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USAS Coding Instructions

24 Index Code Profile

Agency defined. The Index Code Profile (24) screen is used to define index codes in USAS. An index is a coding element that is used to associate transactions with the agency (see Data Classification Structure on the USAS Reference page). Index codes should update the lowest established level of the structure to ensure consistent reporting/tracking of organization related transactions. Since the organization code cannot be input on transactions directly, it is looked up (inferred) from the index. This profile must be set up by agencies that choose to use the organization structure. Agencies must define the organization structure on the Organization Code Profile (DØ3) before setting up an index. Index is not considered a level of the organization structure; it is a coding element.

Agencies must establish at least the first level (Agency) of the organization structure on the DØ3 and create the index code(s) to update it if:

  • The agency’s internal budgets are maintained and controlled based on the organization structure. (The AGY BUD BY ORG IND field on the Agency Control Profile (25) is set to Y.)
  • The agency uses the USAS cost allocation subsystem.
 TEXAS  S024           UNIFORM STATEWIDE ACCOUNTING SYSTEM    MM/DD/YY HH:MM PM 
 LINK TO:                       INDEX CODE PROFILE                         PROD 
                                                                                
 ACTION:   (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)                        
                                                                                
    AGENCY:          APPN YEAR:         INDEX:                                  
                                                                                
     TITLE:                                                                     
                                                                                
  ORG CODE:                                                                     
                                                                                
 APPROP NUMB:                       FUND:        AGCY BUD ORG LVL IND:          
 GRANT NO/PH:              PROJECT NO/PH:                CONVERTED CC:          
         PCA:       MPCODE:             AGENCY CODE – 1:      2:      3:        
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                         STATUS CODE:           
  EFF START DATE:            EFF END DATE:            LAST PROC DATE:           
                                                                                
                                                                                
 F1-HELP F3-END F4-INTERRUPT F6-PROCESS                                         
 

If an agency uses the organization structure, this profile may also be used as a coding reduction tool to provide certain coding elements every time the index is used on a transaction. The following fields can either be user entered on a transaction or inferred by USAS based on the 24 profile or the Program Cost Account Profile (26):

  • Appropriation number,
  • Fund,
  • Grant number and phase,
  • Project number and phase,
  • Program cost account (PCA) (can be inferred by the index),
  • Index (can be inferred by the PCA),
  • Multipurpose code and
  • Agency codes 1–3.

User-entered values in transaction entry will override inferred values from the 24 or 26 profiles. Due to the order in which transaction fields are edited, if both the index and PCA are used to infer the same fields, the values inferred by the index will be used on the transaction — not the values inferred by the PCA.

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.

INDEX (Control key – Required)
Enter the five-digit index.

Note: Index 99999 is required if the agency uses the USAS cost allocation subsystem.

TITLE (Required to add new record)
Enter the index title (up to 40 characters).

ORG CODE (Required to add new record)
Enter the four-digit organization code. Organization codes are agency defined on the DØ3 profile.

This value identifies the level of the organization structure that will be recorded for financial purposes. The value should correspond to the lowest level of the agency’s organization structure set up on the DØ3 screen. For example, if an agency has four levels of organization codes set up on the DØ3 screen, the value entered here should be an organization code at level four. If the value entered is set at level three, level four organization information will not be posted.

APPROP NUMB (Optional)
Enter the five-digit appropriation number or leave blank. Appropriation numbers are centrally defined on the Appropriation Number Profile (20).

FUND (Optional)
Enter the four-digit fund or leave blank. Funds are agency defined on the Fund Profile (D23).

Note: If both the fund and appropriation number are inferred by the index, the appropriated fund inferred on the D23 profile must fall within the range(s) of valid values for the appropriation number as centrally defined on the 20 profile.

AGCY BUD ORG LVL IND (Required to add new record)
Enter the one-digit agency budget organization level indicator. During transaction processing, this indicator determines the level of the organizational structure at which agency budget funding edits will be applied and whether transactions will post to the agency budget table. The greater the number of the AGY BUD ORG LVL IND, the lower the level on the organization structure and the greater the detail. The level of control (none, fatal or warning) is determined by the AGY BUD IND: CTL TYP on the 20 screen.

0 No organization level will post on the agency budget table.
1 Agency level
2–9 Organization levels 2–9

The agency budget organization level indicator may not be at a level of detail greater than the level of the organization code that is entered in the ORG CODE field on this profile. For example, if the organization code is at level 2, the AGY BUD ORG LVL IND may be 0, 1 or 2 but not a greater level of detail than level 2.

GRANT NO/PH (Optional)

Note: This is a split field. The first field is the grant number (GRANT NO), and the second field is the grant phase (GRANT PH).

Enter the six-character alphanumeric grant number and a two-digit grant phase, or leave blank. Grant number and phase combinations are agency defined on the Grant Control Profile Maintenance/Inquiry (29) screen.

PROJECT NO/PH (Optional)

Note: This is a split field. The first field is the project number (PROJECT NO), and the second field is the project phase (PROJECT PH).

Enter the six-digit project number and a two-digit project phase, or leave blank. Project number and phase combinations are agency defined on the Project Control Profile (27).

CONVERTED CC (Not currently in use)
Enter the five-character converted cost center code or leave blank. This field is used for reports or interfaces to convert the USAS index to a cost center code when a direct relationship exists.

PCA (Optional)
Enter the five-digit program cost account or leave blank. Program cost accounts are agency defined on the 26 profile.

MP CODE (Optional)
Enter the 10-character alphanumeric agency-defined multipurpose code or leave blank.

AGENCY CODE – 1 (Optional)
Enter the four-digit agency code 1 or leave blank. Agency code 1s are agency defined on the Agency Code 1 Profile (D26).

AGENCY CODE – 2 (Optional)
Enter the four-digit agency code 2 or leave blank. Agency code 2s are agency defined on the Agency Code 2 Profile (D27).

AGENCY CODE – 3 (Optional)
Enter the six-digit agency code 3 or leave blank. Agency code 3s are agency defined on the Agency Code 3 Profile (D36).

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.

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.
Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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