function as the current CAS
                                                              Security Administrator and would just request specific rights for     NYSDS is not used with the SFS, so there would be no
                                                              a user? Should they be more IT-oriented? How do the Agency            interaction required with NYSDS for SFS. The security liaison
                                                              and Workflow Administrator differ? Please clarify.                    would be the person signing off on the access authorize forms
                                                                                                                                    that will be used by SFS to provision the access to the agency
                                                              I am currently the CAS Security Coordinator, but if the Agency        users. The form will identify the roles required by the user, so it
                                                              Security Administrator can't be involved in any processing            will most likely be completed by someone familiar with the
                                                              roles, that is going to be a major problem. As we have so few         business needs of the user.
                                                              fiscal staff left, it is going to be difficult to find anyone that
                                                              doesn't do processing.                                                An IT-oriented staff may not be the best fit, but that would be
                                                                                                                                    an agency decision.

                                                                                                                                    The role mapping exercise was requesting a point person for
                                                                                                                                    security and workflow administration; however, the tasks
                                                                                                                                    associated with these roles would fall to SFS, and the contact
                                                                                                                                    at the agency would most likely be the security liaison.

                                                                                                                                    To the last comment, SFS would want to ensure appropriate
                                                                                                                                    separation of duties to the greatest extent possible.



1504   10/04/10      Direct Entry                  IQS Form   We are not a phase 1 agency. If we are direct-entering a new          You may enter any 6th digit.                                          TDA01    Future Phase   10/08/10      10/29/10
                                                              cost center, will there be a 6th digit validation as in the current
                                                              CAS? Or are we calculating the 6th digit at the agency, or can
                                                              we just enter any 6 digit value?
1508   10/04/10    Travel/Expense                  IQS Form   I understand all payments to employees must be handled                Valid values in the Travel & Expense module consist of both           ASM01    Future Phase   10/08/10      10/29/10
                                                              through the Travel and Expense module. Should Expense                 travel & non-travel related expense types. If an agency is
                                                              Types 'BLKTAXD' & 'BLKNTAX' be used for all non-travel                unable to send the appropriate expense type information,
                                                              reimbursements (such as tuition reimbursement)?                       BLKTAXD & BLKNTAX are acceptable.

                                                              We reimburse employees for various non-travel expenses &
                                                              thought more specific coding might be useful.
QID      Date           Topic           SubTopic   Source     Question                                                         Answer                                                             Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                           Answered     Published
1509   10/04/10   Bulkload/ Interface              IQS Form   Current bulkload processing sends refund amounts as positive. Today's CAS converts positives to negatives.                          ASM01    Future Phase    10/05/10     10/29/10
                                                              Should the following fields be positive or negative?
                                                                                                                              In the future, adjustments to an expense will need to come in
                                                              TRFH-REFUND-AMT                                                 as negative amounts. This includes all four of the fields
                                                              TRFL-MERCHANDISE-AMT                                            referenced.
                                                              TRFL-IRS-AMT
                                                              TRFD-MERCHANDISE-AMT
1513   10/04/10        Training                    IQS Form   The Program Training Primer reference a class for Vendor File The reference to “Vendor File Processing” in the Program              OFA01      Phase 1      10/05/10      10/29/10
                                                              Processing. There is no class for Vendor File Processing in the Training Primer is a topic within the Accounts Payable course
                                                              scheduling spreadsheet. I was told the schedule spreadsheet and the Purchasing course. This is not a separate class.
                                                              should have the most recent classes. I just want to make sure
                                                              that the Vendor File is covered in another module or in WBT.

1516   10/04/10   Bulkload/ Interface              IQS Form   Can multiple Source System Identifiers (SSIDs) be sent in 1      Multiple Source System Identifiers may be used in one              OMH01    Future Phase   10/06/10      10/29/10
                                                              bulkload file, or must only 1 SSID be used per bulkload file?    bulkload file.

1517   10/04/10   Bulkload/ Interface              IQS Form   Please describe the automated mechanism SFS will use to          The outbound folder is for files from SFS to the agency, so SFS    OMH01    Future Phase   10/06/10      10/29/10
                                                              distinguish new (un-downloaded) vs. old (already downloaded)     will not need to distinguish between new and old files. SFS is
                                                              files in the outbound and notification folders? Our concern is   not notified or aware of when, if ever, a file from the outbound
                                                              downloading duplicate files.                                     folder is processed by the agency.

                                                                                                                               SFS monitors the inbound folder for files from the agency.
                                                                                                                               There are controls in place to ensure files are not processed
                                                                                                                               multiple times -including a control record created by
                                                                                                                               Tumbleweed specific to each inbound file, and a date/time
                                                                                                                               stamp appended onto each file by Tumbleweed when
                                                                                                                               received.
1520   10/04/10   Accounts Payable                 IQS Form   When a voucher incurs „‟interest” through no fault of their own, Interest will be applied as in the same methodology as today.      OMH01    Future Phase   12/02/10      12/08/10
                                                              such as during the SFS blackout period, will the agency be
                                                              expected to absorb the interest cost? How will it be charged     SFS is advising agencies to get their payments paid as up-to-
                                                              and/or tracked? Is there a ChartField or Account code that       date as possible prior to the blackout period.
                                                              could be used to track these types of expenses as the State
                                                              converts to the new SFS?
1521   10/04/10   Bulkload/ Interface              IQS Form   For a JV transaction between a non-phase 1 agency using          The Direct Entry solution is a Legacy-formatted solution. All      OMH01    Future Phase   10/06/10      11/24/10
                                                              legacy format and an agency using the COA format, can the        transactions will be sent in Legacy format in order to resemble
                                                              Legacy agency transmit the transaction using both formats in     today's CAS direct entry screens to the fullest extent possible.
                                                              our bulkload? What about in the OSC portal, can the formats
                                                              be mixed here?                                                   If the question is whether an agency can send in their journal
                                                                                                                               voucher transactions in both PeopleSoft format and Legacy
                                                                                                                               format, the answer is yes, this is possible - though separate
                                                                                                                               Source System Identifiers (and accompanying Source System
                                                                                                                               Profiles) will be needed.

                                                                                                                               Legacy cost center-to-PeopleSoft ChartField mappings must
                                                                                                                               exist for Legacy fields to appear in an extract.
QID      Date        Topic       SubTopic   Source     Question                                                             Answer                                                               Agency   Phase        Date     Original Date
       Received                                                                                                                                                                                                     Answered     Published
1522   10/05/10   Role Mapping              IQS Form   Our agency is small and has challenges with segregation of           Each role must be mapped, but if an agency does not need all         OFT01    Phase 1    10/21/10     01/26/11
                                                       duties with the limited resources available. We require              levels of approval, multiple approval levels can be assigned to
                                                       guidance on the following questions in order to meet our             the same user.
                                                       deadlines on the Agency Role Mapping task.
                                                       These questions are important from overall management,
                                                       internal controls and processing perspectives. Our agency has
                                                       challenges from a staffing perspective and has a somewhat
                                                       unique service delivery business model, in that we are a State
                                                       Agency with General Fund expenditures and also have Internal
                                                       Service Funds.
                                                       1) Please confirm for us that all roles articulated in the Agency
                                                       Role-Mapping Instructions must be mapped without exception.
                                                       Can we "skip", or bypass any roles?
1523   10/05/10   Role Mapping              IQS Form   Our agency is small and has challenges with segregation of           Individuals may be mapped to more than one role. Each                OFT01    Phase 1   10/21/10      01/26/11
                                                       duties with the limited resources available. We require              approval transaction will go to the supervisor of the transaction
                                                       guidance on the following questions in order to meet our             processor. Since users cannot be their own supervisor, there
                                                       deadlines on the Agency Role Mapping task.                           should always be at least one level of approval enforced by the
                                                       These questions are important from overall management,               SFS in addition to the entry of the transaction.
                                                       internal controls and processing perspectives. Our agency has
                                                       challenges from a staffing perspective and has a somewhat
                                                       unique service delivery business model, in that we are a State
                                                       Agency with General Fund expenditures and also have Internal
                                                       Service Funds.
                                                       2) Please confirm for us that it is possible to have an individual
                                                       user mapped to multiple roles and that there is a system edit
                                                       which precludes a user from approving a voucher (s)he
                                                       processed.
1524   10/05/10   Role Mapping              IQS Form   Our agency is small and has challenges with segregation of           The system will default to the highest level of approval authority   OFT01    Phase 1   10/21/10      01/26/11
                                                       duties with the limited resources available. We require              and continue from that point.
                                                       guidance on the following questions in order to meet our
                                                       deadlines on the Agency Role Mapping task.
                                                       These questions are important from overall management,
                                                       internal controls and processing perspectives. Our agency has
                                                       challenges from a staffing perspective and has a somewhat
                                                       unique service delivery business model, in that we are a State
                                                       Agency with General Fund expenditures and also have Internal
                                                       Service Funds.
                                                       3) If a user is assigned multiple roles (e.g.: AP Approver and
                                                       AP Manager) will an approval need to be made under each
                                                       role, or will the system default to the highest level of approving
                                                       authority and continue the process from there?
QID      Date           Topic           SubTopic   Source     Question                                                             Answer                                                            Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                              Answered     Published
1525   10/05/10     Role Mapping                   IQS Form   Our agency is small and has challenges with segregation of           Proxies can only be assigned for entry of travel authorization    OFT01      Phase 1       10/21/10     01/26/11
                                                              duties with the limited resources available. We require              requests, cash advances, and expense reports.
                                                              guidance on the following questions in order to meet our
                                                              deadlines on the Agency Role Mapping task.
                                                              These questions are important from overall management,
                                                              internal controls and processing perspectives. Our agency has
                                                              challenges from a staffing perspective and has a somewhat
                                                              unique service delivery business model, in that we are a State
                                                              Agency with General Fund expenditures and also have Internal
                                                              Service Funds.
                                                              4) Are proxies similar to the Purchasing & Travel/Expense
                                                              Modules available in the AP Module?
1526   10/05/10     Role Mapping                   IQS Form   Our agency is small and has challenges with segregation of           The Fiscal Officer and Budget Unit approver are shared across     OFT01      Phase 1      10/21/10      01/26/11
                                                              duties with the limited resources available. We require              all of the purchasing functions. Users will see transactions
                                                              guidance on the following questions in order to meet our             segregated by type within their work lists.
                                                              deadlines on the Agency Role Mapping task.
                                                              These questions are important from overall management,
                                                              internal controls and processing perspectives. Our agency has
                                                              challenges from a staffing perspective and has a somewhat
                                                              unique service delivery business model, in that we are a State
                                                              Agency with General Fund expenditures and also have Internal
                                                              Service Funds.
                                                              5) Is Role Mapping specific to each module? Can user(s) be
                                                              identified as Fiscal Officer be different in different modules
                                                              (e.g.: AP vs. Purchasing)? If not, considering this is a "pooled"
                                                              function, is there a filter available which would help in
                                                              identifying action items for each individual user(s) acting in the
                                                              Fiscal Officer capacity?
1527   10/05/10     Role Mapping                   IQS Form   Our agency is small and has challenges with segregation of           There is no system limit assigned to the number of users who      OFT01      Phase 1      10/21/10      01/26/11
                                                              duties with the limited resources available. We require              can be assigned as a receiver.
                                                              guidance on the following questions in order to meet our
                                                              deadlines on the Agency Role Mapping task.
                                                              These questions are important from overall management,
                                                              internal controls and processing perspectives. Our agency has
                                                              challenges from a staffing perspective and has a somewhat
                                                              unique service delivery business model, in that we are a State
                                                              Agency with General Fund expenditures and also have Internal
                                                              Service Funds.
                                                              6) Is there a limit on users assigned to the receiver role?
1528   10/05/10   Bulkload/ Interface              IQS Form   Is the user ID of the person using Direct Entry to enter a           A Source System Identifier for each facility would be needed in   OMH01    Future Phase   10/06/10      11/24/10
                                                              Journal Voucher available on the M161 extract? We can't find a       order to differentiate the transactions.
                                                              user ID field on the "M161 Journal/Revenue Transfers/Budget"
                                                              record layout. How will we know which facility did the entry?

1531   10/05/10     Role Mapping                   IQS Form   I work at Aging. We are partnering with PERB and Civil               The program would prefer a separate spreadsheet for each          OFA01      Phase 1      10/21/10      01/26/11
                                                              Service. Should we submit separate role mapping                      agency, as each agency must certify their own mappings.
                                                              spreadsheets for each agency or should we combine all 3
                                                              agencies on one roll mapping spreadsheet?
1533   10/05/10      Vendor File                   IQS Form   If the Voucher Line (VOL) record has an incorrect IRS-CD, will       All vendors will be set up such that all IRS Codes are valid.     OVS01      Phase 1      12/06/10      11/24/10
                                                              the transaction error out?
QID      Date           Topic           SubTopic   Source     Question                                                            Answer                                                               Agency       Phase          Date     Original Date
       Received                                                                                                                                                                                                                 Answered     Published
1539   10/05/10   Bulkload/ Interface              IQS Form   In looking at your answer to QID 1034, in the                As to formatting, 743 would be represented as '00743'.                       SNY01    Future Phase    10/06/10     11/24/10
                                                              SFS_QUESTION_ANSWER.XLS, you say that the T304-LINE-
                                                              NUM sent up on the T304 transaction will be sent back in the As to contents, the T304-LINE-NUM needs to contain the SFS
                                                              M161 Voucher transaction field PO-LINE-NUM.                  Purchase Order Line Number, not the agency encumbrance
                                                                                                                           line number.
                                                              So, if I sent up line number 743 in the T304-LINE-NUMBER,
                                                              how would it appear in the M161 PO-LINE-NUM field (as '743 '
                                                              or ' 743' or '00743')?

1544   10/05/10   Bulkload/ Interface              IQS Form   Does our agency need separate Source System Identifiers to          Yes, transactions which are entered using Direct Entry require        SED01    Future Phase   10/06/10      11/24/10
                                                              bulkload transactions in the Legacy format and Direct Enter         a specific Source System Identifier.
                                                              those same transactions? Referring to the top of page 10 in the
                                                              File Transmission Certification Instructions, its appears that in   Source System Identifiers are being setup for Direct Entry in
                                                              this example an agency with one GL Business unit and                order to control agency access into Direct Entry. Only agencies
                                                              processing transaction thru Legacy, PeopleSoft and Direct           authorized to use Direct Entry can use the Direct Entry screens.
                                                              Entry requires three Source System IDs.

                                                              Our Rome and Batavia Offices currently enter certain
                                                              transactions ( 319, 371, 1286) online into CAS. Central Office
                                                              bulkloads these transactions. Do we need a separate SSI?


1546   10/05/10   Bulkload/ Interface              IQS Form   Our agency has to embed an Index number on the bulkload             The Chargetail field can be used for this. It is available in both    UCS01      Phase 1      10/06/10      11/24/10
                                                              record. Can you tell us what field can be used to store this 8      the PeopleSoft and Legacy formats.
                                                              digit number on the PeopleSoft format for vouchers?

1547   10/05/10   Bulkload/ Interface              IQS Form   In the ROUTE_CODE & WTHD_CLASS tables the values have These are being expanded to 2 characters so that NY can                             SNY01    Future Phase   10/06/10      11/24/10
                                                              been defined as 2 in length. My question/request is that the  begin to use the standard IRS values in these fields.
                                                              value lengths remain one in length as they are today.
                                                                                                                            The decision made was made to utilize 2 chars because 1 char
                                                              If some of the values go to 2 in length SUNY will have to     codes will not be continued going forward. SFS is adopting the
                                                              expand their files that contain these fields causing a lot of PeopleSoft standard 2 char codes - per the IRS.
                                                              unproductive work.
                                                                                                                            There are also impacts on business processes outside of
                                                                                                                            vouchers that impacted this decision.

1548   10/04/10     Role Mapping                    Other     According to the role mapping instructions, I am not to include     If a users‟ only function is as a traveler proxy, then that user      CPI01      Phase 1      10/21/10      01/26/11
                                                              employees who only have traveler roles. Do I need to include        does not need to be mapped on the functional sheet.
                                                              those who will be Traveler Proxy?
1549   10/05/10     Role Mapping                    Other     For inquiry into Customer Module, which inquiry role will           Both Billing Inquiry and AR Inquiry will provide inquiry access to   OSC-BOC   Future Phase   10/21/10      01/26/11
                                                              provide BOC access to the Customer module?                          the customer master.
1552   10/05/10     Role Mapping                   IQS Form   Our agency does not issue cash advances for travel. Must we         If the agency does not currently use cash advances or travel          OFT01      Phase 1      10/21/10      11/24/10
                                                              still map this role, or can we bypass this role in the Role         approvals, they do not need to be mapped or used within the
                                                              Mapping Exercise?                                                   SFS.

                                                              It is important to the Agency in terms of recognizing actual
                                                              activities performed by staff and matching the setup of the SFS
                                                              to actual work performed.
QID      Date           Topic           SubTopic   Source     Question                                                          Answer                                                             Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                            Answered     Published
1553   10/05/10   Accounts Payable                 IQS Form   Will OSC update and maintain the printed voucher form AC92 No, OSC's Bureau of State Expenditures will not require                   DMV01    Future Phase    10/27/10     11/17/10
                                                              post 4/1/2011? Will OSC require agencies to produce voucher agencies to submit printed vouchers for audit. OSC will receive
                                                              form AC92 for payments made post 4/1/2011?                          the electronic document - which meets their requirements for a
                                                                                                                                  voucher submission.
                                                              Our agency is hoping to eliminate all paper voucher after
                                                              4/1/2011, saving approximately 30,000 sheets of paper
                                                              annually. If the form will no longer be required, it will also save
                                                              on our level of effort.

1555   10/05/10      Vendor File                   IQS Form   During conversion of vendors, when an address doesn't match At conversion, one address will be loaded for the vendor. The            DMV01    Future Phase   10/05/10      10/29/10
                                                              with what the contract/lease indicates at OSC, will a contract     strategy is for the vendor to add addresses afterwards through
                                                              amendment be required by agencies?                                 self-service or by contacting VMU. There is no need for
                                                                                                                                 amendments to the contract if a different address is loaded on
                                                                                                                                 conversion. After April 2010, address changes will not require
                                                                                                                                 amendments.
1559   10/05/10        Budget                       Other     Will agencies still have the ability to encumber against one       Yes, encumbrance coding is defaulted to the voucher, where        CFS01    Future Phase   10/25/10      11/17/10
                                                              Account code and then spend against others, as they do today the final determination will be made.
                                                              in CAS with object codes?
1561   10/06/10   Bulkload/ Interface              IQS Form   Question is related to Bulkload interface file - will the document The format we should be receiving these transactions in is:       TAX01      Phase 1      10/09/10      11/24/10
                                                              number on the I221 Document Header record be changing?
                                                                                                                                 I211
                                                              We are looking to get a clarification on how we should process I221
                                                              the I221, T302, T304 and I211 records, we currently send in        T302
                                                              batches. We currently send four record types:                      T304…continuing for each line
                                                              Legacy Bulkload Interface File:                                    I221
                                                              I221 Doc Header record                                             T302
                                                              T302 Voucher payment transaction record                            T304…continuing for each line
                                                              T304 Charge transaction record                                     I221
                                                              I211 batch Header record                                           T302
                                                                                                                                 T304….
                                                              In our current process, each I221 record contains a unique
                                                              document number. We send multiple T304 records for each            The I221, T302, T304 pattern continues for each document in
                                                              batch I221 record, followed by a T304 and a I211 record. We        the batch.
                                                              have been told that this process will be changing and that on
                                                              each I221 record, the Doc Num must be unique for each T302
                                                              record.

                                                              Do we need to send one I221 record, followed by one T302,
                                                              followed by one T304 record and one I211 record? Each batch
                                                              will look like this: I221 record T302 record T304 record I211
                                                              record. We currently send: I221 record T302 record T302
                                                              record T302 record T302 record T304 record I211 record etc.

                                                              We need to know if there has been a change to what is to be
                                                              sent in the I221 Doc number field - this will change the way we
                                                              process and will hold up the implementation, if unanswered.
QID      Date           Topic              SubTopic        Source     Question                                                              Answer                                                                  Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                             Answered     Published
1562   10/05/10        Training                             Other     It is my understanding that Requisition Requestors can be             Requisition Requesters can be scheduled for web-based                   LTY01      Phase 1       10/20/10     10/29/10
                                                                      scheduled for web-based training (WBT) in lieu of instructor-led      training. This is an agency decision.
                                                                      training - based on agency discretion. I also understand that
                                                                      Travel Supervisors only have to take WBT. Is that true for the        At this time, training approach for approvers, other than Travel
                                                                      Requisition Approvers if that‟s their only role if we have multiple   Supervisors, will be done using the instructor-led training
                                                                      levels of approval for requisitions?                                  method.

1563   10/06/10   Bulkload/ Interface   Accounts Payable   IQS Form   Our agency has received information that only the net amount          This applies only to expense transactions. Only send records            DOT01    Future Phase   10/29/10      10/29/10
                                                                      paid to the traveler should be submitted to SFS. We need              which are for employees to be reimbursed. In other words, no
                                                                      clarification on what this means. Currently, we bulkload T304         negative T304s should be submitted in the future.
                                                                      records with negative amounts and positive amounts - resulting
                                                                      in an amount paid to the traveler. This is done to adjust the
                                                                      credit card charges to the appropriate cost centers. Can I infer
                                                                      what was meant is that we can no longer send negative T304
                                                                      records via the bulkload?
1565   10/06/10   Bulkload/ Interface                      IQS Form   Do we send today's alphanumeric voucher number, which                 Yes.                                                                    TAX01      Phase 1      10/09/10      11/24/10
                                                                      currently uses 'DOCUMENT.NUMBER' in the Document
                                                                      Header record, into the new fields TRNP~DOCUMENT~NUM,
                                                                      TVOH~DOCUMENT~NUM, and TVOL~DOCUMENT~NUM?

1575   10/08/10   Bulkload/ Interface                       Other     Today's CAS does not provide a time stamp on files that are           Yes, agency personnel has access to these directories - which           MSC01        N/A        10/13/10      11/17/10
                                                                      delivered to an agency's Tumbleweed folder. Can agencies              allows renaming files or removing them.
                                                                      rename the file once it's pulled from Tumbleweed?

1576   10/07/10     Role Mapping                            Other     Please define the Training / Education and Procurement role in        A) The Training / Education and Procurement travel roles are            OFT01      Phase 1      10/07/10      01/26/11
                                                                      the Agency Travel Authorization Approver role and the Agency          special purpose approvals – if someone marks their travel
                                                                      Expense Report Approver role (pages 17 + 19 in the Role               report as training/education, then it would be routed to the
                                                                      Mapping Instructions).                                                individual(s) given the training/education role. If you don‟t need
                                                                                                                                            these roles, then assign them to the same people who have
                                                                      a) In Authorization: is this to say we really have “two roles for     the budget unit approval roles.
                                                                      the price of one” on this – that someone would need to approve
                                                                      Travel as a mutually exclusive expense from something like            B) The expense reporting role depends on how you work things
                                                                      Conference Registration? I‟m reading this is pooled – please          internally within OFT. If you are using the travel authorizations,
                                                                      confirm that is correct. So would transactions then have to be        then it is likely just a matching role to ensure that the traveler is
                                                                      “filtered” somehow like in other pooled roles based on the            only asking for what they were already approved for. Many
                                                                      nature of the transaction or would the transactions somehow           organizations are not using the travel approval, so then the
                                                                      show in only the appropriate person‟s worklist based on the           expense reporting becomes both the approval for the travel
                                                                      nature of the transaction? How will the system handle the             and the coding.
                                                                      workflow – will one request that carries both types of expenses
                                                                      be forwarded to the appropriate people or would we need two
                                                                      separate requests – one for the travel component and one for
                                                                      the Conference Registration?

                                                                      b) In Expense Reporting: is this a “matching” role to ensure the
                                                                      expense is matched to an approval or is there more analysis
                                                                      required on the part of the approver (i.e.: verification of the
                                                                      coding of the expense report to ensure the coding is correct
                                                                      based on the type of expenditure?
QID      Date        Topic       SubTopic   Source     Question                                                              Answer                                                            Agency   Phase        Date     Original Date
       Received                                                                                                                                                                                                   Answered     Published
1577   10/07/10   Role Mapping               Other     In Agency Expense Report Approver: is Out-of-State approval           Out-of-State is required for both the approval and the expense    OFT01    Phase 1    10/07/10     01/26/11
                                                       necessary on all out-of-state travel transactions (even those         report – the system does not discern between an expense
                                                       pre-approved), or is this on an emergency basis only, like            report that was previously approved for out of state travel v.
                                                       “Program Director” role in the preceding box? (please see page        one that had no pre-approval performed. If you don‟t want this
                                                       19 in the Role Mapping Instructions). Please verify.                  to be a special step, you can combine the out-of-state approval
                                                                                                                             role with either the budget unit or the travel unit.

1578   10/07/10   Role Mapping               Other     AP Match Exception Processor: please define/describe this for Any exceptions between the amount of the PO and the invoice,              OFT01    Phase 1   10/07/10      01/26/11
                                                       me. For what types of exceptions do we anticipate requiring   particularly any time when the invoice is more than the PO (like
                                                       resolution/additional processing?                             a freight or handling charge) will require either a modification to
                                                                                                                     the PO, or interdiction by the AP Match Exception Processor.
                                                                                                                     In most cases, I‟ve seen the match exception processor used
                                                                                                                     for small items (like freight, small over shipments, etc.) instead
                                                                                                                     of having to bother purchasing to modify each PO.

1579   08/30/10   Role Mapping              Feedback   In reviewing the Purchasing presentation given at the                 The ad-hoc approver is only available within the requisition       N/A      N/A      10/08/10      01/26/11
                                                       Purchasing info session , it states that in the approval process      approval workflow. The ad-hoc approver can be any user
                                                       any person who is in the workflow has the ability to assign an        chosen by an approver to forward an approval to. This process
                                                       ad-hoc approver                                                       will be addressed in training and does not have a direct impact
                                                       1. Is this still true since I do not see anything about this in the   on the role mapping. Users can see any ad-hoc approvals
                                                       role handbook?                                                        within the document history for the transaction.
                                                       2. Does the approval from the ad hoc person show on the
                                                       document?
                                                       3. Is this ability available in all the workflows?
1580   08/30/10   Role Mapping              Feedback   The Proxy does not contain an employee sign-off. In order for         Many agencies currently have an internal policy that requires      N/A      N/A      10/08/10      01/26/11
                                                       someone else to assume this role, the person responsible for          an employee to sign a form validating another individual to be
                                                       expense in the first instance needs to sign off to a particular       that employee's proxy. The SFS program team encourages all
                                                       person. Otherwise, anyone could assume this responsibility.           agencies to adopt such a process, but will only be maintaining
                                                       Would you advise?                                                     and tracking the named proxies as they are presented to the
                                                                                                                             program in the role mapping spreadsheet. Agencies must
                                                                                                                             maintain their own supporting documentation.

1581   08/30/10   Role Mapping              Feedback   It would be helpful to have a better definition of the Security The security administrator should be able to run reports on              N/A      N/A      10/08/10      01/26/11
                                                       Administrator and their role within SFS. Specifically, can they users with access to the business unit (and therefore access to
                                                       run reports on anyone who has access to our data either within the agency's data) These reports have not yet been finalized.
                                                       our agency or others? What types of reports will be available
                                                       to the administrator so they can effectively do their job?

1582   08/30/10   Role Mapping              Feedback   Are the approval level names (i.e.: department approver) going        Currently the approval workflow displays a step number and         N/A      N/A      10/08/10      01/26/11
                                                       to show in the worklist so if a user has multiple levels they are     the name of the individual who approved the document. The
                                                       assigned to, they can see which level it is currently awaiting        team is investigating a customization to provide the approval
                                                       approval at?                                                          role along with the step number in the AP and Procurement
                                                                                                                             workflows.
QID      Date        Topic       SubTopic     Source      Question                                                           Answer                                                             Agency   Phase      Date     Original Date
       Received                                                                                                                                                                                                  Answered     Published
1583   08/30/10   Role Mapping               Feedback     It is understood the “department approver level” worklist is       The department approver is a role that is unique to each            N/A      N/A     10/08/10     01/26/11
                                                          shared amongst Reqs, PO‟s , etc. It says the user can see all      workflow. If the same user is assigned to this role for more
                                                          these documents in their worklist. If a user is assigned to only   than one workflow (such as requisitions and purchase orders),
                                                          the Requisition approver role-department level, does this          that user will see his approval documents segregated by the
                                                          mean as well as seeing these documents they can also               document type. i.e. purchase orders will be segregated from
                                                          approve them.                                                      requisitions. A modification to the PO and AP approval
                                                          Example: a requisition approver – department level can also        workflows has been proposed to enable agencies to direct
                                                          see and approve purchase orders awaiting Department                approvals by department.
                                                          approval.
1584   08/30/10   Role Mapping               Feedback     Can a person at a higher level of approval see the name of         Yes; after a transaction is approved, all the transactions          N/A      N/A    10/08/10      01/26/11
                                                          who approved a document at the lower levels?                       approvers are available for inquiry within the system.
                                                          example : What will show “John Smith” or “AP Approver” or
                                                          “Department approver” as the person who approved a
                                                          document ?
1585   09/01/10   Role Mapping              Q&A Session   Our agency has a federal employee who approves agency              The federal employee should be mapped in the role mapping           N/A      N/A    10/08/10      01/26/11
                                                          employees' expenses. How should the federal employee be            spreadsheet as an approver with an explanation noted in the
                                                          mapped?                                                            notes field.
1586   09/01/10   Role Mapping              Q&A Session   Do we need to include the supervisors listed in the travel         Yes.                                                                N/A      N/A    10/08/10      01/26/11
                                                          approver sheet on the role mapping spreadsheet?
1587   09/01/10   Role Mapping              Q&A Session   How does the delegation of authority work? What controls are       Please see the answer to question 1159.                             N/A      N/A    10/08/10      01/26/11
                                                          in place.
1588   09/01/10   Role Mapping              Q&A Session   The parks department has 12 regions that need to be              The current design supports segregation by business unit. The         N/A      N/A    10/08/10      01/26/11
                                                          segregated. How does this work within SFS?                       SFS program is investigating options to help larger agencies
                                                                                                                           segregate their content at a lower level, but no revisions to the
                                                                                                                           design have been finalized.
1589   09/01/10   Role Mapping              Q&A Session   For supervisor under Agency AP Approver, will these users        The supervisor role is not a pooled role, so supervisors will only    N/A      N/A    10/08/10      01/26/11
                                                          only see their invoices, or is this a pool level also where they see the transactions that are forwarded to them. Other
                                                          can see all invoices.                                            approvers with a pooled role will see all transactions at that
                                                                                                                           level for the business unit.
1590   09/01/10   Role Mapping              Q&A Session   Will the SFS send an e-mail to notify users that they have       The SFS is configured to send approval transactions to a user's       N/A      N/A    10/08/10      01/26/11
                                                          actions in their worklist?                                       worklist instead of via email.
1591   09/01/10   Role Mapping              Q&A Session   Will approval for ad-hoc transactions be displayed within the    Ad-hoc approvals are only available for the requisition approval      N/A      N/A    10/08/10      01/26/11
                                                          system?                                                          workflow. All approvals, including ad-hoc are recorded in the
                                                                                                                           SFS and can be viewed or queried upon.
1592   09/01/10   Role Mapping              Q&A Session   Should non state employees be entered into the traveler sheet No. Non state employees are paid via AP and should not be                N/A      N/A    10/08/10      01/26/11
                                                          and set up as travelers?                                         listed as travelers in the travel approver worksheet.
1593   09/01/10   Role Mapping              Q&A Session   We are part of a merged agency and the newly merged users Please note the current situation in the email when you submit               N/A      N/A    10/21/10      11/24/10
                                                          may not have their new directory services ID's by 10/15. What your response and provide the new directory services ID‟s
                                                          should we do?                                                    when they are available.
1594   09/01/10   Role Mapping              Q&A Session   Do we need to assign a user to each role on the mapping          If the agency uses that system functionality, then yes. For           N/A      N/A    10/08/10      01/26/11
                                                          sheet?                                                           example, if the agency uses AP functionality, then each of the
                                                                                                                           roles within AP should be given to at least one user.
                                                                                                                           Conversely if the agency does not do any billing or AR, they
                                                                                                                           need not assign users to these functions.
1595   09/01/10   Role Mapping              Q&A Session   The agency customer maintenance role is listed in AR and in      There is only one customer maintenance role. It was listed            N/A      N/A    10/08/10      01/26/11
                                                          Billing. Why?                                                    twice to ensure that both the AR and billing sections of the
                                                                                                                           manual could be stand-alone.
QID      Date        Topic       SubTopic     Source      Question                                                         Answer                                                               Agency   Phase      Date     Original Date
       Received                                                                                                                                                                                                  Answered     Published
1596   09/01/10   Role Mapping              Q&A Session You mentioned that interagency transfers will be used to solve     Sub allocations are processed within the SFS as interagency           N/A      N/A     10/08/10     01/26/11
                                                        the issue of transactions being initiated using other agencies‟    budget transfers. The agency ceding the funds to the other
                                                        funds. Does this mean that we (OGS) will NOT have to worry         agency should initiate the transaction, but does not need a
                                                        about mapping roles with other agencies?                           special role past the budget originator to do this.

1597   09/01/10   Role Mapping              Q&A Session If we do not currently have an internal budget unit approval       Agencies need to assign a user each role within the approval          N/A      N/A    10/08/10      01/26/11
                                                        level, do we still need to map the workflow role?                  hierarchy, but they can assign multiple roles to the same user
                                                                                                                           to reduce the number of unique approval levels. An approver
                                                                                                                           with the Business Unit approver role may update the ChartField
                                                                                                                           values of the transaction while approving it.

1598   09/01/10   Role Mapping              Q&A Session Can a receiver see every PO within the BU?                         Yes. Receivers can see all of the POs within the BU. There            N/A      N/A    10/08/10      01/26/11
                                                                                                                           are options to sort and filter the available POs to make it easier
                                                                                                                           for a user to select the correct document.
1599   09/01/10   Role Mapping              Q&A Session Can capital budget items be sent to a unique approval              No. There is no special routing for one type of budget                N/A      N/A    10/08/10      01/26/11
                                                        workflow?                                                          transactions vs. another. All transactions of a given type
                                                                                                                           (budget, AP, etc.) are processed through the same workflow.

1600   09/01/10   Role Mapping              Q&A Session For requisitions, does the requestor have to enter coding for      The Requestor is required to select a category code in the SFS        N/A      N/A    10/08/10      01/26/11
                                                        the requisition?                                                   that will default in an account code. This account code can
                                                                                                                           subsequently be changed by the Budget Unit Approver or the
                                                                                                                           PO Processor when the requisition is converted to a PO.

1602   09/01/10   Role Mapping              Q&A Session What is the purpose of the roles Training/Education or             These roles are special purpose approval roles. If the user           N/A      N/A    10/08/10      01/26/11
                                                        Conference and Procurement Related under the Travel &              who creates the travel approval or reimbursement transaction
                                                        Expense Approvers?                                                 identifies the transaction as being one of these types, it will
                                                                                                                           route them to the named approval.
1603   09/01/10   Role Mapping              Q&A Session Will the DOB Approvers need to be filled out by our agency?        Because DOB is a control agency, they will map their                  N/A      N/A    10/08/10      01/26/11
                                                        Do we know who will be approving NYSOFAs Budget /                  examiners to the appropriate GL BU.
                                                        Commitment Controls information from DOB?
1604   09/03/10   Role Mapping               Feedback We have temp services secretaries that fill out Travel Vouchers Assuming that these employees are expected to still be in                  N/A      N/A    10/08/10      01/26/11
                                                        for State Employees. We would want them, therefore, to be       place in October, they should be listed in the Travel Approver
                                                        listed as Travel Proxies. How would this work?                  sheet in the proxy field and also be added to the role mapping
                                                                                                                        sheet and given the role of Travel Proxy. You should enter
                                                                                                                        "NSE" into any field on the role mapping worksheet that
                                                                                                                        contains state-specific information. SFS user IDs are named
                                                                                                                        by employee, so agencies needs to closely manage the setup
                                                                                                                        and closure of user accounts with SFS operations for any non-
                                                                                                                        permanent employees.
1605   09/03/10   Role Mapping               Feedback We have employees that are in items on loan from a different The employees should be added on your role mapping sheet                      N/A      N/A    10/08/10      01/26/11
                                                        agency. Their travel is paid by that Agency, which is a Phase 2 and given the appropriate approver roles. You should continue
                                                        Agency. I am assuming that process would continue as it is      your current process to record and approve their travel
                                                        done currently. These employees, however, supervise OMIG expense reimbursement until their agency is fully live on the
                                                        staff and will need to approve their subordinates travel        SFS.
                                                        vouchers. How should this be handled?

1606   09/08/10   Role Mapping              Q&A Session Our director has to approve out of state travel. How should this Map the director in the 'Out of State' approver role. This is a         N/A      N/A    10/08/10      01/26/11
                                                        be mapped?                                                       conditional role, so the approval will only be necessary if the
                                                                                                                         travel request or expense reimbursement is for out of state
                                                                                                                         travel.
QID      Date           Topic                SubTopic            Source      Question                                                          Answer                                                            Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                          Answered     Published
1607   09/08/10     Role Mapping                               Q&A Session We have two different civil service titles, which one should we     Please provide the title from PayServ.                             N/A         N/A         10/08/10     01/26/11
                                                                           use?
1608   09/08/10     Role Mapping                               Q&A Session How will the purchasing and AP supervisor be assigned?           The SFS program will collect this information from the                N/A         N/A        10/08/10      01/26/11
                                                                                                                                            Agencies closer to go-live, along with users' physical address
                                                                                                                                            and other data to minimize required changes.
1609   09/08/10     Role Mapping                               Q&A Session What security mapping is required for bank account control?      The current design is for all users within an agency to have          N/A         N/A        10/08/10      01/26/11
                                                                           This was mentioned at the banking sole custody information       access to the same set of bank accounts and to have these
                                                                           session.                                                         assigned by agency. We will investigate this and provide
                                                                                                                                            additional detail if warranted.
1610   09/08/10     Role Mapping                               Q&A Session We have employees that are on loan from another agency.          Any employee who will have access to transactions within your         N/A         N/A        10/08/10      01/26/11
                                                                           How should they be mapped?                                       BU (this includes loaned staff, temps, and host staff) should be
                                                                                                                                            mapped to their appropriate role on your role mapping
                                                                                                                                            worksheet.
1611   09/08/10     Role Mapping                               Q&A Session Will users with access to multiple agencies have multiple logins Users will have a single user account in the SFS that will            N/A         N/A        10/08/10      01/26/11
                                                                           or a single user account?                                        provide them access to the appropriate functions.
1612   09/10/10     Role Mapping                                Feedback We have transactions where we pay for certain expenses using Please see the answers to questions 1147 and 1596. The                      N/A         N/A        10/08/10      01/26/11
                                                                           coding of another agency (Phase 2) for a portion of the          agency should work with the other agencies and determine if it
                                                                           expenses. We also have transactions where the other agency wants to assign system access to users from the outside
                                                                           (Phase 2) uses our coding for a portion of the expense. How      agency or just use the budget transfer functionality.
                                                                           should this be handled for role mapping?
1613   09/10/10     Role Mapping                                Feedback We have multiple levels of approval for GL, budget and             Please see the workflow section of the role-mapping handbook          N/A         N/A        10/08/10      01/26/11
                                                                           Purchasing. However, I only find one level of approval on the (beginning on page 96) for more information on the workflow
                                                                           role mapping spreadsheet. How do we handle this?                 roles. There are two levels of GL approval listed in the excel
                                                                                                                                            template and multiple levels of each of the other approvals.

1614   09/14/10     Role Mapping                                Feedback     In Role Mapping, how do we grant access to a department           There is no specific role for an administrative review in the      N/A         N/A        10/08/10      01/26/11
                                                                             head‟s administrative assistant so that she can review travel     SFS. The administrative assistant could be given the same
                                                                             vouchers prior to the department head approving them? This        approval access as the department head and would then have
                                                                             assistant is not a traveler and she is not an approver, but she   access to review each transaction as it came into the pooled
                                                                             reviews all vouchers for accuracy prior to them being „signed‟    work queue for the department head and manually notify the
                                                                             by the dept head and sent to the Finance Office for payment.      department head when a transaction was ready for approval.
                                                                                                                                               In this case, the agency would need to manage the assistant's
                                                                                                                                               role via internal agency policy and review of audit logs as the
                                                                                                                                               assistant would have physical access within the SFS to
                                                                                                                                               approve the transaction.

1615   09/15/10     Role Mapping                               Q&A Session Does an agency who uses bulkload need to map processor              Transactions can either be processed via the normal SFS entry      N/A         N/A        10/08/10      01/26/11
                                                                           and approval roles for the loaded transactions?                     and workflow process, or bulk loaded. If they are bulk loaded,
                                                                                                                                               then they are entered into the SFS in a fully approved status
                                                                                                                                               and bypass the SFS workflow. If the agency manually enters
                                                                                                                                               any transactions into the SFS, they need to map the processor
                                                                                                                                               and approval roles for that transaction type.

1616   10/07/10   Bulkload/ Interface   Purchasing/Contracts    IQS Form     Are the transactions case sensitive? For example, if my           No, data does not need to be sent in all uppercase. Data sent     SCF01    Future Phase   11/12/10      11/24/10
                                                                             database has a contract description of “Construction Services”,   in lowercase will be stored in the database in lowercase.
                                                                             does it need to be sent to the SFS as “CONSTRUCTION
                                                                             SERVICES”?
1618   10/08/10   Bulkload/ Interface   Purchasing/Contracts    IQS Form     What PeopleSoft(PS) transactions are required to create a         To create a contract in PeopleSoft, the Contract Header           SCF01    Future Phase   11/12/10      11/24/10
                                                                             contract?                                                         transaction must be submitted.
1620   10/08/10   Bulkload/ Interface   Purchasing/Contracts    IQS Form     What PS transactions are required for contract amendments?        To process a contract amendment, submit the Contract Header       SCF01    Future Phase   11/12/10      11/24/10
                                                                                                                                               with a transaction code of CHG.
QID      Date           Topic                SubTopic          Source     Question                                                           Answer                                                               Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                           Answered     Published
1622   10/08/10   Bulkload/ Interface   Purchasing/Contracts   IQS Form   1.Will approved contracts be identified on either the IDL or                                                                            SCF01    Future Phase    11/12/10     11/24/10
                                                                          outbound files for an agency using PeopleSoft(PS) bulk load?    1. Not exactly. The creation of the contract is on the IDL. The
                                                                                                                                          status will be sent on the M061 - both before and after it is
                                                                          2..Will approved contract change orders be identified on either approved.
                                                                          the IDL or outbound files for an agency using PeopleSoft(PS) 2. Not exactly - The creation of the change order is sent on the
                                                                          bulk load ?                                                     IDL.
                                                                                                                                          3. The IDL shows that the amendment was processed.
                                                                          3..Will approved contract amendments be identified on either    4. Yes
                                                                          the IDL or outbound files for an agency using PeopleSoft(PS) 5. Yes
                                                                          bulk load ?                                                     6. Yes - with the inclusion of cost center attributes, where a
                                                                                                                                          mapping exists.
                                                                          4.Can multiple source system identifiers be combined into the
                                                                          same PS bulk load ?

                                                                          5.Will direct entry be on the IDL?

                                                                          6.Will direct entry transactions be on the SFS outbound files
                                                                          with SFS COA values?

1623   10/08/10   Bulkload/ Interface                          IQS Form   Our system can only bulkload travel vouchers as KTV. If this       Travel payments to non-employees can use any batch type              DOL01    Future Phase   12/06/10      12/08/10
                                                                          will change, we need to reprogram our system.                      other than KTV.

                                                                          What batch type will travel payments to non-employees use?

1625   10/05/10        Security                                 Other     The SFS will automatically sign out users after a certain period   The default is 20 minutes. A warning message is received a           MSC01        N/A        10/18/10      11/17/10
                                                                          of inactive time. What is this time period?                        few minutes prior to reaching the time-out.
1626   10/05/10        Security                                 Other     How often will passwords need to be changed by users in            Passwords will expire every 60 days.                                 MSC01        N/A        10/18/10      11/17/10
                                                                          SFS?
1629   10/08/10   Bulkload/ Interface                          IQS Form   Q&A #1009 states "All employee reimbursements will be              T302 purpose description would be non-travel expense for             DOL01    Future Phase   11/03/10      11/24/10
                                                                          processed with the KTV batch type in the future."                  reimbursements where no travel costs have been incurred.

                                                                          The T302 record has mandatory fields (position 428-557) if         T302 destination should be populated with the employee‟s
                                                                          batch type is KTV. If we are reimbursing an employee for other     official station. As indicated in the question, destination is not
                                                                          than travel expense, what data should be used for T-302-           relevant to non-travel expenses; however, population of the
                                                                          Purpose-Desc and T-302 Destination?                                field is required.

                                                                          We don't know what data is expected to be sent in this field.
                                                                          Destination is not relevant to a non-travel related voucher. Is
                                                                          more detail than "non-travel Expense" for Purpose-Desc
                                                                          required?
1631   10/12/10    Travel/Expense                               Other     I cannot find several locations we use in the Valid Values         The values that appear on the Valid Values spreadsheet are           ASM01    Future Phase   11/08/10      10/29/10
                                                                          spreadsheet for fields TEXL-TRAVEL-FROM / TEXL-TXN-                directly from the Department of Defense files, both CONUS
                                                                          LOCATION. What is the process for adding locations? For            and OCONUS locations. The purpose in identifying locations is
                                                                          example, Latham, NY is not listed here. There are also several     to validate lodging and meal per diem rates based on the
                                                                          small towns of NYC not listed.                                     county of travel. In your example of Latham, NY, the traveler
                                                                                                                                             would have to choose a destination within the same county to
                                                                                                                                             ensure the correct per diem rates were applied.
QID      Date           Topic                SubTopic          Source     Question                                                            Answer                                                            Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                         Answered     Published
1634   10/12/10   Bulkload/ Interface   Purchasing/Contracts   IQS Form   T218-DOC-REF-NUM (7 character) is now defined as                    Yes, the encumbrance transaction requires a PO Number.            SED01    Future Phase    10/26/10     11/24/10
                                                                          "Purchase Order Number assigned to the contract                     This is assigned by the agency and can be any value, as long
                                                                          encumbrance." Are you saying we must create and maintain a          as it uniquely identifies that encumbrance.
                                                                          new PO number for the contract encumbrance? Can this be
                                                                          the 7 character Contract number sent on the 212 Contract data
                                                                          transaction?
1635   10/12/10   Bulkload/ Interface   Purchasing/Contracts   IQS Form   For certain types of services, our Business Users manually          Yes, the VOL and VOD records must reference a valid               OPD01    Future Phase   10/26/10      11/24/10
                                                                          update Contract encumbrances using CAS. We then use a               purchase order if they are related to an Encumbrance.
                                                                          Bulkload Voucher to liquidate the encumbrance by including
                                                                          the Contract number in field T304-Purch-Order-No.

                                                                          From what I can determine from the PeopleSoft formats, the
                                                                          Contract number would typically be included in the POL record
                                                                          (TPOL-CNTRCT-ID), and referenced from a payment voucher
                                                                          by including the PO Document Number, Line Number, etc. in
                                                                          the VOL and VOD records (TVOL/TVOD-PURCH-ORDER-
                                                                          NUM).

                                                                          If our users were to reproduce the manual Contract
                                                                          Encumbrance update by using Direct Entry, would we need to
                                                                          reference the generated PO Document number (not the
                                                                          Contract number) in the new VOL and VOD records in order to
                                                                          liquidate the encumbered funds?

1636   10/13/10   Bulkload/ Interface                           Other     For bulkload or direct entry, can you configure the SSID to limit   No, while SFS can restrict to just encumbrance transactions, or   OMH01    Future Phase   10/13/10      11/24/10
                                                                          access to a specific type of transaction? For example, with a       just JVs, we cannot restrict within that document type.
                                                                          purchase order transaction, can the SSID be restricted to only
                                                                          allow a purchase order change (T204) and a purchase order           There is no problem with using separate SSIs for each piece of
                                                                          delete (T205) and not a new purchase order (T203)?                  a transaction type.

1637   10/13/10   Accounts Payable                              Other     If OMH makes a payment to a vendor and a credit memo that When Processing transactions in the SFS, originating BU will                OMH01    Future Phase   10/25/10      01/26/11
                                                                          is not from OMH is applied to the OMH payment, how will OMH be maintained. Vendor will receive the remittance advice at a
                                                                          know what GL BU the credit memo originated from?            transaction level.
QID      Date           Topic           SubTopic   Source     Question                                                            Answer                                                           Agency   Phase        Date     Original Date
       Received                                                                                                                                                                                                       Answered     Published
1639   10/12/10   Bulkload/ Interface              IQS Form   Looking for the appropriate source to determine the level of        Fields with the prefix APP are the Appropriation Level Budget    DOB01    Phase 1    10/26/10     12/08/10
                                                              detail to expect in outbound files and for determining values to    Values. Fields with the prefix SEG are the Segregation Level
                                                              expect in several specific outbound file fields. DOB will use       Budget Values. If there is no prefix, the fields relate to the
                                                              information in the SFS outbound files to support budget making      detailed transaction values.
                                                              and budget execution activities.
                                                                                                                                  From the following link, both the “Reporting Trees” and
                                                              DOB will receive the outbound files below with txns for multiple    “Values” links contain all the values above.
                                                              agencies. We want to understand/confirm the level of detail to      http://www.sfs.ny.gov/programElements/coaMaterials.htm
                                                              expect in each & the values to expect for the specific fields
                                                              listed below. Can you point us to the best source for this? e.g.,   Furthermore, the 10/26 Agency Implementation Guide Layout
                                                              should we use the “Reporting Trees” folder files below?             Release include contents and criteria for each extract.
                                                              SFS_Account_Reporting_Tree…
                                                              SFS_Department_Reporting_Tree…
                                                              SFS_Fund_Reporting_Trees…
                                                              SFS_Program_Reporting_Trees…

                                                              If so, the Program tree above has values for levels 2, 3 & 4.
                                                              Which should we expect in the files below? Will “KK Values”
                                                              come through the files?
                                                              -M011- APP-FUND APP-PROGRAM APP-ACCOUNT APP-
                                                              DEPTID APP-BUDREF
                                                              -M041- SEG-FUND SEG-PROGRAM SEG-BUDREF SEG-
                                                              ACCOUNT SEG-DEPTID
                                                              -M151- FUND CODE
                                                              -M0161- DEPARTMENT CODE FUND CODE PROGRAM
                                                              CODE BUDGET REFERENCE SEG-DEPTID SEG-FUND SEG-
                                                              PROGRAM SEG-BUDREF SEG-ACCOUNT
                                                              -M271 EXPENDITURE FILE- FUND_CODE2 DEPTID2
                                                              PROGRAM_CODE2 BUDGET_REF ACCOUNT2 DEPTID
QID      Date           Topic           SubTopic   Source     Question                                                         Answer                                                              Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                            Answered     Published
1640   10/12/10   Purchasing/Contract              IQS Form   Will the Single Transaction Summary replace the AC340 to be      The Single Transaction Summary (STS) will replace the AC340         WCB01    Future Phase    11/16/10     11/24/10
                           s                                  submitted with contract(s) for all agencies Phase I and Non      for Phase 1 agencies. Future Phase agencies have the option
                                                              Phase I? If yes, has the Single Transaction Summary design       of utilizing the STS or the AC340. If the AC340 is to be utilized
                                                              been completed? Can we have a copy for design purposes?          by Future Phase agencies, certain data fields will require
                                                              When we send the encumbrance should we use the AC340 or          modification to reflect SFS system changes from the current
                                                              should we use the AC130?                                         accounting system requirements. For example, in lieu of
                                                                                                                               entering the Payee ID on the AC340, the user will need to enter
                                                                                                                               the applicable Vendor ID. Additional guidance on completing
                                                                                                                               the AC340 for SFS transactions will be provided in the near
                                                                                                                               future.

                                                                                                                               The STS has been developed and is going through revisions.
                                                                                                                               It is anticipated that the STS will be available, along with the
                                                                                                                               changes required for the AC340 cited above, in the near future.

                                                                                                                               In the SFS, the agency creates Purchase Orders to encumber
                                                                                                                               funds for a contract. This will be accomplished using the two-
                                                                                                                               step encumbrance process, the first step of which is creation
                                                                                                                               by the agency of the contract transaction in SFS. Once OSC
                                                                                                                               has received the transaction, and changed the status to PO
                                                                                                                               Requested, this triggers the agency to create a Purchase Order
                                                                                                                               (encumbrance) for the contract (Step 2). At this time OSC
                                                                                                                               does not anticipate that the agency will be required to forward a
                                                                                                                               paper document as proof that Step 2 (i.e. creation of the PO)
1641   10/13/10   Bulkload/ Interface              IQS Form   Can we submit a new purchase order (T203) on bulkload then       has been completed. OSC intends to access the encumbrance
                                                                                                                               Yes.                                                                OMH01    Future Phase   10/27/10      11/17/10
                                                              submit a purchase order change (T204) through direct entry to
                                                              change the original T203 submitted on bulkload?
1642   10/13/10   Bulkload/ Interface              IQS Form   It looks like the reference to original paid documents has    No, the original voucher is optional, and it is only required if you   SED01    Future Phase   10/26/10      11/24/10
                                                              moved from the T-334 (charge transaction) to the T332 (payee want to relate an adjustment to a previously paid voucher.
                                                              transaction). The T332 requires an original payment document
                                                              number and payment date. Does this mean that multiple refund
                                                              documents (T-332) would need to be created for each original
                                                              voucher paid that is refunded, with perhaps multiple charge
                                                              transactions (T334)?

                                                              This is a potential major change to our various Refund
                                                              programs.
QID      Date           Topic           SubTopic     Source     Question                                                          Answer                                                            Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                             Answered     Published
1648   09/29/10   Accounts Payable                    Other     For situations where two payee names need to appear on            There are 3 answers to this question:                             CFS01    Future Phase    11/03/10     11/24/10
                                                                remittance (adoptions), how will this be handled?
                                                                                                                                  1. A vendor can be established in the Statewide Vendor File
                                                                                                                                  using vendor name 1 & vendor name 2. The associated TIN
                                                                                                                                  should be the actual payee.
                                                                                                                                  2. If performing a Single Payment Voucher transaction, the
                                                                                                                                  agency can include information on payee 1 & payee 2 as well.
                                                                                                                                  3. If payments are made regularly to a vendor without a 2nd
                                                                                                                                  payee name, the vendor can be assigned an alternate
                                                                                                                                  (location) which would allow an agency to pay that vendor
                                                                                                                                  occasionally with more than one name. If this is needed,
                                                                                                                                  agencies should contact the Vendor Management Unit.

1652   09/07/10   Bulkload/ Interface                 Other     What is the assigned GL/BU for OCFS?                              The SFS GL BU Reporting Tree contains a list of all GL BU         CFS01    Future Phase   10/13/10      11/24/10
                                                                Is there a separate GL/BU for each SSI or just one?               codes and may be found at the following link:
                                                                                                                                  http://www.sfs.ny.gov/programElements/coaMaterials.htm
                                                                We know that we will be paying vouchers out of our Contracts
                                                                System for a separate GL/BU for National & Community              There is not a separate GL BU for each SSI.
                                                                Services, and we realize that an SSI can only be assigned on
                                                                GL/BU.                                                            Nat & Comm Services will need its own SSI - though the
                                                                                                                                  transactions are coming out of the same system.
                                                                Does this mean that National & Community Services will need
                                                                their own SSI even though they are not a source system?

1653   09/07/10   Bulkload/ Interface                 Other     It is our understanding that for Legacy Bulkload source        This is correct. It acts just as a chargetail.                       CFS01    Future Phase   10/13/10      11/24/10
                                                                systems the field entitled T304-ACCUM-1 is our Accumulator
                                                                Code. This value travels from the inbound voucher charge
                                                                bulkload to the black box where it is held in a staging table.
                                                                The agency will then receive the same value back on the M161
                                                                in the ACCUM1 field. The accumulator code is only included
                                                                on the voucher charge bulkload, not the encumbrance or
                                                                contract bulkloads. Please confirm.

1654   10/13/10        Testing                     Q&A Session Will ARRA requirements be covered during system testing in         Work around ARRA is not in the plan at this time.                  N/A         N/A        12/05/10      12/08/10
                                                               SFS?
1655   10/13/10        Testing                     Q&A Session Will SFS maintain two servers post Go-Live for testing and         SFS maintains multiple environments to support its system          N/A         N/A        12/03/10      12/08/10
                                                               production?                                                        development lifecycle. This will continue.
1657   10/14/10         Other                        Other     Expedited transactions: how will these be handled in the           OSC is aware of this, and a process will exist for both Phase I    N/A         N/A        10/14/10      01/26/11
                                                               future?                                                            and future phase agencies.

                                                                                                                                  SFS will produce operational/training manuals.

                                                                                                                                  Forms will be in forms catalog.

                                                                                                                                  Accounting guidelines will be in the Accounting Manual - to be
                                                                                                                                  produced by OSC. OSC is currently working on the accounting
                                                                                                                                  policy to finalize the production and distribution of the new
                                                                                                                                  Accounting Manual.
QID      Date           Topic           SubTopic   Source   Question                                                          Answer                                                               Agency   Phase        Date     Original Date
       Received                                                                                                                                                                                                       Answered     Published
1658   10/14/10    Accounts Payable                Other    Is there a mechanism where OSC can process transactions on OSC understands there may be a need for emergency                            N/A      N/A       10/14/10     01/26/11
                                                            behalf of agencies - in the event agencies are unable to?  payments, or when the SFS is down completely. This will be
                                                                                                                       covered in a future process, to be produced by OSC in the
                                                                                                                       future. An OSC Accts Payable team will have the security to
                                                                                                                       create vouchers on behalf of agencies.

                                                                                                                              Downside to this is that their system is not out of synch with the
                                                                                                                              SFS. Agency would have to manually reconcile their systems.

1660   10/14/10   Purchasing/Contract              Other    Is the Single Transaction Summary report in cost center or         PeopleSoft format.                                                   N/A      N/A      10/14/10      01/26/11
                           s                                PeopleSoft format?
1662   10/14/10   Purchasing/Contract              Other    Is it possible to use some other, generic, field in PeopleSoft for No.                                                                  N/A      N/A      10/14/10      01/26/11
                           s                                the purpose of Contract Number, then lock the Contract
                                                            Number down once the contract has been finalized.

1663   10/14/10   Purchasing/Contract              Other    Is SFS tracking contract advances? Can this be performed in       For bulkload agencies, there is no change with the current CAS       DOH01    Phase 1   10/29/10      11/24/10
                           s                                proportions (25%, 50%, etc.)?                                     processes - there is still no mechanism to track contract
                                                                                                                              advances.

                                                                                                                              For online agencies, this is intended to be supported, and the
                                                                                                                              SFS team is still working on this.
1669   10/14/10    Accounts Payable                Other    Refund of appropriations:                                         Refund of Appropriations                                              N/A      N/A      01/27/11      01/26/11
                                                            We understand a negative amount is entered for a credit           -Use Adjustment Voucher
                                                            against the appropriation.                                        -Enter multiple lines: negative to record the credit and positive
                                                            What is expected for transmitting the positive amount to be       line to record the cash entry.
                                                            applied to cash?                                                  -Net amount will be zero.

                                                                                                                              For a simple instance where one line will be adjusted, agencies
                                                                                                                              should send the following lines:

                                                                                                                              Line 1: Send the same Chart of Account information where the
                                                                                                                              original charge was - but with a negative amount.
                                                                                                                              Line 2: Send the same Chart of Account information where the
                                                                                                                              original charge was (a positive amount) - but use the Account
                                                                                                                              code (formerly Object code) for CASH.

                                                                                                                              The net amount of the transaction will be zero.
1670   10/14/10    Accounts Payable                Other    Will there be a business process in place that will give us the   Twenty-four hour window. Once the voucher has been                    N/A      N/A      10/14/10      01/26/11
                                                            opportunity to attempt to have a payment stopped?                 submitted, it is assumed to be certified and ready to pay by the
                                                                                                                              agency.

                                                                                                                              The processes in place to stop checks/ACHs will continue into
                                                                                                                              the future. The system will not change the supporting business
                                                                                                                              processes. It is still possible to stop checks/ACHs.

1676   10/14/10     Travel/Expense                 Other    If an employee changes their address, for payroll purposes, will It will automatically update in the SFS. All changes to PayServ        N/A      N/A      10/14/10      01/26/11
                                                            this automatically update in the SFS?                            records will automatically be updated in the SFS.
QID      Date           Topic           SubTopic   Source     Question                                                             Answer                                                               Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                 Answered     Published
1680   12/13/10       Direct Entry                 IQS Form   AIG dated 09/23/10; Section 5.2 Direct Entry p29. Looking for        Each direct-entered transaction generates a bulkload file, and       DOL01    Future Phase    12/13/10     01/26/11
                                                              clarification on paragraph 2 "Once agency users complete the         each bulkload file will generate an IDL.
                                                              data entry for a specific transaction and save it, the background
                                                              bulkload interface processes will be initiated and the individual    As with the IDL, an ENL is generated for each bulkload file (but
                                                              document transactions will be processed using the same               only if the bulkload file has ENL-related errors).
                                                              business logic that all Legacy bulkload transactions will follow."

                                                              Is each direct entry transaction considered a separate bulkload
                                                              file? Will each transaction receive a separate ENL/IDL?


1682   12/13/10   Purchasing/Contract              IQS Form   What is a Commodity Code? Is it a required field? Are there          The commodity code/category are the UNSPSC codes. This is            CFS01    Future Phase   01/11/11      01/26/11
                           s                                  valid values?                                                        a required field. These will be maintained as valid values on
                                                                                                                                   the SFS website.
1687   12/13/10   Bulkload/ Interface    Budget    IQS Form   AIG_Peoplesoft_Bulkload_Interface_Layouts - JrnlHdrJEH,              TJEH-SJE-TYPE is an optional field. If there was a blank in          CFS01    Future Phase   01/31/11      01/26/11
                                                              JrnlLinesJEH                                                         that field it should not have kicked out of certification testing.

                                                              In response to QID 1804 - What are the “Accepted Values” for         The PeopleBooks text for SJE TYPE is below.
                                                              “Journal Header (JEH) – TJEH-SJE-TYPE” field?
                                                                                                                                   Template: General Ledger uses a template as a data entry
                                                              The first response from SFS says it is Optional and can be           model for other
                                                              filled with BLANK spaces. But, in our bulkload test, we received     journal entries. You can automatically reproduce it on a fixed
                                                              an error for values we had in this field. So, what are the           schedule as with
                                                              accepted values if the field is not blank? Will this field be        recurring SJEs, or you can use it on request. When you define
                                                              included in the Valid Values table?                                  the template,
                                                                                                                                   specify whether you want the ChartField values copied from
                                                                                                                                   the model to the
                                                                                                                                   generated journal entry. Examples of templates are monthly
                                                                                                                                   payments with
                                                                                                                                   different amounts such as telephone and utilities.
                                                                                                                                   Recurring:A recurring journal entry is any entry that should be
                                                                                                                                   automatically
                                                                                                                                   recorded in its entirety according to a fixed schedule. These
                                                                                                                                   entries contain the
                                                                                                                                   same ChartField values and amounts, such as monthly rent,
                                                                                                                                   lease payments,
                                                                                                                                   and depreciation expense.
                                                                                                                                   Spread: In a spread journal entry, the total amount is spread
                                                                                                                                   proportionately
                                                                                                                                   across all the periods. For example, suppose that a company
                                                                                                                                   charges you a flat
                                                                                                                                   fee of 10,000 USD annually to perform a service. Use this type
                                                                                                                                   to divide that
                                                                                                                                   amount by 12 and create recurring entries for the same amount
                                                                                                                                   each month.
                                                                                                                                   Spread-Day: In a spread-day journal entry, the total amount is
                                                                                                                                   spread across
QID      Date           Topic                SubTopic          Source     Question                                                            Answer                                                             Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                          Answered     Published
1694   10/12/10     Role Mapping                               IQS Form   We need to understand when a delegate is set, exactly what          Delegation forwards the worklist, but not the corresponding        OGS01      Phase 1       10/19/10     11/24/10
                                                                          rights they are being given by the delegator to ensure internal     security. When a delegate is set, it is for a user's entire
                                                                          controls are not compromised.                                       worklist. The delegation process reallocates the worklist to one
                                                                                                                                              other named user. The delegated user must have the same
                                                                          Can an SFS user set a different delegate for various                (or higher) workflow approval level as the delegator, or the
                                                                          responsibilities, or can they only set one delegate that could      delegated user will not be able to approve or forward the
                                                                          perform all roles for which they are mapped?                        transaction.

                                                                          For instance, if a user can approval travel expense reports and
                                                                          accounts payable vouchers, and they are going on vacation
                                                                          and want to set a delegate to approve travel vouchers in their
                                                                          absence, can their delegate also approve AP vouchers too, or
                                                                          can they be set just to approve travel vouchers? Can the
                                                                          employee going on vacation set one delegate for the travel
                                                                          voucher approval and a second for the AP voucher approval?

1696   10/13/10     Role Mapping                                Other     Currently in Public Service, once a contract is approved (by        This question is one for the agency to determine. With the 2-      DPS01      Phase 1      12/06/10      12/08/10
                                                                          Admin Mgt.), an AC340 Contract Encumbrance Request                  step contract process, the contract in the SFS is submitted and
                                                                          transaction is processed in OSC's Central Accounting System         approved at the agency level. It is then reviewed by BOC,
                                                                          by Finance and Budget - which sets up the initial total contract    where appropriate, and the agency will then have a PO
                                                                          record (which could be multi-year) and encumbers the funds,         requested. It is the PO that encumbers funds against the
                                                                          typically through the end of a fiscal year. There are no contract   contract.
                                                                          transactions entered before we get to this point.
                                                                                                                                            The contract originator is whatever person within the agency
                                                                          However, in SFS, when a contract originator clicks "Submit        should be entering the contract information into the computer
                                                                          contract" I'm not clear on the various roles. For example, is the system to have it processed.
                                                                          contract originator the program area, Admin Mgt, or F&B?
                                                                          Does the program area or the requestor of the contract have to
                                                                          now get involved with data entry into the new system?


1697   10/13/10     Role Mapping                                Other     If our agency (OFT) fills out part of the role mapping template     If the agency (OFT) gives a user in OGS access to a role in the    OFT01      Phase 1      12/06/10      12/08/10
                                                                          for OGS, will this give OGS access to all CIO/OFT codes -           OFT business unit, that user will have access to perform the
                                                                          given the security protocols?                                       transactions (e.g. create a PO) associated with the role within
                                                                                                                                              the assigned business unit (here OFT) without restriction. The
                                                                                                                                              user will also have reporting access for any transaction for
                                                                                                                                              which the user has processing authority.

1702   10/18/10   Bulkload/ Interface   Purchasing/Contracts    Other     T218 and T219, what values go into Col 9 and Col 10? Our            Field 9 is the PO Number to be assigned to the encumbrance.        SNY01    Future Phase   10/26/10      01/26/11
                                                                          impression is that Col 9 would be the 7-character contract          The field naming has been clarified in AIG Layout Release
                                                                          number that we sent in the T212.                                    10/26.

                                                                          Furthermore, can the value in Col 9 be repeated for future          The PO Number can be reused in subsequent transactions that
                                                                          T218s?                                                              add PO Lines, but that updates the existing PO depending on
                                                                                                                                              the status. If the status is Pending OSC approval, then it
                                                                                                                                              cannot be changed.
QID      Date           Topic           SubTopic   Source     Question                                                       Answer                                                          Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                      Answered     Published
1703   10/18/10   Bulkload/ Interface               Other     For T203/T204, what values go into Col 11 and Col 12? Are      The value for both fields (Col 11 & 12) needs to be the same.   SNY01    Future Phase    11/05/10     11/24/10
                                                              these the same values? In today's world, SUNY sends the        The number in Col 11 has to be unique within a BU but can be
                                                              same value in both of these fields. Can the number in Col 11   repeated across PeopleSoft BUs
                                                              be repeatable across the BU? Can the same value be placed
                                                              in Col 11 and 12?
1704   10/18/10   Bulkload/ Interface               Other     For T304-PURCH-ORDER-NUM, what value goes here for           The Purchase Order Number which is to be liquidated goes          SNY01    Future Phase   11/02/10      11/24/10
                                                              liquidation of a T203 and for a T218?                        into the PO Number field. This is the PO Number which was
                                                                                                                           sent in on the 203 or 218 transaction.
1706   10/13/10   Purchasing/Contract              IQS Form   I haven't seen documentation surrounding the requirement or The revised AC340 form for bulkload agencies has been added        DOT01    Future Phase   01/31/11      10/29/10
                           s                                  lack of for Forms.                                           to the Information for State Agencies web page on the OSC
                                                                                                                           web site (http://osc.state.ny.us/agencies/index.htm). As
                                                              Are forms going to be required for non-phase 1 agencies? And updates are made to additional forms, they will also be posted
                                                              if so, are the formats changing? When can expect to see the  to this web site.
                                                              changes?

                                                              We are in the process of outlining system changes for
                                                              contractors and need to know the specifics of the forms
                                                              requirement by SFS in order to include this to be ready for
                                                              3/31/10 go live.
1708   10/13/10       Vendor File                  IQS Form   It is our understanding that the vendor's legal name will be     Agencies should ask the vendor for their NYS Vendor ID.       DOT01    Future Phase   10/22/10      11/17/10
                                                              stored in the Statewide Vendor File. This legal name will be the
                                                              name on file with the IRS for the TIN provided.

                                                              How will agencies know whether the vendor is the correct one,
                                                              if the legal name differs from the Agency 'known' names, such
                                                              as in the case of DBA's or companies that are owned by larger
                                                              corporations?
1709   10/14/10         Other                      IQS Form   If an agency or the SFS system is not ready by April 1st, 2011, Each agency will prepare a contingency plan - this is Task     OVS01      Phase 1      12/10/10      10/29/10
                                                              what are the contingency plans?                                 #102 on each agency's monthly Task List. The scheduled start
                                                                                                                              time is December 1st, and the due date is March 1st, 2011.
                                                              What changes, if any, would we as an agency have to make to
                                                              possibly accommodate a contingency plan?                        SFS will be doing significant outreach and will have
                                                                                                                              communication mechanisms in place to work with agencies in
                                                                                                                              this regard - including updates to the SFS website for Task
                                                                                                                              #102.

                                                                                                                             Also see Section 13.0 of the Agency Implementation Guide,
                                                                                                                             which also shows that a contingency plan should be put in
                                                                                                                             place in January.
QID      Date           Topic           SubTopic     Source      Question                                                               Answer                                                                 Agency   Phase        Date     Original Date
       Received                                                                                                                                                                                                                   Answered     Published
1710   10/14/10      Role Mapping                   IQS Form     Can you provide more information on the cross-functional roles         The cross functional roles do not allow the agencies to re-            DOB01    Phase 1    12/06/10     12/08/10
                                                                 than is in the handbook and FAQ? It seems that the tasks               assign users, but the individuals given the cross-functional
                                                                 associated with the roles would allow for us to reassign users,        roles are the only ones who will be authorized to submit
                                                                 but my understanding is that this must be done via the SFS             requests to the Help Desk.
                                                                 help desk in the future. Can I get specific details on what the
                                                                 cross-functional roles will do and how they will be used in the        • Agency security administrator – this role will have the
                                                                 agencies?                                                              responsibility for updating user preferences within the system
                                                                                                                                        (either directly or through requests to the Help Desk) and
                                                                                                                                        making requests to the SFS Help Desk for new users or
                                                                                                                                        changes to user security access.

                                                                                                                                        • Workflow security administrator – this role will assign
                                                                                                                                        workflow approval roles to users. Again, the SFS program is
                                                                                                                                        still working out the exact mechanics of whether the agencies
                                                                                                                                        will have system access to do this, or if it will be a reporting and
                                                                                                                                        requesting role with the maintenance performed by the SFS
                                                                                                                                        program.

                                                                                                                                        • Workflow administrator – this role is a reporting and request
                                                                                                                                        role to get items „unstuck‟ if there are any problems with the
                                                                                                                                        workflow.

                                                                                                                                        • Credit card administrator – this role will have access and
                                                                                                                                        responsibility to update credit card information in the SFS for
                                                                                                                                        procurement and travel card users.
1711   10/14/10      Role Mapping                   IQS Form     Regarding inquiry and reporting: It would be great if we could         DOB examiners can be granted reporting access for their                DOB01    Phase 1   12/06/10      12/08/10
                                                                 report on all modules for the agencies we budget for. Can we           agencies. There is a certain level of reporting that will
                                                                 assign inquiry and reporting roles to budget examiners for the         accompany the budget approver roles that they are granted.
                                                                 agencies they budget for in the modules outside of KK?                 Additional reporting access can be requested, but should be
                                                                                                                                        approved by each of the agencies to ensure that the agency
                                                                                                                                        knows who has access to their data.
1712   10/14/10   Purchasing/Contract               IQS Form     On page 13 of the Purchasing Pilot 3 fit/gap session, I see a          One will only be able to filter on the workflow status (work item)     DOC01    Phase 1   11/23/10      12/08/10
                           s                                     box called work list filters. What fields of the requisition will be   that is listed on the work list itself. There are no requisition
                                                                 in the work list filter drop down?                                     fields that are displayed to filter on document-specific items.

                                                                 Need to know if we will be able to filter requisitions to the
                                                                 appropriate reviewer
1713   10/14/10   Bulkload/ Interface               IQS Form     What field in the PeopleSoft Bulkload Interface layouts D.5            The field TRNP-AGENCY-ID (from the Transaction Prefix)                 UCS01    Phase 1   10/26/10      01/26/11
                                                                 should be used for the Source System ID described in the File          should contain an agency's Source System Identifier. There is
                                                                 Transmission Certification Instructions for Agencies?                  no field in the PeopleSoft Voucher layout to capture Source
                                                                                                                                        System Identifier.
1716   10/19/10   Purchasing/Contract              Info. Session When does OSC's audit clock start?                                     The OSC audit clock will start when OSC receives both the               N/A      N/A      10/19/10      01/26/11
                           s                                                                                                            physical and electronic documents.
1720   10/19/10   Purchasing/Contract              Info. Session Can a PO be entered against a contract before it is requested          Agencies cannot enter a PO against a Contract prior to the              N/A      N/A      10/19/10      01/26/11
                           s                                     by OSC?                                                                "Request PO" status.
1723   10/19/10   Purchasing/Contract              Info. Session Can you encumber against multiple contract amendment                   No.                                                                     N/A      N/A      10/19/10      01/26/11
                           s                                     versions with one PO?
1724   10/19/10   Purchasing/Contract              Info. Session If we have an encumbrance in an ECC batch, is this                     No.                                                                     N/A      N/A      10/19/10      01/26/11
                           s                                     considered an amendment?
QID      Date           Topic           SubTopic     Source        Question                                                     Answer                                                           Agency   Phase      Date     Original Date
       Received                                                                                                                                                                                                   Answered     Published
1725   10/19/10   Purchasing/Contract              Info. Session What controls against overspending a contract amendment        Spending is controlled against the purchase orders that are       N/A      N/A     12/15/10     11/24/10
                           s                                     amount?                                                        associated with a contract amendment. A purchase order
                                                                                                                                cannot exceed the value of the associated amendment,
                                                                                                                                including any other standing purchase orders.

1726   10/19/10   Purchasing/Contract              Info. Session Can an amendment increase an amount and extend a date in       Yes.                                                              N/A      N/A    10/19/10      01/26/11
                           s                                     the same transaction?
1727   10/19/10   Purchasing/Contract              Info. Session Can you increase a PO, versus submitting a new PO, to          Yes.                                                              N/A      N/A    10/19/10      01/26/11
                           s                                     increase the encumbrance against a contract amendment
                                                                 version?
1728   10/19/10   Purchasing/Contract              Info. Session Will an M061 extract be triggered when a contract becomes      No, the frequencies by which master file extracts are received    N/A      N/A    10/26/10      11/17/10
                           s                                     approved?                                                      are dependent on an agency's subscription to them. Master
                                                                                                                                files may be received as frequently as daily.
1729   10/19/10   Purchasing/Contract              Info. Session Will one line exist in the M061 per contract or per amendment? One line will appear in the M061 per contract amendment.          N/A      N/A    10/19/10      01/26/11
                           s
1730   10/19/10   Purchasing/Contract              Info. Session Are PO numbers unique to a contract?                           No, the PO number must be unique within a Business Unit.          N/A      N/A    10/19/10      01/26/11
                           s
1731   10/19/10   Purchasing/Contract              Info. Session Will the SFS generate PO numbers for agencies?                The SFS will not create PO numbers. Agencies create the PO         N/A      N/A    10/19/10      01/26/11
                           s                                                                                                   numbers they send to the SFS.
1732   10/19/10   Purchasing/Contract              Info. Session   Will the M061 indicate the amount of each amendment or just The M061 will contain a line per amendment and the amount of       N/A      N/A    10/26/10      11/17/10
                           s                                       show a total contract amount?                               that amendment.
1733   10/19/10   Purchasing/Contract              Info. Session   What does the field UNAUDITED CONTRACT AMOUNT in the This is the amount of the contract amendment which has not                N/A      N/A    10/26/10      11/17/10
                           s                                       M061 contain?                                               been approved. When an amendment is approved, this
                                                                                                                               amount goes to 0.
1734   10/19/10   Purchasing/Contract              Info. Session   If a contract end date amendment is pending, how will       Agencies should indicate contract dates on an amendment            N/A      N/A    10/25/10      11/24/10
                           s                                       agencies know which end date to indicate on future          only when making changes to those dates.
                                                                   amendments?
1736   10/19/10   Purchasing/Contract              Info. Session   How are amendment versions being created for converted      For conversion of contracts w/o amendments, an Amendment           N/A      N/A    10/19/10      01/26/11
                           s                                       contracts?                                                  Version of "0" is created.

                                                                                                                                For all other converted contracts (with a history of
                                                                                                                                amendments, regardless of number), an Amendment Version
                                                                                                                                of "1" will be created in addition to "0".
1737   10/19/10   Purchasing/Contract              Info. Session Will SFS accept a $0 encumbrance?                              No. If a contract does not require an encumbrance, OSC will       N/A      N/A    12/03/10      11/24/10
                           s                                                                                                    not request that an agency submit a PO.
1738   10/19/10   Purchasing/Contract              Info. Session For contracts conversion, how will Purchase Orders be          SFS will create a PO based on life-to-date expenditures of the    N/A      N/A    10/19/10      01/26/11
                           s                                     converted?                                                     contract. This will encumber for the amount that is in the
                                                                                                                                agency's system.
QID      Date           Topic           SubTopic     Source      Question                                                        Answer                                                               Agency   Phase      Date     Original Date
       Received                                                                                                                                                                                                        Answered     Published
1739   10/19/10   Conversion/Cutover               Info. Session How will PO numbers and PO line numbers be generated for        For contracts conversion, one PO will be created for each             N/A      N/A     12/16/10     10/29/10
                                                                 purposes of contracts conversion?                               encumbrance line. For each PO created, one PO Line will be
                                                                                                                                 created.

                                                                                                                                 The PO number assignment will start with one and increment
                                                                                                                                 for each PO created.

                                                                                                                                 Each PO created will have a PO Line number 1 created.

                                                                                                                                 Example: Contract A has two encumbrance lines. Conversion
                                                                                                                                 will create the following:
                                                                                                                                 PO 1
                                                                                                                                 PO Line 1
                                                                                                                                 PO 2
                                                                                                                                 PO Line 1
1740   10/19/10   Purchasing/Contract              Info. Session After a contract has been approved and a PO is in place, how    A PO change order should be used.                                     N/A      N/A    10/19/10      01/26/11
                           s                                     is the money disencumbered?
1741   10/19/10   Purchasing/Contract              Info. Session Will PO change orders need OSC approval?                        The audit type of the PO will determine this.                         N/A      N/A    10/19/10      01/26/11
                           s
1742   10/19/10   Purchasing/Contract              Info. Session Will the converted contract data be in the M061 and M161?       Yes.                                                                  N/A      N/A    10/19/10      01/26/11
                           s
1743   10/19/10   Purchasing/Contract              Info. Session Will future phase agencies see their transactional data (post Yes, SFS will keep the transaction history, and the agency will         N/A      N/A    10/19/10      01/26/11
                           s                                     4/1/11) in the SFS once they become online users of the SFS? be able to see this in the SFS.

1744   10/19/10   Purchasing/Contract              Info. Session If an amendment is non-approved by OSC, can the                 In order to keep an accurate amendment details history inside         N/A      N/A    10/19/10      01/26/11
                           s                                     amendment version number be re-used?                            the SFS, contract amendment version numbers cannot be
                                                                                                                                 reused
1745   10/19/10   Purchasing/Contract              Info. Session What is the size of the PO number field? There are impacts to   The PeopleSoft PO Number is 10 characters long and can                N/A      N/A    10/26/10      11/17/10
                           s                                     agencies that must create unique POs across their Business      contain alpha numeric data.
                                                                 Unit.
                                                                                                                                 The legacy formats are 7 long, so agencies using Legacy
                                                                                                                                 formats will be restricted to a maximum of 7 characters.
1746   10/19/10   Purchasing/Contract              Info. Session Any there any changes to the AC130 form?                        For Phase 1 Agencies, SFS is developing a replacement form            N/A      N/A    11/16/10      11/17/10
                           s                                                                                                     for the AC130.

                                                                                                                                 For Bulkload agencies, the AC130 will continue to be used with
                                                                                                                                 modifications. For example, agencies will need to enter the
                                                                                                                                 Vendor ID in lieu of Payee ID. The changes to the existing
                                                                                                                                 AC130 will be provided in the near future.
1747   10/19/10   Purchasing/Contract              Info. Session Encumbering at the Account code level: Can more than one        Yes, because each PO line may have many distributions.                N/A      N/A    10/19/10      01/26/11
                           s                                     Account code be used per purchase order?
1748   10/19/10   Purchasing/Contract              Info. Session Will Contracts/PO/Encumbrance reports now be specified to       Yes.                                                                  N/A      N/A    11/23/10      12/08/10
                           s                                     include PO line and distribution information?
1749   10/19/10   Purchasing/Contract              Info. Session Since the AC340 is being replaced by the Single Transaction     No, certification is limited to testing the electronic transfer of    N/A      N/A    10/19/10      01/26/11
                           s                                     Summary, should this go through certification?                  documents.
QID      Date           Topic             SubTopic            Source      Question                                                         Answer                                                              Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                        Answered     Published
1750   10/19/10   Purchasing/Contract                       Info. Session Can an encumbrance be created outside of the contract dates - Yes. The agency will have to enter the PO with a reference              N/A         N/A         01/06/11     10/29/10
                           s                                              agencies were informed SFS would devise a solution for this? date within the contract period.

                                                                                                                                           Legacy Bulkload layouts have been updated to include PO
                                                                                                                                           Date which will now enable all agencies to complete
                                                                                                                                           contract/PO encumbrances in SFS.
1751   10/19/10   Purchasing/Contract                       Info. Session Are bulkload agencies restricted to one distribution for each PO That depends on which format is being used. Legacy bulkload          N/A         N/A        10/26/10      11/17/10
                           s                                              line?                                                            agencies are limited to having one distribution for each PO line.
                                                                                                                                           If multiple distributions are needed, multiple PO lines will need
                                                                                                                                           to be sent.

                                                                                                                                           Agencies using the PeopleSoft format can send multiple PO
                                                                                                                                           Distributions related to a single line.

1752   10/19/10   Purchasing/Contract                       Info. Session What is a valid Purchase Order value for purposes of             Forwarded to SFS helpdesk. This isn't an IQS Question.               N/A         N/A        01/19/11      10/29/10
                           s                                              certification?
1753   10/19/10   Purchasing/Contract                       Info. Session Are vouchers allowed without an associated Purchase Order?       Yes.                                                                 N/A         N/A        10/19/10      01/26/11
                           s
1754   10/19/10   Purchasing/Contract                       Info. Session Can agencies make payments against a PO without liquidating      Yes, but the PO funds will still remain encumbered.                  N/A         N/A        10/19/10      01/26/11
                           s                                              a PO line?
1755   10/15/10       Vendor File                             IQS Form If the value is "S" for Single Payment Vendor (from the M131        Transactions using Single Payment ID do not need an IRS             OVS01      Phase 1      10/22/10      11/17/10
                                                                          file) and we are sending a voucher payment to this vendor -      Code. A vendor who will receive a 1099 (federal reporting),
                                                                          what will happen if we indicate "06" in the field TVOL-IRS-CD    MUST be in the vendor file as a regular vendor.
                                                                          in the bulkload file?

                                                                          Vendor Conversion results indicate that many of our valid
                                                                          Providers of Service had insignificant activity and may not be
                                                                          converted. According to Bulletin G-132 we must indicate the
                                                                          correct code for Federal Reporting.
1758   10/15/10   Bulkload/ Interface                        IQS Form     I have a question stemming from our meeting with agencies        Yes, the M171 will contain cancelled payments.                      OSC01    Future Phase   11/03/10      11/24/10
                                                                          regarding their processing of refunds. Currently, and in the
                                                                          future, once OSC has processed payments for agencies, a file     The M171 will contain payments within the specified time
                                                                          is transmitted back to the agency listing the payments that      period for the extract file - based on when the payment or
                                                                          were processed each day. The file is called the M171 outbound    cancellation date was processed.
                                                                          extract file.

                                                                          The question is, will the M171 file contain payments that were
                                                                          canceled off of the system, meaning OSC received a returned
                                                                          check and had to cancel a transaction that was processed
                                                                          some time in the pass back to the agency? If the canceled
                                                                          payments are not on the M171, will there be a different report
                                                                          and/or that is sent to the agency?
1759   10/15/10   Conversion/Cutover Purchasing/Contracts    IQS Form     Active contracts are being converted. What determines if a       A contract can be inactivated on the Contract Master file when      DOL01    Future Phase   11/16/10      11/24/10
                                                                          contract is active?                                              it is one year past the end date of the contract and when the
                                                                                                                                           contract has no retainage or money left. The Bureau of
                                                                          I have heard only contracts with a future contract end date      Contracts plans to convert all active contracts on the Contract
                                                                          would be converted. However, the documentation only              Master File and all contracts that have been inactive for less
                                                                          indicates active contracts - with no mention of contract end     than one year at conversion.
                                                                          date. Contracts that have an end date in the past can still be
                                                                          considered active contracts for us.
QID      Date           Topic                SubTopic          Source     Question                                                         Answer                                                             Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                       Answered     Published
1760   10/15/10   Bulkload/ Interface   Purchasing/Contracts   IQS Form   What constitutes the incrementing of the Contract Amendment A change to the begin date, end date, description, or                   SNY01    Future Phase    10/26/10     01/26/11
                                                                          Version number by 1. What needs to be changed on the          transaction amount will constitute incrementing the amendment
                                                                          Contract Document to cause this incrementing?                 version. When submitting amendments, only the field which is
                                                                                                                                        being changed needs to populated.
                                                                          Do the business rules of today for when to send a T213 remain
                                                                          the same in the future? Does every T213 mean a new Contract BOC has not communicated any business rule changes.
                                                                          Amendment Version is created?
                                                                                                                                        Yes, every 213 results in an amendment version.
1761   10/15/10   Purchasing/Contract                          IQS Form   Can one PO/encumbrance be used for both the original          One PO cannot be used for both the original contract (stored          WCB01    Future Phase   10/25/10      01/26/11
                           s                                              contract and the amendment, or will they have to be separate? as amendment "0" in the SFS) and an additional amendment.

1762   10/15/10   Bulkload/ Interface   Purchasing/Contracts   IQS Form   Currently our process for contracts and encumbrances related This statement extends to all inbound transactions. The SFS            WCB01    Future Phase   10/26/10      01/26/11
                                                                          to these contracts are driven by the same process. On page 92 accepts bulkloads, then builds the appropriate records in the
                                                                          of the AIG states that the SFS bulkload interface is designed to SFS systematically.
                                                                          accept the current contract formats and systematically build the
                                                                          appropriate transactions for the SFS PeopleSoft application.
                                                                          Does this include this area of encumbrance or just in how the
                                                                          contract information is presented? Please clarify what you
                                                                          mean by this statement.

1763   10/15/10       Vendor File                              IQS Form   Payments in process will be made to an invalid Vendor. Any       When a Vendor ID becomes invalid (meaning there is an issue        UCS01      Phase 1      10/22/10      01/26/11
                                                                          subsequent transactions will not be paid. It has been past       with their TIN), VMU will contact the vendor for the correct ID.
                                                                          practice that if services are performed, the attorney must be    If the vendor has been made inactive because of another
                                                                          paid. How will we handle payment of an attorney who has been     reason, the agencies will be made aware of the issue.
                                                                          actively working on a case and becomes invalid prior to
                                                                          submitting a voucher for payment? I realize this is more the
                                                                          exception.

                                                                          Attorneys submit a voucher for payment for each case they
                                                                          work on. One case could go on for years. OCA's Counsel office
                                                                          has determined we need to pay for all services provided. So
                                                                          let's say the attorney's vendor Id becomes invalid sometime
                                                                          while the attorney is providing services. When the attorney
                                                                          submits a voucher for payment, the voucher will get kicked out
                                                                          as an error of Invalid Vendor Id. So how will the attorney
                                                                          receive payment for the services provided?

1764   10/15/10   Bulkload/ Interface                          IQS Form   The rule for a unique voucher number in the SFS is Business      As a voucher is a type of document that can be sent to the         UCS01      Phase 1      10/26/10      01/26/11
                                                                          Unit / Voucher Number. Voucher numbers cannot be reused          SFS, the answer is yes, document number and voucher
                                                                          across Fiscal Years. A suggested solution would be to            number are one-in-the-same.
                                                                          establish a range of voucher numbers that each of the systems
                                                                          would use to ensure the voucher numbers are unique by BU in      Once a transaction is loaded into PeopleSoft, an associated
                                                                          the SFS.                                                         document number cannot be used on new transactions
                                                                                                                                           submitted in the future.
                                                                          Is Voucher Number and Document Number one of the same?
                                                                          Can Document Numbers be reused across Fiscal Years?
QID      Date           Topic              SubTopic           Source     Question                                                          Answer                                                               Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                         Answered     Published
1765   10/15/10   Bulkload/ Interface                         IQS Form   How is SFS going to handle Purchase Orders that reject due to Once a transaction is loaded into PeopleSoft, an associated              OMH01    Future Phase    10/26/10     01/26/11
                                                                         a Budget failure? Will a new document# need to be assigned? document number cannot be used on new transactions
                                                                                                                                       submitted in the future. As budget checking occurs within the
                                                                                                                                       PeopleSoft system, any document numbers used on
                                                                                                                                       transaction that has failed budget check cannot be reused.

1766   10/15/10   Purchasing/Contract                         IQS Form   Can a voucher going against a Purchase Order without a valid      No PO payment can be processed in this scenario. All POs in          OMH01    Future Phase   10/25/10      01/26/11
                           s                                             encumbrance still be processed?                                   the SFS will be encumbered.
1769   10/18/10    Bulkload/ Interface Purchasing/Contracts   IQS Form   What transaction types will SFS convert the agency 7 character    SFS applies this transformation only to the Contract Number          DOL01    Future Phase   10/26/10      01/26/11
                                                                         contract # into the 25 character contract #?                      provided in the T212 and the T213.

1770   10/18/10   Bulkload/ Interface                         IQS Form   What differentiates a Credit from a Refund in the Bulkload file? Credits will have a negative net amount, where refunds will           ASM01    Future Phase   10/26/10      12/08/10
                                                                                                                                          have a net zero amount.
                                                                         We need to indicate whether a physical check is on its way to
                                                                         OSC, or if a Credit needs to be applied on the next voucher to
                                                                         that vendor .

1772   10/18/10     Travel/Expense                            IQS Form   I need to know the specifics of the information being used by   All travel and expense payments will use the direct deposit that       UCS01      Phase 1      12/06/10      12/08/10
                                                                         the SFS from PayServ. If location information is being derived, collects the balance of the employee‟s paycheck.
                                                                         then I need to know where that information is being housed in
                                                                         PayServ.                                                        Current design utilizes the address where the form W-2 is
                                                                                                                                         mailed as the mailing address for travel and expense checks.
                                                                         What account (of the 10 accounts) is being used for direct
                                                                         deposit. If an employee has both, direct and check, what        If the employee utilizes direct deposit for payroll and utilizes a
                                                                         method will be chosen for the travel & expense                  "balance" type designation for an account, then PayServ will
                                                                         reimbursement? If a check is to be mailed, what PayServ         forward that account information to the SFS for use in
                                                                         address will be used.                                           disbursing travel and expense payments.

                                                                                                                                           An employee can have only one "balance" type account
                                                                                                                                           information on PayServ.


1773   09/22/10   Purchasing/Contract                          Other     How will D-contracts for Capital projects be accommodated in      If this is a contract that is subject to OSC audit, it needs to be   PRK01      Phase 1      10/29/10      11/24/10
                           s                                             the SFS? Our understanding is that the contract information       entered into the SFS.
                                                                         can either be manually entered or bulkloaded to SFS. Is this
                                                                         correct? As we are not planning to bulkload any data to SFS,      If your agency is not bulkloading the contract into the SFS, it
                                                                         is our only other option to have the data manually entered?       must be entered manually (either through Direct Entry or Online
                                                                                                                                           access [for Phase I agencies]).
1775   10/19/10   Bulkload/ Interface                         IQS Form   On the I221 Document Header, is the I221-DOCUMENT-NUM             This field is alpha-numeric.                                         DMV01    Future Phase   10/26/10      11/17/10
                                                                         field an alpha-numeric or a numeric only field?
1776   10/19/10   Bulkload/ Interface                         IQS Form   On the I221 header, the document number is defined as x(7),       While the legacy doc number is 7 in length, the PeopleSoft           DMV01    Future Phase   10/26/10      11/17/10
                                                                         but on the M171, you have it defined this field as x(8). Please   Voucher ID is 8. The M171 was changed to 8 to accommodate
                                                                         clarify why there is a difference and which is correct.           that size.
QID      Date           Topic           SubTopic   Source   Question                                                            Answer                                                             Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                            Answered     Published
1778   10/13/10   Bulkload/ Interface              Other    I was wondering if you had access to a bulkload voucher batch Agencies should refer to the AIG and bulkload file layouts               DOH01      Phase 1       03/28/11     11/17/10
                                                            that I can use as an example of a batch that works.             available on the SFS website. As part of End-to-End Testing,
                                                                                                                            agencies will work with the SFS Program to submit, process,
                                                            We are attempting to format out bulkload files in the           and receive back transactions. Agencies will receive files to
                                                            PeopleSoft format. I understand what most of the fields are but understand what a completed file looks like.
                                                            would like to see a completed bulkload file to see, absolutely,
                                                            what the fields are requiring and how they should be
                                                            completed.
1779   10/18/10   Bulkload/ Interface              Other    We are trying to find a field that we send to SFS that will be  The charge tail can be used for this purpose. This field is            OVS01      Phase 1      10/26/10      01/26/11
                                                            returned on the M171 for one of our internal numbers to         available for both Legacy and PeopleSoft formats.
                                                            correctly associate the check with the invoice in our system.
                                                            We can‟t use invoice number as that is not always a unique
                                                            number for us.
1780   10/19/10        Reports                     Other    We were pleased to see several sample reports and look          The complete SFS Report Catalog will be loaded to the                  DCJ01    Future Phase   11/03/10      11/24/10
                                                            forward to seeing additional sample reports. The more detail    sfs.ny.gov website shortly. Within the sfs.ny.gov website, the
                                                            provided in the samples, the better position we are in to be    reports can be located by selecting 'Program Elements', then
                                                            able to assess. What is the anticipated timeframe for other     'Reports'. Most of the reports that will be included in the
                                                            CAS samples to be completed?                                    catalog will have samples. Some of the reports listed that are
                                                                                                                            still under development will have samples added as they
                                                                                                                            become available.
1781   10/19/10        Reports                     Other    After reviewing the SFS reports that are anticipated to replace In SFS, all Budgetary reports will be summarized by                    DCJ01    Future Phase   04/11/11      10/29/10
                                                            existing CAS reports we have the following questions or         fund/subfund. Yes - fund and subfund are synonymous.
                                                            comments.                                                       Major Fund is different and is a description, not a value.

                                                            Several reports indicate „major fund‟, others „fund‟ or
                                                            „subfund‟. We would like to clarify that subfund detail will be
                                                            available. We‟re not sure if it‟s meaningful, but some samples
                                                            only had 3 x‟s (i.e. ASC220) where the fund information was
                                                            indicated and others had 5 so it appears some may only
                                                            provide a fund (i.e. 339?). Would you please confirm that the
                                                            following reports will summarize by subfund (all 5
                                                            positions)(LED040, REV070, FIN200, ASC220 and CTL470).
                                                            If not, what report(s) or tools will provide this information for
                                                            non phase one agencies? We‟re unclear if fund and subfund
                                                            are meant to be synonymous. Also, what is „major fund‟?

1782   10/19/10        Reports                     Other    After reviewing the SFS reports that are anticipated to replace     This request has been added to the Reporting Change                DCJ01    Future Phase   11/08/10      10/29/10
                                                            existing CAS reports we have the following questions or             Request File for report KKP043 / NYKK0043. After the full
                                                            comments.                                                           catalog is published and the review by all agencies is complete,
                                                                                                                                the Change Requests for each report will be evaluated and
                                                            The BUD049R is now planned to be combined with several              agencies will be notified of the outcome.
                                                            other reports (KKP043). The new KKP0043-Budget Inquiry
                                                            Report doesn‟t include disbursements. Although another
                                                            report has disbursements, the BUD049R provides
                                                            disbursements and encumbrances on the same report. Can
                                                            disbursements be added to the KKP043 or is there another
                                                            report with YTD/LTD disbursements AND encumbrances?
QID      Date     Topic     SubTopic   Source   Question                                                           Answer                                                         Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                           Answered     Published
1784   10/19/10   Reports              Other    After reviewing the SFS reports that are anticipated to replace    The request for ASC220 to include all business units with a    DCJ01    Future Phase    11/23/10     10/29/10
                                                existing CAS reports we have the following questions or            specific sort sequence has been added to the Reporting
                                                comments.                                                          Change Request File. After the full catalog is published and
                                                                                                                   the review by all agencies is complete, the numerous Change
                                                5. The new ASC220 provides Business Unit and then federal          Requests for each report will be evaluated.
                                                grant award totals. Only one business unit is provided, so
                                                please confirm that the spending for the total grant award will
                                                include all business units (without having to add multiple
                                                business unit spending for an award). This information needs
                                                to be sorted by “federal grant award owner”, federal grant
                                                award, then by Business Unit and total by federal grant award.
                                                See also comment above regarding subfund information
                                                required.
1785   10/19/10   Reports              Other    After reviewing the SFS reports that are anticipated to replace There will be no generic project number. The project number       DCJ01    Future Phase   01/28/11      10/29/10
                                                existing CAS reports we have the following questions or         and federal grant award number will be the same. The
                                                comments.                                                       reference award number appears on the report.

                                                6. Please clarify that the ASC220 will have the actual federal
                                                grant award on the report (i.e. is this the „reference‟ award
                                                number?) versus a generic project number (i.e.
                                                FG0000000001).
1786   10/19/10   Reports              Other    Will sample reports be produced from the mock testing with         At this time, sample reports will not be produced using test   DCJ01    Future Phase   11/03/10      11/24/10
                                                data (i.e. amounts, descriptions, etc) to assist with ensuring the data.
                                                required information, totals, etc is included?
1787   10/19/10   Reports              Other                                                                       The ARRA reports are intended to be included in the catalog.   DCJ01    Future Phase   11/23/10      12/08/10

                                                Currently, there are special reports provided to agencies for
                                                required federal ARRA reporting. This is a critical report
                                                provided to agencies, so please confirm this is still planned to
                                                be included for Go-Live, please confirm it continues to be on
                                                the list of reports being developed.
QID      Date           Topic                SubTopic          Source     Question                                                           Answer                                                             Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                         Answered     Published
1788   10/19/10        Reports                                  Other     During the pilot sessions, certain types of information were       A change in run frequency can be requested. Send in the            DCJ01    Future Phase    11/03/10     11/24/10
                                                                          required at certain times, for dates that weren‟t at month or      report id of the report and what the new run schedule should
                                                                          quarter end. For example, information may be needed related        be. The request will then be added to the Reporting Change
                                                                          to a period of time after a federal award end date and must        Request File. After the full catalog is published and the review
                                                                          include disbursements, such as disbursements as of 12/29 for       by all agencies is complete, the Change Requests for each
                                                                          an award that closed 9/30.                                         report will be evaluated.

                                                                          There were other agencies who had needs for other purposes
                                                                          as well. One of the proposed solutions offered for Future
                                                                          Phase agencies (because they won‟t have access to query for
                                                                          the dates needed) was potentially producing reports more
                                                                          frequently (i.e. daily) to provide the information that might be
                                                                          required by a Future Phase agency.

                                                                          The frequency listed appears to be what the current frequency
                                                                          is for the existing CAS report. Will the frequency for such
                                                                          reports be changed to daily as discussed? If not, how will this
                                                                          information be provided to Future Phase agencies?


1790   10/20/10   Bulkload/ Interface   Purchasing/Contracts   IQS Form   Can an established encumbrance's ChartField values be              This is possible. A T219 transaction may be used to change an      DCJ01    Future Phase   10/26/10      12/08/10
                                                                          changed, so long as there are no invoices matched to that PO existing encumbrance/PO. More information on the T219 is
                                                                          line? For example, a contract amendment and a corresponding contained in the bulkload layouts posted to the SFS website.
                                                                          PO encumbrance with a cost center have both been approved
                                                                          by OSC. Later it is realized that the incorrect cost center was
                                                                          used, and it needs to be changed. There were no invoices ever
                                                                          matched to that PO line. Is there a way to change the cost
                                                                          center of that PO line without canceling the first line and then
                                                                          establishing a new line with a new cost center? If it is possible,
                                                                          how would the agency go about bulkloading that transaction?

                                                                          It would save time to submit one transaction that changes a
                                                                          cost center on an existing line rather than submitting two
                                                                          transactions one to take the line down and then another to put
                                                                          the line up with the new cost center.
QID      Date           Topic           SubTopic   Source     Question                                                           Answer                                                               Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                               Answered     Published
1792   10/20/10    Accounts Payable                IQS Form   Entering Chart of Accounts (COA) OR charging instructions for The relationship of distribution lines to purchase order item             CFS01    Future Phase    11/23/10     12/08/10
                                                              each line item in a PO as well as in the Invoice has been a   lines is PeopleSoft-delivered functionality. There is no plan in
                                                              discussion point in various meetings in the past.             SFS design to customize this relationship.

                                                              From our perspective, our AP unit head did raise the concern in
                                                              terms of time and effort it will take with respect to entering
                                                              COA/Cost Center lines for each line item with various
                                                              examples. Once such example being when we buy uniforms
                                                              we may buy Pants with each line item being Pants with
                                                              different sizes. However, the COA/Cost Center detail for this
                                                              example will be the same for all the lines because we are
                                                              buying one item that is Pant but with different sizes. Hence, we
                                                              feel that repeating the same charging instruction may occupy
                                                              unnecessary space and take lot of time to enter in comparison
                                                              to entering one charge line to take care of these line items.

                                                              We want to know whether this subject is still under
                                                              consideration OR SFS team has already decided to go with the
                                                              proposal of entering charging instructions for each line item?
                                                              Kindly clarify. Thanks.


1794   10/21/10   Purchasing/Contract              IQS Form   1. Please confirm Understanding - each construction contract       1. Each contract will be processed as an amendment, and              SCF01    Future Phase   10/25/10      01/26/11
                           s                                  change will be processed in SFS as an amendment AND each           MAY (at BOC discretion) require a PO (encumbering
                                                              amendment will have its own COA encumbrance and                    document). Expenses are at the voucher level, and reporting is
                                                              expenditure (as opposed to enc and exp at contract level in        available at the Voucher, PO, Amendment and whole Contract
                                                              CAS).                                                              level.

                                                              2. How will existing contract changes orders(multiple per          2. Change order history for converted contracts will be
                                                              contract) be setup in SFS ? i.e. will total contract outstanding   aggregated and created as Amendment Sequence
                                                              enc and LTD exp be assigned to last change                         Number/Version "001" in the SFS.
                                                              order(amendment).
                                                                                                                                 Converted contracts without a change order history will begin
                                                              3. How will SFS determine last change order number for             with Amendment Sequence Number/Version "000".
                                                              existing contracts ?
                                                                                                                                 3. See answer to #2. Regardless of the number of change
                                                                                                                                 orders (1 and up) against a contract, only one Amendment
                                                                                                                                 Sequence Number ("001") will be created that sums all
                                                                                                                                 historical change orders for that contract.
1796   10/19/10   Bulkload/ Interface               Other     Invoice B01 layout: Please clarify fields QTY and UNIT_AMT         The first character is the sign. It is not required for positive     BNK01      Phase 1      10/26/10      01/26/11
                                                              defined in your layout document as X(17) = X9(11).9999.            numbers. The first field can contain a blank, a zero, or a + or -.
                                                                                                                                 Here are examples of valid entries for this field.
                                                              1. Is this how a positive 1.25 should appear, with the leftmost    +00000000001.2500
                                                              sign position as zero?           000000000001.2500                 -00000000001.2500
                                                                                                                                  00000000001.2500
                                                                                                                                 000000000001.2500
QID      Date           Topic           SubTopic   Source     Question                                                          Answer                                                               Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                              Answered     Published
1797   10/21/10   Purchasing/Contract              IQS Form   Within our GLBU (SNY01) we have 32 campuses each with a           Our SME is not familiar with the term "CM contracts" - though        SNY01    Future Phase    10/25/10     01/26/11
                           s                                  different Department ID on the COA. Can dept 1 and dept 2         this seems as though it might refer to a piggyback contract. If
                                                              have the same Contract # - i.e. - Can C100322 exist at more       the answer below does not address your question, please
                                                              then one campus as it does in today's world.                      resubmit a new question to us with additional information.

                                                              The campuses set their own contract numbers which are not         To the main question, no, agencies cannot have the same
                                                              unique to what numbers other campuses have used. The              contract ID across departments. SFS will limit 1 unique contract
                                                              campuses also use multi-agency CM contracts which would be        ID per BU. This is alphanumeric field generated by the agency,
                                                              the same contract number for all of the campuses that             so they can include a leading digit for each campus while
                                                              participate.                                                      sacrificing only a single digit, enabling them to accomplish their
                                                                                                                                requirement.

                                                                                                                                Any contract ID, once established, can be used across the
                                                                                                                                state to reference an existing contract.

1798   10/21/10     Travel/Expense                 IQS Form   We are creating PeopleSoft Bulkload formats for our travel        DEL may be used in the TEXH-TRANS-CD field when an                   SCF01    Future Phase   01/24/11      10/29/10
                                                              expenses. The expense header has a field for "TEXH-TRANS-         employee expense reimbursement fails budget check and
                                                              CD" which can be "ADD", "DEL", or "CLO". Can you please           indicates an unapproved status. CLO may be used to close
                                                              provide an example of when we would use the "CLO" or "DEL"        open vouchers when funds are lapsing.
                                                              features? Or will we always be adding the expenses?

1800   10/21/10    Accounts Payable                IQS Form   There is no "blank" as a valid value for route codes (used if     “Blank” is an acceptable value.                                      CNY01    Future Phase   11/03/10      11/24/10
                                                              check goes to vendor?). Is this a valid value?
1802   10/21/10   Bulkload/ Interface              IQS Form   If a document fails, I think we understand the rules for using    The original batch number can be reused.                             CNY01    Future Phase   10/26/10      01/26/11
                                                              new document numbers. However, when we re-submit, can we
                                                              use the original batch number, or will the new transaction need
                                                              a new batch number?
1803   10/21/10   Purchasing/Contract              IQS Form   If we, for example, have to encumber Rent on Lease contracts      This is up to the agency's discretion - either option is             ASM01    Future Phase   10/25/10      01/26/11
                           s                                  1 month at a time while waiting for a full budget to pass, what   acceptable. Agencies may modify an existing PO line, or they
                                                              PO-LINE-NUM is used on the 2nd encumbrance? Is it a               may add a new PO line to create additional encumbrance.
                                                              modification of LINE=1 or is it LINE=2?
QID      Date           Topic           SubTopic   Source   Question                                                          Answer                                                               Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                            Answered     Published
1804   10/15/10   Bulkload/ Interface    Budget    Other    OCFS is working on our JV systems and had the following           As the field is optional, you can code it for blanks.                CFS01    Future Phase    12/08/10     10/29/10
                                                            questions.
                                                                                                                              The PeopleSoft Help Text related to this field is below.
                                                            What are the “Accepted Values” for “Journal Header (JEH) –
                                                            TJEH-SJE-TYPE” field? As it‟s Optional, OCFS can fill BLANK
                                                            spaces. But, I just want to make sure, is this required in any    SJE Type (standard journal entry type)
                                                            special criteria? What is the intended use of this screen?
                                                                                                                              Values are:
                                                                                                                              Template: General Ledger uses a template as a data entry
                                                                                                                              model for other journal entries. You can automatically
                                                                                                                              reproduce it on a fixed schedule as with recurring SJEs, or you
                                                                                                                              can use it on request. When you define the template, specify
                                                                                                                              whether you want the ChartField values copied from the model
                                                                                                                              to the generated journal entry. Examples of templates are
                                                                                                                              monthly payments with different amounts such as telephone
                                                                                                                              and utilities.

                                                                                                                              Recurring: A recurring journal entry is any entry that should be
                                                                                                                              automatically recorded in its entirety according to a fixed
                                                                                                                              schedule. These entries contain the same ChartField values
                                                                                                                              and amounts, such as monthly rent, lease payments, and
                                                                                                                              depreciation expense.

                                                                                                                              Spread: In a spread journal entry, the total amount is spread
                                                                                                                              proportionately across all the periods. For example, suppose
                                                                                                                              that a company charges you a flat fee of 10,000 USD annually
                                                                                                                              to perform a service. Use this type to divide that amount by 12
                                                                                                                              and create recurring entries for the same amount each month.

                                                                                                                              Spread-Day: In a spread-day journal entry, the total amount is
                                                                                                                              spread across the months in proportion to the number of days
                                                                                                                              in each month. For example, assume that a company charges
1806   10/15/10   Bulkload/ Interface    Budget    Other    OCFS is working on our JV systems and had the following           you a flat fee of 10,000 USD annually to perform a service. The
                                                                                                                              The PeopleSoft Help Text related to this field is                    CFS01    Future Phase   12/09/10      10/29/10
                                                            questions.                                                        "Reference Number
                                                                                                                              Refers each journal back to a document, person, invoice, date,
                                                            What is the purpose of “Journal Header (JEH) – TJEH-              or any other piece of information that helps you track the
                                                            REFERENCE-NUM” field? OCFS did not see any matching               source of the transaction. "
                                                            field in legacy bulkload file for “Journal Header (JEH) – TJEH-
                                                            REFERENCE-NUM” field?                                             SFS is unaware of business rules that are utilized for this field.
QID      Date           Topic           SubTopic   Source     Question                                                          Answer                                                              Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                             Answered     Published
1807   10/15/10   Bulkload/ Interface    Budget     Other     OCFS is working on our JV systems and had the following           As the field is optional, you can code it for blanks.               CFS01    Future Phase    12/08/10     10/29/10
                                                              questions.
                                                                                                                         PeopleSoft Help Text is below.
                                                              What are the “Accepted Values” for “Journal Header (JEH) –
                                                              TJEH-JOURNAL-CLASS” field? As it‟s Optional and OCFS can Journal Class
                                                              fill BLANK spaces. OCFS wants to know why it would be used Select this field for General Ledger journal entry transactions
                                                              to see if we need to use it.                               only. Journal classes enable you to categorize journal entries
                                                                                                                         for reporting, as well as for journal entries loaded from non-
                                                                                                                         PeopleSoft systems.

                                                                                                                                This field also appears for SJEs and copy journals. And both of
                                                                                                                                these options enable you to copy the journal class entered in
                                                                                                                                the source journal to specified target journals.

                                                                                                                                The journal suspense correction journal contains the same
                                                                                                                                journal class value as the journal in error.

                                                                                                                                The Journal Import process (GL_JRNL_IMP) supports
                                                                                                                                importing a journal class field value from a flat file.

1808   10/15/10   Bulkload/ Interface    Budget     Other     OCFS is working on our JV systems and had the following           There are two different reference numbers on the PeopleSoft         CFS01    Future Phase   12/09/10      10/29/10
                                                              questions.                                                        screens, one for header and one for detail. One is 10 and one
                                                                                                                                is 8 long.
                                                              What is the difference between „TJEH-REFERENCE-NUM‟
                                                              (JEH - Journal Header with 8 characters length) field and „TJEL- The PeopleSoft help text is included in QID 1806. From a
                                                              REFERENCE-NUM‟ (JEL - Journal Line with 10 characters            technical point of view, any text can go in this field.
                                                              length) field? Do we require this field at both levels as Header
                                                              and Line? What is the significance for this field to have both   SFS is unaware of business rules that are utilized for this field.
                                                              levels? Is this a typo and both fields should be the same
                                                              length, either 8 or 10?
1809   10/15/10   Bulkload/ Interface    Budget     Other     OCFS is working on our JV systems and had the following          Future Phase agencies will not have to send balancing GL             CFS01    Future Phase   12/09/10      10/29/10
                                                              questions.                                                       entries to the SFS. Intra-Unit and Inter-Unit balancing lines will
                                                                                                                               be created by the SFS.
                                                              The systems requires the Journal vouchers be balanced by
                                                              both business unit (BU) and fund. So the system generates
                                                              additional lines to balance the entries. For non-Phase 1
                                                              agencies, that will be sending JV‟s by bulk loads will OCFS‟s
                                                              system have to generate those entries or can OCFS send
                                                              unbalanced JV bulkloads (unbalanced by fund and BU only)
                                                              and SFS will automatically add the Intra Unit balancing entries?
                                                              Additionally will our system have to generate the entries if we
                                                              are sending JV between Agencies such as when we are
                                                              paying OGS of OFT bills.
1810   10/21/10   Bulkload/ Interface              IQS Form   T302, Column 11, T302-CHECK-ROUTE is specified as x(1)           The 2 character code "RE" will be changed to a 1 character           DMV01    Future Phase   10/26/10      01/26/11
                                                              and AIG_Valid_Values ROUTE_CODE includes a two                   code. Thank you for communicating this to us.
                                                              character code of RE for regular payments.

                                                              Your specifications are not consistent, and we are trying to
                                                              build software based on them. Please resolve this ASAP.
QID      Date           Topic             SubTopic          Source     Question                                                            Answer                                                              Agency       Phase          Date     Original Date
       Received                                                                                                                                                                                                                         Answered     Published
1811   10/21/10   Bulkload/ Interface                       IQS Form   On the legacy Encumbrance Charge Transaction                        The T-203-PURCH-ORDER-NUM field is correctly listed as               SNY01    Future Phase    10/27/10     11/17/10
                                                                       (T203/T204/T205) should column 13 have a field length of 25         X(7).
                                                                       & not 7?
1812   10/21/10   Bulkload/ Interface                       IQS Form   In our local system we create a Purchase Order with 3               Yes, this is acceptable under a single document header. The          SNY01    Future Phase   11/02/10      11/24/10
                                                                       encumbrance lines under PO# 123123A. Today, we would                PO with the three lines is considered a single document,
                                                                       send 3 203's all under 1 document header (I221). Will this still    therefore, requiring one header.
                                                                       be true after April 1, 2011? If not, please elaborate how it will   203 #1:
                                                                       need to work.                                                       PO #: 001
                                                                                                                                           Line #: 001
                                                                                                                                           203 #2:
                                                                                                                                           PO #: 001
                                                                                                                                           Line #: 002
                                                                                                                                           203 #3:
                                                                                                                                           PO #: 001
                                                                                                                                           Line #: 003

1814   10/21/10    Accounts Payable                         IQS Form   In the PeopleSoft Voucher Header VOH record, these fields           Invoice number and invoice date are required data fields in          TAX01      Phase 1      11/03/10      11/24/10
                                                                       show as Mandatory: TVOH-INVC-NUM [Vendor's invoice id]              current Central Accounting System, agencies should populate
                                                                       TVOH-INVOICE-DATE [Date invoice prepared by vendor]                 with like values in the SFS.
                                                                       TVOH-VEND-ID [PeopleSoft Vendor ID] Field TVOH-VEND-
                                                                       LOC-ID is optional.                                                 Taxpayer refund vouchers will be handled as Single Payment
                                                                                                                                           Vouchers in the future, where the agency will supply a Vendor
                                                                       For vouchers that our agency transmits, there are never any         ID suited to that purpose - along with payee name and address
                                                                       invoice numbers, invoice dates, or Vendor IDs. These                information.
                                                                       vouchers bulkloaded are taxpayer refunds. Are these fields
                                                                       really mandatory? If yes, what do we send in these fields to get
                                                                       around the SFS edits?
1815   10/21/10    Accounts Payable                         IQS Form   May we see a mockup of the new printed remittance? With the         A sample of check and printed remittance is being made               TAX01      Phase 1      01/27/11      10/29/10
                                                                       second payee name line no longer available, users are               available for view on our website. A communication will be
                                                                       interested in how the remittance displays name and address          sent to agencies when this has been posted.
                                                                       lines.
1817   10/27/10   Conversion/Cutover Purchasing/Contracts    Other     What is the scheme SFS will be using for Converted                  The PO Numbering for converted data is using the naming               N/A         N/A        01/31/11      11/17/10
                                                                       Encumbrances PO Numbering?                                          convention of “BB00001” and increment by 1.
1818   10/27/10   Conversion/Cutover Purchasing/Contracts    Other     Will outstanding purchase orders be converted?                      No. Only outstanding encumbrances which are related to a              N/A         N/A        10/27/10      11/17/10
                                                                                                                                           contract will be converted.
1819   10/27/10   Purchasing/Contract                        Other     Revenue contracts: What is the approach to revenue contract         Changes to revenue contracts must be processed as new               OSC-BOC   Future Phase   11/23/10      12/08/10
                           s                                           amendments?                                                         contract transactions with the same contract # and letter suffix.
QID      Date           Topic                SubTopic            Source      Question                                                          Answer                                                           Agency       Phase          Date     Original Date
       Received                                                                                                                                                                                                                          Answered     Published
1820   10/27/10   Purchasing/Contract                             Other      PO Number: Is there a standard format required? Can               There is not a standard format required for PO Numbers. The      OSC-BOC   Future Phase    10/27/10     11/17/10
                           s                                                 agencies use their Department ID as part of the number? What      rules for PO numbering are:
                                                                             is the length? Is this number auto-generated for online           • PO numbers cannot be duplicated within a Business Unit.
                                                                             agencies?                                                         • PO numbers can contain alphanumeric values and are a
                                                                                                                                               length of 10.
                                                                                                                                               • Online agencies will use the auto-number assigned unique
                                                                                                                                               number.
                                                                                                                                               • Bulkload agencies must send a unique number. The agency
                                                                                                                                               needs to determine a unique numbering methodology if they
                                                                                                                                               have multiple systems. Assigning a unique prefix or a number
                                                                                                                                               range to each system would be good strategies.



1826   10/27/10   Purchasing/Contract                             Other      PO Creation: Can a PO that is created after the Contract Expire PO Dates can be backdated. The PO date that is entered into        OSC-BOC   Future Phase   10/27/10      11/24/10
                           s                                                 Date be back-dated so it is within the Contract Dates?          the system must be between the contract start and end dates.

1827   10/22/10   Bulkload/ Interface                             Other      Where would we find the T304-CHRG-TAIL information sent           The T304 Chargetail does not come back in the M171, it only       DMV01    Future Phase   10/29/10      11/24/10
                                                                             back to us? I do not see a place for it in the M171 extract.      comes back in the M161.

1829   10/22/10   Bulkload/ Interface                           IQS Form     Can an amendment have more than one Purchase Order                Yes. An amendment can have more than one PO.                      CFS01    Future Phase   11/12/10      11/24/10
                                                                             (PO)?
1830   10/22/10   Bulkload/ Interface   Purchasing/Contracts    IQS Form     Can you confirm that invoices must be paid against POs, not       Yes, invoices must be paid against POs, not the higher level      CFS01    Future Phase   10/27/10      01/26/11
                                                                             the higher level contract? So if a contract had PO_1 with $5000   contract. In your example, one Invoice Header record may be
                                                                             encumbered and PO_2 with $5000 encumbered, and an                 sent with two charge lines. In the Legacy bulkload format, one
                                                                             invoice for $10,000 was submitted, it would have to be            T302 would be sent with T304s.
                                                                             separated into two invoices for $5000 to go against each PO?

1831   10/27/10   Bulkload/ Interface                          Q&A Session Will SFS be validating any data as part of certification?      No, certification is limited to testing the electronic transfer of      N/A         N/A        01/20/11      01/26/11
                                                                                                                                          documents.
1833   10/27/10   Bulkload/ Interface                          Q&A Session   If a Purchase Order (PO) change to increase a PO line amount If any change is made to a PO, and that PO has to go through           SEN01    Future Phase   11/12/10      11/24/10
                                                                             fails budget check, what happens to the existing PO line?    the budget check process and that budget check fails, then the
                                                                                                                                          PO is cancelled. The PO Number is no longer open for use. A
                                                                                                                                          new PO would be required to re-encumber the funds which
                                                                                                                                          were originally encumbered, assuming the funds are still
                                                                                                                                          available.
1836   10/27/10   Bulkload/ Interface                          Q&A Session   What batch type should be used for reimbursements to non-    Any batch type other than "KTV" may be used.                            N/A         N/A        10/27/10      01/26/11
                                                                             employees?
1837   10/27/10   Bulkload/ Interface                          Q&A Session   An amendment is rejected, how is this shown in the M061?     The amendment status would be "N" for non-approved. The                 N/A         N/A        10/27/10      01/26/11
                                                                                                                                          contract status would be "X".
1838   10/27/10   Bulkload/ Interface                          Q&A Session   When will a sample M131 file be available to agencies?       This has been provided to agencies via Tumbleweed.                      N/A         N/A        11/30/10      12/08/10

1839   10/27/10   Bulkload/ Interface   Purchasing/Contracts Q&A Session Instead of having two open amendments to a contract (with             It is recommended that a unique ID be associated with each         N/A         N/A        11/03/10      11/24/10
                                                                         multiple POs), can agencies liquidate one amendment and re-           amendment, this will allow payment processing to continue for
                                                                         encumber it against a single amendment to consolidate the             approval amendments and ensure that existing POs are not
                                                                         amendments?                                                           cancelled - should an amendment be rejected.

1840   10/27/10   Bulkload/ Interface   Purchasing/Contracts Q&A Session Can POs be associated with amendments that have no dollar             No, POs must tie to an amendment that has a dollar value.          N/A         N/A        02/09/11      01/26/11
                                                                         value?
QID      Date           Topic             SubTopic          Source     Question                                                           Answer                                                             Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                      Answered     Published
1841   10/22/10   Bulkload/ Interface                        Other     Can you verify that I221-DOCUMENT-NUM is the field we              Yes, this is the field that should be used.                        DMV01    Future Phase    11/12/10     11/24/10
                                                                       would enter the voucher number into?
1842   10/12/10   Conversion/Cutover        Other            Other     In Section 4.3.7.4 on the attached page the circled items are      The circled items should reference Cash not Accrual. The           OSC01    Future Phase   02/14/11      10/29/10
                                                                       for ACCRUAL but the section is Cash Ledger. Should the             guide will be updated for next release. We are currently in the
                                                                       reference be for Cash not Accrual? (see original email for         process of updating guides and will be submitting updated
                                                                       attached document)                                                 guides for posting to SFS website.
1844   10/22/10   Purchasing/Contract                       IQS Form   The 10/19/10 presentation‟s slide 3 states that “full              Based on your example, and based upon the following                CFS01    Future Phase   10/29/10      11/24/10
                           s                                           encumbrance is required on contracts submitted for OSC             information from slide 3, it would be $100,000.
                                                                       approval”. Could you clarify this? For example, if a five year
                                                                       contract is for $500,000 with five one year periods for $100,000   “the full amount that is expected to be obligated during the
                                                                       each, when the contract is first created, would “full              period for which the appropriation is provided.” (Bulletin G230)
                                                                       encumbrance” mean $500,000 or $100,000? What should be
                                                                       done if the full amount, e.g. $100,000 isn‟t available to be
                                                                       encumbered at the time the contract is created?

1845   10/22/10   Purchasing/Contract                       IQS Form   Do PO‟s have start and end dates associated with them? If          A PO does not have begin and end dates; however, term dates        CFS01    Future Phase   12/28/10      11/24/10
                           s                                           yes, can a PO span a State Fiscal Year? If it cannot, how do       can be returned in the item description. An open PO can span
                                                                       we handle contracts that do?                                       multiple fiscal years by updating COA information annually.

1846   10/22/10   Conversion/Cutover Purchasing/Contracts   IQS Form   How will the conversion process occur to get CAS data into         For conversion of contracts w/o amendments, an Amendment           CFS01    Future Phase   10/28/10      11/24/10
                                                                       PeopleSoft, then map past and current contract data to agency      Version of "0" is created.
                                                                       contract data? For example, for an in process contract, how will
                                                                       we know what Amendments, POs, PO Line Numbers etc to               For all other converted contracts (with a history of
                                                                       invoice against for a contract on 4/2/10?                          amendments, regardless of number), an Amendment Version
                                                                                                                                          of "1" will be created in addition to "0".

                                                                                                                                          Encumbrances related to a contract will be created by SFS
                                                                                                                                          during the conversion process.

                                                                                                                                          Encumbrances which are not related to a contract will not be
                                                                                                                                          converted by SFS.

1848   10/22/10   Purchasing/Contract                       IQS Form   How will discretionary contracts and payments be handled in        SFS has created a workgroup to work with Empire State              CFS01    Future Phase   11/03/10      11/24/10
                           s                                           the new system? State agencies are currently required to enter     Development Corp to address statewide MWBE reporting
                                                                       codes in the AC340 Statewide indicator for the tracking of         requirements. Your agency coordinator should have
                                                                       MWBE activity. How will this be accommodated?                      communication regarding participation in this workgroup.

1849   10/22/10         Other                                Other     Will there be a usage fee associated with SFS? If so, can you      There will be a usage fee associated with SFS, but there is no     DCS01      Phase 1      10/29/10      12/08/10
                                                                       give me an estimate of what those charges will be?                 estimate of the charge at this point in time. A subcommittee of
                                                                                                                                          the Steering Committee is currently looking into this.

1850   10/22/10   Purchasing/Contract                       IQS Form   The 10/19/10 presentation discussed date and amount                Contract changes for procurement contracts will be completed       CFS01    Future Phase   11/23/10      12/08/10
                           s                                           changes to contracts. How will other contract                      using the contract amendment process.
                                                                       changes/amendments such as contract modifications occur?

1851   10/22/10   Purchasing/Contract                       IQS Form   In the 10/19/10 Two-Step Contract Information Session              These dates could relate to the contract or the amendment – in     CFS01    Future Phase   11/08/10      11/24/10
                           s                                           presentation, slide 25 shows a “New Begin Date” and “New           the case where OSC's Bureau of Contracts needs to adjust the
                                                                       Expire Date”. Is that for the contract or the amendment?           contract dates.
QID      Date           Topic           SubTopic   Source     Question                                                           Answer                                                             Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                             Answered     Published
1852   10/22/10   Purchasing/Contract              IQS Form   From the 10/19/2010 Two-Step Contract Information Session:         No changes are anticipated to OSC‟s policy; however,               CFS01    Future Phase    11/16/10     11/24/10
                           s                                                                                                     encumbrances will have to follow the two-step process.
                                                              How are simplified renewals handled?

1853   10/22/10   Purchasing/Contract              IQS Form   From the 10/19/2010 Two-Step Contract Information Session          Since invoices reference a PO, as long as there is a valid         CFS01    Future Phase   11/08/10      11/24/10
                           s                                  presentation, can we pay on two active renewals? For               PO(s) for the renewal periods in your example, payments can
                                                              example, if a five-year contract is for $500,000 with five one-    be processed against the PO(s).
                                                              year periods of $100,000 each, year two and three may be
                                                              active at the same time. Can invoices be paid against either
                                                              active renewal period?
1854   10/22/10   Purchasing/Contract              IQS Form   From the 10/19/2010 Two-Step Contract Information Session:         No changes are anticipated to OSC‟s policies. Agencies will        CFS01    Future Phase   11/16/10      11/24/10
                           s                                                                                                     continue to be able to add encumbrances on multi-year
                                                              How are multi-year contracts handled?                              agreements without OSC approval.

1856   10/22/10   Purchasing/Contract              IQS Form   From the 10/19/2010 Two Step Contract Information Session:         Yes, payments can be made against active appropriations            CFS01    Future Phase   11/23/10      12/08/10
                           s                                                                                                     outside of a current fiscal year.
                                                              Can we pay invoices that are outside of the current State Fiscal
                                                              Year?

1857   10/22/10   Purchasing/Contract              IQS Form   From the 10/19/2010 Two Step Contract Information Session:         Yes, payments can be processed for goods or services               CFS01    Future Phase   11/03/10      11/24/10
                           s                                                                                                     received during the contract period after the contract end date.
                                                              Can we pay invoices for contracts that have expired? For
                                                              example, a contract ends in April but the State budget is late,
                                                              thus the funds are not available until June.

1860   10/22/10   Bulkload/ Interface              IQS Form   Who creates the Distribution Line Numbers? What are the            For Legacy bulkloading agencies, SFS will create the PO            CFS01    Future Phase   10/28/10      11/24/10
                                                              rules for their creation (e.g. sequential, have meaning?)?         Distribution Line numbers.
                                                                                                                                 PeopleSoft bulkloading agencies will create their own PO
                                                                                                                                 Distribution Line numbers.

                                                                                                                                 PO Line Distribution number is unique to a PO Shipment, and it
                                                                                                                                 is assigned sequentially starting at 1.
1861   10/22/10   Purchasing/Contract              IQS Form   From the 10/19/2010 Two Step Contract Information Session:         An amendment would be processed changing the remaining             CFS01    Future Phase   11/23/10      12/08/10
                           s                                                                                                     balance on the contract to zero. There are no specific
                                                              How are contracts closed/inactivated? Is it an amendment           amendment types; the amendment should be submitted with
                                                              type? If so, what?                                                 the same audit type as the original contract.

1862   10/22/10   Purchasing/Contract              IQS Form   How will OSC cancel/unapprove an amendment? How will the           BOC will non-approve an amendment in the system, and any           CFS01    Future Phase   11/03/10      11/24/10
                           s                                  agencies be notified?                                              PO‟s associated with that amendment will also be non-
                                                                                                                                 approved.

                                                                                                                                 The agency will know either by going into the system and
                                                                                                                                 viewing the status - or by the M061.
1863   10/22/10   Purchasing/Contract              IQS Form   How will the approval/cancellation of multiple amendments          The initial contract must be approved before amendments can        CFS01    Future Phase   11/23/10      12/08/10
                           s                                  occur? What are the rules/hierarchy for contract changes if        be entered/approved.
                                                              several amendments are submitted within a review period?
QID      Date           Topic                SubTopic          Source     Question                                                              Answer                                                            Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                           Answered     Published
1864   10/29/10    Accounts Payable                            IQS Form   When we are reimbursing our Petty Cash, the check is            No, the Single Payment Vendor ID will not be used for this.             WCB01    Future Phase    11/03/10     11/24/10
                                                                          requested payable to "Agency Advance Account - Petty Cash". Agencies will receive Vendor ID and payee information from
                                                                          Can we use the Single Payment Vendor ID for this transaction? the Statewide Vendor File to use for advance replenishment
                                                                                                                                          transactions.
1866   10/28/10   Bulkload/ Interface   Purchasing/Contracts   IQS Form   SUNY is requesting that the Originating Agency Code be put      Per conversation with SNY, issue can be closed.                         SNY01    Future Phase   02/01/11      11/17/10
                                                                          on the M061 Contract Master file. The reason is: On initial
                                                                          startup (April 2011) SUNY can have the same contract number
                                                                          across multiple campuses so when we receive this file on April
                                                                          1, 2011 SUNY will not be able to determine which school this
                                                                          contract is associated with. Including originating agency going
                                                                          forward will also help us in our daily recon processes.

1869   10/22/10   Purchasing/Contract                          IQS Form   It is our understanding that SFS will convert all existing contract   Yes, the agency should bring down encumbrances prior to           CFS01    Future Phase   11/23/10      12/08/10
                           s                                              encumbrances to a single PO, but that the P.O. will not have          March end and re-establish detailed encumbrances prior to Go-
                                                                          the accumulator code. Will we have to disencumber and                 Live.
                                                                          reencumber to address this?
1873   10/22/10   Bulkload/ Interface   Purchasing/Contracts   IQS Form   On Page 74 of the Two step document (agency sends 218 to              Agencies send in their own Encumbrance Line # on a 218/219,       DOT01    Future Phase   11/02/10      11/24/10
                                                                          SFS), the second bullet indicates "Agency sends in Contract #,        and it does not have to begin with "01".
                                                                          PO Number and Encumbrance Line #(s)." Who assigns the
                                                                          encumbrance line#? Does it always have to begin with 01? I
                                                                          thought I heard that the encumbrance line is assigned by the
                                                                          Agencies. Please clarify.
1875   10/22/10   Bulkload/ Interface   Purchasing/Contracts   IQS Form   Can you explain the chart at the bottom of Page 105 of the            Schedule Number does not affect agencies using the Legacy         DOT01    Future Phase   11/02/10      11/24/10
                                                                          Two-Step Contracts Information Session presentation? How              format. It will always have a value of 1, because each PO Line
                                                                          does Schedule Number on this page affect Future Phase                 can have only one schedule for Legacy-bulkloaded
                                                                          agencies?                                                             transactions.

                                                                                                                                                If the PeopleSoft formats are used, then a PO line number can
                                                                                                                                                be divided into numbered Schedules.
1882   10/21/10         Testing                                 Other     Are the testing sessions typically expected to last all day?          Depending on a particular test script and the tester‟s            DOB01      Phase 1      10/22/10      01/26/11
                                                                                                                                                proficiency in executing the test scripts, the sessions may not
                                                                                                                                                last all day. However, we allotted the full day to allow for
                                                                                                                                                flexibility in the testing to accommodate any test defects that
                                                                                                                                                could arise.
QID      Date           Topic                SubTopic          Source     Question                                                         Answer                                                             Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                       Answered     Published
1883   10/25/10        COA/KK                                  IQS Form   At the last technical conference call with Court Newton (10/13) The Activity Code, being captured as part of the budget             DCJ01    Future Phase    11/01/10     11/24/10
                                                                          someone raised a question of how ARRA payments will be          attributes for each Program in the SFS, satisfies OSC‟s needs
                                                                          identified in SFS. Today a statewide indicator code is required for ARRA reporting files.
                                                                          for all such payments (See Accounting Bulletin A-602 and G-
                                                                          238). Another caller seemed to think a COA value would allow
                                                                          for this requirement and they mentioned that separate program
                                                                          values are now required for federal ARRA awards. They then
                                                                          moved on to the next question.

                                                                          Although specific program values will exist for ARRA awards
                                                                          (as well as separate project and separate subfund values), how
                                                                          will the program values (or other ChartField value) related to an
                                                                          ARRA award be identified as ARRA? If one has been
                                                                          identified, which ChartField(s) is designated for use to identify
                                                                          ARRA awards? For example, if an agency has program values
                                                                          10000-10200, other than searching for a description, how does
                                                                          SFS (or the user) know that the two (or 20) ARRA awards for
                                                                          this agency are values 10042 and 10086? How will the state-
                                                                          wide reports required for ARRA identify these awards to pick up
                                                                          ONLY these two programs (or subfund, federal project number
                                                                          or other ChartField?) Note: ARRA reports are not currently on
                                                                          the SFS website and separate questions were sent to SFS
1885   10/25/10    Travel/Expense                              IQS Form   regarding this critical report. Also, how willMeals have been
                                                                          [Original Question] Since all of the Travel State Expenditures An agency's use of Expense Types will identify taxable & non-        DEC01    Future Phase   11/03/10      11/24/10
                                                                          reduced to one single code 51704. How will we differentiate       taxable expenses.
                                                                          between taxable and non-taxable meals?

                                                                          [SFS Response] The T304 Voucher Charge Transaction
                                                                          bulkload layout includes a field to indicate whether a given
                                                                          amount is taxable (on employee reimbursements). This field is
                                                                          T304-TAXABLE-INDICATOR.

                                                                          [Follow-up Question] I know that, but we have an automated
                                                                          system that creates invoices automatically. Unless someone
                                                                          went into each one of invoices and checked to see which
                                                                          meals were taxable, which would require them to have a copy
                                                                          of the expense report in hand and marked the meal as taxable
                                                                          so that it would transmit, it won't work. The traveler doesn't
                                                                          even see the invoice. It's not reality. Not when you have as
                                                                          many reports as we do. 3000 travelers...lot's of travel.

1886   10/25/10   Bulkload/ Interface   Purchasing/Contracts   IQS Form   For non-Contract PO numbers: can those numbers be                The PO Number must be unique within the Business Unit. This        DOH01      Phase 1      11/02/10      11/24/10
                                                                          duplicated within the same general ledger budget unit?           is regardless of whether they are contract or non-contract PO's.
                                                                                                                                           Since the field is alphanumeric, agencies have the option of
                                                                                                                                           assigning a letter prefix (or other convention) to the Purchase
                                                                                                                                           Orders to distinguish them from one agency location to the
                                                                                                                                           next.
QID      Date           Topic                SubTopic          Source     Question                                                          Answer                                                              Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                         Answered     Published
1887   10/25/10   Bulkload/ Interface   Purchasing/Contracts   IQS Form   The current P-contract field has a length of 7 alphanumeric         Yes, the current P-Contracts are longer fields. The expectation   DOH01      Phase 1       11/12/10     01/26/11
                                                                          characters. It appears on the bulkload file layouts that this field is that these are always Business Unit, "-" and the 7 digits.
                                                                          is now larger.
                                                                                                                                              Example:
                                                                          Will the current P-contracts be renumbered to longer fields?        DOB01-C0000001

1890   10/25/10    Travel/Expense                              IQS Form   Currently, if the irs_amount (taxable amount of a travel      The IRS amount cannot exceed the net amount due to the                  DOH01      Phase 1      11/03/10      11/24/10
                                                                          reimbursement) exceeds the amount due the traveler, we are traveler.
                                                                          required to remove this amount from the voucher and report it
                                                                          separately as a 1099 taxable amount which is entered into
                                                                          PayServ. What will be the process in the SFS system? Can the
                                                                          irs_amount exceed the net amount due the traveler?

1892   10/25/10   Bulkload/ Interface   Purchasing/Contracts   IQS Form   In the Two-Step Contract session, the phrase “PO Change          An encumbrance can be changed by submitting a 204                    DOH01      Phase 1      11/02/10      12/08/10
                                                                          Notice” was often used? What kind of bulkload transaction is     transaction.
                                                                          that? What is the transaction code? If we are                    A contract encumbrance can be changed by submitting a 219
                                                                          changing/amending the contract, why would we use a “PO           transaction. This is used to change an encumbrance (or the
                                                                          Change Notice”?                                                  PO which funds are encumbered against). To change a
                                                                                                                                           contract submit a contract amendment (T213).
1894   10/25/10   Accounts Payable                             IQS Form   Legacy voucher payment transaction fields 66 and 67              All vendors in the Statewide Vendor File may potentially be          DOH01      Phase 1      12/02/10      12/08/10
                                                                                                                                           1099 reportable. The services they provide determine whether
                                                                          IRS amount (T302-IRS-AMT-UNPK) appears to be a required a particular payment is reportable. In 1099 reportable
                                                                          field on 1099-reportable vouchers. Currently, this field is only circumstances, this field should be used. If a payment includes
                                                                          populated for employee travel vouchers. Is this field required   both taxable and non-taxable amounts, two T302s should be
                                                                          for non-travel vouchers when all or part of the voucher is 1099 sent (one for the reportable amount and one for the
                                                                          reportable (ex. when an honorarium is paid to a non-employee unreportable amount).
                                                                          board member or a payment to a non-employee examination
                                                                          proctor)?                                                        Single Payment Vouchers, on the other hand, cannot be used
                                                                                                                                           for 1099 reportable payments.
                                                                          How do we know if a vendor is 1099 required or not in the first
                                                                          place?
1898   10/26/10   Bulkload/ Interface   Purchasing/Contracts   IQS Form   Can a Contract Encumbrance Line (T218) be associated with No, the Encumbrance Line/PO Line must be associated to a                    SNY01    Future Phase   11/05/10      12/08/10
                                                                          more than one version of a contract?                             single Contract Amendment Version/Number.
1901   10/26/10   Bulkload/ Interface                          IQS Form   In the OSC outbound 061 layout, there is a new field called      The Lease Notes field is intended to contain a description of        DEC01    Future Phase   12/06/10      12/08/10
                                                                          Lease Notes (positions 550 - 611). What will this field contain, the lease. This will not be required to be sent back to the SFS;
                                                                          and will the agency need to send this information back to SFS it is for informational purposes.
                                                                          at a later time?
1907   10/26/10   Accounts Payable                             IQS Form   We need to have a better definition of Route Code "RE" other The value is being removed from the Valid Values list. This              DOH01      Phase 1      11/23/10      12/08/10
                                                                          than "Regular Payments" - what does that really mean as far      value represents any payment that does not require special
                                                                          as how the check is routed?                                      handling (regular payment). When no value is transmitted, it
                                                                                                                                           will be defaulted as a regular payment.
1908   10/26/10   Receivables/Billing                          IQS Form   How will we bulkload customers when we aren't converting any Future Phase agencies will have entry access to the SFS                  DEC01    Future Phase   11/30/10      12/08/10
                                                                          at this time? Refer to latest PeopleSoft Bulkload Interface      customer pages after Go-Live for additions or updates. The
                                                                          Layouts Sections D.15 and D.16                                   Future Phase agency may also bulkload customer additions
                                                                                                                                           into the SFS using the D.15 file layout in the AIG. Customers
                                                                                                                                           for Future Phase agencies should only relate to revenue
                                                                                                                                           contracts.
QID      Date           Topic                SubTopic          Source     Question                                                                Answer                                                                Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                                 Answered     Published
1909   10/26/10   Accounts Payable                             IQS Form   Since we can no longer reuse voucher numbers in the SFS                 Yes. Agencies may begin numbering at 1.                               OPD01    Future Phase    11/02/10     11/24/10
                                                                          under the same Business Unit (at least until they have been
                                                                          purged from the system), as we start to bulkload files to the
                                                                          SFS on April 1, 2011, can we start our voucher numbering
                                                                          system to begin at number 1 (e.g. 00000001)?

1910   10/26/10         Other                                  IQS Form   Will the SFS system work in a Citrix environment?                       Citrix is a mechanism for delivery to agency users and would          HCR01      Phase 1      11/10/10      01/26/11
                                                                                                                                                  be an agency responsibility. Assuming Citrix is setup and
                                                                                                                                                  configured properly and all firewall and other technical issues
                                                                                                                                                  are addressed, access to SFS should not be an issue.

1911   10/26/10      Vendor File                               IQS Form   With the new vendor system, will the MWBE status be directly            OSC's Bureau of State Expenditures is currently working with          DOC01      Phase 1      12/06/10      12/08/10
                                                                          tied to the vendor? This will help with our agencies 14% goal in        DED to integrate MWBE information into the Statewide Vendor
                                                                          utilizing MWBE's. If it is directly tied, then, in theory, any credit   File for utilization in reporting. Information on that process will
                                                                          card purchases would reflect the MWBE purchase, and our                 be provided when design is complete.
                                                                          numbers would be more accurate.
                                                                                                                                                  However, since the Statewide Vendor File is designed to
                                                                          The current MWBE site is not that great to navigate. If the OGS         capture only vendors with whom NYS is already doing
                                                                          contracts are tied to the vendor system and the MWBE is                 business, other sources of information should be used to
                                                                          flagged, then it would assist us in meeting or exceeding the            increase your utilization of MWBEs and add those vendors to
                                                                          14% goal.                                                               the Statewide Vendor File.

1912   10/27/10      Vendor File                               IQS Form   Clarification on answer to question 1346                                Any active addresses on file for the vendor will be sent on the       DOT01    Future Phase   11/12/10      11/24/10
                                                                                                                                                  M131 -regardless of the approval status of the vendor.
                                                                          If the vendor master file is to only contain active addresses,
                                                                          what address information will be provided for an unapproved             All vendors are to be included in the file, both approved and
                                                                          vendor? Will all address records be included with the                   unapproved.
                                                                          unapproved status, or will the file only contain one record and
                                                                          no address information?

                                                                          Or does this mean that unapproved vendors cannot be
                                                                          included in the file?
1914   10/29/10   Conversion/Cutover                           IQS Form   What values should we use in our conversion file if there is no         Agency code 01051 is for OGS/DESIGN AND                               OSC01    Future Phase   02/02/11      11/17/10
                                                                          corresponding business unit? For example, the business is all           CONSTRUCTION. According to the Interface Profile, this is a
                                                                          State agencies or 01051.                                                Source System ID mapped to OGS01. For conversion, the
                                                                                                                                                  agency should use the OGS01 business unit.

1919   10/27/10   Bulkload/ Interface   Purchasing/Contracts   IQS Form   Can a contract amendment have more than one PO related to               Yes, if the agency has a business need, this can be                   SED01    Future Phase   12/15/10      11/24/10
                                                                          it?                                                                     accommodated by the system.
1920   10/27/10   Bulkload/ Interface   Purchasing/Contracts   IQS Form   Are Purchase Orders (PO) related to Contracts limited to a              A PO does not have begin and end dates; however, term dates           SED01    Future Phase   12/28/10      11/24/10
                                                                          state fiscal year (SFY)? For instance, if a Contract is 12/1/10 –       can be returned in the item description. An open PO can span
                                                                          06/30/11, would this require a second PO to fund 4/1/11-                multiple fiscal years by updating COA information annually.
                                                                          6/30/11 or just a second line on the PO?
1923   10/27/10   Bulkload/ Interface   Purchasing/Contracts   IQS Form   When liquidating a contract encumbrance on a voucher charge             Yes, to liquidate the encumbrance, send in the appropriate PO         SED01    Future Phase   11/02/10      11/24/10
                                                                          (T304) do we use the PO number and line? The bulkload                   number and Line Number associated with the encumbrance.
                                                                          extract is now 25 characters and says to use the “Purchase
                                                                          Order or contract number”.
1924   10/27/10   Bulkload/ Interface   Purchasing/Contracts   IQS Form   For a contract amendment (T213) transaction, should we only             Yes. On a T213 transaction, only send the field (contract             SED01    Future Phase   11/02/10      11/24/10
                                                                          send the contract end date if it is being changed?                      amount, start date, end date) that is being changed.
QID      Date           Topic                SubTopic            Source     Question                                                          Answer                                                            Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                         Answered     Published
1925   10/27/10   Bulkload/ Interface    Accounts Payable         Other   [Agency Follow-Up Question to QID 1546] I do not see a           PeopleSoft vouchers may use the TVOH-INVC-NUM field.                 UCS01      Phase 1       11/02/10     11/24/10
                                                                          Chargetail field in the M171 file. Would you be more specific in
                                                                          what field we can use on a bulkloaded accounts payable           Legacy vouchers may use the T302-INVC-NUM.
                                                                          transaction that will be returned on the M171 so we can post
                                                                          back to our feeder system?                                       Both of these fields are returned on the M171 as the Invoice
                                                                                                                                           Number field.
1926   10/27/10    Accounts Payable                            One-on-One For online users of SFS (not Direct Entry), will the SFS         SFS will provide online users with auto-numbering of vouchers.       DOH01      Phase 1      11/23/10      11/24/10
                                                                Meeting   generate voucher numbers?                                        Agencies may enter a unique identifying number assigned by
                                                                                                                                           the agency outside of the SFS - should they choose. ID
                                                                                                                                           number must be unique by Accounts Payable Business Unit.

1927   10/27/10   Bulkload/ Interface        Technical          IQS Form    The Interface Rules tab of the Outbound File Extract Layouts The accounting codes will not be sent to agencies via                  DCJ01    Future Phase   11/12/10      11/24/10
                                                                            now includes the naming standard for Agency Outbound files. Tumbleweed like the other master files. They will be posted on
                                                                            However, the Accounting Codes Table does not have a master the internet for agencies to pull down as needed.
                                                                            file name. When will a master file name be announced?

                                                                            Without the master file name, agencies cannot develop code to
                                                                            accept the extract file.

1929   10/27/10   Bulkload/ Interface   Purchasing/Contracts    IQS Form    Currently ECC batch type encumbrances go up as transaction        The business reasons behind use of each of the transaction        TDA01    Future Phase   11/02/10      11/24/10
                                                                            codes 203/204's - will this continue? Or should all contract      codes have not changed. Stand-alone Purchase Orders will
                                                                            encumbrances go up as 218/219's?                                  continue to be processed using 203s and 204s.

                                                                                                                                              Contract-associated Purchase Orders will continue to be
                                                                                                                                              processed using 218s and 219s.

1930   10/27/10    Accounts Payable                            One-on-One How should the scheduled payment date be established for a          Bulkload agencies should send a schedule payment date no          SCF01    Future Phase   11/03/10      11/24/10
                                                                Meeting   voucher when the processing date is more than 30 days past          greater than 30 days from the MIR date. Agencies should send
                                                                          the MIR date?                                                       the MIR date based on invoice and merchandise received
                                                                                                                                              information, that date often will be in the past.
                                                                          Similarly, can a transaction be keyed with a past MIR date on
                                                                          it?
1931   10/27/10   Purchasing/Contract                          One-on-One For contracts that do not require OSC approval, is it possible to   No, the contract must be processed first. The order of            SCF01    Future Phase   11/02/10      11/24/10
                           s                                    Meeting   transmit the Contract and Purchase Order together? Will the         processing is such that contracts are processed first; however,
                                                                          timing within the SFS allow the Contract to be approved before      since they are processed independently and not in strict batch
                                                                          the Purchase Order is processed?                                    order, it would be safer to submit the encumbrance in a
                                                                                                                                              subsequent file.
QID      Date           Topic             SubTopic       Source     Question                                                          Answer                                                              Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                   Answered     Published
1938   10/27/10   Purchasing/Contract                    IQS Form   Does the AC340 form have to be modified at all? We are a          Elements within the AC340 will need to be changed. Agencies         DOH01      Phase 1       11/16/10     01/26/11
                           s                                        legacy format non-phase 1 bulkload agency.                        may be able to accommodate these changes within the
                                                                                                                                      existing AC340 fields. If not, the information can be
                                                                    We currently print on pre printed pin fed multipart forms,        handwritten by the agency. Documentation regarding the
                                                                    already pre printed and in house.                                 AC340 changes will be provided in the near future.

                                                                                                                                      [Answer provided to a similar question from another agency]
                                                                                                                                      The Single Transaction Summary (STS) will replace the AC340
                                                                                                                                      for Phase 1 agencies. Future Phase agencies have the option
                                                                                                                                      of utilizing the STS or the AC340. If the AC340 is to be utilized
                                                                                                                                      by Future Phase Agencies, certain data fields will require
                                                                                                                                      modification to reflect SFS system changes from the current
                                                                                                                                      accounting system requirements. For example, in lieu of
                                                                                                                                      entering the Payee ID on the AC340, the user will need to enter
                                                                                                                                      the applicable Vendor ID. Additional guidance on completing
                                                                                                                                      the AC340 for SFS transactions will be provided in the near
                                                                                                                                      future.

                                                                                                                                      The STS has been developed and is going through revisions.
                                                                                                                                      It is anticipated that the STS will be available, along with the
                                                                                                                                      changes required for the AC340 cited above, in the near future.




1939   10/27/10   Bulkload/ Interface   Travel/Expense   IQS Form   OCFS would like to go with PeopleSoft bulkload format for         If your system cannot handle detailed expense line tracking, all    CFS01    Future Phase   12/02/10      12/08/10
                                                                    travel vouchers to be consistent with all other Accounts          that is required for agencies to send on a travel voucher is the
                                                                    Payable vouchers that are going to be sent in PeopleSoft          taxable amount versus the non-taxable amount.
                                                                    format. However, we are facing the issues as explained below:
                                                                                                                                      For taxable amounts, agencies need only send one expense
                                                                    o Currently, we do not collect line item level details or send    line with an Expense Type of BLKNTAX.
                                                                    them through bulkload. Only Purpose, Destination, Official
                                                                    Station and residence along with employee‟s SSN and               For non-taxable amounts, agencies need only send one
                                                                    address, total voucher amount in the voucher payment              expense line with an Expense Type of BLKTAXD.
                                                                    transaction (T302) - plus the cost center details for the voucher
                                                                    as voucher charge transaction (T304) are being sent through
                                                                    the bulkload.

                                                                    o OCFS' travel system does not support the Expenditure Line
                                                                    concept with necessary expense types/location and merchants
                                                                    for Hotel/Air etc. Needs more effort and resources to make the
                                                                    changes to the current travel system, almost a rewrite of the
                                                                    Travel module.

                                                                    o OCFS will not be able to send default/dummy values for the
                                                                    data elements in the Expense Line level since SFS expects
                                                                    valid values. Travel Unit staff need to be trained to deal with
                                                                    new formats such as Expenditure Lines with Expense Types
QID      Date           Topic           SubTopic    Source     Question                                                             Answer                                                              Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                 Answered     Published
1940   10/28/10   Bulkload/ Interface   Technical   IQS Form   [Agency Follow-Up Question to QID 1770]                              The merchandise amount fields at the distribution and line          ASM01    Future Phase    11/12/10     11/24/10
                                                               Specifically, what field(s) in the PeopleSoft Bulkload layout will   levels are what make up the total refund amount.
                                                               create this net zero amount?
                                                               I was previously told that these fields should all be sent as        The sum of the RFD Merchandise Amounts needs to equal the
                                                               Negative for Refunds:                                                RFL Merchandise Amount.
                                                               TRFH-REFUND-AMT
                                                               TRFL-MERCHANDISE-AMT                                                 The sum of all RFL Merchandise Amounts equals the RFH
                                                               TRFL-IRS-AMT &                                                       Merchandise Amount.
                                                               TRFD-MERCHANDISE-AMT
                                                               I don't see any other amount fields in the layouts.                  On a refund, the RFH amount is 0. On a credit, the RFH
                                                                                                                                    Amount is negative.
1941   10/28/10   Purchasing/Contract               IQS Form   The AC340 is now going to be sent with the Contract                  The Single Transaction Summary (STS) will replace the AC340         WCB01    Future Phase   11/16/10      11/24/10
                           s                                   documentation that goes to OSC instead of the Single                 for Phase 1 agencies. Future Phase agencies have the option
                                                               Transaction Summary. Please confirm this is true. It was also        of utilizing the STS or the AC340. If the AC340 is to be utilized
                                                               indicated that there would be changes made to the AC340.             by Future Phase agencies, certain data fields will require
                                                               Can you tell me what the changes will be? Will there be a            modification to reflect SFS system changes from the current
                                                               layout provided? When?                                               accounting system requirements. For example, in lieu of
                                                                                                                                    entering the Payee ID on the AC340, the user will need to enter
                                                                                                                                    the applicable Vendor ID. Additional guidance on completing
                                                                                                                                    the AC340 for SFS transactions will be provided in the near
                                                                                                                                    future.

                                                                                                                                    The STS has been developed and is going through revisions.
                                                                                                                                    It is anticipated that the STS will be available, along with the
                                                                                                                                    changes required for the AC340 cited above, in the near future.

1942   10/28/10        COA/KK                       IQS Form   We have 1 cost center w/6 programs. How do we break it               As each cost center can map to only a single Program, a cost        LGP01      Phase 1      11/02/10      11/24/10
                                                               down on our mapping so when we go live we can get individual         center with six programs would need to be broken into six cost
                                                               reports for each program? We send our revenue down on a              centers in order to capture each program in the SFS. Any
                                                               909 twice a month during peak season and once a month off            changes needed to the ChartFields as a result of this can be
                                                               peak. Will we still be doing a 909 and sending it to OSC? The        requested using the COA Change Request Form:
                                                               909 has specific object codes to be credited.
                                                                                                                                    http://www.sfs.ny.gov/linked_docs/programElementsDocs/coa_
                                                               We are doing the 3rd cost center mapping and don't have all          docs/SFS_COA_Change_Request_Form_Round_3.xls
                                                               the programs broken down.
                                                                                                                                    Agencies will still send the AC-909 to OSC. In the SFS,
                                                               The question is important because we want reports that show          agencies will record the deposit inside the SFS with the
                                                               charges against each program. We have not heard much                 appropriate SFS ChartField values (where Account replaces
                                                               about the revenue and 909's.                                         Object in the future). Treasury will deposit the money into the
                                                                                                                                    general checking account and send the deposit listing to OSC.
                                                                                                                                    Once OSC has the deposit listing and the agency‟s AC-909,
                                                                                                                                    OSC will review the deposit that the agency recorded in the
                                                                                                                                    SFS and set it to post inside the system.
QID      Date           Topic           SubTopic    Source     Question                                                              Answer                                                               Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                   Answered     Published
1945   10/28/10   Purchasing/Contract               IQS Form   1) The contract information has been sent electronically and          1) The PO need only be sent electronically, as there is no           WCB01    Future Phase    12/03/10     11/24/10
                           s                                   physically with the AC340. When the request for the Contract          paper requirement for sending it to OSC. However, if the PO
                                                               Encumbrance is sent to us, do we submit the PO information            submitted is a 'stand alone' or 'all copy' PO and requires OSC
                                                               electronically only, or does a physical PO need to be sent to         review and approval, the procurement record and
                                                               OSC as well?                                                          accompanying documentation must be submitted to OSC for
                                                                                                                                     audit.
                                                               2) The business processes for all non-contract purchases and
                                                               purchases for "P" contract have not changed. Our agency               2) The business process remains the same. Your
                                                               would still send over POs for those that need OSC approval            understanding is correct.
                                                               and/or need to be encumbered based on the same OSC
                                                               business procedures as today. Can you please confirm that this
                                                               is correct?
1946   10/28/10   Bulkload/ Interface   Technical   IQS Form   [Agency Follow-Up Question to QID 1561]                               The bulkload prefix is the first 60 characters of each line on the   DMV01    Future Phase   11/02/10      11/24/10
                                                               This is great; however, the answer did not include I231 which is      Legacy layout.
                                                               the bulkload prefix, so I need you to confirm either that it should
                                                               be included in every file at the top once or perhaps it‟s only the
                                                               prefix to every line in the file, we need to know which is the
                                                               case.
1950   10/29/10        COA/KK                       IQS Form   In reviewing the output from CC Mapping Round 2 several               Please use the COA Change Request form on the SFS website            SNY01    Future Phase   11/03/10      11/24/10
                                                               funds/sub funds have not been assigned valid values. The              (address below) to request additional Fund values.
                                                               ones that I have found are all in the 382 Fund. We are missing        http://www.sfs.ny.gov/linked_docs/programElementsDocs/coa_
                                                               7K, 7P, 7Y, 7Q, 7H,7R, 6Z, 7F, 7E and 7V. Please let me know          docs/SFS_COA_Change_Request_Form_Round_3.xls
                                                               when these are assigned so that I can fill in the missing values.

1953   10/29/10   Bulkload/ Interface               IQS Form   If changes to the bulkload layout continue, how will agencies  Any changes made to the bulkload layouts will be picked up                  OMH01    Future Phase   11/05/10      11/24/10
                                                               know which layout they are going to be certified against? What and certified during end-to-end testing after the certification
                                                               will happen after an agency has been certified? Will it be     tests are completed. If there are changes made near your
                                                               assumed that we will make the changes or do we need to be re- certification date, then we will provide you with the option of
                                                               certified?                                                     certifying with either version.
1954   10/29/10     Travel/Expense                  IQS Form   I understand that the Travel expenses will be vouchered using An Expense Report replaces today‟s travel voucher and is used                WCB01    Future Phase   01/27/11      11/17/10
                                                               the KTV batch type and Employees TIN. There is additional      to pay all employee reimbursements. Negative distribution lines
                                                               information that we will have to send via the bulkload.        may not be bulkloaded, only net amounts payable to
                                                               Currently, we use a clearing COA string and pay the Citibank   employees can be sent. Future Phase agencies using clearing
                                                               bill through AP.                                               accounts to pay Citibank must then use a JV to balance the
                                                                                                                              account.
                                                               When we still owe the employee a balance the following
                                                               happens: the portion that was run through the Citibank card
                                                               gets negated against the same clearing COA string and the
                                                               balance is expensed. This balance owed is then paid to the
                                                               employee. Will we still be able to transmit this way? There
                                                               would be a negative amount representing the amount that was
                                                               originally charged to the Citibank card.

                                                               The procurement Citibank card is handled differently. All items
                                                               charged to the account are directly expensed when the card
                                                               invoice is paid. This is through the AP system.

                                                               Can you point me to where I can read more detail about any
                                                               procedural changes regarding the use of Travel Cards? Any
                                                               Bulletins published?
QID      Date           Topic                SubTopic          Source     Question                                                           Answer                                                               Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                           Answered     Published
1955   11/01/10        COA/KK                                  IQS Form   Please confirm if the program codes listed on the web site         The Program Codes listed for the Program Conversion                  CFS01    Future Phase    11/03/10     11/24/10
                                                                          under Program conversion Exercise are Segregation program          Exercise are for both Segregation and Appropriation budgets in
                                                                          codes or Appropriation program codes.                              the SFS, as these are at the same level of detail for all
                                                                                                                                             ChartFields. The dollar amount available differs between
                                                                                                                                             Segregation and Appropriation in SFS, not the level of detail of
                                                                                                                                             the budget (this is a change from the current segregation
                                                                                                                                             process in CAS).
1958   11/02/10   Bulkload/ Interface   Purchasing/Contracts   IQS Form   Can multiple ECC encumbrances transactions, that cover             Yes, these may be sent at the same time.                             SNY01    Future Phase   11/12/10      11/24/10
                                                                          multiple amendment versions, be sent to SFS at the same
                                                                          time?                                                              Note that each Amendment Version must get different PO
                                                                                                                                             Numbers.
                                                                          For example, Line 1 is on version 001 & Line 2 is on version
                                                                          002 & are both going as increases. No 213 is involved in this
                                                                          example. Can they be sent together?
1960   11/01/10        Reports                                 IQS Form   NYSDOT currently receives three report files via the CAS       No, reports will not be distributed via Tumbleweed. Report               DOT01    Future Phase   11/12/10      11/24/10
                                                                          bulkload process of report data that are “parsed” into reports access for Future Phase agencies is via OBIEE.
                                                                          and put into RMDS. Will the SFS bulkload process also include
                                                                          these reports, or will future phase agencies have access to
                                                                          reports to have access to this information?
                                                                          FM.P.SNETVAPP.RPTSDLY = Daily Accounting Reports
                                                                          FM.P.SNETVAPP.REPORTS = Weekly Accounting Reports
                                                                          FM.P.SNETVAPP.REPORTS = Monthly Accounting Reports
                                                                          FM.P.SNETVAPP.RPTSQTR = Quarterly Accounting Reports

1961   11/01/10   Bulkload/ Interface    Accounts Payable      IQS Form   Our agency was told that returned refund checks due to             If it is a regular payment to a vendor, OSC's Department of Tax      TAX01      Phase 1      12/02/10      12/08/10
                                                                          undeliverable mail would be communicated to us in the M171-        & Finance will manage the check replacement process - similar
                                                                          Payment History File. Is this true? If so, how will we know that   to how they do today. It is expected that all returned checks will
                                                                          the record in the file is for an undeliverable refund check as     go there for appropriate disposition.
                                                                          opposed to a 'paid' refund?
                                                                                                                                             For Single Payment Vouchers, the transaction will be reversed
                                                                          What is going to be done with the paper checks, will they be       and cancelled. The agency will have to submit a new voucher
                                                                          destroyed, or sent back to the dept? Can you provide a contact     with correct payee name information.
                                                                          regarding this whole new procedure?
1962   11/01/10   Accounts Payable                             IQS Form   When a credit invoice is processed, is the encumbrance on          An encumbrance amount can be re-established by including             DOL01    Future Phase   11/23/10      12/08/10
                                                                          that document automatically re-established?                        the Purchase Order information on the distribution line level.

1964   11/01/10        Reports                                 IQS Form   Will PayServ reports continue to be on Control D? The last     SFS reports will not be included in Control D - as of April 1,           CFS01    Future Phase   12/02/10      12/08/10
                                                                          meeting it was mentioned that Control D was going away. If so, 2011.
                                                                          where will Payroll reports be housed?
                                                                                                                                         Please contact Payroll directly for questions on the reports they
                                                                                                                                         will produce in the future.
1967   11/02/10   Bulkload/ Interface    Receivables/Billing   IQS Form   C.9 Revenue Receipts (T371) Field 19. T371-PURCH-ORDER- Send a maximum of 10 characters in length for this field. The                   DEC01    Future Phase   11/03/10      11/24/10
                                                                          NUM The definition says "Revenue Contract or Repayment         resulting field will be formatted like this:
                                                                          Agreement Number to which the receipt applies. 10 CHARs,           XXXXXXXXXXbbbbbbbbbbbbbbb
                                                                          left justify and blank fill " What does 10 CHARS signify?          Where X = significant characters and b = blanks.
QID      Date      Topic     SubTopic   Source   Question                                                              Answer                                                             Agency   Phase        Date     Original Date
       Received                                                                                                                                                                                              Answered     Published
1969   10/26/10   Training              Other    Given the digital requirements for the job aids and the other         Training job aids will be published in .pdf format.                DOC01    Phase 1    11/23/10     12/08/10
                                                 training tools which will be used, will our agency's computer
                                                 infrastructure support these other tools? Will our bandwidth          With regard to your agency using UPK for end-user training,
                                                 support the training tools?                                           regardless of the method of training (ILT or WBT), agencies will
                                                                                                                       need to disable pop-up blockers.
                                                 Will the controls placed on our agency's internet access be
                                                 able to allow these tools to be used? For example, I couldn‟t         In order to access UPK “Do It” mode, you must add the SFS
                                                 use the “Do It” function in the UPK from the 10/8/10 email            Program website to your Trusted sites:
                                                 which was sent out. I am not allowed to change my internet              1. Open Internet Explorer
                                                 settings to allow the information to be downloaded. While               2. Access Tools > Internet Options > Security
                                                 we‟ve worked with our MIS department to attempt to make                 3. Click the Custom Level button
                                                 sure that our network will support both training and the actual         4. Under Miscellaneous, click the enable radio button for
                                                 use of the SFS, it‟s been difficult to test without having anything   'Allow script-initiated windows without size or position
                                                 to test on.                                                           constraints'

                                                                                                                       NOTE: Your agency will need to make the appropriate changes
                                                                                                                       in order to provide end-user training.


                                                                                                                       For those staff that will only be trained with the WBT approach
                                                                                                                       using the UPK, it will be essential that they use computers for
                                                                                                                       this training that have the pop-up blockers disabled.

1970   10/26/10   Training              Other    Our initial understanding was that, as part of the training           The validation process (sign off) is being reviewed and revised    DOC01    Phase 1   11/23/10      12/08/10
                                                 process, an individual had to be “signed off on” by the               at SFS. Instructions will provided prior to training.
                                                 instructor in order to gain the accesses to the system to which
                                                 they were role mapped for a specific module.

                                                 If they‟re using a “job aid”, how will they be signed off on and
                                                 given access to their necessary roles? If there‟s no
                                                 assessment, how are they given the permissions that they
                                                 need? If there is an assessment, what is they fail it? My
                                                 understanding was that no one could actually “fail”, they would
                                                 just be encouraged to receive further instruction from the
                                                 instructor prior to being given access to the system.

1971   10/26/10   Training              Other    The other issue I have will be with none of the facility staff        The Train-the-Trainer Program trains the assigned agency           DOC01    Phase 1   11/09/10      01/26/11
                                                 receiving GL training. Don‟t get me wrong, it makes DOCS‟ life        trainer on this business process who in turns trains the user
                                                 easier from a training and coordination standpoint, but what          community.
                                                 does the user out at the facility initially do when they have an
                                                 issue with their journal entry for the first few months after Go-     Super Users are to attend the agency end-user training
                                                 Live? The super-users will not have been trained in journal           applicable to their assigned super user task (some agencies
                                                 entries; the trainers in the hubs will not have been trained.         have super users assigned to certain modules).
                                                 They‟ll have to contact central office for assistance, and the
                                                 potential of up to 80 different sites contacting the limited          Although Super Users are the first point of contact, the SFS
                                                 number of central office employees who will be trained on GL          Training staff will also be available to assist with knowledge
                                                 for assistance is unacceptable when an assistance network is          transfer.
                                                 being established for the other four modules to eliminate this
                                                 very problem.
QID      Date           Topic                SubTopic          Source     Question                                                             Answer                                                            Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                          Answered     Published
1977   11/03/10   Bulkload/ Interface   Purchasing/Contracts   IQS Form   "File ""AIG_Outbound_File_Extract_Layouts.xls"" tab Updated The 212s and 213s are not sent on the M161. These will be                  DEC01    Future Phase    11/05/10     11/24/10
                                                                          Log column C40 says M161 Encumbrance - Remove “212 and sent on the M061 in the SFS.
                                                                          213” from the list of transactions codes in the description field.
                                                                          Our agency inbound processes these transactions. Are we not
                                                                          getting these transactions any more?"

1978   11/01/10        COA/KK                                  IQS Form   The reporting tree for Travel codes is limited to the following:     The Travel and Expense module contains the level of detail        CFS01    Future Phase   11/04/10      11/24/10
                                                                          51701 Consultant Travel 51702 Travel-Transportation 51703            referenced in your question. The expense types are “rolled” to
                                                                          Travel-Lodging 51704 Travel-Meals 51705 Travel-                      higher-level Account codes in SFS. This is why you are not
                                                                          Mileage/Tolls 51706 Travel-Unreceipted Per Diem 51707                seeing the level of detail to which you refer in Account codes.
                                                                          Travel-Unclassified 51708 Travel-Supplies. At the SME
                                                                          sessions, the presenter showed a PeopleSoft example that
                                                                          included a great many more options. For example, every travel
                                                                          category had a unique code for „in-state‟ and „out-of-state‟ (In-
                                                                          state car rental vs. out-of-state car rental).

                                                                          Additionally, we are asked annually by OMS to assist them in
                                                                          preparing a report for DOB on transportation expense. This
                                                                          report is used to justify the size of our motor fleet. We provide
                                                                          the cost of rental cars, public transportation, mileage, and
                                                                          Amtrak. These appear to be lumped together as account code
                                                                          51702 Transportation and 51705 Mileage/Tolls. It would seem
                                                                          that a more meaningful breakdown of transportation expense
                                                                          would include the following: Airfares Rental car Amtrak Buses
                                                                          and subway Gasoline purchases Taxable meals (in addition to
                                                                          regular meals 51704) Registration fees (for conference
                                                                          attendance) Separate in-state and out-of-state, if needed by
                                                                          DOB.

                                                                          We also utilize employee codes and client codes for
                                                                          transportation expenses of facility residents. Lastly, we also
                                                                          provide travel reimbursement for non-employees, such as the
1980   11/03/10   Bulkload/ Interface                          IQS Form   families of our residents or board members.
                                                                          Is Accum1 (Outbound Extract layout, 161, position 306, all tabs Yes, these are the same fields, and it is a VARCHAR2.                  DEC01    Future Phase   11/12/10      11/24/10
                                                                          except encumbrance) the same as special accumulator 1 or 2?
                                                                          Also, is this a VARCHAR2 field, or NUMBER field?

1982   11/03/10   Bulkload/ Interface         Budget           IQS Form   T112 Segregation Transaction: Field 46. Do we need to send           This should be a segregation title.                               DEC01    Future Phase   02/02/11      11/17/10
                                                                          Appropriation or Segregation Title, as both tables have it and
                                                                          are different?
1983   11/03/10   Bulkload/ Interface   Purchasing/Contracts   IQS Form   In the Two-Step Contract Process presentation from the 2010          On the 218, the agency is sending the agencies' encumbrance       DEC01    Future Phase   11/05/10      11/24/10
                                                                          Fall Conference, the 218 outbound encumbrance line number            line number. The SFS is adding a PO Line for this
                                                                          field is mandatory, while it seems that the encumbrance line         encumbrance and assigning it an SFS PO Line number. The
                                                                          number is assigned by the SFS after receiving 218                    SFS sends back the SFS PO Line Number assigned, along
                                                                          transactions. If this understanding is correct, then for outbound,   with the Agency Encumbrance Line Number so that the agency
                                                                          it should not be mandatory. If the understanding is not correct,     knows which line number the SFS assigned. Subsequent
                                                                          when and how (in which file) will it be sent?                        communications related to this PO/Line should be made using
                                                                                                                                               the SFS PO Line Number.
QID      Date           Topic                SubTopic            Source     Question                                                            Answer                                                             Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                            Answered     Published
1985   11/03/10   Bulkload/ Interface   Purchasing/Contracts    IQS Form    In page 90 of the Two-Step Contract Process presentation            In the example, BOC requested the PO for the Amendment 2,          DEC01    Future Phase    11/05/10     11/24/10
                                                                            from the 2010 Fall Conference, why does amendment version           but has not accepted the Amendment 1 of the date extension.
                                                                            #1 remain in status P (pending?)
1986   11/03/10   Bulkload/ Interface         Budget            IQS Form    During last Thursday 10/28 Future Phase Agency Impact               Certificates and budget entries, whether through bulkload,         DEC01    Future Phase   11/17/10      11/24/10
                                                                            Sessions we were told that Certs and budget entries will all be     Excel upload, or online entry, must be sent in using the SFS
                                                                            made using the SFS COA.                                             ChartField values.

                                                                            Does this hold true for bulkload agencies sending data in
                                                                            bulkload? We were of the understanding that if we change the
                                                                            bulkload layout, SFS black box would do the necessary
                                                                            conversion.
1987   11/03/10   Bulkload/ Interface                           IQS Form    Will the IDL file be encrypted?                                     Yes, all files transferred via Tumbleweed are encrypted.           DEC01    Future Phase   11/05/10      11/24/10

1988   11/04/10   Bulkload/ Interface     Travel/Expense       One-on-One Fields of the EXL layout mention "Required if Expense Type is The Bureau of State Expenditures requires Start and End times              ASM01    Future Phase   02/01/11      11/17/10
                                                                Meeting   Meals". Which specific Expense Type values does this refer to? for the following expense types:

                                                                                                                                        PER DIEM ID - EXPENSE TYPE
                                                                                                                                        PDIEM3 - Overnight Additional Breakfast
                                                                                                                                        PDIEM4 - Overnight Additional Dinner
                                                                                                                                        PDIEM5 - Day Breakfast Receipted
                                                                                                                                        PDIEM6 - Day Dinner Receipted
                                                                                                                                        PDIEM7 - Day Breakfast Unreceipted
                                                                                                                                        PDIEM8 - Day Dinner Unreceipted
                                                                                                                                        PDIEM15 - Escort Lunch Subsidy
1989   11/04/10   Bulkload/ Interface                          One-on-One It is unclear to our agency how to process refunds of         Refund of Appropriations                                                   ASM01    Future Phase   12/02/10      12/08/10
                                                                Meeting   appropriation, via bulkload, in the future.                   -Use Adjustment Voucher
                                                                                                                                        -Enter multiple lines: negative to record the credit and positive
                                                                          Please provide an example for how an agency, using either the line to record the cash entry.
                                                                          Legacy or PeopleSoft bulkload layout, will perform this       -Net amount will be zero.
                                                                          transaction in the future.
                                                                                                                                        For a simple instance where one line will be adjusted, agencies
                                                                                                                                        should send the following lines:

                                                                                                                                                Line 1: Send the same Chart of Account information where the
                                                                                                                                                original charge was - but with a negative amount.
                                                                                                                                                Line 2: Send the same Chart of Account information where the
                                                                                                                                                original charge was (a positive amount) - but use the Account
                                                                                                                                                code (formerly Object code) for CASH.

                                                                                                                                                The net amount of the transaction will be zero.
1990   11/19/10   Accounts Payable                                Other     If a PO Processor is entering a PO, and selects a vendor, will      There is no information about centralized contracts displayed to   OFT01      Phase 1      11/19/10      11/24/10
                                                                            there be a filter which only shows the centralized contracts for    the user when entering a PO. It is assumed that the method of
                                                                            which the vendor is authorized to provide goods/services in the     procurement is complete at the time of PO entry, and the
                                                                            centralized contract drop-down. And, conversely, if a PO            vendor, price and quantity are known.
                                                                            Processor selects a centralized contract, is there a filter which
                                                                            will display only those vendors authorized under that contract in   What the user will have is a field to indicate the centralized
                                                                            the vendor field drop-down?                                         contract number; at that point, the vendor on the PO is
                                                                                                                                                validated against the list of vendors for that contract.
QID      Date           Topic                SubTopic          Source     Question                                                          Answer                                                              Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                         Answered     Published
1991   11/19/10   Purchasing/Contract                           Other     Regarding contract disapprovals and “resubmissions”:              Non Approval of an original contract by OSC requires a new          OFT01      Phase 1       12/15/10     11/24/10
                           s                                              In the impact session, we learned that upon disapproval of a      contract number. Once the original contract is approved,
                                                                          contract, the agency will have to create a replacement contract   subsequent amendments can be approved or non-approved
                                                                          (no resubmissions). I just need to make sure I am clear on        without requiring a new contract number.
                                                                          this.

                                                                          If a contract is disapproved, even for a minor correction to be
                                                                          made, will it need to be submitted again under a completely
                                                                          new contract number, or can the agency retain the original
                                                                          contract number in the replacement contract?

                                                                          Is the contract number - and I guess this applies to PO‟s and
                                                                          Vouchers as well - assigned by the SFS automatically, or do
                                                                          the agencies have any control over the numbering of their
                                                                          documents?
1992   11/03/10   Bulkload/ Interface   Purchasing/Contracts   IQS Form   Regarding Contract Encumbrance 218/219/220 File Layout and This is the line number of your legacy system. This will be                WCB01    Future Phase   11/05/10      11/24/10
                                                                          the Voucher Charge 304 File Layout:                           returned on the M161 - along with the line number assigned by
                                                                                                                                        the SFS.
                                                                          Contract Encumbrance File Layout - Col #11 is asking for the
                                                                          Encumbrance Line Number. Please confirm that this is the PO
                                                                          Line number of our legacy system and not your SFS PO Line.

1993   11/03/10   Bulkload/ Interface    Accounts Payable      IQS Form   Regarding Contract Encumbrance 218/219/220 File Layout and Yes, field #19 is the PO number assigned by the agency and                 WCB01    Future Phase   11/05/10      11/24/10
                                                                          the Voucher Charge 304 File Layout:                        transmitted on the 218 encumbrance add transaction.

                                                                          Voucher Charge File Layout -                                      Yes, field #26 is the PO Line Number assigned by the SFS and
                                                                          For Col#19, the PO # is assigned by our agency.                   sent back to agencies on the M161 and M101 extracts.
                                                                          For Col#20 PO Line #, is this the SFS PO Line number?
                                                                          For Col# 26 Line Num, is this our PO Line number from our         Field #26 is the Encumbrance Line Number sent in by agencies
                                                                          PeopleSoft system? Wouldn't the PO line numbers for both          on the Encumbrance add transaction. It is not necessarily the
                                                                          systems be the same?                                              same as the SFS PO Line Number.

                                                                                                                                            If all encumbrances are sent in order, starting at 1, and nothing
                                                                                                                                            is ever kicked out, then it would be the same.

1994   11/04/10   Bulkload/ Interface   Purchasing/Contracts   IQS Form   Contract Encumbrance 218/219/220 File Layout and the              For both Direct Entry and bulkload, enter the agency's Source       WCB01    Future Phase   12/02/10      12/08/10
                                                                          Voucher Charge 304 File Layout                                    System ID.

                                                                          Col#24 Contract Originating agency - What is the SFS looking
                                                                          for here?
QID      Date           Topic              SubTopic        Source     Question                                                             Answer                                                              Agency       Phase          Date     Original Date
       Received                                                                                                                                                                                                                         Answered     Published
1996   11/04/10        Training                            IQS Form   I would appreciate clarification on what specific prerequisite       Users do not need in-depth training. Basic accounting               DOS01       Phase 1       11/09/10     12/08/10
                                                                      training is required for end users. The Agency Implementation        knowledge, such as differentiating between a debit and credit,
                                                                      Guide indicates that basic accounting knowledge is required,         is sufficient.
                                                                      and the item listed is the ability to read a financial ledger,
                                                                      including dual-sided accounting.

                                                                      Do they just need to know if it is a debit in one place, it is a
                                                                      credit somewhere else? What type of financial ledger would
                                                                      end users be looking at? Would you be able to provide me with
                                                                      a copy of what we may be looking at? Would it be all end
                                                                      users, or just those who may be printing reports?

1997   11/04/10        Training                            IQS Form   Regarding basic Excel, do staff just need to know how to add         Only those users who will need to export data into an Excel         DOS01       Phase 1      11/09/10      12/08/10
                                                                      rows and sort data, or are there other Excel functions that they     spreadsheet, as described in the Agency Implementation
                                                                      would need to know? Would everyone need that - or just those         Guide, Section 5.3, will need to have a very basic
                                                                      who are manipulating reports?                                        understanding of the use of Excel.
1998   11/04/10   Bulkload/ Interface      Technical       IQS Form   One of our systems has 15 SSIDs (one for each facility).             Multiple SSIDs can be included in one bulkload file. However, if    OPD01     Future Phase   11/05/10      11/17/10
                                                                      Currently, we send one bulkload file for all transactions from all   this is the case, then all output will be included in one IDL. In
                                                                      facilities and BCLs are sent to them directly based on their         order to have one IDL for each SSI, one bulkload file will need
                                                                      OSC printer ID. In the SFS, can we continue to send one              to be sent for each SSI.
                                                                      bulkload file with multiple SSIDs and receive multiple IDL files
                                                                      separated by SSID?
2002   11/03/10   Bulkload/ Interface   Accounts Payable   IQS Form   On the M171, It appears that the voucher payment amount              Voucher Payment Amount = Amount Due to Payee                        WCB01     Future Phase   11/05/10      12/08/10
                                                                      (col# 54-55) would be the Check amount and the transaction           Transaction Amount = The amount on the batch which is
                                                                      amount (col#57-58) would be the recon amount. Is this                submitted by the agency.
                                                                      correct?
2003   11/03/10        COA/KK                              IQS Form   All of the budget years for revenue cost centers seem to have        Budget Reference is not required for revenue cost center            DOS01       Phase 1      11/05/10      11/24/10
                                                                      been removed from the Round 2 output mapping files. Is there         mappings. This value may be left blank on the mapping form.
                                                                      a reason for this? Do they need to be included on the mapping
                                                                      form to add them back in?
2006   10/14/10   Bulkload/ Interface        Other          Other     Not all agencies will come online in April 2011. How will the        Future Phase Agencies will utilize the Bulkload and Direct Entry    OSC-BAO   Future Phase   11/03/10      01/26/11
                                                                      phase 2 and Phase 3 agencies transact business with OSC?             of transactions with the new central accounting system. Please
                                                                                                                                           refer to the Agency Implementation Guide Section 5 for
                                                                                                                                           detailed information.
                                                                                                                                           http://www.sfs.ny.gov/linked_docs/overviewDocs/agencyImpGu
                                                                                                                                           ides_docs/current_AIG/current_aig.pdf

2007   10/14/10        Budget               Budget          Other     How will E-Certs be received from SUNY, CUNY, Courts,                E-Certs will be received via the Budget Excel Upload or             OSC-BAO   Future Phase   11/03/10      01/26/11
                                                                      Legislature, etc.?                                                   Bulkload. Please refer to the Agency Implementation Guide
                                                                                                                                           section 5.3. (page 29)
2008   10/14/10        Budget               Budget          Other     What are the process flows for review and approval for E-            E-Certs will be received via the Budget Excel Upload or             OSC-BAO   Future Phase   11/03/10      01/26/11
                                                                      Certs?                                                               Bulkload. Please refer to the Agency Implementation Guide
                                                                                                                                           section 5.3. (page 29)
2009   10/14/10        Budget               Budget          Other     How will electronic certs be reviewed?                               They will be reviewed via an automated workflow that routes         OSC-BAO   Future Phase   11/03/10      01/26/11
                                                                                                                                           the certs to the correct team for review.
2010   10/14/10        Budget               Budget          Other     How will needed attachments be obtained?                             SFS is paperless, no attachments. Agencies would need to            OSC-BAO   Future Phase   11/03/10      01/26/11
                                                                                                                                           send in materials.
2011   10/14/10        COA/KK               COA/KK          Other     What process is in place for adding new funds, programs,             There is a new governance process. A COA new/ change                OSC-BAO   Future Phase   11/03/10      01/26/11
                                                                      accounts, agencies to the COA trees?                                 request form will need to be filed out.
2012   10/14/10        COA/KK               COA/KK          Other     How will detailed revenue accounting be obtained? How will           Yes. Through the Product ChartField.                                OSC-BAO   Future Phase   11/03/10      01/26/11
                                                                      detailed expenditure accounting be obtained?
QID      Date           Topic              SubTopic        Source     Question                                                            Answer                                                             Agency       Phase          Date     Original Date
       Received                                                                                                                                                                                                                       Answered     Published
2013   10/14/10        COA/KK               COA/KK          Other     Will use of „Commodity ‟ ChartField provide expenditure             No.                                                                OSC-BAO   Future Phase    11/03/10     01/26/11
                                                                      accounting detail?
2014   10/14/10         Other                               Other     How will SFS functionality impact sole custody accounting           SFS Sole Custody functionality will not impact tax receipts.       OSC-BAO   Future Phase   01/31/11      11/17/10
                                                                      ledgers for tax receipts? Will Excel files still be maintained or   Tax accounting will still need to be maintained outside the SFS.
                                                                      will these be replaced with SFS accounting procedures?

2015   10/14/10   Receivables/Billing                       Other     How will Revenue Accounting be received from agencies,              These will be received via a bulkload interface file from          OSC-BAO   Future Phase   11/03/10      01/26/11
                                                                      SUNY, CUNY, Courts, Legislature, etc.?                              Agencies.
                                                                                                                                          There are detailed layout instructions agencies are using to
                                                                                                                                          build these in preparation.
                                                                                                                                          http://www.sfs.ny.gov/linked_docs/overviewDocs/agencyImpGu
                                                                                                                                          ides_docs/current_AIG/current_aig.pdf

2016   11/05/10   Bulkload/ Interface   Accounts Payable   IQS Form   For Vouchers: Can you please clarify if the DOCUMENT                The M171 returns the document number entered into I221-            WCB01     Future Phase   11/12/10      11/24/10
                                                                      NUMBER (Positions 704-711) referenced in M171 Payment               DOCUMENT-NUM field.
                                                                      History will be same as the DOCUMENT NUMBER (Positions
                                                                      213 - 219) from Document Header (I221)? If they are same            While the Legacy document number is 7 in length, the
                                                                      why do we see a difference in lengths? If they are not same         PeopleSoft Voucher ID is 8. The M171 was changed to 8 to
                                                                      does it represent SFS Voucher ID?                                   accommodate that size.

2019   11/04/10   Bulkload/ Interface                      IQS Form   We understand that batch numbers do not need a zero at the          The same batch number can be resubmitted. A batch number            SED01    Future Phase   11/09/10      11/17/10
                                                                      end but are there any other limitations?                            does not need to be unique by business unit. The batch
                                                                                                                                          number can be reused within the same year.
                                                                      For example, if a batch is submitted and a payment errors, can
                                                                      the same batch # be resubmitted?                               The batch number is used for grouping transactions for
                                                                                                                                     processing within a submitted bulkload file. It has no life
                                                                      Are batch numbers required to be unique by business unit, or outside of that file processing.
                                                                      can the same batch number be reused, within the same year,
                                                                      or each year?
2020   11/04/10   Bulkload/ Interface   Accounts Payable   IQS Form   If a PO is synonymous to an encumbrance, what is the           A PeopleSoft PO is used to encumber funds. For each                     OPD01     Future Phase   11/09/10      12/08/10
                                                                      difference between the fields T304-PO-LINE (Col#20) and        encumbrance submitted by an agency, a PO Line is created.
                                                                      T304-LINE-NUM (Col#26)? Samples on how the data is related The T304-LINE-NUM is the agency encumbrance line number.
                                                                      would be helpful.                                              The T304-PO-LINE is the Line Number SFS has assigned.

                                                                                                                                          The process works like this:
                                                                                                                                          - Agency submits an encumbrance with a PO Number and the
                                                                                                                                          Agency Encumbrance Line Number.
                                                                                                                                          - SFS creates a PO using the PO Number and assigning and
                                                                                                                                          SFS Line Number.
                                                                                                                                          - SFS sends the Agency the PO information on the M101 and
                                                                                                                                          the M161 with PO Number, Agency Encumbrance Line
                                                                                                                                          Number, and SFS PO Line Number.

                                                                                                                                          The SFS PO Line Number is required to liquidate the PO Line.
                                                                                                                                          This may or may not be the same as the agency encumbrance
                                                                                                                                          line number.
                                                                                                                                          Note that if the encumbrance line numbers are sequential and
                                                                                                                                          start at 1, then the encumbrance line number will be the same
                                                                                                                                          as the PO Line number.
QID      Date           Topic               SubTopic          Source     Question                                                          Answer                                                              Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                        Answered     Published
2021   11/04/10   Bulkload/ Interface   Accounts Payable      IQS Form   1.) Does the combination of T304-PO-LINE (Col#20) and T304- 1) PO Line will be unique within a PO. This number is                     OPD01    Future Phase    11/09/10     11/24/10
                                                                         LINE-NUM (Col#26) have to be unique per T304-PO-NUMBER assigned sequentially by the SFS as Encumbrance Line
                                                                         (Col#19)?                                                   Numbers are received.

                                                                         2.) Can the combination of T304-PO-LINE (Col#20) and T304-        2) PO Line will be repeated within each PO. It starts at 1 for
                                                                         LINE-NUM (Col#26) be repeated under different T304-PO-            each PO.
                                                                         NUMBER (Col#19)?
2023   11/04/10   Bulkload/ Interface   Accounts Payable      IQS Form   SFS Information Session: Accounts Payable 09/02/10                This is an optional field, future phase agencies are not required   DCJ01    Future Phase   11/23/10      12/08/10
                                                                         http://www.sfs.ny.gov/quickLinks_docs/Accounts_Payable_info       to transmit this.
                                                                         _session09022010.pdf

                                                                         Page 11 of the presentation references DOB Bulletin B1184
                                                                         and says that vouchers will now include DOB approval ID
                                                                         numbers. Is this a required field, and do we have to transmit
                                                                         this number if we are a Future Phase agency?

2024   11/06/10   Bulkload/ Interface   Accounts Payable       Other     If the MIR Date was 10/1/2010, and we are bulkloading a           The MIR date will calculate in SFS what the net due date is,        SCF01    Future Phase   11/23/10      12/08/10
                                                                         transaction to the SFS on 11/15/2010 (more than 30 days from      this is MIR +30. Agencies should send the next available
                                                                         the MIR Date), what date should we provide for the scheduled      payment date.
                                                                         payment date? Obviously, this vendor‟s payment will be more
                                                                         than 30 days from the MIR Date, but I am not sure what to
                                                                         submit for the scheduled payment date in our Bulkload
                                                                         transaction. I presume my options are to use a date in the past
                                                                         that is no more than 30 days from the MIR date such as
                                                                         10/31/2010, or to use the next available payment date such as
                                                                         11/16/2010.
2025   11/08/10   Accounts Payable                            IQS Form   Can the Emergency Single payment vendor be used for               The emergency Single Payment Vendor ID can only be used             WCB01    Future Phase   11/23/10      12/08/10
                                                                         emergency contract and PO purposes - or just for emergency        for Emergency payments.
                                                                         payments?
2026   11/08/10   Bulkload/ Interface                         IQS Form   From the Procure-to-Pay Impact Session                            There will be no effect for bulkload agencies; all bulkload         CNY01    Future Phase   11/23/10      12/08/10
                                                                         How does matching affect bulkload agencies? Will PO's and         vouchers will be entered matched.
                                                                         vouchers be matched?
2027   11/08/10    Travel/Expense                             IQS Form   The UCS has different travel rates. What source will you be       SFS is pulling information directly from the Department of          UCS01      Phase 1      12/02/10      12/08/10
                                                                         using to obtain those rates, or do you need for our agency to     Defense files, both CONUS and OCONUS locations. In
                                                                         provide them to the SFS?                                          addition, any NYS-specific rates are also interfaced in.
2028   10/26/10   Bulkload/ Interface   Receivables/Billing    Other     In the C01 Customer Layout, column 6, CUSTOMER_TYPE, is           No. The customer type is used to categorize agency                  DOC01      Phase 1      10/28/10      11/24/10
                                                                         this where we define our corporate customers?                     customers for reporting and analysis purposes. Select one of
                                                                                                                                           the acceptable values for each customer, since this is a
                                                                                                                                           mandatory field.

                                                                                                                                    During the customer conversion, all customers are defaulted as
                                                                                                                                    Corporate Customers. This relationship of
                                                                                                                                    Corporate/Subsidiary is established online in the SFS after they
                                                                                                                                    get converted.
2029   10/26/10   Bulkload/ Interface   Receivables/Billing    Other     Do we need individual records for each address to which a  No, Ship To address is not required for the customer                       DOC01      Phase 1      10/28/10      11/24/10
                                                                         customer has us ship?                                      conversion file. The billing address is required for each
                                                                                                                                    customer.
2030   10/26/10   Bulkload/ Interface   Receivables/Billing    Other     If we use a shipping address for one customer and another  No, Ship To address is not required for the customer                       DOC01      Phase 1      10/28/10      11/24/10
                                                                         customer wants us to use same shipping address, do we need conversion file. The billing address is required for each
                                                                         to put that shipping address under both customers?         customer.
QID      Date           Topic               SubTopic            Source    Question                                                          Answer                                                              Agency   Phase        Date     Original Date
       Received                                                                                                                                                                                                                    Answered     Published
2031   10/26/10   Bulkload/ Interface   Receivables/Billing     Other     In the C03 Customer Contacts layout, please provide more          C03 is optional and solely for Customer Contacts. If your           DOC01    Phase 1    10/28/10     11/24/10
                                                                          detail on the DESCR and PRIMARY_BILL_CNTCT (1                     agency is performing all the billing functions in their external
                                                                          character) fields.                                                system and are only using the SFS to load the invoices, this
                                                                                                                                            information is not necessary for conversion.
2032   10/26/10   Bulkload/ Interface   Receivables/Billing     Other    In the I03 Open Items Distribution layout, column 5,               Agencies have the option of either defaulting the ITEM_LINE to      DOC01    Phase 1   10/28/10      11/24/10
                                                                         ITEM_LINE, the description tells you to use the same as I02        0 (Zero) or ignoring it since it is an optional field.
                                                                         (Open Item), but I02 has no ITEM_LINE. Could you please
                                                                         explain?
2033   10/26/10   Bulkload/ Interface   Receivables/Billing      Other   In the I03 Open Items Distribution layout, column 11,              All of these fields are ChartField values that an agency can use    DOC01    Phase 1   10/28/10      11/24/10
                                                                         OPERATING_UNITS, the description directs you to the COA            to categorize transactions that are recorded in the General
                                                                         Handbook, but does not provide what is needed. This same           Ledger. Please refer to the COA Handbook to determine which
                                                                         situation exists with the PROGRAM_CODE and PROJECT_ID.             ChartFields are available for your agency to use.
                                                                         Could you please explain?
2034   10/26/10   Bulkload/ Interface                         Deployment Why are quantity fields, such as amounts and percents, to be       When a field is designated as a character, the field can accept     DOC01    Phase 1   10/28/10      12/08/10
                                                                Liaison  represented as character fields?                                   alphanumeric characters. The first value in the field is either a
                                                                                                                                            + (positive) or – (negative), which would make the field
                                                                                                                                            alphanumeric, since the remaining values would be numbers.

2036   10/26/10   Bulkload/ Interface   Receivables/Billing     Other     When sending customer transactions (C01, C02, and C03), do         All the transactions must be in one file. The agency               DOC01    Phase 1   10/28/10      11/24/10
                                                                          they have to be grouped by customer number, or can they be         determines how the transactions are grouped, based on the
                                                                          sent in large batches (ex. all C01‟s then all C02‟s followed by    bulkload layouts. As long as the transactions are in one file
                                                                          all C03‟s)?                                                        and referenced based on the bulkload layouts, there should be
                                                                                                                                             no problems.
2037   10/12/10   Accounts Payable                             Impact     What is the schedule and plan for running budget check when The timing for SFS processes has not yet been determined,                  N/A      N/A      11/09/10      11/17/10
                                                               Session    users enter a transaction? Will it run automatically, in batch, or but will be communicated to agencies closer to Go-Live.
                                                                          on a time delay?
2038   10/12/10   Accounts Payable                             Impact     What are the AP matching rules and how will they be                The SFS Program Team is working to finalize the matching            N/A      N/A      11/09/10      11/17/10
                                                               Session    communicated to the agencies?                                      rules and will communicate them to the appropriate agency
                                                                                                                                             users once they are finalized.
2039   10/12/10   Accounts Payable                             Impact     How will credits from multiple purchases from a single vendor Credits are entered against specific transactions within the             N/A      N/A      11/09/10      11/17/10
                                                               Session    by an agency be maintained to ensure that one department           SFS, so while the overall balance due the vendor will show the
                                                                          does not take another's credit?                                    credit, the individual purchase order or line item coded to the
                                                                                                                                             department's budget would reflect the credit to that
                                                                                                                                             department.
2040   10/12/10   Accounts Payable                             Impact     What reports are available to agencies for voucher aging to        The current reports are posted on the SFS website. Reporting        N/A      N/A      11/09/10      11/17/10
                                                               Session    monitor vendor payments?                                           and inquiry will be reviewed during training.
2041   10/12/10   Accounts Payable                             Impact     What paper documents need to be stored for vouchers and            The storage requirements for documentation do not materially        N/A      N/A      11/09/10      11/17/10
                                                               Session    vendor payments using the SFS?                                     change using the SFS. Agencies must still follow the State
                                                                                                                                             Agency Record Retention Guidelines.
2042   10/12/10   Accounts Payable                             Impact     How is the B1184 DOB approval number captured in the SFS? The DOB approval number is an optional field on the                          N/A      N/A      11/09/10      11/17/10
                                                               Session                                                                       Requisition, PO, and AP Voucher. Agencies must follow the
                                                                                                                                             same process as they do today to obtain the number.
2043   10/14/10   Accounts Payable                             Impact     How are returned checks managed using the SFS?                     If the check was to an existing vendor, the agency would have       N/A      N/A      11/09/10      11/17/10
                                                               Session                                                                       submitted the vendor number and specified which address to
                                                                                                                                             use for the check. OSC and the VMU will work with the vendor
                                                                                                                                             to get the address corrected and reissue the check.
                                                                                                                                             If the vendor was a single payment vendor, PSC will cancel the
                                                                                                                                             check and return it to the agency.

2044   10/14/10   Accounts Payable                             Impact     When is availability of funds checked?                            Cash availability is validated when the voucher is submitted.        N/A      N/A      11/09/10      11/17/10
                                                               Session
QID      Date          Topic         SubTopic   Source    Question                                                           Answer                                                              Agency   Phase      Date     Original Date
       Received                                                                                                                                                                                                   Answered     Published
2045   10/14/10   Accounts Payable              Impact    Do the agencies need to comply with the signature cards going OSC assumes that the receipt of the bulkload file means                   N/A      N/A     11/09/10     11/17/10
                                                Session   forward for vouchers?                                         approval of the payments. Therefore, there will no longer be a
                                                                                                                        separate certification of funds using the SFS.
2046   10/14/10   Accounts Payable              Impact    What voucher forms are needed for vendor payments?            A new voucher form is being produced as a 'voucher claim                  N/A      N/A    11/09/10      11/17/10
                                                Session                                                                 form'. A revision of the current form to display both legacy and
                                                                                                                        SFS coding is also being created. Going forward, the voucher
                                                                                                                        form is only required if there is no vendor invoice.
2047   10/14/10   Accounts Payable              Impact    Who will have responsibility for maintaining vendor invoices  With the SFS, the agencies are responsible for maintaining the            N/A      N/A    11/09/10      11/17/10
                                                Session   and voucher forms going forward?                              vendor invoices and vouchers according to the SARA records
                                                                                                                        retention guidelines.
2048   10/14/10   Accounts Payable              Impact    How can agencies with multiple business areas (such as        For each AP BU, there will only be one phone number that is               N/A      N/A    11/09/10      11/17/10
                                                Session   SUNY) handle vendor inquiries if there is only one phone      maintained within the SFS. Agencies will have to work out an
                                                          number per BU?                                                internal process to route inquiries. (i.e..: An automated system
                                                                                                                        that routes calls to the appropriate individual).

2049   10/14/10   Accounts Payable              Impact    Since there will no longer be a certification for Quickpay, will   There will be a 24-hour window before the check is released,         N/A      N/A    11/09/10      11/17/10
                                                Session   there be a process to allow for a payment stop?                    but once the bulkload file is transmitted, SFS assumes that it is
                                                                                                                             ready to pay.
2050   10/14/10   Accounts Payable              Impact    If there is a large payment to a single payment vendor where       Agencies should not be using Single Payment Vendors for              N/A      N/A    11/09/10      11/17/10
                                                Session   the vendor address is wrong or changes, what will happen if it     purchases of goods or services. There is an emergency use
                                                          is at the end of the year and the payment is cancelled?            vendor for agency use. Agencies will need to closely manage
                                                                                                                             payments made to Single Payment Vendors to prevent this
                                                                                                                             from being an issue.
2051   10/07/10       Budget                    Impact    What are the physical document retention policies and              These policies are outlined within the SARA guidelines and are       N/A      N/A    11/09/10      11/17/10
                                                Session   approvals outside of the system to which the agency must           not changing with the implementation of the SFS.
                                                          comply?
2052   10/07/10       Budget                    Impact    How will agencies be notified of changes to appropriations or      The basic approach has not changed from what is in place             N/A      N/A    11/09/10      11/17/10
                                                Session   other budget changes?                                              today.
2053   10/07/10       Budget                    Impact    Will DOB be able to view Agency Spending Plans? Is the             As a control agency, DOB will have access to view the budget         N/A      N/A    11/09/10      11/17/10
                                                Session   agency budget viewable by other directors/divisions within the     ledgers of the agencies for which they have oversight.
                                                          agency?
2054   10/07/10       Budget                    Impact    What version of Excel is required to use the budget upload?        Excel 2003 or later is required to use the Excel budget upload.      N/A      N/A    11/09/10      11/17/10
                                                Session
2055   10/14/10       Budget                    Impact    What is the process for management of federal grant awards         Depending on whether the grant is managed by OSC, either             N/A      N/A    11/09/10      11/17/10
                                                Session   related to projects?                                               OSC or SFS operations will establish the grant in the SFS and
                                                                                                                             maintain this. Agencies will not have access to either the
                                                                                                                             Project Costing or Grants modules in the SFS.

2056   10/14/10       Budget                    Impact    Are conversion of appropriations and segregations going to be Yes, appropriations and segregations will be rolled up to the bill        N/A      N/A    11/09/10      11/17/10
                                                Session   rolled up?                                                    copy level during conversion. Agency KK will not be converted
                                                                                                                        and will need to be entered by agencies after Go-Live.

2057   10/14/10       Budget                    Impact    Will cash ceilings in the SFS be able to directly affect           Yes, the SFS will rely on multiple budget definitions, which will    N/A      N/A    11/09/10      11/17/10
                                                Session   transactions?                                                      include hard and soft controls established by DOB. Agencies
                                                                                                                             need to work with their agency budget analyst to understand
                                                                                                                             the budget definition for their agency.
QID      Date           Topic                SubTopic          Source    Question                                                       Answer                                                               Agency   Phase      Date     Original Date
       Received                                                                                                                                                                                                               Answered     Published
2058   10/14/10        Budget                                  Impact    From Future Phase Impact Session:                              Future Phase agencies will receive reports generated for DOB          N/A      N/A     11/09/10     11/17/10
                                                               Session   Will a process for checking funds need to be developed into    KK to provide the Cash Ceiling amount and any related
                                                                         agency systems to prevent hard control bounces?                Expenditures. There is no systemic way for Future Phase
                                                                                                                                        agencies to budget check transactions against their cash
                                                                                                                                        ceiling prior to the transaction being loaded in SFS. If a
                                                                                                                                        transaction exceeds the cash ceiling, the transaction will fail
                                                                                                                                        budget checking (given hard control for DOB KK). If agencies
                                                                                                                                        require the ability to budget check transactions against cash
                                                                                                                                        ceilings prior to the transactions being loaded into the SFS, this
                                                                                                                                        functionality will need to occur outside of SFS.

2059   10/14/10        Budget                                  Impact    Is there a conversion handoff to agencies to show agencies     This information is included in the Conversion Guide which can        N/A      N/A    11/09/10      11/17/10
                                                               Session   exactly what is done during conversion so that agencies know   be found at the following link:
                                                                         how to convert data at go-live? Can SFS share conversion       http://www.sfs.ny.gov/linked_docs/programElementsDocs/conv
                                                                         tools?                                                         ersion_docs/SFS_Conversion_Guide.pdf
2060   10/14/10        Budget                                  Impact    From Future Phase Impact Session:                              There will be several extracts provided from the SFS as well as       N/A      N/A    11/09/10      11/17/10
                                                               Session   How will agencies know budget definitions and whether or not   custom reports generated through OBIEE (Reporting Tool) that
                                                                         transactions have posted or whether they have been rejected?   Future Phase agencies will be able to access.

2061   10/14/10        Budget                                  Impact    Will there be any information as to why a transaction has been The Approver has the ability to add a comment to accompany            N/A      N/A    11/09/10      11/17/10
                                                               Session   rejected, if that occurs?                                      their workflow approval or rejection. However, a comment is
                                                                                                                                        not required for rejections. If no comment was provided, the
                                                                                                                                        interested party would need to obtain an explanation outside of
                                                                                                                                        the SFS.
2062   10/08/10   Bulkload/ Interface   Purchasing/Contracts   Impact    How will the Phase 1 agencies bulkload revenue contracts       Phase 1 agencies will enter contracts directly into SFS. Phase        N/A      N/A    11/09/10      11/17/10
                                                               Session   when they otherwise do not bulk load anything?                 1 agencies will not need to bulkload revenue contracts.

2063   10/14/10   Bulkload/ Interface                          Impact    How will agencies receive ENL and IDL reports?                 Agencies will need to establish their own processes for pulling       N/A      N/A    11/09/10      11/17/10
                                                               Session                                                                  these reports from Tumbleweed or generate a process to
                                                                                                                                        automatically download the reports. The notification emails,
                                                                                                                                        which must be set up by the agency and will not have links to
                                                                                                                                        the reports in them.
2064   10/14/10   Bulkload/ Interface                          Impact    When will the Tumbleweed processor run and how will            The bulkload process is event driven. Processing is triggered         N/A      N/A    11/09/10      11/17/10
                                                               Session   agencies know that it processed?                               by the occurrence of a file to process. An IDL will be returned
                                                                                                                                        to the agency at the end of processing. This will signify that the
                                                                                                                                        inbound file is processed.
2065   10/14/10   Bulkload/ Interface                          Impact    What is the schedule for data extraction from the SFS?         The final schedule has not been determined, however, it is            N/A      N/A    12/08/10      11/17/10
                                                               Session                                                                  expected that the extracts will be produced overnight, after any
                                                                                                                                        pending transactions are processed. The goal is to have the
                                                                                                                                        extracts available at the start of business the next day.

2066   10/07/10    General Ledger                              Impact    Will there be any conceptual training on modified accrual    The OSC Fall Conference schedule does include accounting                N/A      N/A    11/09/10      11/17/10
                                                               Session   accounting for agencies to attend, possibly during the fall  courses. Agencies should also explore GOER training and
                                                                         conference?                                                  other opportunities for accounting training. SFS will not be
                                                                                                                                      offering accounting training.
2067   10/07/10    General Ledger                              Impact    What are the policies around COA governance? Are there       GL Governance will be presented to agencies in the upcoming             N/A      N/A    11/09/10      11/17/10
                                                               Session   changes being made with the implementation of SFS?           months, with training provided in 2011.
2068   10/07/10    General Ledger                              Impact    What is the timing for requesting and seeing changes made to GL Governance will be presented to agencies in the upcoming             N/A      N/A    11/09/10      11/17/10
                                                               Session   the SFS and agency COA?                                      months, with training provided in 2011.
QID      Date           Topic           SubTopic   Source    Question                                                        Answer                                                           Agency   Phase      Date     Original Date
       Received                                                                                                                                                                                                Answered     Published
2069   10/07/10     General Ledger                 Impact    Can the SFS Program Team make any recommendations               This would depend on agency needs and specific scenarios.         N/A      N/A     11/09/10     11/17/10
                                                   Session   about best practices for when (i.e. reason and frequency) to    Agencies should reach out to the SFS Program through the
                                                             upload journals as opposed to entering using the SFS pages.     IQS process with specific questions.

2070   10/14/10     General Ledger                 Impact    What is the workflow routing for journal entries? What dollar  The exact threshold is still being determined by OSC and will      N/A      N/A    11/09/10      11/17/10
                                                   Session   threshold will be reviewed by OSC?                             be communicated to agencies when finalized.
2071   10/14/10     General Ledger                 Impact    Who will be most affected by the transition to MACR?           Accountants and staff who currently process and reconcile          N/A      N/A    11/09/10      11/17/10
                                                   Session                                                                  reports between legacy systems and the SFS will be most
                                                                                                                            impacted as they will have to understand what they are seeing
                                                                                                                            and reviewing.
2072   10/14/10     General Ledger                 Impact    How will agencies know what offsetting accounts are used and The SFS Program Team will publish a list of the offsetting           N/A      N/A    11/09/10      11/17/10
                                                   Session   accounting entries created?                                    accounts and structures.
2073   10/14/10         Other                      Impact    What is the difference between when the agency will transfer a In the SFS, vouchers will be processed as a voucher. Any           N/A      N/A    11/09/10      11/17/10
                                                   Session   journal voucher and a general ledger journal?                  reclass transactions will be processed as general ledger
                                                                                                                            journals.
2074   10/14/10         Other                      Impact    Where are the combination rules published?                     The COA Handbook includes statewide combination edits.             N/A      N/A    11/09/10      11/17/10
                                                   Session                                                                  The handbook can be found at the following location:
                                                                                                                            http://www.sfs.ny.gov/linked_docs/programElementsDocs/coa_
                                                                                                                            docs/SFS_COA_Handbook.pdf
2075   10/08/10   Purchasing/Contract              Impact    What MWBE reporting will be available from the SFS, and how The SFS Program Team is working to develop a standard                 N/A      N/A    11/09/10      11/17/10
                           s                       Session   will the reports be generated and accessed?                    process for reporting on MWBE. The SFS Program Team is
                                                                                                                            organizing a work group to assist with this effort.
2076   10/08/10   Purchasing/Contract              Impact    Please clarify the process for requesting a new vendor. The    Agencies will have to request new vendors be added through         N/A      N/A    11/09/10      11/17/10
                           s                       Session   agency was under the impression that the vendors could         the VMU's online portal. Subsequently, vendors will be able to
                                                             request to have themselves added.                              update their own information through this portal.

2077   10/08/10   Purchasing/Contract              Impact    When in the procurement process should agencies request the Each agency is responsible for deciding when to request a new         N/A      N/A    11/09/10      11/17/10
                           s                       Session   new vendor?                                                 vendor in the SFS. The preference is that agencies wait until
                                                                                                                         the agency has made a recommendation for award or after the
                                                                                                                         award is made to the vendor.
2078   10/08/10   Purchasing/Contract              Impact    Will the TIN be replaced by the Vendor ID?                  Agencies need to determine whether the vendor ID can replace          N/A      N/A    11/09/10      11/17/10
                           s                       Session                                                               the use of TIN in the agency system or whether the vendor ID
                                                                                                                         needs to be added as an additional field with a crosswalk to
                                                                                                                         TIN.
2079   10/08/10   Purchasing/Contract              Impact    How and when will the requisition/requester proxy be        The SFS Program Team will collect the requestor/requisition           N/A      N/A    11/09/10      11/17/10
                           s                       Session   collected?                                                  proxy in a separate data collection effort after the completion of
                                                                                                                         role mapping along with other required user data.

2080   10/08/10   Purchasing/Contract              Impact    Are there processes needed to monitor/forward supporting    Yes, agencies need to establish their own business processes          N/A      N/A    11/09/10      11/17/10
                           s                       Session   documentation since attachments cannot be included in the   for monitoring/forwarding supporting documentation. The
                                                             SFS?                                                        requirements for providing supporting documentation are not
                                                                                                                         changing.
2081   10/08/10   Purchasing/Contract              Impact    How will OFT be integrated into the requisition process for OFT will not be in the approval process, the current ATP and          N/A      N/A    11/09/10      11/17/10
                           s                       Session   review and approvals of technology purchases?               PTP processes will remain for OFT approval.
2082   10/08/10   Purchasing/Contract              Impact    How should agencies capture commodity and other             Agencies need to develop internal policies to define the level of     N/A      N/A    11/09/10      11/17/10
                           s                       Session   procurement details on confirming orders and purchases made procurement card or confirming order purchase that is
                                                             with procurement cards?                                     significant enough to be processed and tracked with a
                                                                                                                         purchase order. Procurement card purchases that are
                                                                                                                         allocated through the reconciliation process only have financial
                                                                                                                         information recorded for them.
QID      Date           Topic           SubTopic   Source    Question                                                        Answer                                                             Agency   Phase      Date     Original Date
       Received                                                                                                                                                                                                  Answered     Published
2083   10/08/10   Purchasing/Contract              Impact    What mechanisms are in place for agencies with mandatory         Agencies should proactively manage their budgets. The              N/A      N/A     11/09/10     11/17/10
                           s                       Session   purchases for services (like DOC ordering food for prisoners) to agency may want to work with DOB to have the budgets for
                                                             ensure that these orders are not held up by budget issues?       some critical items (such as food purchases) be set so they do
                                                                                                                              not purchase orders and other transactions from processing.

2084   10/08/10   Purchasing/Contract              Impact    Can we attach supporting documentation to purchase               At this time, the SFS does not support attachments to              N/A      N/A    11/09/10      11/17/10
                           s                       Session   documents? It would be extremely helpful to the process.         procurement documents.
2085   10/08/10   Purchasing/Contract              Impact    When a procurement card is being reconciled, what happens to     When the procurement card is reconciled, only account coding       N/A      N/A    11/09/10      11/17/10
                           s                       Session   commodity information?                                           information is captured for the purchase. If the agency wishes
                                                                                                                              to capture additional procurement detail, they need to create a
                                                                                                                              purchase order for the transaction.
2086   10/08/10   Purchasing/Contract              Impact    How should agencies manage between the current policy of         Agencies should continue to use procurement cards for              N/A      N/A    11/09/10      11/17/10
                           s                       Session   using procurement cards as much as possible and the need to transactions where it is appropriate and develop internal
                                                             track procurement detail information (i.e.: If the agency has to policies to create purchase orders where the purchase is
                                                             reconcile the card and enter a purchase order, this creates      significant.
                                                             additional work for the agencies.)
2087   10/08/10   Purchasing/Contract              Impact    Do any agencies have procurement-card training that they         Please respond to Feedback if you have an internal training        N/A      N/A    11/09/10      11/17/10
                           s                       Session   provide to their employees and are able to share with other      program or materials you are able to share with other agencies.
                                                             agencies?
2088   10/08/10   Purchasing/Contract              Impact    Is there a formal policy for moving away from group cards? If OGS and OER are investigating the specific statewide policy.          N/A      N/A    11/09/10      11/17/10
                           s                       Session   so, how and when will that be communicated to the agencies? In the meantime and for the purposes of the SFS, one user will
                                                                                                                              need to be identified as the reconciler for each procurement
                                                                                                                              card, whether it is a group card or individual card.

2089   10/14/10   Purchasing/Contract              Impact    From Future Phase Impact Session:                               Future phase agencies will be able to use an updated version        N/A      N/A    11/09/10      11/17/10
                           s                       Session   Will agencies have to use the new single transaction form, or   of the AC340 with additional data provided, including the SFS
                                                             can they continue to use the AC340?                             Vendor ID and the encumbrance amount.

2090   10/14/10   Purchasing/Contract              Impact    The contract number is currently embedded in paper contracts Contract identification number must be unique and cannot be            N/A      N/A    11/23/10      12/08/10
                           s                       Session   and is not easy to change. How will this work with SFS not    reused if rejected. The agency will have to re-enter the
                                                             being able to reuse a contract number?                        number with a new unique identifier. Agencies must develop
                                                                                                                           their own numbering strategy to complete this.
2091   10/14/10   Purchasing/Contract              Impact    Is there another field within the SFS to store the contract   No.                                                                   N/A      N/A    11/09/10      11/17/10
                           s                       Session   number instead of the contract number field?
2092   10/14/10   Purchasing/Contract              Impact    Can a single transaction summary be produced (with the        No, this is not possible in current design.                           N/A      N/A    11/23/10      12/08/10
                           s                       Session   contract) from the translated bulkload file instead of by the
                                                             agency?
2093   10/14/10   Purchasing/Contract              Impact    How will vendors with multiple addresses be converted to the Each vendor will be converted by SFS with a single vendor              N/A      N/A    11/09/10      11/17/10
                           s                       Session   SFS?                                                          address. Vendors will need to work with the VMU to go into the
                                                                                                                           SFS and enter additional remit-to addresses if necessary.

2094   10/14/10   Purchasing/Contract              Impact    Do legacy agency systems need to include the PO number?         Changes are needed in Legacy agency contract systems to             N/A      N/A    11/09/10      11/17/10
                           s                       Session                                                                   generate the PO and other encumbrance transactions required
                                                                                                                             by the SFS.
2095   10/13/10   Receivables/Billing              Impact    What is the difference in processing between receipts and       Receipts can be bulkloaded, disbursements cannot.                   N/A      N/A    11/09/10      11/17/10
                                                   Session   disbursements?
2096   10/13/10   Receivables/Billing              Impact    How many days should agencies wait to ensure a check clears Agencies need to develop their own internal policies for                N/A      N/A    11/09/10      11/17/10
                                                   Session   before processing a refund?                                 monitoring check clearance and guiding refunds.
QID      Date           Topic           SubTopic   Source    Question                                                       Answer                                                              Agency   Phase      Date     Original Date
       Received                                                                                                                                                                                                  Answered     Published
2097   10/13/10   Receivables/Billing              Impact    What recourse do agencies have for other agencies that do not Outstanding collections for non-state agencies will be referred       N/A      N/A     11/09/10     11/17/10
                                                   Session   pay their bills?                                                to OAG. State agency collections should be referred through
                                                                                                                             DOB or OSC if the agencies are not able to resolve on their
                                                                                                                             own.
2098   10/13/10   Receivables/Billing              Impact    Can an agency put their own logo on a dunning letter?           Dunning letters are statewide, so agencies who desire               N/A      N/A    11/09/10      11/17/10
                                                   Session                                                                   letterhead should print the dunning letter on their own agency
                                                                                                                             letterhead.
2099   10/14/10   Receivables/Billing              Impact    Is AR Billing where a T304 bulkload transaction is supposed to Yes. The payment is through a voucher.                               N/A      N/A    11/09/10      11/17/10
                                                   Session   take place?
2100   10/14/10   Receivables/Billing              Impact    From Future Phase Impact Session:                               The Cost Center Mapping tables will be used to map                  N/A      N/A    11/09/10      11/17/10
                                                   Session   Since Phase 1 agencies are entering directly into the SFS, will transactions for Future Phase agencies in their extracts. The
                                                             SFS provide a crosswalk and provide transactions to Future      extracts have both the new and old COA fields. The new COA
                                                             Phase agencies in Legacy format?                                fields represent what the transaction is processed under. The
                                                                                                                             old COA fields will be filled if a mapping record exists.

2101   10/14/10   Receivables/Billing              Impact    If an agency has a revenue contract, would there be a new      Yes, it would be a new contract with all the contract approval       N/A      N/A    11/09/10      11/17/10
                                                   Session   contract number if a contract gets extended?                   processes associated with a new contract. In essence,
                                                                                                                            contracts cannot be extended, only new ones created. OSC
                                                                                                                            will look into allowing agencies to make an amendment rather
                                                                                                                            than the approval process that currently exists for all de facto
                                                                                                                            contract extensions.
2102   10/14/10   Receivables/Billing              Impact    From Future Phase Impact Session:                              Yes. If a deposit is being made to general checking, revenue         N/A      N/A    11/09/10      11/17/10
                                                   Session   Can agencies use direct entry for deposits?                    transactions can be used. For deposits into the SCA, GL
                                                                                                                            journal would be used.
2103   10/14/10   Receivables/Billing              Impact    From Future Phase Impact Session:                              Future Phase to Future Phase transactions would be                   N/A      N/A    11/09/10      11/17/10
                                                   Session   How are deposits processed?                                    accomplished using GL journals.
2104   10/07/10        Reports                     Impact    What reporting access will agency personnel have? How will     Agencies will have access to the entire business unit for            N/A      N/A    11/09/10      11/17/10
                                                   Session   reports be secured by department?                              reporting. Workflow is segregated by department for two
                                                                                                                            levels, but there is currently no system security for this.
2105   10/14/10        Reports                     Impact    What are the reporting timeframes for the two systems?         OBIEE will be available for transactions after April 1, 2011.        N/A      N/A    11/09/10      11/17/10
                                                   Session                                                                  Control-D will be available for transactions prior to March 31,
                                                                                                                            2011.
2106   10/07/10     Role Mapping                   Impact    What is the process and guidelines for approvers & OSC         The Role Mapping activity and future SFS Security process            N/A      N/A    11/09/10      11/17/10
                                                   Session   signature card review in Role Mapping?                         replaces the need for OSC signature card review. Agencies
                                                                                                                            are responsible for determining the appropriate individuals to
                                                                                                                            receive the approval role. Delegation of approval is certified by
                                                                                                                            requiring signatures from the Security Administrator, Business
                                                                                                                            Office Manager, and Internal Audit Manager.

2107   10/12/10    Travel/Expense                  Impact    If an expense report does not have enough of a budget, what    When the expense report is submitted, it is moved to the             N/A      N/A    11/09/10      11/17/10
                                                   Session   happens to it in the approval process and how are users        approver's worklist. The approver can view the expense report
                                                             notified?                                                      but is not able to approve it until the transaction has passed
                                                                                                                            budget checking.
2108   10/12/10    Travel/Expense                  Impact    How does the SFS know whether to use direct deposit or a       Expense reimbursement is determined by the payroll employee          N/A      N/A    11/09/10      11/17/10
                                                   Session   check for employee reimbursements?                             profile.
2109   10/12/10    Travel/Expense                  Impact    What account will be used for reconciling the travel cards?    The Citibank bill for travel cards will be paid from a single GL     N/A      N/A    11/09/10      11/17/10
                                                   Session                                                                  account. During the reconciliation process, monies will be
                                                                                                                            transferred from other accounts to the single payment account
                                                                                                                            as the expenses are properly reconciled and allocated.
QID      Date           Topic           SubTopic   Source     Question                                                              Answer                                                                Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                   Answered     Published
2110   10/12/10    Travel/Expense                  Impact     How will bulk travel pre-payments be processed?                       Some items related to travel (such as bulk train tickets and           N/A         N/A         11/09/10     11/17/10
                                                   Session                                                                          some airline tickets) can be processed using a procurement
                                                                                                                                    card instead of a travel card. If these items are prepaid, then
                                                                                                                                    during the reconciliation process, the expenses should be
                                                                                                                                    mapped to a prepaid account instead of a regular expense
                                                                                                                                    account.
2111   10/14/10    Travel/Expense                  Impact     Agencies currently use negative expense lines to clear credit         SFS does not allow negative line items for expense                     N/A         N/A        11/09/10      11/17/10
                                                   Session    card transactions. Will the SFS allow negative lines on               reimbursements. Corrections need to be processed by journal
                                                              expense records, and how will these card transactions be              entries.
                                                              processed?
2112   10/14/10    Travel/Expense                  Impact     If an employee updates his or her payroll record, does anything No, when the employee's address is updated, it is immediately                N/A         N/A        11/09/10      11/17/10
                                                   Session    in the SFS need to be updated?                                  available for use by the SFS.
2113   10/14/10    Travel/Expense                  Impact     What address will the travel check be sent to?                  Travel checks will be sent to the employee's W2 address.                     N/A         N/A        11/09/10      11/17/10
                                                   Session
2114   10/14/10    Travel/Expense                  Impact     Can the agency see the employee's bank accounts to validate           Bank account access will be closely limited and will not be            N/A         N/A        11/09/10      11/17/10
                                                   Session    them or ACH and direct deposit transactions?                          accessible to most employees.
2116   10/14/10    Travel/Expense                  Impact     How will travel reimbursement for non- employees (like                Non-employee travel will be reimbursed through AP using                N/A         N/A        11/09/10      11/17/10
                                                   Session    interviewees) be processed?                                           either vendor records or single-use vendor records.
2117   10/14/10    Travel/Expense                  Impact     Currently, with employee expenses coming out of AP, all               There is a combined expenditure report as well as AP and               N/A         N/A        11/09/10      11/17/10
                                                   Session    expenses are processed and available from a single source.            employee expense reports.
                                                              Where will reports be available going forward?
2120   11/05/10   Bulkload/ Interface   COA/KK     IQS Form   Is the M081 that is received after Go-Live going to replace the       Yes, agencies may use the M081 in the future to provide the           DOT01    Future Phase   11/12/10      11/24/10
                                                              COA Mapping tables? If agencies want to produce reports in            crosswalk from PeopleSoft ChartFields to cost centers;
                                                              cost center format, could we utilize the M081 file to convert?        however, PeopleSoft attributes will only appear for a cost
                                                              Will there ever be a time when the M081 would NOT contain             center if the cost center has been mapped to them.
                                                              both the distinct PeopleSoft ChartFields and their related cost
                                                              center information?
2121   11/08/10   Bulkload/ Interface              IQS Form   CUNY is applying for Source System Identifiers for each of its        Each Source System is assigned to a business Unit. Many               CNY01    Future Phase   11/12/10      11/24/10
                                                              colleges. Will the master extract files be separate for each          Source Systems can be assigned to the same business unit.
                                                              college, or will all the transactions be identified using the SSI     For the CUNY example, there will be 10 Source Systems, all
                                                              on each of the 10 master extract files? Will interface files to the   assigned to the single CUNY Business Unit.
                                                              SFS have to be by SSI, or can they be combined (each
                                                              transaction carrying the appropriate SSI)?                            In general, the master file extracts are run by Business Unit
                                                                                                                                    (there are some exceptions, like the Vendor Master which is
                                                                                                                                    global). Each Source System can subscribe to receive an
                                                                                                                                    extract; however, the extract will contain all transactions for the
                                                                                                                                    entire Business Unit. In the CUNY example, if all of the 10
                                                                                                                                    Source Systems subscribed to the M061 extract, then they
                                                                                                                                    would all receive the same file, and it would be all contracts for
                                                                                                                                    the CUNY Business Unit.

                                                                                                                                    Agencies have the option of using multiple Source System
                                                                                                                                    Identifiers within a single bulkload file or generating one
                                                                                                                                    bulkload file for each Source System Identifier. Note that an
                                                                                                                                    IDL is produced for each bulkload file submitted. If each
                                                                                                                                    college would like their IDL split out, then it would make sense
                                                                                                                                    to send independent files in to the SFS.
QID      Date           Topic                SubTopic          Source     Question                                                          Answer                                                            Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                       Answered     Published
2123   11/04/10        Reports                                  Other     During the module on printing in the GL UPK Meeting, it was      Reports will be generated in batch, and the output will be         DOS01      Phase 1       11/23/10     12/08/10
                                                                          noted that SFS hadn‟t determined yet whether agencies would available online for viewing. The product used to generate the
                                                                          print using Crystal or some other form. Please verify whether or reports does not have any impact on the agencies.
                                                                          not Crystal will be required for SFS.

2124   11/08/10   Bulkload/ Interface   Purchasing/Contracts   IQS Form   The new PO Line Number field of length 9(5) in our                The initial encumbrance will be sent in with a Purchase Order     OMH01    Future Phase   11/22/10      11/24/10
                                                                          transactions (that is assigned by the SFS) is a bit confusing -   number. When the SFS adds this as a Purchase Order, the
                                                                          for the Contract Encumbrances(T218/T219/T220), as well as         SFS will generate the PO Line Numbers. These line numbers
                                                                          Single Standard P.O. Encumbrances(T203/T204/T205) and the         will be sent back in the M161 extract.
                                                                          corresponding Vouchers.
                                                                                                                                            If a Purchase Order number is sent in on more than one
                                                                          There are now two line numbers in the bulkload, the existing      encumbrance add transaction, then that PO will have more
                                                                          Encumbrance Line Number of length X(3) related to the Item        than one PO Line. The PO Line will be sequential and will start
                                                                          Line Number, and the new SFS Assigned PO Line Number of           at 1. If a Purchase Order number is kept unique and only sent
                                                                          length 9(5) - which the SFS will populate in the incoming M161    in on a single encumbrance, then the PO Line Number will
                                                                          & M101 files.                                                     always be 1.

                                                                          We are trying to understand the new field for SFS Assigned PO     Because Encumbrance Change Transactions and Voucher
                                                                          Line Number and the significance in terms of both Contract        Transactions require the PO Line, the agency will need to keep
                                                                          Encumbrance as well as Single Standard PO Encumbrance.            track of what PO Lines were assigned to an encumbrance.
                                                                          We are required to populate the SFS Assigned PO Line              This can be done by using the information on the M161 file.
                                                                          Number for only the changes or delete (219/220 - for Contract
                                                                          Encumbrance and 204/205 for single standard PO
                                                                          Encumbrance). The users will not be populating this for any     The M161 will contain the following fields:
                                                                          new Adds (218 or 203), since the SFS is going to assign the     LINE NUMBER - The encumbrance line number the agency
                                                                          number.                                                         provides.
                                                                                                                                          PO-LINE-NUM - The PO Line number created within the SFS.
                                                                          Question (a):Is the SFS going to assign a new line number (say PO-SHIP-NUM - The PO Shipment number created within the
                                                                          00001, 00002, 00003 in a sequence for all the below charge      SFS.
                                                                          lines containing two line items) for the below example of a     PO-DISTRIB-LINE-NUM - The PO Distribution line number
                                                                          Single Standard PO # 0010021 (Tot Amount = $1600) that we created within the SFS.
                                                                          had sent through the bulkload?
                                                                          Txn, PO # ,Encum. Line# ,CostCtr, Amount                        With respect to Direct Entry. The screen will match the layout.
                                                                          203,0010021,001(for Item 1), 987712,+$300 - SFS Assigns PO If ever the layout changes, the screen will be changed to mirror
                                                                          Line # 00001                                                    that.
                                                                          203,0010021,001(for Item 1), 987713,+$500 - SFS Assigns PO
                                                                          Line # 00002
2125   11/08/10   Bulkload/ Interface   Purchasing/Contracts   IQS Form   In the file layout for the outbound M161, the - SFS Assigns
                                                                          203,0010021,002(for Item 2), 987712,+$800encumbrance PO 11/12 Tech Responded.                                                       OMH01    Future Phase   11/12/10      11/24/10
                                                                          transaction has a PO_Status field. Please provide a list of the
                                                                          values that would appear in this field.
2127   11/09/10         Other                                  IQS Form   What is the status of direct SFS access for non-phase 1         There will be limited access provided for Future Phase              OMH01    Future Phase   12/03/10      12/08/10
                                                                          agencies? Will we have the ability to access any up-to-date     agencies to allow direct entry and for access to data via
                                                                          information directly on SFS?                                    OBIEE. How up-to-date information is depends on several
                                                                                                                                          processes (ex. when jobs to post transactions are run, the
                                                                                                                                          timing of ETL jobs, and the source of that information from
                                                                                                                                          OBIEE).
QID      Date           Topic               SubTopic          Source     Question                                                          Answer                                                              Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                        Answered     Published
2130   11/09/10   Bulkload/ Interface        Budget           IQS Form   We are seeking more info on how the Excel upload will work, Is Please refer to page 39 of the Agency Implementation Guide             OMH01    Future Phase    11/12/10     11/24/10
                                                                         there a sample available? Will there be any testing for this       for an explanation of the Budget Excel Upload. Additional
                                                                         upload function?                                                   information will be provided to agencies on the process when
                                                                                                                                            the Excel Budget Upload is available.
                                                                         We all need to process budget journals and are getting
                                                                         concerned there may be an additional need for us to program
                                                                         something or modify our existing functionality.
2133   11/09/10   Bulkload/ Interface         Other           IQS Form   OSC has previously stated that Fields #7 Last Updated and          The Last Updated date includes the date the last transaction       SED01    Future Phase   11/19/10      11/24/10
                                                                         #18 Date Maintained are the same, #18 is time stamped, if that occurred against the vendor. The Date Maintained identifies
                                                                         is still accurate, can you explain why the M131 sample have        the date the vendor record itself was changed.
                                                                         different data for these fields?
2135   11/09/10        Reports                                IQS Form   How will historical information be maintained and available to     The retention period for Control D is currently under review. At   DCJ01    Future Phase   12/07/10      01/26/11
                                                                         state agencies?                                                    this time Control D will be available until further notice.
2137   11/09/10   Bulkload/ Interface                         IQS Form   Is the PO number sent on the encumbrance inbound file,             Field 73 on the encumbrance transaction is the PO document         CNY01    Future Phase   11/19/10      11/24/10
                                                                         position 115-121, returned to us on M161? If so, where is it       number. This is the PO number assigned by you on the
                                                                         located for each M161 transaction type?                            encumbrance transaction and returned by the SFS on the
                                                                                                                                            M161.
                                                                         Currently, positions 122-124 of the PO encumbrance is a line
                                                                         number assigned by us. Will that still be the case in the SFS? If Field 73 is also returned when the encumbrance is liquidated.
                                                                         so, where in each of the M161 transaction types will it be
                                                                         located?
2138   11/09/10   Bulkload/ Interface                         IQS Form   Is the originating agency code in the bulkload prefix, position 1- Yes, these values are the same. This should be sent as a valid     CNY01    Future Phase   11/19/10      11/24/10
                                                                         5, the same as the originating agency code, position 77-81, in source system identifier.
                                                                         the Encumbrance Charge Transaction (T203/T204/T205)? If
                                                                         different, which one do we receive back on M161? In M161           The 302 is the header and the 304 is the detail. You will
                                                                         what is the difference between Voucher Charge Transaction          receive one M161 record for each 304 submitted. The
                                                                         (T304) and Voucher Payment Transaction (T302)? Will the            ChartFields will be populated.
                                                                         M161 ChartFields be populated?

2139   11/09/10   Bulkload/ Interface                         IQS Form   We need to verify that TVOH_Description field x(30) is returned The M171 Description fields come from the TVOH Comments               OVS01      Phase 1      11/19/10      11/24/10
                                                                         in the M171 Description x(63) ---we are assuming so by field,   field, not the TVOH Description field.
                                                                         but needed to verify for our contract programmer.

2140   11/09/10      Vendor File                              IQS Form   For single payment "emergency payment processing" to              Technically speaking, Single Payment Vouchers cannot have           OVS01      Phase 1      11/19/10      11/24/10
                                                                         reimburse for medical expenses, to a vendor that has not          IRS amounts recorded. This field should be left blank for
                                                                         registered, do we indicate anything in the TVOL_IRS_cd?           Single Payment Vouchers. The AIG Layout will be updated
                                                                                                                                           with this clarification.
2142   11/10/10   Bulkload/ Interface   Receivables/Billing   IQS Form   If a Future Phase agency bills another Future Phase agency,       Both agencies will get a balanced Interunit Journal back. The       SEN01    Future Phase   12/09/10      11/17/10
                                                                         then the billed agency is supposed to enter and transmit a        Billed Agency will receive a debit to Cash and credit to revenue
                                                                         Journal Voucher (319's). Will the agency who sent the             - while the Billing Agency will receive a debit to expense and
                                                                         transactions get one, or both, sides of the transaction back on   credit to Cash.
                                                                         the M161?
QID      Date           Topic                SubTopic          Source     Question                                                          Answer                                                              Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                         Answered     Published
2143   11/10/10   Bulkload/ Interface    Receivables/Billing   IQS Form   If a Future Phase agency bills another Future Phase agency,       See Response to QID 2142. Once the Billed Agency has                SEN01    Future Phase    12/09/10     11/17/10
                                                                          then the billed agency is supposed to enter and transmit a        processed the interagency transaction, a file will be sent back
                                                                          Journal Voucher (319). How does the billing agency know/get       to the Future Phase agency indicating that the transaction
                                                                          notified that the transaction even happened (will they get some   occurred.
                                                                          transactions on their the M161)?

                                                                          For those agencies that rely on the transactions coming back to
                                                                          close out (internal) invoices, how will they know if the billed
                                                                          agency even processed the transactions?

2144   11/10/10   Bulkload/ Interface   Purchasing/Contracts   IQS Form   In what cases would an encumbrance transaction come back     When an encumbrance line is canceled/deleted via a 205 or                TDA01    Future Phase   01/03/11      11/17/10
                                                                          on the M161 with a Trans Record Status of I (Inactive)?      220 transaction, then it is returned on the M161 with a status of
                                                                                                                                       I/Inactive.
2145   11/10/10   Bulkload/ Interface    Accounts Payable      IQS Form   Which layout tab do we need to use from "Agency Guide        The 302 layout is correct. All customer refunds are processed            DEC01    Future Phase   12/28/10      11/17/10
                                                                          Legacy Bulkload Interface Layouts - 10/27/10 New" to process as Single Payment Vouchers.
                                                                          CRA (refund payments for agency refunds) T302 transactions?

2146   11/10/10   Purchasing/Contract                          IQS Form   Will the (contract encumbrance) PO Number be able to cross        The same PO may be used to cross over fiscal years or               TDA01    Future Phase   12/02/10      12/08/10
                           s                                              over the fiscal years, or does a new one have to be created       appropriation years.
                                                                          every time - regardless of how much money is left to account
                                                                          for changes in fiscal year?                                       If agencies wish to continue with one PO from one
                                                                                                                                            appropriation year to the next, the agency will have to manually
                                                                                                                                            update the Budget Reference associated with the PO.

2148   11/10/10   Receivables/Billing                          IQS Form   Does the Journal/Revenue direct entry screens support inter       The Direct Entry Journal Voucher page supports the creation of      TDA01    Future Phase   11/30/10      12/08/10
                                                                          agency billing?                                                   an interagency (interunit) journal in the SFS.
2149   11/10/10   Receivables/Billing         COA/KK           IQS Form   Has a decision been made regarding allowing an agency to          Agencies will still be able to transact against other agencies‟     TDA01    Future Phase   12/03/10      12/08/10
                                                                          use another agency cost center/COA?                               cost centers in the future. Agencies should follow-up with their
                                                                                                                                            DOB examiners about this, as it relates to shared
                                                                                                                                            costs/services across these agencies and the reporting of cash
                                                                                                                                            and expenditures/ disbursements.

2150   11/10/10   Bulkload/ Interface                          IQS Form   In the M041 Segregation Master File layout, columns #44           These fields will not be available, and there is no plan to         DCJ01    Future Phase   11/19/10      11/24/10
                                                                          BOND SERIES INDICATOR and #45 BOND SERIES                         provide them in the future.
                                                                          INSTITUTION both have a description of "Will Always be
                                                                          Blank." Does that mean the field will no longer be used or does
                                                                          it mean it may be used in the future?
2151   11/10/10   Bulkload/ Interface       Vendor File        IQS Form   In the recent vendor master files (M131 Pre ) provided by SFS     The recent sample vendor master is derived from the                 DEC01    Future Phase   12/06/10      12/08/10
                                                                          there are many Vendor records who have Federal Id as              conversion file of actual vendors. Some vendors were required
                                                                          0000000.Why is it so?                                             for conversion, but the correct tax identification number for the
                                                                                                                                            vendor is not currently available.

                                                                                                                                            To facilitate conversion, the vendor record was created with a
                                                                                                                                            value of all zeros in the tax identification number, and the
                                                                                                                                            record will be corrected post conversion. Also, some of the
                                                                                                                                            vendors are Foreign Vendors who do not have a TIN.
QID      Date           Topic             SubTopic          Source     Question                                                          Answer                                                              Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                      Answered     Published
2152   11/10/10   Bulkload/ Interface     Vendor File       IQS Form   In the recent vendor master files (M131 Pre and Post )            The recent sample vendor master is derived from the                 DEC01    Future Phase    12/06/10     12/08/10
                                                                       provided by SFS, all records have the same address sequence       conversion file of actual vendors. At conversion all vendors will
                                                                       number as 001. The previous sample file had these sequence        have only ONE address sequence number. Additional
                                                                       number as 001, 002, 003...and so on for multiple sites for the    addresses will be added post conversion by the vendor. At that
                                                                       same Vendor.                                                      time, the address sequence numbers will increment.

                                                                       Shouldn't the sequence number be different for multiple sites of The previous sample file posted to the SFS website was not
                                                                       a Vendor?                                                        comprised of actual data.

2153   11/10/10   Bulkload/ Interface                       IQS Form   IQS # 1055 indicates that "Although the concept of Batch Type     The only transaction type related to interagency billing that a     DCJ01    Future Phase   04/04/11      11/24/10
                                                                       will not be used in the SFS, the Batch Type field is being used   Future Phase agency will load into the SFS via the bulkload
                                                                       to indicate Audit Type codes for certain transactions submitted   process is an AP voucher (this applies to the Phase I > Future
                                                                       in Legacy format (ex. vouchers, procurement contracts, and        Phase billing scenario).
                                                                       revenue contracts). The Quick Pay voucher, as a separate
                                                                       voucher type, will no longer exist in the SFS."                   The Vendor ID will identify a payment as interagency and the
                                                                                                                                         existing voucher batch types will be used for these types of
                                                                       The interagency billing presentation indicates that transactions payments (i.e. V01 or V02). The SFS Program is also drafting
                                                                       between agencies in different Phases need to be sent as           a supporting document to help agencies with Interagency
                                                                       different transactions (i.e. some will be sent as journal         billing transactions and will communicate to agencies when this
                                                                       vouchers/319 transactions and others as vouchers/304              material is ready.
                                                                       transactions). See also the list of valid values for batch types.

                                                                       Will the existing batch types be used for all interagency
                                                                       payments? For example, will all 'JGS' transactions for OGS
                                                                       interagency payments be used for both voucher and journal
                                                                       voucher transactions? Will these values be accepted in the
                                                                       SFS as valid for both 304 and 319 transactions (currently they
                                                                       are only valid for 319 transactions)?

                                                                       What batch types should be used for these interagency
                                                                       transactions (i.e. FBV is a valid value listed)? Is this the batch
                                                                       type to be used for voucher payments from Phase 2 to Phase 1
                                                                       agencies (and FBP for journal vouchers)? What about OGS
                                                                       and other interagency billings?
2154   11/09/10   Conversion/Cutover Purchasing/Contracts   IQS Form   If we encumbered with the current object code, will you convert Yes, current object code encumbrances will convert to the new         CNY01    Future Phase   12/15/10      11/17/10
                                                                       it to the new Account ChartField as of April 1 onward when         Account ChartField values.
                                                                       interfacing any pre-April 1 encumbrance?
                                                                                                                                          Yes, current encumbrances to a vendor TIN will convert to the
                                                                       If we encumbered with the vendor TIN, will you convert it to the new Vendor ID.
                                                                       new SFS vendor number for any encumbrance transaction
                                                                       sent as of April 1 onward in regards to any pre-April 1
                                                                       encumbrance?
QID      Date           Topic              SubTopic        Source     Question                                                        Answer                                                                   Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                        Answered     Published
2155   11/10/10   Bulkload/ Interface   Accounts Payable   IQS Form   Attached is a CITIBANK Invoice from MAPS to pay                 The VOH PeopleSoft Bulkload file format has been updated to              CFS01    Future Phase    01/27/11     11/17/10
                                                                      Procurement Card Charges. We have cost center lines from        include an additional Business Unit Field which will
                                                                      both 25000 and 21693 (refer the PDF at Line 106). In the        accommodate your needs.
                                                                      future, this could be a combination of CFS01 and NCS01.
                                                                      PeopleSoft bulkload expects the originating business unit to be
                                                                      sent in VOH. For each COA lines for a voucher, one could
                                                                      provide the business unit at the charge line level to which it
                                                                      belongs to. These will be transmitted as VOD for each VOL.
                                                                      We will have a MAPS voucher/invoice for CITIBANK that
                                                                      contains multiple lines of Chart of Accounts (COA) with the
                                                                      combination of CFS01 and NCS01 under charge lines which
                                                                      will be part of VOD.

                                                                      SFS has declared National Community Services (NCS01) as a
                                                                      separate entity/business unit that could have its own COA as
                                                                      well transactions. Since it does not have a system earmarked,
                                                                      transactions for NCS01 has to flow through CFS01 vouchers.
                                                                      Our question is what business unit should the Voucher Header
                                                                      be attached to in this case? VOH in PeopleSoft bulkload
                                                                      accommodates only one business unit value under originating
                                                                      agency.

2159   11/12/10   Bulkload/ Interface                      IQS Form   Agency Implementation Guide C.2 Segregation Transaction         Certification is not testing that correct data is sent in a particular   DEC01    Future Phase   11/19/10      01/26/11
                                                                      (T112/T114/T116) columns                                        field; however, these values are all found on the COA page of
                                                                      T112-FUND-CD-SEGR,                                              the SFS website at:
                                                                      T112-PROG-CD-SEGR,
                                                                      T112-AUTH-CD-SEGR,                                              http://www.sfs.ny.gov/programElements/coaMaterials.htm
                                                                      T112-PROJ-CD-SEGR and
                                                                      T112-OBJECT-GROUP-SEGR have "See SFS COA
                                                                      Handbook" in Acceptable Values column.

                                                                      The values we send in our bulkload file to the SFS are driven
                                                                      by the values our agency receives in the M011 and M041 table.
                                                                      How would we send correct data for these fields for
                                                                      Certification if we don't have the outbound tables (M011 and
                                                                      M041) from the SFS?
2161   11/12/10   Receivables/Billing                      IQS Form   Future Phase Agency Impact Assessment Tool, page 23,            Checks are still allowed - as are other physical methods of              DOL01    Future Phase   11/30/10      12/08/10
                                                                      impact 7.3                                                      settlement, such as ACH and wire transfers. The preferred
                                                                                                                                      method is to settle an interagency bill through an accounting
                                                                      Is it possible for an agency to send a check to another agency? entry only.
                                                                      Most documentation indicates the transactions are settled
                                                                      without a check or through an interagency journal. Is this the
                                                                      only method of payment or are checks still allowed.

                                                                      DOL receives a check from DOB that we deposit into the UI
                                                                      Benefit account. We may also receive other checks in which
                                                                      we deposit into accounts outside the state's general checking
                                                                      account.
QID      Date           Topic           SubTopic     Source      Question                                                        Answer                                                              Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                              Answered     Published
2166   11/12/10    Accounts Payable                 IQS Form  A check is returned for a bad address. The vendor is on the        For payments made to vendors on the Statewide Vendor File,          DOL01    Future Phase    11/23/10     12/08/10
                                                              State's Vendor File. Will both the liability and the check be      BSE/VMU will work with the vendor on obtaining the correct
                                                              cancelled? We understand that if the vendor is not on the          address. There will be no liability effect for the agency.
                                                              State's Vendor File, both the liability and the check will be
                                                              cancelled, but we were unsure for a vendor that is on the
                                                              State's Vendor File.
2177   11/15/10         Testing                    One-on-One When is performance testing planned for the SFS?                   Performance testing will begin in December and will run into        SEN01    Future Phase   12/03/10      11/24/10
                                                    Meeting                                                                      March 2011.
2179   11/15/10        COA/KK                      One-on-One Are KK budgets (i.e. the string of PeopleSoft ChartFields that     Please refer to the following link for statewide and agency KK      SEN01    Future Phase   11/17/10      12/08/10
                                                    Meeting   will comprise a budget) for each agency published/available?       budgets:
                                                                                                                                 http://www.sfs.ny.gov/linked_docs/programElementsDocs/coa_
                                                                                                                                 docs/SFS_KK_Definitions_and_Trees.zip
2181   11/15/10   Bulkload/ Interface    Budget    One-on-One Will the appropriation transactions be sent in the M161 to         Yes, these are sent in the M161 Journal/Revenue                     SEN01    Future Phase   11/19/10      11/24/10
                                                    Meeting   agencies, once a budget is passed and records are created by Transfer/Budget Layout.
                                                              OSC's Bureau of Accounting Operations? If not, what file will
                                                              they be sent in?
2183   11/15/10   Bulkload/ Interface              One-on-One Agencies receive detailed chargebacks in the M161 by Payroll                                                                           SEN01    Future Phase                 11/17/10
                                                    Meeting   agency code (all mapped to the same cost center). How will the
                                                              agencies receive this in the future? Is any action required of the
                                                              agencies to accommodate any potential changes in this
                                                              process?
2184   11/15/10         Other                      One-on-One For interagency billing transactions, will both parties receive    Extracts will include transactions originated by the BU, charged    SEN01    Future Phase   04/05/11      11/17/10
                                                    Meeting   their portion of the transactions in extract files or some other   to the GL BU or charged to the Project Costing BU.
                                                              mechanism?
                                                              Is it true that the BILLED agency is the one that initiates the
                                                              transaction? Is there any intelligence in the SFS to restrict this
                                                              (i.e. that the BILLED agency is getting the credit)?

2185   11/15/10     General Ledger                 One-on-One Future Phase agency impact ID 3.2: SFS requires entries to be      No special programming is needed. When a transaction                SEN01    Future Phase   11/17/10      11/24/10
                                                    Meeting   balanced by agency (GL BU), which may introduce                    crosses GL BUs in the SFS, in order to ensure that each GL
                                                              transactions and accounting principles unfamiliar to users.        BU balances (that is, there are balanced debit/credit entries for
                                                              What does this mean for a bulkloading agency? Is there any         each GL BU in order to produce standalone financials by BU),
                                                              special programming they need to consider in reading SFS           the SFS will populate the other side of the entry required to
                                                              master files?                                                      make these entries balance. We wanted agencies to be aware
                                                                                                                                 of these entries.
2186   11/15/10   Purchasing/Contract              One-on-One What are the purging/archive criteria for PO numbers? When         The SFS will have a purge process which enables us to get rid       SEN01    Future Phase   11/19/10      11/24/10
                           s                        Meeting   can these numbers be reused?                                       of old purchase orders. Its use has not been defined.
                                                                                                                                 Agencies should not plan to reuse any PO Numbers until this
                                                                                                                                 has been defined. This needs to be considered with respect to
                                                                                                                                 the state data warehousing strategy.

2187   11/15/10         Other                      One-on-One What are the particular scenarios where interagency billing (as    Interagency Billing should be used when one agency produces         SEN01    Future Phase   11/30/10      12/08/10
                                                    Meeting   opposed to JVs) will apply? From the Interagency Billing           an invoice for providing goods or services to another agency.
                                                              conference call, SFS portrayed that it was expected                Interagency Billing should not be used for bank transfers
                                                              Interagency Billing would be confined to particular uses.          between agencies or when an agency uses another agency's
                                                                                                                                 cost centers for suballocations.

                                                                                                                                 Agencies should provide specific scenarios to SFS in order to
                                                                                                                                 evaluate whether the interagency billing solution is applicable
                                                                                                                                 to it.
QID      Date           Topic                SubTopic           Source     Question                                                        Answer                                                             Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                       Answered     Published
2188   11/15/10         Other                                 One-on-One Can SFS provide a data dictionary of PeopleSoft tables and        SFS cannot provide proprietary PeopleSoft information to           SEN01    Future Phase    12/06/10     11/17/10
                                                               Meeting   values/descriptions/etc. to agencies?                             agencies; however, during training, there will be materials
                                                                                                                                           developed which may meet your needs. Agencies will also
                                                                                                                                           have access to People books - which provides this information.

2189   11/15/10         Other                                 One-on-One With anything replicate today‟s ability for Future Phase          Future Phase agencies will have access to the reporting portal -   ASM01    Future Phase   12/08/10      11/17/10
                                                               Meeting   agencies to look up real-time encumbrance information?            which contains budget reports that run on a nightly basis.

                                                                        If agencies cannot see real-time data, this will slow down
                                                                        business.
2190   11/15/10   Bulkload/ Interface   Purchasing/Contracts One-on-One What is the field OSC RECEIVED DATE in the M061 being              This field will contain the date when OSC receives the paper       ASM01    Future Phase   01/27/11      11/17/10
                                                              Meeting   used for in the future?                                            contract package.
2191   11/15/10        Reports                               One-on-One What are the SFS report retention criteria? How long will they     Report retention will be the same as used in production today.     ASM01    Future Phase   11/23/10      12/08/10
                                                              Meeting   be stored online?                                                  It is expected that a report that can be viewed online will be
                                                                                                                                           available until the next time that report is generated.

2192   11/15/10        COA/KK                                 One-on-One What are the "Reconcile" and "Undistributed" Programs that        “Reconcile” programs will be used for the Program Conversion       ASM01    Future Phase   11/17/10      11/24/10
                                                               Meeting   appear in our agency's Program Tree?                              Exercise. Any programs that do not convert will be defaulted to
                                                                                                                                           a reconciling program at "Go-Live." Any such program dollars
                                                                                                                                           will need to be manually reconciled by the agency (by
                                                                                                                                           processing budget transfer journals, which have an approval
                                                                                                                                           process they are subject to), prior to doing any spending
                                                                                                                                           against, possibly not only the carry-in, but new-year spending
                                                                                                                                           as well.

                                                                                                                                           "Undistributed" programs are for those programs in the Central
                                                                                                                                           Accounting System (CAS) that would convert to more than one
                                                                                                                                           SFS program. These can be used if the agency wanted to
                                                                                                                                           convert here, and then distribute later.
2193   11/15/10       Vendor File                             One-on-One   Will all agencies be able to lookup vendor information at Go-   Yes, they can be looked up by name, TIN, or Vendor ID.             ASM01    Future Phase   11/23/10      12/08/10
                                                               Meeting     Live? If so, what criteria will be available?
2194   11/15/10         Budget                                One-on-One   If an agency's segregations are equal to the full appropriation After the appropriations are loaded into the SFS, the agencies     ASM01    Future Phase   11/17/10      11/24/10
                                                               Meeting     amount, will OSC be putting up these amounts together, or will will be responsible for segregating appropriation authority.
                                                                           any work be required on the agency's part?

2196   11/17/10   Purchasing/Contract                          IQS Form  Regarding contracts - can the same PO number be used for      A new PO number must be submitted to encumber funds                    OPD01    Future Phase   12/03/10      11/24/10
                           s                                             different amendments, since the encumbrance/pod line          against amended contract amounts - as PO Numbers must be
                                                                         number combination will be unique?                            unique within a Business Unit.
2197   11/17/10        COA/KK                                Q&A Session Agencies have observed that the current Object-to-Account     The update to the Object code manual currently available on            WCB01    Future Phase   11/19/10      12/08/10
                                                                                                                                       OSC‟s website, which is where this information would be
                                                                         conversion file does not meet their needs for identifying which
                                                                         Account codes replace any given Object code. Will a different provided, is currently underway. We don‟t have a one-to-one
                                                                         document (detailing old Object to new Account) be produced?   crosswalk yet published. The purpose of the crosswalk that is
                                                                                                                                       on our website is to illustrate how conversion will work from
                                                                                                                                       current systems to the SFS.
2198   11/17/10   Bulkload/ Interface    Accounts Payable    Q&A Session On the M171, col#4 is for agency code. For WCB what will this This is the Source System ID under which the transaction was           WCB01    Future Phase   11/29/10      12/08/10
                                                                         value be? WCB01?                                              submitted.
QID      Date           Topic                SubTopic           Source     Question                                                            Answer                                                            Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                          Answered     Published
2199   11/17/10   Bulkload/ Interface   Purchasing/Contracts Q&A Session From the Outbound Bulkload Layouts:                                   Expired Contracts will be included in the M061. No M161           OPD01    Future Phase    12/02/10     12/08/10
                                                                         "File criteria for M061: All procurement and revenue contracts        transaction should be generated if the contract is expired.
                                                                         for a given BU."
                                                                         "File criteria for M161 Encumbrance Trans: All encumbrance            The date range is derived - based on the frequency the extract
                                                                         transactions for a given BU and date range. The Last Updated          is requested by the Agency and the current date when extract
                                                                         Date will be used as criteria for the date range."                    is executed.

                                                                           What about contracts that have expired? I'm assuming those          For example, frequency of D is daily; if run on 11/30/2010, the
                                                                           will not come over on the file, or will they? Also, for the M161,   date range would include transactions processed during
                                                                           who specifies the date range?                                       11/30/2010 and 11/30/2010.

2200   11/12/10   Accounts Payable                             IQS Form    Can you tell me what the process is going to be in the SFS          The correction will be made by processing a credit memo           DOT01    Future Phase   11/23/10      12/08/10
                                                                           after April 2011, to correct a payment processed against the        against the incorrect payment and processing a regular
                                                                           incorrect Contract? In other words, where in the posted             voucher against the correct purchase order. It is
                                                                           documentation is the process to replace the current Journal         recommended that the transaction be completed
                                                                           Voucher against a Contract outlined?                                simultaneously.
2201   11/15/10   Bulkload/ Interface   Purchasing/Contracts   IQS Form    1. What is the difference between the T203-Doc-Ref-Num (col          1) The value for both fields (Col 11 & 12) needs to be the       DOL01    Future Phase   12/01/10      12/08/10
                                                                           #11) and the T203-Purch-Order-Num (col #12)?                        same. The number in Col 11 has to be unique within a BU - but
                                                                                                                                               can be repeated across PeopleSoft BUs.
                                                                           2. Which of these fields is used as the T304-Purch-Order-Num
                                                                           (col #19)?                                                   2) Based on the answer to #1 that would be the value that
                                                                                                                                        should be used for the T304.
                                                                           3. T203 PO # is 7-characters and T304 PO# is 10 characters.
                                                                           What makes up the additional characters?                     3) 7 characters for Legacy layout and 10 characters for PS
                                                                                                                                        Layout. There will be nothing added to the 7 characters; it will
                                                                                                                                        be left justified and blank filled.

2202   11/15/10   Accounts Payable                             IQS Form    Without Direct Entry, how will non quick pay transactions such      Batch type will determine OSC's handling of a particular          CFS01    Future Phase   12/02/10      12/08/10
                                                                           as Prompt Contracting Interest payments be handled?                 transaction. As far as the timing of processing, there is no
                                                                                                                                               longer a Quick Pay concept in the SFS. All transactions are
                                                                                                                                               processed as they arrive in the SFS.

                                                                                                                                               Since Direct Entry is no longer a valid mechanism for entering
                                                                                                                                               vouchers, Future Phase agencies will have to bulkload these.
QID      Date           Topic           SubTopic      Source     Question                                                         Answer                                                               Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                Answered     Published
2203   11/15/10   Bulkload/ Interface   Vendor File   IQS Form   PAYEE TYPE - Our original understanding is this field identifies Below is an overview of Payee Type versus TIN Type.                  CFS01    Future Phase    12/08/10     12/08/10
                                                                 if the payee id is either a FIN or a SS#.
                                                                                                                                  1. PAYEE TYPE
                                                                 The new AIG states "Indicator to identify what type of Payee;
                                                                 repeats for every record in the file. Valid values are ‗A„       PAYEE TYPE is included in M131 Vendor Master File layout
                                                                 (Attorney) and ‗R„ (Outside Party)." This seems different.       (this is the outbound file that goes back to agencies). Refer to
                                                                 Could you please clarify and explain?                            Appendix E – Outbound File Extracts - E.1 M131 Vendor
                                                                                                                                  Master File of the AIG.

                                                                                                                                  PAYEE TYPE - Indicator to identify what type of Payee;
                                                                                                                                  repeats for every record in the file. (This is for 1099 purposes.)

                                                                                                                                  PAYEE ID and PAYEE ID ADDITIONAL – Per the AIG, M131
                                                                                                                                  Vendor Master File layout, these values will only be provided
                                                                                                                                  for the initial Cutover. After Cutover synchronization, these
                                                                                                                                  positions will be left blank.

                                                                                                                                  2. TIN TYPE

                                                                                                                                  TIN Type – Identifies whether the TIN is a social security
                                                                                                                                  number or a Federal ID number.

                                                                                                                                  For one-at-a-time requests for a new vendor to be added to the
                                                                                                                                  Statewide Vendor File, agency users will use the New Vendor
                                                                                                                                  Request page. TIN Type is included on the data entry screen.
                                                                                                                                  Refer to the AIG, Table M.7 New Vendor Request Page
                                                                                                                                  Details.

2204   11/15/10        Budget                         IQS Form   We use the internal number to retrieve the fund balances from There will not be a crosswalk for internal number; however, the         DMV01    Future Phase   12/08/10      11/24/10
                                                                 CAS. Will there be a crosswalk for this?                       SFS master file extracts will contain the internal number
                                                                                                                                equivalent. The master file extracts will provide the Segregation-
                                                                 If CAS is going away after April 1st, how will we look up this level ChartField values that define a budget.
                                                                 information on the SFS system?
                                                                                                                                The Internal Number is not stored on SFS. A unique
                                                                                                                                combination of Program, Department, Fund, Account and
                                                                                                                                Budget Reference relates back to an Appropriation and
                                                                                                                                Segregation in SFS, which is how agencies can link back to bill
                                                                                                                                copy.
QID      Date           Topic                SubTopic          Source     Question                                                           Answer                                                            Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                        Answered     Published
2205   11/15/10   Bulkload/ Interface       Vendor File        IQS Form   If Address Sequence Number '1' could be 53 Main Street and         Yes, any given Address Sequence Number may have different         CFS01    Future Phase    12/31/10     01/26/11
                                                                          be changed at a future date to 74 High Street.”, does that imply   physical addresses associated with it over the course of time.
                                                                          that the same Address Sequence Number could have different         Historical changes are tracked through the use of effective-
                                                                          values at different points in time?                                dating the addresses. An example follows:

                                                                          How would this work for historical reference? Will there be        Seq No|Address|Effective Date
                                                                          start/end dates for data entered in this field?                    001 | 53 Main Street | 1/1/2009
                                                                                                                                             001 | 74 High Street | 1/1/2011

                                                                                                                                             In the example above, 74 High Street will become effective on
                                                                                                                                             1/1/2011. For any transactions processed prior to this date, 53
                                                                                                                                             Main Street will be used. Field ADDRESS_EFFECTIVE_DATE
                                                                                                                                             of the M131 file gives the effective date of an address.

2206   11/16/10   Bulkload/ Interface   Purchasing/Contracts   IQS Form   When we send the T212 Transaction to establish or change a         Depending on the frequency with which an agency subscribes        DOL01    Future Phase   11/18/10      11/24/10
                                                                          Contract, when do we get the M061 back - which will give us        to the M061, a bulkload agency can receive the SFS-assigned
                                                                          the SFS-assigned Amendment Number? Is it received                  Amendment Number as soon as the next day (within the
                                                                          immediately, the next day, the following week, etc.?               M061).

2214   11/16/10   Bulkload/ Interface    Accounts Payable      IQS Form   Some of our feeder system programs have a requirement to       On the M171, the Record Status will be used to indicate the           SED01    Future Phase   11/19/10      11/24/10
                                                                          reconcile returned checks within their own systems.            check status.
                                                                                                                                         P will indicate Payments.
                                                                          How is information on returned checks supplied to agencies? Is X will indicate Cancels or Stop Payments.
                                                                          there a field on the M161 and/or M171 that would indicate that
                                                                          the check has been returned? If so, what values are            The Layouts will be updated to include this information.
                                                                          transmitted in order to connect to the original payment?

2215   11/16/10   Accounts Payable                             IQS Form   I have a question regarding the use of additional fields to        Encumbrances will be managed at the Purchase Order level.         DMV01    Future Phase   11/23/10      12/08/10
                                                                          identify what year for which a contract payment is made.           Each encumbrance line includes a Budget Reference to allow
                                                                                                                                             for fiscal year identification.
                                                                          Currently, we add the fiscal year as an extension to the
                                                                          Contract number to create the contract name, and it is my
                                                                          understanding that the new system does not allow for any
                                                                          identifiers other than the contract name assigned.

                                                                          How will we know which year we are charging when payments
                                                                          are made across Fiscal Years? We want to be able to identify
                                                                          the year in which we are encumbering the funds as well as for
                                                                          audit purposes what year was paid.

                                                                          This is important, because the we need to make contract
                                                                          payments across fiscal years. Currently, we use the contract
                                                                          number and add an extension in order to identify the
                                                                          appropriate time period.
QID      Date           Topic                SubTopic          Source     Question                                                            Answer                                                            Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                         Answered     Published
2216   11/12/10   Bulkload/ Interface   Purchasing/Contracts   IQS Form   On the T203 and T218 layouts, the field for Purchase Order          PO Number is an alphanumeric field. Whatever is sent in to        DOL01    Future Phase    11/24/10     12/08/10
                                                                          has 7 characters. The M161 sends us back Purchase Order             the SFS will be returned without manipulation. When we send
                                                                          with 10 characters.                                                 back the value in the extracts, any additional bytes will have
                                                                                                                                              blanks.
                                                                          On the T304 layout, Purchase Order is again 10 characters.
                                                                                                                                              "0011223" comes back as "0011223 "
                                                                          What does SFS do to our 7 character PO field - what is added        "r123 " comes back as "r123   "
                                                                          to make it 10; what does it look like as 10 characters?             "1   " comes back as "1     "

                                                                          Can we send you only our original 7 character PO field on the
                                                                          T304?


2217   11/16/10        COA/KK                                  IQS Form   It is my understanding that Program values need a 1-to-1            There needs to be a unique string of Department, Program,         DHS01      Phase 1      11/19/10      12/08/10
                                                                          relationship with appropriations. What if we have 1 major           Fund, Account and Budget Reference for every appropriation.
                                                                          program in bill copy that relates to multiple appropriations?       This could mean that the same Program is used for more than
                                                                                                                                              one appropriation, but another ChartField (e.g., Fund, Account)
                                                                                                                                              makes the distinction.
2218   11/18/10        COA/KK                                   Other     Do you have an estimate of when the one-to-one crosswalk of         You are correct that the codes will be converted to the           OGS01      Phase 1      11/19/10      11/24/10
                                                                          Object code to Account ChartField will be done?                     conversion Account value, and agencies will need to reallocate
                                                                                                                                              these to legitimate Account codes post-conversion/post-Go-
                                                                          My primary concern is that when contracts are converted from        Live.
                                                                          CAS to the SFS, how the Object code will be converted to the
                                                                          Account ChartField?                                                 Manuals will likely be prepared after the new year.

                                                                          Since many of the Account ChartFields we use are agency
                                                                          defined, will they just be converted to a summary level? If so, I
                                                                          expect this is something the agency will have to correct after
                                                                          the contracts are converted.

2221   11/17/10   Bulkload/ Interface   Purchasing/Contracts   IQS Form   Revenue contract transaction (T212/T213)                        Agencies should follow the same OSC policies as today and             DOT01    Future Phase   12/01/10      12/08/10
                                                                                                                                          use the appropriate BTC (Audit Type) and Contract Number
                                                                          For Future Phase agencies, how do we indicate on the contract Prefix scheme to identify Revenue Contracts. Please refer to
                                                                          transaction being submitted is a revenue contract and therefore the current Accounting Manual.
                                                                          the value in position 806 is a Customer id and not a Vendor id?
                                                                                                                                          There are no plans to produce a master file of Customer IDs.
                                                                          Also, how is the customer information being shared with the     This information will be available to agencies via an online
                                                                          agencies? Is there a master customer file similar to the master lookup.
                                                                          vendor file? Will that be part of the Master Files that are
                                                                          distributed daily?
QID      Date           Topic                SubTopic          Source     Question                                                              Answer                                                           Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                          Answered     Published
2222   11/17/10   Bulkload/ Interface       Vendor File        IQS Form   We have noticed a few special characters in M131 file as              Our database character set is : WE8ISO8859P15, which             CFS01    Future Phase    12/01/10     12/08/10
                                                                          below:                                                                includes ASCII and most of western European characters. And
                                                                                                                                                the NCHAR character set is UTF8.
                                                                          Vendor Name: MIMIS BAKERY AND CAFÉ SEBASTIÁN
                                                                          ZUBIETA                                                               You can try to set NLS_LANG variable to UTF8 in the client
                                                                          Address: 10500 BERGTOLD RD AÝT 249 (notice the accents                machine and try it again.
                                                                          above the letters)

                                                                          We use the ASCII format to read and store data; the above
                                                                          transactions are failing to import with ASCII standard. What
                                                                          format is used at SFS?
2224   11/17/10   Bulkload/ Interface                          IQS Form   Will the IDL and ENL files be provided to us in a report format       The IDL and ENL files will be provided in a flat file format -   OPD01    Future Phase   11/19/10      11/24/10
                                                                          or flat file format (similar to the outbound extract files)?          similar to the outbound extract files. These layouts have been
                                                                                                                                                published with the latest release of the bulkload layout Excel
                                                                          We are submitting one bulkload file (Legacy format) for all of        workbooks.
                                                                          our facilities (one file with multiple SSIDs), and we are trying to
                                                                          come up with a process to separate transactions in the IDL or
                                                                          ENL by each SSID/Agency.

2226   11/17/10   Purchasing/Contract                          IQS Form   Will agencies need to do a requisition and PO to pay a vendor         There is no requirement that agencies use requisitioning and     LGP01      Phase 1      11/23/10      12/08/10
                           s                                              like National Grid or Verizon? Does a requisition and PO need         Purchase Orders to make payments to vendors
                                                                          to be done every time, or can you just create vouchers?               (notwithstanding any applicable OSC policies).

                                                                          This is important, because we have invoices that do not have
                                                                          requisitions or Purchase orders.

2228   11/17/10   Bulkload/ Interface    Accounts Payable      IQS Form   We do not plan to send Single Payment Vendor transactions             You are not required to certify the Single Payment Vendor        OPD01    Future Phase   11/30/10      12/08/10
                                                                          and are not including these transactions in our systems               transaction; however, you are required to certify the
                                                                          processing. Do we need to send these transactions for                 transactions listed on your Agency Interface Profile.
                                                                          certification, even though we are not planning to send them in
                                                                          the future?                                                        In your example, if you have elected to bulkload vouchers (of
                                                                                                                                             which Single Payment Vouchers are a particular use of the
                                                                                                                                             voucher transaction), you would only need to certify the
                                                                                                                                             voucher transaction.
2230   11/17/10   Bulkload/ Interface   Purchasing/Contracts   IQS Form   Will the M061/M161 files contain contract data for all contracts Purging criteria has not been defined.                                OPD01    Future Phase   11/24/10      12/08/10
                                                                          or only contracts with certain statuses? Also, if these files will
                                                                          contain data for all contracts, what are your plans for purging? The M161 and M061 contain all contracts and all transactions.
                                                                                                                                             They are not limited by status.
QID      Date           Topic           SubTopic   Source     Question                                                             Answer                                                             Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                               Answered     Published
2231   11/17/10   Accounts Payable                 IQS Form   SFS Presentation - "Accounting for Sole Custody Bank                 Deposits will be recorded in the AR module. Disbursements          DOC01      Phase 1       11/30/10     12/08/10
                                                              Accounts"                                                            will be recorded in the AP module.

                                                              Page 11 of handout indicates that for disbursements, the           Agencies should use the AR Module for making deposits into
                                                              General Ledger module will be used to complete disbursement. sole custody accounts. There is a phased functionality for
                                                                                                                                 disbursements from sole custody accounts. At Go-Live,
                                                              What module of the SFS will be used by agencies to make            Journals in the GL Module will have to be used for sole custody
                                                              disbursements from (write checks) their sole custody               account disbursements. Eventually, this will migrate to using
                                                              accounts? What module of the SFS will be used by agencies to manual payments in the AP module.
                                                              make deposits to (receive funds) their sole custody accounts?
                                                                                                                                 Please refer to the sole custody account presentation on the
                                                              If either of these transactions, or any other sole custody related SFS website:
                                                              transaction are done through the General Ledger (GL) module, http://www.sfs.ny.gov/form1.Homepage/accountsReceivable.ht
                                                              this will require that each DOCS correctional facility be trained m
                                                              in the GL ledger. DOCS sole custody accounts (in general) are
                                                              not swept and funds are both received in and checks written
                                                              from these accounts. DOCS needs to know whether or not
                                                              these transactions will be done through the GL module.



2232   11/17/10        COA/KK                      IQS Form   For Future Phase agencies, will cost centers roll from year to       Any cost centers needed for conversion to, or transacting in       SNY01    Future Phase   11/19/10      12/08/10
                                                              year automatically - as is currently done in CAS (incrementing       SFS, that currently exist for authority year 10 and back must be
                                                              the year)? Or will manual entry be required?                         mapped by agencies. As part of the rollover from CAS to SFS,
                                                                                                                                   both the 10/11 cost centers and the associated mappings will
                                                                                                                                   be rolled forward to 11/12.
2234   11/17/10     Role Mapping                   IQS Form   When will CUNY get the results of SFS' draft role mapping for        For Phase I Agencies: There are no „results‟ for the draft role    CNY01    Future Phase   12/06/10      12/08/10
                                                              CUNY?                                                                mapping. Agencies submitted the role mapping and were
                                                                                                                                   notified if there were any errors. The SFS program will return
                                                                                                                                   the role mapping spreadsheet to each agency in mid-
                                                                                                                                   December for them to review and make any corrections based
                                                                                                                                   on organizational changes that may have taken place between
                                                                                                                                   the original submission of the sheet and the current time.

                                                                                                                                   For Future Phase Agencies: Future Phase agency role
                                                                                                                                   mapping has not yet been completed - more details on this
                                                                                                                                   task will be released when they become available.

2239   11/17/10   Bulkload/ Interface    Budget    IQS Form   Agencies maintain Bill Copy level budgets in the Segregation   Ledger Group would be used to indicate what type of budget is            DCJ01    Future Phase   12/01/10      12/08/10
                                                              and Appropriation ledgers within the SFS. Agencies can define to be created.
                                                              their own operational level budget controls (Agency KK) within
                                                              the SFS.

                                                              There is no field in the bulkload layouts that specify if a budget
                                                              is Agency KK. How do agencies identify a budget is at the
                                                              Agency KK level rather than appropriation or segregation level?
QID      Date           Topic              SubTopic        Source     Question                                                             Answer                                                               Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                                         Answered     Published
2241   11/17/10   Bulkload/ Interface   Accounts Payable    Other     On 8/12/10, SFS published a supplement to the AIG that               Both utilize the adjustment voucher to process. A credit memo        DCJ01    Future Phase    11/23/10     12/08/10
                                                                      explained the credit memo process that says:                         will only have credit lines - while a refund of appropriation will
                                                                                                                                           have both credit and debit lines.
                                                                      "Bulkload interface agencies will utilize the Refund of
                                                                      Appropriation bulkload file layout to process credit invoices."      See QID 1989 for more information.

                                                                      On 10/14/10 when attending the Future Phase Agency Impact
                                                                      Assessment Tool work group impact ID 5.3 that states

                                                                      "For refund of appropriations related to vendor checks,
                                                                      agencies must submit an adjustment voucher with a minimum
                                                                      of two lines, one for voucher and one for cash."

                                                                      These two pieces of documentation seemingly contradict
                                                                      themselves and we want to know which document is accurate.
                                                                      We need to know if we have to send the cash offset or not for a
                                                                      refund of appropriation transaction; and, if so, what does it
                                                                      need to look like for the Legacy bulkload layout, because it is
                                                                      not mentioned anywhere in the 334 transaction type Legacy
                                                                      bulkload layouts.


2242   11/19/10   Purchasing/Contract                       Other     Regarding contract amendments:                                       An approved contract will retain the original contract number        OFT01      Phase 1      11/19/10      11/24/10
                           s                                          On existing contracts, if a contract is amended to extend the        through the course of its amended life. Please refer to the Two
                                                                      dates and/or increase the contract value, will the contract retain   Step Contracts presentation posted to the SFS website for
                                                                      the original number (e.g.: C000123), or is there a convention        more information.
                                                                      which will use the prior number with an “A” as an appendage -
                                                                      or something to that effect (e.g.: C000123A)? Or does the
                                                                      contract amendment act like a brand new contract, and it takes
                                                                      on an entirely new number (e.g.: C000456)?

2244   11/18/10   Bulkload/ Interface     Vendor File      IQS Form   The D.10 Transaction Prefix file definition does not indicate        The Transaction Prefix will be included as optional. These           OVS01      Phase 1      01/04/11      11/24/10
                                                                      what the appropriate values should be for the Vendor Mass            fields will be ignored by SFS. The vendor mass upload will not
                                                                      Upload file. The Acceptable Values seem to relate only to            be included in the bulkload at this point in time. To process a
                                                                      payment bulkload files.                                              mass upload file, a user will be provided with a screen from
                                                                                                                                           which they can browse to a file and select it for processing.
                                                                      Fields 1-76 are to be the D.10 Transaction Prefix. The values in
                                                                      these fields in the prefix all seem to relate to payments.

                                                                      Where do I find the values to be used for the Vendor Mass
                                                                      Upload?
                                                                      TRNP_RECORD_TYPE, is this a C, H or X for vendor?
                                                                      TRNP-DOCUMENT-TYPE; if previous is an X, there is no
                                                                      appropriate selection for this field to indicate vendor file.
QID      Date           Topic           SubTopic   Source     Question                                                              Answer                                                            Agency      Phase          Date     Original Date
       Received                                                                                                                                                                                                               Answered     Published
2245   11/18/10   Bulkload/ Interface              IQS Form   Assuming a bulkload file contains a I221 document with                If multiple transactions are sent in one document, and a subset   DOT01    Future Phase    11/29/10     12/08/10
                                                              multiple transaction records, if one transaction record fails, will   of those transactions fail, the successful transactions will
                                                              all of the other transaction records for the same document also       continue to process. If a portion of a transaction fails (for
                                                              fail?                                                                 example one PO line), then the whole transaction will fail.

                                                              How will the other transaction records within the document be         The success/failure of each transaction within a document will
                                                              returned on the IDL?                                                  be reported in the IDL.

2246   11/18/10   Bulkload/ Interface              IQS Form   How will the document # on the M171 file be changed from the The 7 characters you submitted will be left justified and blank            DOL01    Future Phase   11/29/10      12/08/10
                                                              7 characters we send on the T221 record (position 213-219) to filled.
                                                              the 8 characters (position 704-711) we receive on the M171?

2251   11/19/10        COA/KK                      IQS Form   This question is in reference to the answer received from SFS         OCFS should provide as much information as possible (as you       CFS01    Future Phase   11/26/10      12/08/10
                                                              on Program conversion.                                                have in your question submission) for each Program in CAS
                                                                                                                                    that does not convert to one SFS Program, so that SFS can
                                                              1) The CAS program code can only convert to one SFS                   work with your agency and OSC on how to best resolve these
                                                              Program code. This means that, in cases where there is                mappings. SFS will need the entire populat