BUREAU OF FISCAL SERVICES
ACCOUNTING POLICY AND PROCEDURES (APP) MANUAL
TOPIC: Section 9 – FMS Processing 1.2 EFFECTIVE DATE: 06/28/1985
TITLE: Document Numbering REVISION DATE: 07/15/2015
AUTHORIZED BY: Deputy Director, Bureau of Fiscal Services BACKGROUND
The Expenditure Accounting Section of the Bureau of Fiscal Services (BFS) assigns various series of document numbers to be used in the processing of fiscal transactions.
Attached are schedules of the fiscal year 2016 (FY16) number series assigned to each organization for the following documents: Invoice Vouchers (IN), Journal Vouchers (JV), Deposit/Journal Vouchers (DV/JV), Budget Documents (BD), State Employee Travel Reimbursement Requests (TL), WiSMART Journal Vouchers (Correction Transfers), and Purchase Order Documents.
PROCEDURES
1. Invoice Voucher Numbering
Invoice voucher numbers for FY16 are listed on Attachment 1 of this bulletin. The Division of Enterprise Services (DES) will use the “Online All Org Invoice Voucher” number series, located at L:\BFSShrDocument Numbers\FY16-All Org.
2. Adjustment Document Numbering – Journal Vouchers, Deposit/Journal Vouchers, Budget Documents
The All Org Journal, Deposit/Journal, and Budget Document number series is located in the LAN directory at L:\BFSShrDocument Numbers\FY16-All Org.
a. The Office of the Secretary and the Division of Enterprise Services will use the Online Budget Document Number series, located at L:\BFSShrDocument Numbers\FY16-All Org.
b. Division of Mental Health and Substance Abuse Services (DMHSAS) and the Division of Long Term Care (DLTC) Facilities and Organizations
These Program 2 organizations shall assign their own numbers for all documents. Program 2 organizations shall maintain document numbering logs.
In some cases it may be necessary for BFS to originate a journal voucher or a budget document. The division lead accountant will be assigned a block of numbers for Program 2 “All Org Journal Vouchers and Budget Documents.”
Organizations are to use this series of numbers when the document affects more than one organization. These numbers are located on the LAN in the directory
L:\BFSShrDocument Numbers\FY16-All Org.
3. Guidelines for Accessing Document Numbers from the LAN
When logging out a document number from the LAN, complete all information fields immediately, save the document, and exit the Excel program.
a. DO NOT click on “save as” or make any other modification in the original name of the spreadsheet. This can result in duplicate numbers and permanent loss or modification of the original spreadsheet.
b. Try to sign out your document number, save, and exit the Excel program as quickly as possible. This is so others waiting to use the spreadsheet can access it.
4. Use of the Deposit/Journal Voucher Series
The Deposit/Journal Voucher number series was implemented primarily for making deposits to the Treasury. When assigning a Deposit Voucher number, the required Journal Voucher will automatically be the same number. This is intended to ease cross-referencing of the two documents. If you will be using a Deposit Voucher alone without a matching Journal Voucher, then indicate so in the Description field of the spreadsheet, i.e., no JV.
5. State Employee Travel Reimbursement Request Numbering (TL Numbers)
Travel document numbers for FY16 are listed on Attachment 3 of this bulletin. All TLs use the “All Org Dept of Health Services” number series except those used by institutions and centers. Institutions and centers are assigned their own number series.
6. Reserve of Document Numbers in Anticipation of a COOP Event
In the event of a COOP (Continuity of Operations Program) Incident, 500 of each type of document number (BD, JV, DV/JV, IN, and TL) will be reserved for use. A physical log will be kept with COOP documentation and maintained annually, as needed.
ATTACHMENTS
1. Assigned Invoice Voucher Numbers for Department of Health Services – Fiscal Year 2016 2. Adjustment Document Numbering – Fiscal Year 2016
3. TL Document Numbers for Fiscal Year 2016
4. Telephone Service Order Numbers for Fiscal Year 2016 5. Wireless Order Numbers for Fiscal Year 2016
6. Department of Health Services Institution Purchase Order Numbers for Fiscal Year 2016 7. Department of Health Services Division Purchase Order Numbers for Fiscal Year 2016 CONTACTS
ATTACHMENT 1
ASSIGNED INVOICE VOUCHER NUMBERS
DEPARTMENT OF HEALTH SERVICES – FISCAL YEAR 2016 00001 – 00099 Bi-Weekly Payrolls
00100 – 00449 Bi-Weekly Fringe
00450 – 00999 Reserved by BFS Processing 01000 – 12999 Institutions
13000 – 13499 Reserved
13500 – 13999 Reserved for COOP use 14000 – 14199 Reserved
14200 – 20199 All Org Department of Health Services 20200 – 20299 Reserved
20300 – 20799 Fund 490/495 Payment Vouchers 20800 – 20999 Reserved
21000 – 44999 Assigned to BFS AP for the following organizations: Division of Public Health (1000)
DMHSAS and DLTC Facilities (Program 2)
Division of Health Care Access and Accountability (4000)
Division of Mental Health and Substance Abuse Services (5000) Division of Quality Assurance (6000)
Division of Long Term Care (7000) Office of the Secretary (8100)
Division of Enterprise Services (8200) Department-wide Services (8300)
Office of Policy Initiatives and Budget (8400) Office of the Inspector General (8500) Office of Children’s Mental Health (8600)
45000 – 45999 Reserved for BFS for non-State employee travel 46000 – 87999 Reserved
88000 – 88499 Employee Share Fringe – Refund 88500 – 88699 State Share Fringe
88700 – 88899 Supplemental Payroll – Personnel
88900 – 89199 Non-Payroll Fringe Benefit Adjustment Voucher 89200 – 89999 Reserved
90000 – 90599 Reserved (CARS 10-year cycle) 90600 – 90699 BFS CARS Unit – All Organization 90700 – 90999 Reserved (CARS 10-year cycle) 91000 – 95499 Reserved
95500 – 95699 DDB Case Services (CE and MER) 95700 – 97099 DDB Admin
ADJUSTMENT DOCUMENT NUMBERING – FISCAL YEAR 2016 Organization Journal Voucher Deposit / Journal Voucher Budget Document DLTC Facilities (Central Office – all org #s)
(Bill Huo) 20050 – 20099 40100 – 40149 60000 – 60099 DMHSAS (Central Office – Joe O’Connell) 20100 – 20149 40150 – 40199 60100 – 60199 Org 2 (BFS/Managerial Accounting)
(Mary Jane Krzewina) 20150 – 20299 None 60200 – 60399 MENDOTA MENTAL HEALTH INSTITUTE 20300 – 20599 40200 – 40499 60400 – 60599 WINNEBAGO MENTAL HEALTH
INSTITUTE 20600 – 21199 40500 – 41099 60600 – 60799 SAND RIDGE SECURE TREATMENT
FACILITY 21200 – 21499 41100 – 41399 60800 – 60999
WISCONSIN RESOURCE CENTER 21500 – 21699 41400 – 41599 61000 – 61199 CENTRAL WISCONSIN CENTER 21700 – 21999 41600 – 41899 61200 – 61399 NORTHERN WISCONSIN CENTER 22000 – 22299 41900 – 42199 61400 – 61599 SOUTHERN WISCONSIN CENTER 22300 – 22599 42200 – 42499 61600 – 61799
BFS COLLECTIONS 42500 – 42899 ALL ORGANIZATION 2nd JV range 22600 – 23599 89600 – 99599 42900 – 55199 61800 – 67199 CORRECTION TRANSFERS 23600 – 24599
DHS – Reserved for Vital Records 55200 – 55499 DHS (Credit Card – reserved for
Lora Affholder) 55500 – 56499
DDB (Mark Prodoehl) 24600 – 24799 56500 – 56599
Reserved for COOP Use 24800 – 25299 56600 – 57099 67200 – 67699 BFS Reserve 25300 – 29499 57100 – 99999 67700 – 99999 Supplemental Payroll Processing
(This JV series should be the same document number range as the range used for invoices for supplemental payroll) (Expenditure Accounting)
89400 – 89599
BFS used for All Org 2nd range 89600 – 99599
ATTACHMENT 3
TL DOCUMENT NUMBERS FOR FISCAL YEAR 2016
Organization Name SFY 2016
DISABILITY DETERMINATION BUREAU 80000 – 80499 MENDOTA MENTAL HEALTH INSTITUTE 80500 – 80999 WINNEBAGO MENTAL HEALTH INSTITUTE 81000 – 81499 SAND RIDGE SECURE TREATMENT FACILITY 81500 – 81999
WISCONSIN RESOURCE CENTER 82000 – 82499
CENTRAL WISCONSIN CENTER 82500 – 82999
NORTHERN WISCONSIN CENTER 83000 – 83499
SOUTHERN WISCONSIN CENTER 83500 – 83999
ALL ORG DEPT OF HEALTH SERVICES 84000 – 93999
RESERVED FOR COOP USE 94000 – 94499
TELEPHONE SERVICE ORDER NUMBERS FOR FISCAL YEAR 2016 July 1, 2015 – June 30, 2016 DIVISION TELEPHONE SERVICE VOICEMAIL ORDER NUMBERS ORDER BEGINNING ENDING
DIV OF ENTERPRISE SERVICES 1000 – 1399 1400 – 1699
DIV OF HEALTH CARE ACCESS AND
ACCOUNTABILITY 1700 – 1799 1800 – 1899
DIV OF LONG TERM CARE 1900 – 1999 2000 – 2199
DIV OF MENTAL HEALTH AND SUBSTANCE
ABUSE SERVICES 2100 – 2299 2300 – 2499
DIV OF PUBLIC HEALTH 2500 – 2699 2700 – 2899
DIV OF QUALITY ASSURANCE 2900 – 3099 3100 – 3299
OFFICE OF CHILDREN’S MENTAL HEALTH 3300 – 3399 3400 – 3499
OFFICE OF LEGAL COUNSEL 3500 – 3599 3600 – 3699
OFFICE OF POLICY INITIATIVES AND
BUDGET 370 – 3799 3800 – 3899
OFFICE OF THE SECRETARY 3900 – 3999 4000 – 4099
OFFICE OF THE INSPECTOR GENERAL 4100 – 4199 4200 – 4299 NOTE: If you run out of service order numbers, call the Telecom Office at 608-266-3544 to request additional numbers.
ATTACHMENT 5
WIRELESS ORDER NUMBERS FOR FISCAL YEAR 2016 (Basic Cell, iPhone, iPad, Air Card)
July 1, 2015 – June 30, 2016
DIVISION BEGINNING ENDING
DIV OF ENTERPRISE SERVICES 4300 – 4599
DIV OF HEALTH CARE ACCESS AND ACCOUNTABILITY 4600 – 4899
DIV OF LONG TERM CARE 4900 – 5199
DIV OF MENTAL HEALTH AND SUBSTANCE ABUSE SERVICES
5200 – 5499
DIV OF PUBLIC HEALTH 5500 – 5799
DIV OF QUALITY ASSURANCE 5800 – 6099
OFFICE OF CHILDREN’S MENTAL HEALTH 6100 – 6199
OFFICE OF LEGAL COUNSEL 6200 – 6299
OFFICE OF POLICY INITIATIVES AND BUDGET 6300 – 6399
OFFICE OF THE SECRETARY 6400 – 6499
OFFICE OF THE INSPECTOR GENERAL 6500 – 6599
NOTE: If you run out of service order numbers, call the Telecom Office at 608-266-3544 to request additional numbers.
DEPARTMENT OF HEALTH SERVICES
INSTITUTION PURCHASE ORDER NUMBERS FOR FISCAL YEAR 2016 July 1, 2015 – June 30, 2016
PURCHASE ORDER NUMBERS
INSTITUTION / OFFICE PREFIX BEGINNING ENDING
CENTRAL WISCONSIN CENTER GT* 62001 – 62700
NORTHERN WISCONSIN CENTER GN* 62701 – 62950
SOUTHERN WISCONSIN CENTER GS* 62951 – 64900
MENDOTA MENTAL HEALTH GM* 64901 – 65600
WINNEBAGO MENTAL HEALTH GW* 65601 – 67600
WISCONSIN RESOURCE CENTER GW* 67601 – 68300
SAND RIDGE SECURE TREATMENT FACILITY GR* 68301 – 69999 FY PREFIX FISCAL YEAR
A 1 B 2 C 3 D 4 E 5 F* 6 G 7 H 8 I 9 J 0
ATTACHMENT 7
DEPARTMENT OF HEALTH SERVICES
DIVISION PURCHASE ORDER NUMBERS FOR FISCAL YEAR 2016 July 1, 2015 – June 30, 2016
PURCHASE ORDER NUMBERS
DIVISION / OFFICE PREFIX BEGINNING ENDING
DIVISION OF PUBLIC HEALTH FA* 60001 – 60600
DIVISION OF HEALTH CARE ACCESS AND
ACCOUNTABILITY (FKE 60850 – 60900 assigned to DDB)
FK* 60601 – 60900
DIVISION OF MENTAL HEALTH AND SUBSTANCE ABUSE SERVICES
FB* 60901 – 61000
DIVISION OF QUALITY ASSURANCE FC* 61001 – 61100
DIVISION OF LONG TERM CARE FJ* 61101 – 61350
DIVISION OF ENTERPRISE SERVICES
BUREAU OF INFORMATION TECHNOLOGY SERV 490/495 PROJECTS – BFS ONLY FH* FH* FH* 61351 61451 61601 – 61450 61600 61700 OFFICE OF POLICY INITIATIVES AND BUDGET
OFFICE OF LEGAL COUNSEL OFFICE OF THE SECRETARY
OFFICE OF THE INSPECTOR GENERAL OFFICE OF CHILDREN’S MENTAL HEALTH
FF* 61701 – 61800
ALL ORGANIZATION FM* 61801 – 61850
DIRECT CHARGES 61851 – 62000
FY PREFIX FISCAL YEAR
A 1 B 2 C 3 D 4 E 5 F* 6 G 7 H 8 I 9 J 0
