STATE OF WISCONSIN DEPARTMENT OF HEALTH SERVICES DIVISION OF ENTERPRISE SERVICES 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. Page 1 of 9
Page 2 of 9 c. All Organization Number Series 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 Expenditure Accounting Section Chief
Page 3 of 9 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 97100 99999 Reserved
Organization Section 9 FMS Processing 1.2 Page 4 of 9 ATTACHMENT 2 ADJUSTMENT DOCUMENT NUMBERING FISCAL YEAR 2016 Deposit / Journal Journal Voucher Voucher DLTC Facilities (Central Office all org #s) (Bill Huo) Budget Document 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 SAND RIDGE SECURE TREATMENT FACILITY 20600 21199 40500 41099 60600 60799 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 2 nd JV range 22600 23599 89600 99599 CORRECTION TRANSFERS 23600 24599 DHS Reserved for Vital Records 55200 55499 DHS (Credit Card reserved for Lora Affholder) 42900 55199 61800 67199 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 2 nd range 89600 99599 BFS Reserve 99600 99999
Page 5 of 9 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 RESERVED BY BFS 94500 99999
Page 6 of 9 ATTACHMENT 4 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.
Page 7 of 9 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.
Page 8 of 9 ATTACHMENT 6 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 EXAMPLE: GT + F (FY2016) + PO NUMBER = GTF 62001
Page 9 of 9 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) DIVISION OF MENTAL HEALTH AND SUBSTANCE ABUSE SERVICES FK* 60601 60900 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 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 FH* FH* FH* 61351 61451 61601 61450 61600 61700 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 EXAMPLE: FK + F (FY2016) + PO NUMBER = FKF 60601