This is a correction to the previously issued instructions: When paying FBIC bills, agencies need to update the Budget Date line on vouchers. This field is showing the date 3/31/13, which is in a closed budget period. On the Invoice Info tab, scroll to the Budget Date field (on the far right), and update the Budget Date to 4/1/13 or later to ensure proper processing. Contact the SFS Help Desk with any questions.

The SFS Program will phase out the processing of Agency Security Administrator (ASA) forms for SFS user provisioning and user role updates, effective Wednesday 6/5/13. Starting on that date, all user updates by ASAs will be done online through ASA Self-Service. Using ASA online Self-Service empowers an Agency to control its own SFS security efforts. In the past 90 days, 86% of all user updates have been executed by ASAs online. There are several benefits for both agencies and SFS in using online ASA Self-Service, including:

• Faster incident processing and fewer incidents;
• Access to real-time user security information that allows ASAs to validate many items when making changes, greatly increasing accuracy and efficiency and ultimately reducing workload; and
• Real-time account lock, unlock and password reset access.

Click the link above for full information.

The fix for the previously reported defect on the updated NYGL0442: Fringe Benefit / Indirect Cost Ledger report has been migrated to SFS Production. The Payment Date column is now populating properly on this report. A reminder that fund code is NOT missing from this updated report; it is now in a different location, appearing after the words "Beginning Fund Total" and "Ending Fund Totals." Contact the SFS Help Desk with any questions.

The NYKK3866: Appropriation Segregation Accounts (Disbursements) report, which tracks cash disbursements against appropriations, has been updated to remove the closed and rolled-over budget journals that were causing prior year appropriation / segregation budgets to be understated. Agencies should now see the correct amounts for prior year approp / seg budgets. Contact the SFS Help Desk with any questions.

The following new / updated / revised items are posted to the SFS website:

• Bulletin: All Agencies: Agency Security Administrators: SFS User Provisioning Procedure Update
• 5/22 Agency Checkpoint Conference Call presentation (MWBE / NYS Contract System) (posted 5/22)
• 5/15 Agency Checkpoint Conference Call presentation (posted 5/22)
• 5/22 Agency Checkpoint Conference Call Agenda (posted 5/21)
• 5/8 Agency Checkpoint Conference Call Notes (posted 5/20)
• Revised Job Aids (posted 5/17):
• JAA-AP000-013 (Correcting Voucher Build Errors)
• JAA-AP205-024 (PCard and NET Card Reconciliation Voucher Reset)
• JAA-AP000-010 (Correction of Vouchers Related to a Purchase Order Following a Payment)
• New Job Aid: JAA-AP210-021 (Correcting a Reconciliation Voucher with a Negative Gross Amount) (posted 5/17)
• Bulletin: Unused Items Removed from Receivables Maintenance Folder in SFS (posted 5/17)
• Updated OGS list of Master Contract VARs (posted 5/17)
• Revised 5/1 Agency Checkpoint Conference Call presentation (posted 5/16)
• Revised Job Aids (posted 5/16):
• JAA-ROA210-007 (Entering a Refund of Appropriation (ROA) Against a Rollover Purchase Order (PO) Line)
• JAA-EDA201-004 (Entering and Maintaining Employee Organizational Data)
• New Job Aids (posted 5/16):
• JAA-AP205-023 (Entering a Credit Memo Against a Closed Purchase Order (PO))
• JAA-AP205-025 (Entering a Credit Memo Against a Rollover Purchase Order (PO) Line)
• 5/1 Agency Checkpoint Conference Call Notes (posted 5/15)
• 4/24 Agency Checkpoint Conference Call Notes (posted 5/15)
• 5/7 Bulkload User Group Meeting presentation (posted 5/14)
• Revised Quick Start Guides (posted 5/14)
• Bulkload File Extracts
• Workflow Administrator Tips
• 5/15 Agency Checkpoint Conference Call Agenda (posted 5/14)
• New Job Aid: JAA-ROA210-006 (Entering a Refund of Appropriation Against a Closed Purchase Order) (posted 5/14)
• Revised Bulkload Agency Interface Layouts for Future Release (posted 5/10)
• Updated Accounting Codes Extract File (posted 5/10)
• New Job Aid: JAA-PO000-017 (Releasing Encumbrance on Partially Vouchered PO) (posted 5/10)
• Bulletin: SFS Honored by the State Academy for Public Administration (posted 5/10)
• Bulletin: New EDA Managed Content Area in SFS Production on 5/13 (posted 5/10)
• 5/8 Agency Checkpoint Conference Call presentation (posted 5/9)
• Updated User Support Contact List (posted 5/9)
• 4/17 Agency Checkpoint Conference Call Notes (posted 5/9)
• 5/14 Travel and Expense User Group Meeting Agenda (posted 5/8)
• 5/13 GL/KK User Group Meeting Agenda (posted 5/8)
• 4/9 Travel and Expense User Group Meeting Notes (posted 5/8)
• 5/8 Agency Checkpoint Conference Call Agenda (posted 5/7)
• 5/9 Grants User Group Meeting Agenda (posted 5/7)
• 5/9 Procure-to-Pay User Group Meeting Agenda (posted 5/7)
• 4/24 Agency Checkpoint Conference Call presentation (posted 5/7)
• Updated Job Aids (posted 5/6):
• JAA-EDA201-005 (Maintaining Data Integrity Using Queries)
• JAA-EDA201-006 (Performing Mass Updates (Future Phase Agencies))
• Revised Quick Start Guide: Outbound File Extracts (posted 5/6)

Click the link above to access the Latest Web Updates page of the SFS website. Be sure to check this page often, as new items are posted daily.

Contact feedback@sfs.ny.gov with any questions. 

Thank you.