In order to more easily identify the originating institution and to assist in the fund reconciliation
effort, a methodology for assigning payroll document numbers has been developed and should be followed
by each Regents institution effective with the payroll period ending July 27, 1996, paid August 9, 1996.
The first two digits of DA-175 and STARS funding file document numbers for Regents institutions should
be assigned as follows:
| AGENCY |
DOCUMENT NUMBERS |
| 246 and 385 |
S4, V4, etc. |
| 367 |
S5, V5, etc. |
| 379 |
S6, V6, etc. |
| 682 |
S7, V7, etc. |
| 683 |
S8, V8, etc. |
| 715 |
S9, V9, etc. |
Document numbers which begin with 'S' will continue to identify receipt transactions; those beginning
with 'V' will continue to identify expenditures.
Due to the availability of document numbers, the first two digits of the document numbers for agency
246 and 385 will not be unique. These two agencies may originate the same document number at the same time
since the batch information accompanying the documents will allow the transactions to be uniquely identified.
The final six digits of the document number can be assigned using whatever methodology best meets
the needs of each institution. The SHARP system uses the following document
numbering methodology for assigning the final six digits of the document numbers:
| On-cycle |
Digits 3 & 4 = the month of the pay period ending date |
| |
Digits 5-8 = a system-generated sequence number |
| Off-cycle |
Digits 3-5 = the fiscal year Julian date for the off-cycle processing date |
| |
Digits 6-8 = a system-generated sequence number |
For example: the last six digits of the first off-cycle receipt document number originated on
June 30 would be '365001'.
Regents institutions are not required to use the SHARP methodology
for assigning the last six digits of their document number. This information is being provided for
information only and as a guide for any institution seeking assistance in developing a methodology.
Regardless of the methodology used to assign the final six digits of the document number, it would
be helpful to Payroll Services staff if the last seven digits of the document number for expenditure
transactions was the same as the last seven digits of the document number for the corresponding receipt
transactions.
If you have any questions regarding this circular, please contact Payroll Services at (913) 296-3146.
