IR 17382 – USAS System Change
Sept. 25, 2014
Introduction
Information Request (IR) 17382 for the Uniform Statewide Accounting System (USAS) changed the encumbrance edit control for all active appropriations effective Sept. 25, 2014.
Issue
The ENC field on the Appropriation Number Profile (20) establishes the encumbrance funding edit control type indicator. This element determines the level of funding edit control on the AP table exercised over the remaining free budget and appropriation cash available on an encumbered basis. Valid values are:
| Value | Description |
|---|---|
0 |
None – Funding edits are not performed. |
1 |
Absolute – Fatal error occurs if cash is insufficient. |
2 |
Advisory – Warning message appears if the remaining encumbered basis budget or the appropriation encumbered cash available is exceeded. |
Per Encumbrance Report and Lapsing of Appropriations (APS 018) (FPP A.019), over encumbering of an appropriation should be avoided.
Over encumbering of funds could skew the data included in the Biennial Revenue Estimate and the amount deposited into the Economic Stabilization Fund. State agencies and institutions of higher education are required to accurately report all encumbrances.
Solution
To help meet the requirements of APS 018, the ENC field on the 20 profile screen was changed to 2 (Advisory) for appropriations in active status for all appropriation years. This change was made for all state agencies and institutions of higher education.
If you have questions, please contact your agency's ACO.