N.Y. Comp. Codes R. & Regs. tit. 16 § 461.2
Current through Register Vol. 46, No. 36, September 4, 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.N.Y. Comp. Codes R. & Regs. Tit. 16 § 461.2