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USAS Coding Instructions

22 Cost Allocation Profile

Agency defined. The Cost Allocation Profile (22) screen and Fixed Percent Allocation Profile (23) control cost allocation within USAS, including:

The program cost account (PCA)/index combination that will be allocated,
The method for allocating the expenditures recorded in the PCA/index combination,
The transaction codes used to allocate the expenditures,
The PCA/index combination that will receive allocations,
The percent of expenditures to allocate to each PCA/index combination,
The comptroller or agency object used to calculate the relative percents of expenditures in the allocation base and
The distribution base for which percentages are calculated.

 TEXAS  S022       USAS  – COST ALLOCATION PROFILE            MM/DD/YY HH:MM PM 
 LINK TO:        ACTION:   (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)   PROD 
                                                                                
 AGENCY:     INDEX CODE:         PCA:            APPN YEAR:                     
 TITLE:                                          PCA TYPE:   SEQ:   VAR:        
 DIST-      TYPE:     RATE:             DESC:                                   
 TYPE-5 CROSS-FUND IND:                                                         
 ALLOC BY OBJ:            COMP/AGY OBJ:                                         
 CR INDEX CODE:           PCA:                       CR COMP/AGY OBJ:           
                                                                                
 CHG CASH – TC:           CHG ACCR – TC:             CHG PYRL – TC:             
 CR CASH  – TC:           CR ACCR  – TC:             CR PYRL  – TC:             
                                                                                
 DIST BASE   OBJ     LOW 1:       HIGH 1:       LOW 2:       HIGH 2:            
 RANGE-     TYPE:    LOW 3:       HIGH 3:       LOW 4:       HIGH 4:            
                1:                1:               1:              1:           
 ALLOC   INDEX  2:         INDEX  2:         PCA   2:        PCA   2:           
 RANGE-   LOW:  3:         HIGH:  3:         LOW:  3:       HIGH:  3:           
                4:                4:               4:              4:           
                5:                5:               5:              5:           
  EFF ST DT:          EFF END DT:          LAST PRC DT:          STAT CODE:     
                                                                                
                                                                                
 F1-HELP F3-END F4-INTERRUPT F6-PROCESS F10-23 SCREEN

The 22 screen sets up all the cost allocation data except for the fixed percentage of expenditures to be allocated to the PCA/index combination. The information entered into the key for the 22 screen will roll over into the 23 screen when adding a record.

The 23 screen identifies the elements required for receiving the allocation in for cost allocation method type 4 fixed percentage.

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.

INDEX CODE (Control key – Required)
Enter the five-digit agency index. Index codes are agency defined on the Index Code Profile (24). This is the index recorded on the original expenditure from which allocations will be made. When not allocating by index, 00000 INDEX CODE field, and 99999 must be set up as the index in the 24 profile.

PCA (Control key – Required)
Enter the five-digit PCA. PCAs are defined on the Program Cost Account Profile (26). This is the PCA recorded on the original expenditure from which allocations will be made.

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

TITLE (Optional)
Enter the profile record title (up to 40 characters).

PCA TYPE (Required to add new record)
Enter the valid value 2 to identify that the PCA will not create a variance.

2	Identifies a PCA/index combination allocated during normal allocation runs. Variances are not allowed.
3	Identifies a PCA/index combination allocated during variance runs. Variances occur when 100 percent of expenditures are not allocated out. Not currently in use.

SEQ (Required to add new record)
Enter the one-digit sequence value that identifies which cost allocation step the PCA/index combination will be allocated. The cost allocation steps available are 1, 2, 3 and 4.

VAR (Required to add new record)
Enter the valid value of 3 to indicate that no variances will be created.

Distribution Information

TYPE (Required to add new record)
Enter the one-digit value that identifies the cost allocation method type as either standard or percent. Cost allocation methods 1, 2 and 3 cannot be used.

1, 2, 3	Not allowed
4	Fixed percent
5	Calculated percent

RATE (Not currently in use)
Enter the percentage rate for the standard cost allocation method types 1, 2 and 3.

DESC (Optional)
Enter the 30-character descriptive text.

TYPE-5 CROSS-FUND IND (Required to add new record if distribution type is 5 for calculated percent – Leave blank if distribution type is 4 for fixed percent)
Enter the one-character value identifying whether allocations to the PCA/index combination will use the fund from the original expenditure or cross to a different fund.

Y	Yes. Allow allocations to cross funds.
N	No. Prevent allocations from crossing funds.

ALLOC BY OBJ (Required to add new record)
Enter the one-character value that identifies whether expenditures will be allocated by object code. All expenditure transfers and cost allocations must be tied to a comptroller object from the original expenditure, and all allocations in will carry the object code from the original expenditure. If an agency uses agency objects, both comptroller objects and agency objects will be included on the generated transactions.

Y	Yes. Expenditure carries over an object (Required value).
N	No. Expenditure does not carry over an object.

COMP/AGY OBJ (Not currently in use)
Enter the comptroller or agency object that will appear on the IN record for the allocation in when ALLOC BY OBJ field is set to N. Variances occur when 100 percent of expenditures are not allocated out.

CR INDEX CODE (Optional)
Enter the five-digit index to record the allocation out. This field is used to select an index other than the one in the control key.

PCA (Required)
Enter the five-digit PCA to record the allocation out. This field is used to select a PCA other than the one in the control key.

CR COMP/AGY OBJ (Not currently in use)
Enter the comptroller or agency object that will appear on the OUT record for the allocation out when ALLOC BY OBJ field is set to N.

CHG CASH – TC/CHG ACCR – TC/CHG PYRL – TC (Required to add new record)
Enter the three-digit transaction codes used to transfer expenditures into the receiving PCA/index combination for cash expenditures, accrued expenditures and accrued payroll expenditures. All three TC fields must be entered.

The T-codes determine whether the allocations are made on an actual or memo basis. The allocation T-codes for accruals will automatically create reversing transactions in the period following the allocation.

The most common T-codes for memo allocations:

CHG CASH	305
CHG ACCR	324
CHG PYRL	324

The most common T-codes for actual allocations:

CHG CASH	366
CHG ACCR	320
CHG PYRL	320

CR CASH – TC/CR ACCR – TC/CR PYRL – TC (Required to add new record)
Enter the three-digit transaction codes used to transfer expenditures out of the allocating PCA/index combination for cash expenditures, accrued expenditures and accrued payroll expenditures. All three TC fields must be entered.

The most common T-codes for memo allocations:

CHG CASH	306
CHG ACCR	325
CHG PYRL	325

The most common T-codes for actual allocations:

CHG CASH	367
CHG ACCR	321
CHG PYRL	321

Distribution Base Range

OBJ TYPE (Required if using distribution type 5 for calculated percent)
Enter the one-digit value that identifies whether the subsystem looks at the agency object or comptroller object when determining which expenditures to use to calculate the allocation percentage.

C	Comptroller object
A	Agency object

LOW 1–4/HIGH 1–4 (Required if using distribution type 5 for calculated percent)
Enter the four-digit expenditure or statistical objects to identify the range of comptroller/agency objects to be used in type 5. The range of objects determines which expenditures type 5 uses to calculate the allocation percentage. The allocation percentage will be applied to each PCA and/or index receiving an allocation in.

7001–7999	Expenditure objects
9998	Statistical objects (record agency-defined statistical data)

Allocation Range

INDEX LOW (1–5)/INDEX HIGH (1–5) (Optional if used with distribution type 5 for calculated percent)
Enter up to five index codes that identify:

The range of index codes that will receive an allocation in when using cost allocation method type 5 and
The expenditures in each index range that will be used to calculate the percentage of the original expenditure to be allocated to each index. The type of expenditures used to calculate the percentage are determined by the range of objects in the COMP/AGY OBJ field.

PCA LOW (1–5)/PCA HIGH (1–5) (Optional if used with distribution type 5 for calculated percent)
Enter up to five PCAs that identify:

The range of PCAs that will receive an allocation in when using cost allocation method type 5 and
The expenditures in each PCA range that will be used to calculate the percentage of the original expenditure to be allocated to each PCA. The type of expenditures used to calculate the percentage are determined by the range of objects in the COMP/AGY OBJ field.

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.

Note: This date must be equal to or less than the last day of the last month being allocated.

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.

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.

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.

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.
F10	(23 Screen) Automatically links to the Fixed Percent Allocation Profile (23). If a profile record has been recalled and is displayed on the Cost Allocation Profile (22), the agency, index, PCA and AY will be carried over to the 23 screen.