New York Codes, Rules and Regulations › Title 16 - DEPARTMENT OF PUBLIC SERVICE › Chapter IV - STEAM UTILITIES › Subchapter F - Uniform Systems Of Accounts › Article 1 - Classes A and B › Part 461 - Instructions-general › Section 461.2 - Records

Current through Register Vol. 46, No. 28, July 10, 2024
(a) Each utility
					 shall so keep its books of account, and all other books, records, and memoranda
					 which support in any way the entries in such books of account, as to be able to
					 furnish readily full information as to any item included in any account. Each
					 entry shall be supported by such detailed information as will permit a ready
					 identification, analysis, and verification of all the facts relevant
					 thereto.
(b) The books and records
					 referred to herein include not only accounting records in a limited technical
					 sense, but all other records such as minute books, stock books, reports,
					 correspondence, memoranda, engineering records, calculations, drawings, etc.,
					 which may be useful in developing the history of or facts regarding any
					 transaction.
(c) Except as
					 authorized by the commission, all operating, accounting, or financial papers,
					 records, books, invoices, stubs, maps, or documents or any papers or records
					 which support entries to any of the accounts or which are necessary for an
					 analysis shall be retained permanently. All such records shall be accessible,
					 at all times, to the authorized representatives of the commission at a location
					 within the State of New York.
(d)
					 Subdivisions of any account in the system of accounts prescribed herein may be
					 kept, provided that such subdivisions do not impair the integrity of the
					 prescribed accounts. The titles of all such subdivisions or subaccounts shall
					 refer by number or title to the account or accounts of which they are
					 subdivisions.
(e) Clearing
					 accounts, in addition to those prescribed, and temporary or experimental
					 accounts may be kept, provided such additional accounts do not impair the
					 integrity of the prescribed accounts.
(f) Not later than July 1, 1944, each utility
					 shall have filed with the commission a copy of its manual of accounts, or other
					 systematic statement of accounts, showing every account or subaccount kept
					 during the year 1943, and thereafter shall file (either as the changes occur,
					 or for each calendar year at a date not later than the filing of its annual
					 report) a statement of each account, subaccount, and clearing account opened or
					 discontinued and the effective date of each change. For each clearing account
					 opened, the purpose of the account shall be stated.
(g) The numbers prefixed to account titles
					 are to be considered as part of the titles. Each utility may, however, adopt a
					 different system of account numbers provided that the numbers herein prescribed
					 shall appear in the descriptive headings of the ledger accounts. When the same
					 account number is used in systems of accounts prescribed for different classes
					 of operations conducted by one utility, the initial letters S, E, G, O, R, and
					 W may be prefixed to identify the account with steam heating, electric, gas,
					 omnibus, rail line, or water, respectively. Common utility plant and operating
					 accounts shall be designated by letter C.