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USAS Coding Instructions

2o Appropriation Number Profile

Centrally and agency defined. The Appropriation Number Profile (20) screen is centrally defined except for the agency budget indicators. The 20 profile creates a valid appropriation in USAS. An appropriation is the legislative authorization to spend an amount of money for a purpose.

 TEXAS  S020           UNIFORM STATEWIDE ACCOUNTING SYSTEM    MM/DD/YY HH:MM PM 
 LINK TO:                 APPROPRIATION NUMBER PROFILE                     PROD 
                                                                                
 ACTION:   (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)                        
 AGY:     APPN YEAR:     APPN NO:                                               
                                                                                
 APPROP –  TYPE:      GROUP:       LEG SESS:     SESS CALL #:   ACT BL #:       
 BL LN #:      RIDER #:      PROG CODE:      COMP SRC/GRP:       REL APPN:      
                                                                                
 I/E (I=INCLUDE, E=EXCLUDE)                                                     
 ENTER UP TO 10 FUNDS/COMP OBJS SEPARATED WITH EITHER “-” OR “,”.               
 APPD FUND                                                                      
   REV OBJ                                                                      
   EXP OBJ                                                                      
                                                                                
 APPN INDS- UB:    CTL TYP- CASH:   ACCR:   ENC:     BUDG TYPE:   REV EXC COL:  
 DEP INT IND:      APPN LEVEL-     ORGANIZATION:          PROG:                 
 ALLOT INDS-   SEL:   CTL TYP:      QTR:   PERC:     PROG/OBJ BUD OBJ LEV IND:  
 AGY BDG INDS-       CTL TYPE:          OBJ LVL:     ALLOT SEL:     ALLOT CTL:  
                                                         STATUS CODE:           
  EFF START DATE:            EFF END DATE:            LAST PROC DATE:           
                                                                                
                                                                                
 F1-HELP F3-END F4-INTERRUPT F6-PROCESS F9-20B                                  
 

Every appropriation is referenced by a five-digit appropriation number that can be associated with or looked up by an index or program cost account (PCA). An appropriation number identifies a strategy item or rider in the General Appropriations Act (GAA) or other legislation.

An appropriation number is created for:

  • Every line item strategy in the GAA, including every rider and special legislative bill that appropriates money;
  • Capital outlay for equipment and software;
  • Construction project for each agency; and
  • Miscellaneous appropriations, such as unappropriated, reappropriated and expenditures outside of the GAA.

The 20 profile also maintains many of the control indicators that relate to appropriations, allotments, agency budgets and allotments of agency budgets. Data elements such as appropriation group, comptroller object and program code contained in the appropriation profile must also exist in their respective USAS profiles.

This profile is included in the annual USAS profile rollover. Profile rollover creates new profile records to be used in the next fiscal year (FY) and appropriation year (AY) based on existing profile records for the current FY and AY.

ACTION (Required)
Enter the one-character action code.

A Add a new record
C Change an existing record*
D Delete an existing record*
N Next – Recall next record

Note: The agency number is a required field for the next action to display information.

R Recall

*Note: Record must be recalled before this action can be performed.

AGENCY (Control key – Required)
Enter the three-digit agency number assigned to the agency.

APPN YEAR (Control key – Required)
Enter the two-digit appropriation year. The appropriation year is the year for which funds are appropriated by the Legislature for setting up budgets, depositing money and paying obligations.

APPN NO (Control key – Required)
Enter the five-digit centrally defined appropriation number.

If adding a new record, enter the appropriation title (up to 40 characters) in the untitled field following APPN NO.

Note: The appropriation title will be displayed on recall.

Appropriation numbers fall into the following groupings:

00000 – 09999 Unappropriated and payroll activity
10000 – 13999 GAA regular line item strategies
20000 – 29999 GAA riders
30000 – 39999 Additional legislation that appropriates funds
40000 – 49999 GAA capital budget – Construction projects
50000 – 59999 GAA capital budget – Non-construction projects
70000 Unappropriated earned federal funds
80000 – 89999 Interagency contract benefits (HHS agencies only)
90000 – 99999 Unappropriated receipts and payroll benefits

TYPE (Required to add new record)
Enter the one-digit appropriation type as listed in the Titles Profile (D53) under TABLE ID APTY.

1 Operating
2 Construction
3 Higher education

GROUP (Required to add new record)
Enter the two-digit appropriation group code. Appropriation groups are centrally defined on the Appropriation Group Profile (D15).

LEG SESS (Required to add new record)
Enter the two-digit legislative session number for the session when the appropriation was approved.

SESS CALL # (Optional)
Enter the one-digit called session number, if applicable.

ACT BL # (Required to add new record)
Enter the act/bill number for the bill that approved the appropriation (up to six alphanumeric characters).

BL LN # (Optional)
Enter the line number of the bill that approved the appropriation (up to four characters).

RIDER # (Optional)
Enter the rider number associated with this appropriation (up to four characters).

PROG CODE (Optional)
Enter the four-digit program code if the appropriation equates to the strategy. This field is set centrally as blank.

Note: When the APPN LEVEL-PROG field on the 20 profile is greater than zero and the program code is not inferred by the PCA, then the program code entered in this field will be inferred during transaction processing.

COMP SRC/GRP (Optional – For informational purposes only)
Enter the four-digit comptroller source/group code to associate the appropriation with groups of comptroller objects as centrally defined on the Comptroller Source/Group Profile (DØ9).

REL APPN (Required to add new record)
Enter the five-digit related appropriation number. The related appropriation number must be either the appropriation number in the control key or an appropriation number listed on the D53 profile under the TABLE ID RELA. If the REL APPN field is left blank, it will default to the appropriation number in the control key.

APPD FUND I/E (Required if appropriated funds are entered)
Enter the single character for either include (I) or exclude (E) appropriated funds. The character entered in this field will apply to the subsequent appropriated funds.

APPD FUND (Optional)
Enter the four-character appropriated fund or appropriated fund range. This field is used to associate appropriated funds with appropriations. In transaction entry, USAS will verify that the appropriated fund inferred by the fund number on the transaction is allowed for the agency, appropriation number and AY on the transaction.

  • The appropriated funds must be centrally defined on the Appropriated Fund Profile (D22).
  • There are 10 appropriated fund fields available for use.
  • Each appropriated fund or range of appropriated funds must be separated by commas, and ranges must be identified with a dash.

    For example:

    APPD FUND  I   0001 , 0862 , 0866 – 0884 , 0903

REV OBJ I/E (Required)
Enter the single character for either include (I) or exclude (E) comptroller revenue objects. The character entered in this field will apply to the subsequent comptroller revenue objects.

REV OBJ (Required if I for include revenue objects is entered)
Enter the four-character comptroller revenue object or number range. This field is used to associate revenue comptroller objects with appropriations. In transaction entry, USAS will verify that the revenue object entered on the transaction is allowed for the agency, appropriation number and AY on the transaction.

  • The revenue objects must be centrally defined on the Comptroller Object Profile (D1Ø).
  • There are 10 revenue object fields available that can be set up for each agency, appropriation and AY.
  • Each revenue object code or range of revenue objects must be separated by commas, and ranges must be identified with a dash.

    For example:

    REV OBJ  I   3790 , 3992 – 3994
  • To exclude all revenue objects, enter E in the REV OBJ I/E field and leave the REV OBJ fields blank.

EXP OBJ I/E (Required)
Enter the single character for either include (I) or exclude (E) comptroller expenditure objects. The character entered in this field will apply to the subsequent comptroller expenditure objects.

EXP OBJ (Required if I for include expenditure objects is entered)
Enter the four-digit comptroller expenditure object or number range. This field is used to associate expenditure objects with appropriations. In transaction entry, USAS will verify that the expenditure object entered on the transaction is allowed for the agency, appropriation number and AY on the transaction.

  • The expenditure objects must be centrally defined on the D1Ø screen.
  • There are 10 expenditure object fields available for use.
  • Each expenditure objects or range of expenditure objects must be separated by commas, and ranges must be identified with a dash.

    For example:

    EXP OBJ  I   7000 – 7899 , 7947 , 7961 – 7962 , 7968 – 7985
  • To exclude all expenditure objects, enter E in the EXP OBJ I/E field and leave the EXP OBJ fields blank.

Appropriation Indicators

UB (Required to add new record – For informational purposes only)
Enter the one-character unexpended balance (UB) indicator. The unexpended balance is the unencumbered balance of an appropriation that may be brought forward from one AY to the next. Whether an appropriation’s UB can be transferred to the next AY is determined by the GAA or other special legislation.

1 No UB budget authority
2 UB authority for cash and budget
3 UB authority for cash only

Control Type Indicators

CASH (Required to add new record)
Enter the one-digit appropriation cash funding edit indicator. During transaction processing, this element determines the level of funding edit control on the appropriation (AP) financial table exercised over the remaining free budget and appropriation cash available on a cash basis.

0 None – Funding edits are not performed.
1 Absolute – Fatal error occurs if cash is insufficient.
2 Advisory – Warning message appears if cash is insufficient.

ACCR (Required to add new record)
Enter the one-digit appropriation accrual funding edit control type indicator. During transaction processing, 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 accrual basis.

0 None – Funding edits are not performed.
1 Absolute – Fatal error occurs if cash is insufficient.
2 Advisory – Warning message appears if budget is exceeded.

ENC (Required to add new record)
Enter the one-digit appropriation encumbrance funding edit control type indicator. During transaction processing, 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.

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.

BUDG TYPE (Required to add new record)
Enter the one-character budget type indicator. This indicator defines how the appropriation will be treated for the General Revenue Reconciliation portion of the agency’s annual financial report (AFR).

A Appropriated – There is legislative authority to expend.
U Unappropriated – There is legislative authority to collect revenue but no authority to expend.
N Non-budgeted – Budget type is not specifically appropriated by the GAA or other special legislation.

REV EXC COL (Required to add new record)
Enter the one-character revenue excess collection indicator.

Y Yes. Increase appropriation budget for excess revenues collected above the estimated collected revenue budget.
N No. Do not increase appropriation budget for excess revenues.
Note: When the REV EXC COL is set to Y and (-11+12+20-21) is greater than zero, the following balance types are included in the appropriation remaining budget algorithms. If this indicator is set to N, these balance types are not included in the appropriation remaining budget algorithms.
11 Estimated collected revenues
12 Cash revenues
20 Cash transfers in
21 Cash transfers out

DEP INT IND (Required to add new record – For informational purposes only)
Enter the one-character depository interest indicator.

Y Yes. Appropriation may accept depository interest.
N No. Appropriation may not accept depository interest.

Appropriation Level Indicators

ORGANIZATION (Required to add new record)
Enter the one-digit agency organization level indicator. This is the level that organization will post to the AP table. This is also the level at which funding controls will be applied on the AP table if the control type is set to fatal or warning.

0 Do not post organization code to the AP table. This field is set centrally to 0.
1 Post to organization level 1 (Agency level). An index must be either entered or inferred on all transactions that post to the AP table.
2–9 Post to organization level 2–9. An index must be either entered or inferred on all transactions that post to the AP table.

PROG (Required to add new record)
Enter the one-digit agency strategic (program) structure (see Data Classification Structure on the USAS Reference page) level indicator. This is the level that program will post to the AP table. This is also the level at which funding controls will be applied if the control type is set to fatal or warning.

0 Do not post program code to the AP table. This field is set centrally to 0.
1 Post to agency goal level.
2 Post to agency objective level.
3 Post to agency strategy level.
4–9 Post to program code levels 4–9.

Allotment Indicators

Note: Allotment indicators are not currently in use.

SEL (Required to add new record – For informational purposes only)
Enter the one-character selection indicator. This element determines if this appropriation will be monitored by a monthly or quarterly time period.

N No allotments
M Monthly allotments
Q Quarterly allotments

CTL TYP (Required to add new record – For informational purposes only)
Enter the one-digit control type indicator. This control type determines the severity of the appropriation allotment funding edits on the AP table.

0 No – Funding edits are not performed.
1 Absolute – Fatal error occurs if budget is exceeded.
2 Advisory – Warning message appears if budget is exceeded.

QTR (Required to add new record – For informational purposes only)
Enter the one-character quarter indicator. This element determines if a particular quarter will be manually monitored for expenditures less than the percentage identified in the PERC field.

1 First quarter
2 Second quarter
3 Third quarter
4 Fourth quarter
N Do not monitor by quarter

PERC (Required to add new record – For informational purposes only)
Enter the two-digit percent. This element is used in conjunction with the quarter in the QTR field. The PERC field represents the percentage of the appropriation budget which is allocated to each quarter. The allotment indicators for quarter and percentage define the maximum rate of expending an appropriation.

PROG/OBJ BUD OBJ LEV IND (Required to add new record – For information purposes only)
Enter the one-digit program object/budget object indicator. This element determines the object level used for allotment edits.

0 No object postings
2 Comptroller object
3 LBB object

Agency Budget Indicators

CTL TYPE (Required to add new record)
Enter the one-digit agency budget funding edit control type indicator. During transaction processing, this element determines the level of funding edit control on the agency budget (AB) financial table exercised over the adjusted AB budget, remaining AB budget and remaining AB allotment.

0 No – Funding edits are not performed.
1 Absolute – Fatal error occurs if budget is insufficient.
2 Advisory – Warning message appears if budget is insufficient.

OBJ LVL (Required to add new record)
Enter the one-digit agency budget object level indicator. During transaction processing, this element determines which object/object groups will be posted to the AB table, and all associated funding edits for the AB table will be applied at this level.

0 No object postings
1 Comptroller source group
2 Comptroller object
3 LBB object
4 Agency object group
5 Agency object

ALLOT SEL (Required to add new record – Not currently in use)
Enter the one-character allotment selection indicator. This element determines if the agency budget will be allotted, and, if so, on a monthly or quarterly basis.

N Not applicable (Default)
M Monthly
Q Quarterly

Note: Agency budget allotment amounts are entered on the AB table through transaction entry for balance type 24. Whether to apply this amount monthly or quarterly is determined by the value in the ALLOT SEL field.

ALLOT CTL (Not currently in use)
Enter the one-digit allotment funding edit control indicator. This element determines the level of funding edit control on the AB table when comparing the AB allotment to the expenditures posted to the AB table.

  Blank – Required value if the ALLOT SEL indicator is N.
0 No – Funding edits not performed.
1 Absolute – Fatal error occurs if budget is insufficient.
2 Advisory – Warning message appears if budget is insufficient.

STATUS CODE (Optional)
Enter the one-character status code.

A Active (Default)
I Inactive

Note: The status code may be used in lieu of deleting a profile record to prevent the system from using the profile record for system processing. Set the status to I to inactivate profiles no longer in use.

EFF START DATE (Optional)
Enter the eight-digit effective start date (MMDDYYYY), which identifies when the information established on the profile record becomes accessible for system processing. Leaving this field blank causes the vendor/payee number to become immediately available for system processing, and the effective start date defaults to the current date.

EFF END DATE (Optional)
Enter the eight-digit effective end date (MMDDYYYY), which identifies when the profile record is no longer accessible for system processing. Leaving this field blank causes the profile to have no effective end date; therefore, any system processing using the profile record will not be restricted by the effective end date.

Non-construction appropriations have an effective end date of 0831YYYY, where the year (YYYY) is based on the year authorized plus the following two fiscal years.

Construction appropriations have an effective end date of 0831YYYY, where the year (YYYY) is based on the year authorized plus the following four fiscal years.

LAST PROC DATE (System generated)
Displays the last process date. The system defaults to the last date (MMDDYYYY) that any online modification (add or change) was made to the profile record.

Function Key Definitions

F1 (Help) Automatically links to the News/Help Table (90) screen. Will transfer to the appropriate type of help depending upon the screen and activity the user is on at the time F1 is pressed.
F3 (End) Returns the screen to the menu associated with that screen.
F4 (Interrupt) Initiates or ends an active interrupt. When ending an active interrupt, F4 returns the user to the original screen showing the same information as was on the screen when the active interrupt was initiated. This does not undo the last action.
F6 (Process) Submits transaction data to the edit process. If the edit process is successful, an acceptance message is produced, and the profile record information is stored in the system. If the edit process is not successful, an error message(s) will result. Retains current information on the screen upon completion of processing.
F9 (2ØB) Automatically links to the Appropriation AFR T-code/COBJ Profile (2ØB). If a profile record has been recalled and is displayed on the 20 screen when the F9 key is pressed, the agency number, AY and appropriation number will be carried over to the 2ØB screen.
Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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