PCA Form Instructions
Send the form to:
E-mail: servicedesk@sco.idaho.govorState Controller's Office Division of Statewide Accounting 5th Floor, Joe R. Williams BuildingP.O. Box 83720Boise, ID 83720-0011
E-mail: servicedesk@sco.idaho.gov
or
State Controller's Office
Division of Statewide Accounting
5th Floor, Joe R. Williams Building
P.O. Box 83720
Boise, ID 83720-0011
The following descriptions are the same guidelines used by the State Controller's Office.
A=Add C=Chg
A - ADD a new record
C - CHANGE an existing record
Note: Put an end date on the PCA in order to stop usage and/or eliminate table rollover into the next fiscal year
PCA
BFY
Payroll Indicator.
Y – Yes, is used for payroll
N – No, is not used for payroll
Identifies the type of Program Cost Account (PCA).
Default : 1 – DIRECT
Cannot be changed
Enter the two-digit Function code or leave blank.
If entered, the AGENCY-FUNCTION combination must already be in the Function (D15) descriptor table. When using a Budget Unit on this form, this PCA function code must equal the function on the Budget Unit (20) Table for the budget unit.
Enter the one-character Allocation Program Level that indicates the level of Program and Fund at which you want to post and/or control your allocation for this PCA. The PCA Table usually contains data below the level required for appropriation control. Additionally, this indicator designates if you want the allocation posted/controlled by Fund. You must enter the program levels on the PCA to at least the level of the Allocation Program Level indicator. For example, if level 'C' is used, you must enter the AGENCY, FUNCTION, and ACTIVITY.
0 – No FUND, No Program level
1 – No FUND, FUNCTION level
2 – No FUND, ACTIVITY level
3 – No FUND, PROGRAM level
4 – No FUND, ELEMENT level
5 – No FUND, PCA level
-OR-
A – By FUND, No Program level
B – By FUND, FUNCTION level
C – By FUND, ACTIVITY level
D – By FUND, PROGRAM level
E – By FUND, ELEMENT level
F – By FUND, PCA level
PROJECT NUMBER
PROJECT PHASE
Be aware that information in the PCA reports may be for multiple projects/phases.
Enter the six-character Project Number and the two-alphanumeric Project-Phase or leave both fields blank. If entered, it must be in the Project Control (PC table 27). This data element may be used to force your agency to manually enter a project number by setting up a dummy project with an end date (project number 999999-99).
Enter the four-digit Fund or leave blank. If entered, it must be in the Fund (D22) descriptor table and on the budget unit you use.
Enter the two-digit Fund Detail or leave blank. If entered, it must be in the Fund Detail (D23) descriptor table.
GRANT NUMBER
GRANT PHASE
You can change these as long as your agency is aware that information on the PCA reports may be for multiple grants/phases.
Enter the six-character Grant Number and the two-alphanumeric Grant-Phase or leave both fields blank. If entered, it must be in the Grant Control (GC - table 29). This data element may be used to force your agency to manually enter a grant number by setting up a dummy grant with an end date (grant number 999999-99).
Enter the four-character Facility code or leave blank. If entered, it must be in the Facility (D26) descriptor table.
Be aware that your PCA reports may be for multiple facilities.
Enter the four-character Task code or leave blank. If entered, it must be in the Task (D27) descriptor table.
Be aware that your PCA reports may be for multiple tasks
Enter the six-character Location code or leave blank. If entered, it must be in the Location (D36) descriptor table.
Be aware that your PCA reports may be for multiple locations
Enter the six-digit Effective Start Date (MMDDYY) or leave blank. Identifies when the PCA Code becomes effective.
You cannot make postings to this PCA before the effective start date. If left blank, postings can begin at any time.
Enter the six-digit Effective End Date (MMDDYY) or leave blank. Identifies when a PCA Code ceases to be effective.
You cannot make postings to this PCA after the effective end date. If left blank, you can post at any time. If you do not want this PCA rolled forward into the next fiscal year, put a 06-30-XX end date on before table rolls.