Accounting Codes Manual Table of Contents

Table Name

OSC Section

Audit Reject Codes

03.1110

Authority List

03.1120

Batch and Document Status

03.1130

Batch Type

03.1140

Batch Type Uses & Descriptions

03.1145

Contract Prefix Listing

03.1150

Department Codes

03.1160

Fund/Sub Fund Codes

03.1170

Expenditure Object/Sub-object Codes

03.1185e

Revenue Object/Class Codes

03.1185r

Originating Campus Codes

03.1190

Route Codes

03.1210

Statistic Type Codes

03.1220

Transaction Codes

03.1230

IRS Reporting (1099) Codes

03.1240

Contractor Types

03.1250

OSC Code

Description

AA 

Incorrect Amt Claimed-#5

AB  

Incorrect Encumb Liq Amt

AC

Wrong Type of State Aid

AD

Incorrect Municipality

AE

Incorrect Payee Name-#5

AF

Wrong Municipality Code

AG 

No Applic/Amend on File

AH

Misc. State Aid

A1

Formal Contract Needed

A2

Signatures/Approvals Req.

A3

Contract-Clarify Language

A4

Amendment Needed

A5

Assignment Incomplete

A6

Encumbrance Needed

A7

Bond Information Needed

BA

Sep Trans for Code 85 Vou

BB  

Duplicate Transmittal #

BC

Wrong # of Vouch on Trans

BD

Voucher Number Incorrect

B1

Procurement Incomplete

B2

Award not Justified

B3

Procurement Info Needed

B4

Rebid Required

B5

No Competition-Need Info

B6

Competitive Bid Required

B7

Need Information on Delay

B8

Financing Issues

KR

QP Resubmittal

LA

Lien/Assignment

SP

Stop Payment

Z1

Address Change Incomplete

Z2

Agency Requested

Z3

Miscellaneous

1A

Vendor/Payee Signature

1B 

Agency Signature

1C

Traveler Signature

1D

Supervisor Signature

1E

Title

1F

Unauthorized Signature

10 

Misc. Rejections

2A

Extension Errors

2B

Footing Errors

3A

Invoice Not Attached

3B

Freight Bill Not Attached

3C

Recpts Not with Reimburse

3D

Wrong Invoice with Vouch

3E

Original LR's and TR's

3F

Copies of LR's and TR's

3G

Statement of Auto Travel

3H

Rental Car Agreement

3I

Unused/Lost Ticket Appl

3J

Next of Kin Form

3K

Excess Taxi/Toll Receipts

3L

Approv/Confer/Literature

3M

AC340 Required

3N

Labor Affidavit

3P

Approval of Subcontractor

3Q

PS 160 and/or PS 162

3R

Accounting Report

3S

E D 2

3T 

D.H.E.W.-Ssa.1604

3U

Dss 207 And/Or 2384

3V

Ac 5051

3W

Scholarship Certification

3X

Textbook Claims

3Y

Chap. 47.66 Or 721 Claims

3Z

Categ Program Payment Rec

30

Final Acceptance Recomend

31

Breakdown Of Nyc Payment

4A

Additional Info/Justify

4B

No Breakdown of Charges

4C

Name/Ttl of Peo At Lunch

4D

No Desc of Merch/Service

4E

No Circum of Incident

4F

Official Station

4G

Home Address

4H

Purpose of Travel

4I

Times of Departure/Return

4J

Means of Transportation

4K

SS# or Federal ID Number

4L

Vou & Recpt Date No Match

4M

Mach Rental Not Specified

4N

Period Services Rendered

5A

Not a Proper State Charge

5B

Freight Charge Not Allow

5C

Item Not in Contract

5D

Duplicate Payment

5E

Services not Rendered

5F

Payment Less Than $10.00

5G

Incorrect Payment Amount

5H

Incorrect Payee

6A

Merchandise Not Received

6B

Vendor Address Block Inc

6C

Orig Voucher not Submitted

6D

Wrong Type of Voucher

6E

Expen Charge to Wrong Yr

6F

Incorrect Po# on Voucher

6G

Incorrect Contract Number

6H

Contract not Approved

6I

Contract Amendment Needed

6J

Wrong Expenditure Code

6K

Incorrect Payee Count

6L

Error in Municipal Code

6M

Duplication of Voucher No

6N

Error in Payee Reference

6O

Error in State Aid Type

6P

Error in Approp Charge

6Q

Error in Encum Liq Charge

7A

Agency Request

8A

Extension Errors

8B

Footing Errors

8C

Incorrect Rates

8D

Petty Cash

8E

Energy

8F

Discount

8G

Hospital

8H

Court Reporters

8I

Per Diems

8J

Meals/Time/35 Mile Vio

8K

Excessive Mileage

8L

Cost Diff Home Vs Staying

8M

Excessive Taxi Fare

8N

Membership Dues

8O

Missing Receipts

8P

Allowance not Allowed

8R

Personal Expense

8S

Pers Accid Ins/Car Rental

8T

Incorrect Rental Plan

8U

Misc.

9A

Purchase Order Required

9B

Change Notice-Vendor Name

9C

Change Notice-Price Incr

9D

Change Notice-Quant Incr

9E

Resubmitted to Doc Cntl

OSC Code

Description

0

Regular

1

Advances - Other

2

Advance to Local Government

3

Advance to Public Authorities

4

Memo Receivables

6

Revenue

9

Accounting Transactions

OSC Code 

Description

A  

In Asynch

C

Closed

E

In Error

O

Opened

P

Split Batch-Auditing Asynch

R

In Synch

S

In Synch

W

Waiting For Asynch

Batch Type

Description

Appropriation, Segregation, Cost Center Documents

AAD

Appropriation Add/Del (OSC use only)

ACH

Appropriation Change (OSC use only)

A05

Appropriation Rollover Documents (OSC use only)

CCP

Cost Center Plan

F05

Cost Center Profile

H05

Roll-Up Tables

INT

Interchange/Apportionment

ITR

Agency Entered Interchanges-Suspended

SEG

Segregations

SGS

Agency Entered Segregations-Suspended

S05

Segregation Rollover Documents (OSC use only)

Encumbrance Documents

009

SUNY/CUNY Optional Encumbrances

E10

PO's, $15000+, Except Print

E20

Printing PO's, $10,000+

EFL

P.O.'s, SUNY Flexibility

ECC

Contract "Encumbrance Only"

QPP

Quick Purchase Order

Contract Documents

TBV

Best Value (RFP)

TBP

Lowest Price (Invitation for Bid)

TQM

Quick & Misc. Contracts, Land/Lease Contracts

TGG

Grant Contracts

QCT

Quick Contracts

QPC

Quick Purchase Contracts

QPP

Qualified Quick Purchase Orders

TCA

Address Change

ECC

Encumbrance Change

TNT

Flexibility Contract – below threshold

TNC

Flexibility Contract – above threshold

Expenditure/Revenue Documents

FBV  

Fringe Benefit Billing Payments

KPV

Quick Pay Vendor Payments

KTV

Quick Pay Travel Payments

PAY

Salary Refunds (OSC Use Only)

VCA

Cash Advance

VCC

Miscellaneous Contract Payments

VCD

Construction Contract Payments

VCL

Lease Contract Payments

VDS

Debt Service Payments

VGC

Grant Contract Payments

VJT

Court Awards, Judgments

VLA

Local Aid/Student Aid, Student Waivers

VLC

Land Claim Payments

VMA

Moving Expense Payments

VMF

Medical Fees

VNC

Loans for Non-Profit Contracts

VPM

Vouchers Payable Maintenance

VPN

Printing vouchers (non contract)

VPP

Printing Contracts

VPR

Payroll Audit

VPZ

Payroll Maintenance

VRN

Reimburse Non-Travel Cash Advance

VRT

Reimburse Travel Advance

VSM

Manual Payment Against Contract with Scheduled Payments

VTR

Travel Vouchers

VWT

Expedited World Trade Center Vouchers

VO1

Goods and Services, $1-2,500 not requiring a special batch type

VO2

Goods and Services, $2,500+ not requiring a special batch type

WIW

EFT Investment Warrant (Wire Transfer)

RCR

Revenue Contract Receipt

RFD

Refund of Appropriation Expenditure

Expenditure/Revenue Transfers

CJV  

Cost Center Journal Vouch (Univ. Controller Use Only)

FBP

Fringe Benefit Payment

JGS  

Journal Voucher for OGS Centralized Services (Handwritten Batches only)

JRT

Revenue Transfer Documents

JVC

Journal Voucher Contract Expenditures

JVR

Expenditure Journal Vouchers

Other

AUD

Agency Audit Profile (OSC Use Only)

PNA

Payee Name/Address (OSC Use Only)

SUB

Subledger Maintenance

SUNY Special Batch Types

O10

(E10) PO's $5,000+, except printing

O15

(009) SUNY/CUNY Optional Encumbrances

O20

(E20) PO's - Printing $5,000+

OTL

(ETL) PO's – Temporary Leases

SFE

(VO1, VO2) Special Fund Estimate Payrolls

INS

(VO1, VO2) Insurance Payments 

A38

(VO1, VO2) Fringe Benefit Assessments

RTR

(REF) Airline Ticket Returns

Petty Cash Batch Types

PC

Petty Cash Vendor

TR

Travel Advance

PCP

Payroll Advance

PCC 

Petty Cash Custodian

PCR

Check Refund

TRF

Travel Refund

SPC

Special

PCL

 Lodging, Transportation, Freight

PAV

(VRN) Advertising under $250.00

VIP

Visa Payment

Batch Type

Description

Appropriation, Segregation, Cost Center Documents

AAD  

Used when processing Appropriation Add/Delete Documents (OSC use only)

ACH  

Used when processing Appropriation Change Documents (OSC use only)

A05

Used When processing Appropriation Rollover Document (OSC use only)

CCP  

Used when processing Cost Center Plan Documents

FO5

Used when processing Cost Center Profile Documents

HO5

Used when processing Roll-Up Table Document

INT  

Used when processing Interchange/Apportionment Documents

ITR

Used when processing Segregation Documents

SEG

Used when processing Segregation Documents

SGS

Used when processing Segregation Documents (suspended)

S05

Used when processing Segregation Rollover Documents (OSC use only)

Encumbrance Documents

009

Used when processing the Encumbrance Abstract (AC 1166) to encumber agency optional encumbrances

E10

Used when processing purchase orders over $15,000 except for printing

E20

Used when processing printing purchase orders over $10,000

ECC

Used to process contract encumbrance only transactions

EFL

Used to process Flexibility purchases

QPP

Quick Purchase Order

Contract Documents (Also refer to Bulletin G-194): note, maximum 1 contract per batch

TBV

Best Value (RFP) - includes revenue contracts awarded pursuant to an RFP and Single and Sole source for services

TBP

Lowest Price (Invitation for Bid) Contracts and related amendments including Construction contracts and Change Orders

TBP

Lowest Price (Invitation for Bid) Contracts and related amendments including Construction contracts and Change Orders

TGG

Grant Contracts (Grants)

QCT

Quick Contracts - non commodities, including construction, commodities, services and architect/engineering (Quick & Miscellaneous Contracts)

QPP

Qualified "Quick" Purchase Orders (Quick & Miscellaneous)

TCA

Address Change

ECC

Encumbrance Adjustment Only - system generated batch (not submitted to OSC)

TNT

"T" Flexibility Contracts (T contracts below threshold)

TNC

"T" Flexibility Contracts (T contracts above threshold)

TPC

OGS Purchase Contracts and Related Amendments, Purchase Authorizations (PA’s).ONLY OGS and/or OSC can enter this Batch Type (invitation for bids)

QPC

Qualified "quick" contracts. ONLY OSC can enter this Batch Type

Voucher Documents

VCA

Used when processing Cash Advance Vouchers AC874 to establish or adjust a cash advance account

VCC

Used for processing miscellaneous contract payments except those that have a separate batch type (including copier payments)

VCD

Used to process Contract Payment Requests AC1319 for construction contract payments

VCL

Used to process voucher payments for lease contracts

VLA  

Used to process state-aid payments, student waivers, local aid payments

VLC

Used to process Land Claims payments

VMA

Used to process Moving Expense

VMF

Used to process medical fee payment vouchers

VNC

Used to pay interest vouchers - non-profit contracts

VPM

Used to process the Voucher Payable Change Notice AC2401 to stop payment, to change payment date, or to change to a manual check. (For OSC use only)

VPN

Used to process printing vouchers that do not have to be matched at OSC with a purchase order

VPR

Used to process vouchers for Payroll Audit

VPZ

Used to process Payroll Maintenance Vouchers

VRA

Used to process refund audit payments

VRN

Voucher to process Petty Cash Reimbursement

VRT

Used to process Travel Advance Reimbursement Vouchers

VSC

Used when processing expenditure documents against sole custody funds

VSM

Manual Payments on SCP Contract

VTR

Used to process travel payments

VTS

Used to process travel payments of $100 or less including travel vouchers for non-state employees

VO1

Used to process payments, not covered by the preceding batch types, up to $2,500

VO2

Used to process payments, not covered by the preceding batch types, over $2,500

KPV

Used to process quick pay vendor payments

KTV

Used to process quick pay travel vouchers

Revenue Documents

PAY

Used when processing salary refunds 

RCR

Used when processing Revenue Contract Receipt Documents

RFD

Used when processing Refund of Appropriation Expenditure Documents

REV

Used when processing Report of Moneys Received Documents

Expenditure/Revenue Transfer Documents

CJV

Used when processing Cost Center Journal Vouchers

JGS

Used when processing SUNY/OGS Revenue and Expense Journals

JVC

Used when processing Journal Vouchers Documents, which effect contract expenditures

JVR

Used when processing Journal Vouchers Documents, which do not effect contract expenditures

Other Documents

AUD

Used to process the Audit Profile Agency Rating (AC2400) to update or add an audit rating for an agency

PAY

Used when processing Payroll Header Documents

PNA

Used when processing Payee Name/Address Documents

SUB

Used when processing Subledger Maintenance Documents

SUNY Special Documents

O05

Used when processing P.O.'s requiring OGS approval (001)

O10

Used when processing P.O.'s requiring OGS approval

O15

Used when processing P.O.'s requiring OGS approval (009)

O20

Used when processing P.O.'s requiring OGS approval

OTL

Used when processing P.O.'s requiring OGS approval

SFE

Used when processing Special Fund Estimate payrolls

INS

Used when processing Insurance Payments

A38

Used to process Fringe Benefit Assessments

RTR

Used when processing Refund of Appropriations for airline ticket returns

Petty Cash Documents

PC

Used when processing Petty Cash Vendor Payments

TR

Used when processing Petty Cash Travel Advances

PCP 

Used when processing Petty Cash Payroll Advance

PCC

Used when processing Petty Cash Custodian Advance

PCR

Used when processing Petty Cash Check Refund

TRF

Used when processing Petty Cash Travel Refund

SPC

Used when one document per Batch is necessary

PCL

Used for Lodging, Transportation and Freight, specifically a payment to a travel agent

PAV

Used for Advertising Expenses (less than $250); will be converted to VRN

Prefix

Description

C

Miscellaneous Services/Consultant

CM

Multi Agency Miscellaneous Services/Consultant

D

Construction

DF

Construction (Flexibility)

F

Repayment Agreements

K

Grants

L

Leases

LM

Multi Agency Leases

P

OGS Purchase Contracts

R

Revenue Contracts with encumbrances

S

Consultants (Individuals)

T

SUNY Flexibility Contracts (T-Contracts)

W

Land Claims

X

Revenue Contracts without encumbrances

Code

Description

02

State Comptroller

03

Law

08

Civil Service

09

Environmental Conservation

11

Education

19

State

20

Tax & Finance

21

Miscellaneous Boards & Commissions

23

Motor Vehicle

28      

State University of New York

50

Mental Health

70

City University

OSC Fund Code

Description

001-00

Local Assistance Fund

002-00

Capital Projects Fund

003-00

State Purposes Fund

007-00

Community Projects Fund

020-64

Restricted Current Fund

074-XX

Dormitory Rehabilitation-Capital Construction Project

221-A5

Nursing-State

221-B2

Perkins-State Reserve

221-D8

Perkins-State

221-00

Perkins-Administrative Expense

221-58

Perkins-Federal

221-59

Perkins Federal Capital Contributions

221-65

Perkins Holding

221-70

Health-Federal

221-71

Nursing-Federal

221-9A

Miscellaneous Grants DHHS

267-9T

Supplemental Educational Opportunity Grant (SEOG)

267-9W

College Work Study-Federal

267-90

State Education Department

267-91

Federal Pell Grant Program

290-U5

Cornell University Trust Fund

330-00

Dormitory Income Fund - Debt Service

334-12

Banking Services Fund

339-47

Dormitory Income Fund Reimbursable

344-XX

SUNY Collection Fund

345-00

State University Income Fund - Special Revenue

345-01

Interest Income (STIP)

345-09

Long Island Veterans Home

345-10

General Income Fund Reimbursable

345-11

Hospital Deficit Fund

345-12

General Revenue Offset

345-13

Non-Resident Revenue Offset

345-22

Hospital Operating

345-31

Stabilization

345-46

Hospital Income Fund Reimbursable

345-47

Tuition Reimbursable

345-97

Educational Opportunity Center/Bridge Program

382-XX

Direct Lending Program

University Sub-OSC
Segregation
Object Range:

Description

Conversion:

0000-1999

Personal Service Regular (PSR)

41

2000-2999

Temporary Service (PST)

42

3000-3999

Supplies and Materials

5

4000-4999

Employee Travel & Moving

5

5000-5999

Contractual Services

5

5510-5556

Utilities

5

5901-5999

Local Assistance

6

6000

Savings

41

6500

Unallocated

-

7000-7491

Equipment Purchases (Other than Capital)

5

7500-7990

Capital Construction

7

8000-8999

Fringe Benefits

58

9100-9859

Recharges

5

9999

Default

-

Fund

Description

Revenue Class Range
(most common)

34510

Income Fund Reimbursable

181XX

34511

Hospital Deficit Fund

12848

34512

General Revenue Offset

128XX

34531

Stabilization

248XX

34547

Tuition Reimbursable

193XX

02064

Restricted Current

21XXX

074XX

Dormitory Rehabilitation

209XX

34509

Long Island Veterans Home

17XXX

34522

Hospital Operating

15XXX

34546

Hospital Income Fund Reimbursable

183XX-184XX

345XX

STIP Interest

12850

33000

Dormitory Operating

129XX

33000

Dormitory Sponsored

182XX

344XX

Collection Fund

13901

33412

Banking Services

33401

Agency Code

Description

28010  

SUNY at Albany

28020 

SUNY at Binghamton

28030

SUNY at Buffalo

28050

SUNY at Stony Brook

28100

Health Science Center - Brooklyn

28110

Health Science Center – Syracuse

28150

S.U. College at Brockport

28160

S.U. College at Buffalo

28170

S.U. College at Cortland

28180

S.U. College at Fredonia

28190

S.U. College at Geneseo

28200

S.U. College at Old Westbury

28210

S.U. College at New Paltz

28220

S.U. College at Oneonta

28230

S.U. College at Oswego

28240

S.U. College at Plattsburgh

28250

S.U. College at Potsdam

28260

S.U. College at Purchase

28270

S.U. Institute of Technology

28280

S.U. Empire State College

28350

S.U. College of Technology at Alfred

28360

S.U. College of Technology at Canton

28370

S.U. College of Ag. and Tech. at Cobleskill

28380

S.U. College of Technology at Delhi

28390

S.U. College of Technology at Farmingdale

28400

S.U. College of Ag. and Tech. at Morrisville

28430

Cornell County Cooperative Extension Program

28440

Cornell County Cooperative Extension Program

28510

N.Y.S. College of Ceramics – Alfred University

28550

S.U. College of Environmental Science & Forestry

28570

S.U. Maritime College

28580

S.U. College of Optometry

28610

General University-Wide Control

28650

System Administration

28710

General State Charges

28730

Community Colleges

28770  

All State Operated Colleges & Schools 

28790

Fiduciary Student Loan - Fed & State

28840

Debt Service Fund - DIF

28870

Special Revenue - Student Aid

28990

State University Construction Fund

Code

Description

Blank

Send to Payee

A  

Return to Agency

B  

Send to: Correctional Industries

C 

Combined Check

F  

Foreign Mail

G  

Send to: Office of General Services

H 

Send to: Office of Mental Health

M  

Manual Check *

N  

Electronic Funds Transfer *

P     

Payroll Check *

S      

Special Handling *

X     

Payroll Deduction Unit *

Z      

Treasury

* OSC Use Only

Code

Description

A

Federal Single Audit - All Other Payees

B

Federal Single Audit - Beneficiary

C

Exempt Subrecipient Federal Funds

S 

Federal Single Audit - Subrecipient

X

Interest Payments

Transaction Code

Activity

Appropriations

102

New Appropriation - Add

103

Appropriation - Change (+/-)

104

Appropriation – Delete

Segregations

112

New Segregation - Add

113

Segregation – Change (+/-)

114

Segregation – Delete

Expenditure Limit

122

New Expenditure Limit - Add

123

Expenditure Limit - Change (+/-)

124

Expenditure Limit – Delete

Interchange

153

Interchange – From

154

Interchange – To

Purchase Order Encumbrances

203

Purchase Order - New or Liquidation

204

Purchase Order - Change (+/-)

205

Purchase Order – Delete

Contract Data and Contract Encumbrance

212

New Contract Data – Add

213

Contract Data – Change

214

Contract Data – Delete

215

Contract Lien Ind/Type Change

218

New Contract Encumbrance - Add

219

Contract Encumbrance - Change (+/-)

220

Contract Encumbrance - Delete

Expenditures and Disbursements

301

Voucher Invoice

302

Voucher Payment

304

Voucher Expenditure (charge)

312

Voucher Change of Payment Date

313

Voucher Manual Checks

314

Voucher Stop Payment

352

Payroll Payment

354

Payroll Expenditure

Voucher Disbursement (check writing)

Journal Voucher - Expenditures/Revenues

319

Journal Voucher - Charge

Cost Center Journal

Refund of Appropriation Expenditures

332

Refund of Appropriation Expenditure-Payment

334

Refund of Appropriation Expenditure-Charge

Revenue

371

Deposit of Receipts

Subledger

450 

Subledger – Add

451

Subledger - Change (+/-)

452

Subledger – Delete

Cost Center Profile

502

New Cost Center Plan - Add

503

Cost Center Plan – Change

504

Cost Center Plan - Delete

512

Cost Center Profile - New

513

Cost Center Profile - Change

514

Cost Center Profile – Delete\

Roll-up Table Maintenance

702

New Roll-up Table – Add

703

Roll-up Table – Change

704

Roll-up Table – Delete

SUNY Only

160

Departmental Allocation - New

161

Departmental Allocation

162

Departmental Allocation

389

Payroll Distribution

902

Assignment Journal (FM22) Debit

903

Assignment Journal (FM22) Credit

912

Encumbrance Transfer - Increase

913

Encumbrance Transfer - Decrease

979

Payroll Encumbrance

999

FM909 (SCAJ) Disbursements

The most commonly used transaction codes and document types are identified as follows:

Transaction Code

Document Type

Activity

160

I

Initial Allocation

161

I

Departmental - Increase

 Allocation (UA-3)

161

I

Departmental - Increase

162

I

Departmental – Decrease

Encumbrance/Expenditures

 319

J

Journal Voucher Request (AC-22)

 203

J

Encumbrance Liquidation

 902

J

Assignment Journal Request FM-22 Debit

 903

J

Assignment Journal Request FM-22Credit

 912

E

Encumbrance Transfer - Increase

 913

E

Encumbrance Transfer - Decrease

 354

V

OSC Payroll Charge

 389

V

SUNY Payroll Distribution

 371

R

Payroll Check for Refund or Exchange

979

P

Payroll Encumbrance

 304

V

Voucher Expenditure (Charge)

 334

R

Refund of Appropriation Expenditure Charge

203

E

Purchase Order Encumbrance

 204

E

Purchase Order Encumbrance Change (+/-)

 203

V

Purchase Order Liquidation

 218

T

New Contract Encumbrance

 219

T

Contract Encumbrance Change (+/-)

Code 

 Description

Blank

Not IRS Reportable

E 

Rental Payments

H

Hospital/Medical Payments

J

Payments to Jurors

L

Payments to Attorneys

N 

Non-Employee Compensation

P

Interest-Late Payment

R

Survivor Benefits

S

Real Estate

T

Excess (Taxable) Travel Reimbursement

V

Volunteers

W

Moving Expense Reimbursement

X

Real Property Tax

Prefix   

Description 

B

Minority-Owned Business Enterprises

C

Contractor Subject to MacBride

L

Municipalities (not on OSC Payee Name and Address file)

M

Municipality (on OSC Payee Name and Address file)

N

Not-for-Profit Organization

S

Small Business

W

Women-Owned Business Enterprises

X

No other contractor type applies