The following are some of major changes to federal grants with the rollout of PCIP:
- Federal grant projects will no longer be established under the NYS01 Project Costing Business Unit (PCBU). Rather, federally funded projects will be established with the Owner Agency’s Business Unit (e.g., OGS01).
- The Project ID will no longer represent the grant award number, though it will continue to be associated to the federal grant (Customer Contract) to support federal billing. This Customer Contract (and Federal Grant Award) is then associated to the Project ID in SFS. Individual Project IDs and Activity IDs are associated to the grant and, if a cost is charged to the Project/Activity with a federal fund, then it is billed to the appropriate federal grant.
- Agencies will create their own projects through the Project Guide.
- See Section 2 - Establishing a Project using the Project Guide of this Chapter for more information.
- See SFS Coach for the Job Aides related to the Project Guide.
- Agencies will create the Customer Contract and associate it to a project using the Federal Grant Request Guide.
- See Chapter IX.3 – Establish & Maintain Federal Grants in SFS Non-Onboarding Agencies for more information on the creation of Customer Contracts using the Federal Grant Request Guide. See SFS Coach for the Job Aides related to the Federal Grant Request Guide.
Federal Project Conversion
To achieve the objective of allowing agencies to record all costs, Federal and State, to a Project, which will allow for a more complete picture of the overall projects costs, a conversion effort was required to:
- Convert the existing active federal grant projects under NYS01 business unit to agency business unit and with a new Project ID
- If the existing Project Id length is less than 15 characters, then a suffix was added to the Project Id equal to ‘Z’
- If the Project Id length is equal to 15 characters, then the 15th character was deleted and a suffix equal to ‘Z’ was added.
- If the project had been auto-numbered and has a leading zero, then the first character (a zero) should be truncated) and a suffix equal to ‘Z’ was added.
- Note: For historical purposes, any Project Id with a ‘Z’ suffix will be considered a PCIP converted project. Agencies should NOT create new Project Ids with a ‘Z’ suffix.
- Customer Contracts will be updated to include the new Project/Activity IDs
- Funds distribution will be setup for newly created projects under agency business unit
Here is a breakdown of responsibility changes related to PCIP:
| Responsibility | ||||
|---|---|---|---|---|
| Process | Pre-PCIP Implementation | Post PCIP Implementation March 28, 2022 | SFS Navigation | Training & Guides |
| Establishment of the Project and related Activity IDs in SFS | Agency fills out AC-3286-S form and emails to OSC. OSC sets up in SFS. | Agency directly in SFS via the Project Guide | Project Costing > Utilities > Project Guide |
|
| Maintaining Projects | Agency fills out AC-3286-S form and emails to OSC. OSC updates project | Agency updates project via the Project Guide | Project Costing > Utilities > Project Guide |
|
| Establishment of the Customer Contract and Grant Award in SFS and linking the Contract to the Project (to initiate billing in SFS for reimbursement from the Federal Government) | Agency fills out AC-3286-S form and emails to OSC. OSC sets up in SFS. | Agency directly in SFS via the Federal Grant Request Guide, OSC review and approval | Customer Contracts > Federal Grant Request Guide |
|
| Establish the Project Parent/Child Budgets | Agency via Budget Journal entry | No change – Agency via Budget Journal entry | Commitment Control > Budget Journals > Enter Budget Journals |
|
| Amendments to Customer Contracts | Agency fills out AC-3286-S form and emails to OSC. OSC updates amends the contract. | Agency emails AC-3286-A to OSC, OSC updates Contract | https://www.osc.state.ny.us/state-agencies/forms |
|
| Pre-Award Projects | Agency fills out the Pre-Award section of the AC-3286-S form and emails to OSC. OSC sets up in SFS. | Agency creates Pre-Award Project via the Project Guide and attaches AC-3286-P to it. | https://www.osc.state.ny.us/state-agencies/forms |
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Guide to Financial Operations
REV. 03/18/2022