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USAS Coding Instructions

25 Agency Control Profile

Agency defined. The Agency Control Profile (25) screen allows each agency to perform selected actions independently of other agencies and must be established before an agency can process transactions in USAS. This profile is used for setting up the cost allocation (CA) run specifications, encumbrance indicators, last month and year closed, reporting indicators, agency object indicators, agency budget by organization and/or program, and document match level indicators. The profile is updated by cost allocation, reporting subsystems and System Management Profile (97) actions.

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.

 TEXAS  S025           UNIFORM STATEWIDE ACCOUNTING SYSTEM    MM/DD/YY HH:MM PM 
 LINK TO:                    AGENCY CONTROL PROFILE                        PROD 
        ACTION:   (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)                 
        AGENCY:         FISCAL YEAR:                                            
                                                                                
     COST         CA RUN:        CA TYPE:        NO STEPS:      LAST STEP:      
  ALLOCATION-  CA BY IDX:     CA BY PROJ:     CA BY GRANT:      CA POST:        
               CA RANGE FROM:     TO:                                           
 BILLING DEF-  IDX:          PCA:       EXP COMP/AGY OBJ:                       
     DEFAULT-  IDX:          PCA:       REV COMP/AGY OBJ:                       
                                                                                
          ENC DOC MATCH LVL:   (LEVEL OF DOCUMENT MATCH:0=NONE,1=APPN,2=ALL)    
      PRE ENC DOC MATCH LVL:   (LEVEL OF DOCUMENT MATCH:0=NONE,1=APPN,2=ALL)    
              ENC INDICATOR:   (Y OR N; REDUCE AUTHORITY/CASH)                  
          PRE ENC INDICATOR:   (Y OR N; REDUCE AUTHORITY/CASH)                  
          AGENCY OBJECT IND:   (R=REV, E=EXP, B=BOTH, N=NONE)                   
          LAST MONTH CLOSED:            AGY BUD BY ORG IND:      (Y OR N)       
           LAST YEAR CLOSED:            AGY BUD BY PGM IND:      (Y OR N)       
             REPORTING INDS- MO:   QTR:   YR:      PY OPEN:   FA CONTROL:       
     GRANT/PROJ BILLING RUN:         FA DEP RUN:         STATUS CODE:           
  EFF START DATE:            EFF END DATE:            LAST PROC DATE:           
                                                                                
                                                                                
 F1-HELP F3-END F4-INTERRUPT F6-PROCESS                                         
 

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.

FISCAL YEAR (Control key – Required)
Enter the two-digit fiscal year (FY). A fiscal year is a 12-month period used to identify the accounting year. Fiscal years are used in GAAP-based reports. The FY for the state of Texas begins Sept. 1 and ends Aug. 31.

Cost Allocation Indicators

Note: Agencies that do not use cost allocation must leave these fields blank.

These indicators identify when the cost allocation process is run. This subsection also uses the Cost Allocation Profile (22) and the Fixed Percent Allocation Profile (23).

CA RUN (Required if using the cost allocation subsystem)
Enter the one-character cost allocation run indicator that determines what kind of cost allocation cycle the agency will run. This field will reset to N after the cost allocation cycle runs.

A Run the full allocation cycle for accruals only.
B Run the full allocation cycle for both accruals and cash.
C Run the full allocation cycle for cash only.
D Run the next step in the allocation cycle for accruals only (determined by looking at the LAST STEP field).
E Run the next step in the allocation cycle for both accruals and cash.
F Run the next step in the allocation cycle for cash only.
N Do not run cost allocation.

CA TYPE (Required if using the cost allocation subsystem)
Enter the one-character cost allocation type indicator that defines the period allocated. Under current policy, agencies cannot run cost allocation that causes a variance. Variances occur when 100 percent of expenditures are not allocated out.

A Run cost allocation for the prior year’s adjustment period expenditures (month 13).
C Allocate on a periodic average of expenditures year-to-date.
P Run cost allocation for the prior year (months 01–13). Allowed only if the prior year is open on the 97 profile.
R Run cost allocation for a range of months.
S Run cost allocation for the prior month.
V Periodic variance run.
Y Year-end variance run.

NO STEPS (Required if using the cost allocation subsystem)
Enter the two-digit number that identifies the number of steps used to complete the cost allocation cycle.

LAST STEP (Required if using the cost allocation subsystem)
Enter the two-digit valid value that defines the last step completed during the previous cost allocation run. USAS automatically updates this field at the completion of the cost allocation cycle. Users can override this update by entering a separate step in the field.

CA BY IDX, CA BY PROJ and CA BY GRANT (Required if using cost allocation subsystem)
Enter the one-digit valid value that indicates if the transactions in the cost allocation run will be defined by index, project or grant. Cost allocation uses these indicators when determining how expenditures are allocated.

Cost allocation by index:

1 Do not generate allocations with regard to index on both the allocation in and allocation out (no index).
2 Generate allocations with regard to index on both the allocation in and allocation out (with index).
3 Generate allocations with regard to index only on the allocation in (with charge index).
4 Generate allocations with regard to index only on the allocation out (with credit index).

Cost allocation by project and by grant:

1 Do not generate allocations with regard to project or grant on all allocations (no project or grant).
2 Generate allocations with regard to project or grant on all allocations (with project or grant).

CA POST (Required if using cost allocation subsystem)
Enter the one-character cost allocation post indicator that determines whether actual transactions are generated during the cost allocation cycle or only reports are generated.

H Generate a batch to be placed on Hold on the View Batch Headers (530), and generate cost allocation control reports.

Note: To balance and release a held batch, select option Recall a Batch for Correction (510) from the Financial Transaction Data Entry Menu. The batch count and amount can be recomputed by entering R in the ACTION field and pressing enter. Then use the F9 – Balancing function to balance and release the batch.

N Generate cost allocation control reports.
Y Generate and post transactions, and generate cost allocation control reports.

CA RANGE FROM/TO (Required if using the cost allocation subsystem and running cost allocation for a range of months – Cost allocation type is R)
Enter the two-digit cost allocation range from/to value that corresponds to the fiscal month.

Cost allocation range defines the range of fiscal months used in a cost allocation run. If allocating on a memo basis, range should be based on unallocated months. If allocating on an actual basis, range should always be year-to-date.

01 September
02 October
03 November
04 December
05 January
06 February
07 March
08 April
09 May
10 June
11 July
12 August
13 End-of-year adjustment period (Must be used if the LAST CLOSED – FISCAL YEAR is updated to most recent prior fiscal year on the 97 profile)

Billing Deficit Accounts

Note: This subsection is not currently in use. These elements should be left blank.

These classifications are used to identify the charge classification when billable project expenditures are greater than the billable budget amount. Billing deficit accounts are generally used when an agency has multiple index codes or program cost accounts (PCAs) charged to a project with a billing method that limits billings to the billable budget, which includes billing methods 3, 4 and 6 on the Project Control Profile (27).

IDX (Not currently in use)
Enter the five-digit index. Index codes are agency defined on the Index Code Profile (24).

PCA (Not currently in use)
Enter the five-digit PCA. PCAs are agency defined on the Program Cost Account Profile (26).

EXP COMP OBJ/AGY OBJ (Not currently in use)

Note: This is a split field. The first field is the expenditure comptroller object (EXP COMP OBJ), and the second field is the expenditure agency object (AGY OBJ).

Enter the four-digit expenditure comptroller object or leave blank. Expenditure comptroller objects are centrally defined on the Comptroller Object Profile (D1Ø).

Enter the four-digit expenditure agency object. Expenditure agency objects are agency defined on the Agency Object Profile (D11).

Default

Note: This subsection is not currently in use. These elements should be left blank.

These classifications are used to identify specific elements to be posted to when the elements are not entered on a transaction entry screen, cannot be looked up by other profiles (such as 24 or 26), and are required by the Transaction Code Decision Profile (28A). These elements should be left blank.

IDX (Not currently in use)
Enter the five-digit index. Index codes are agency defined on the 24 profile.

PCA (Not currently in use)
Enter the five-digit PCA. PCAs are agency defined on the 26 profile.

REV COMP OBJ/AGY OBJ (Not currently in use)

Note: This is a split field. The first field is the revenue comptroller object (REV COMP OBJ), and the second field is the revenue agency object (AGY OBJ).

Enter the four-digit revenue comptroller object or leave blank. Revenue comptroller objects are centrally defined on the D1Ø profile.

Enter the four-digit revenue agency object. Revenue agency objects are agency defined on the D11 profile.

Other Agency Control Indicators

ENC DOC MATCH LVL (Required to add new record)
Enter the one-digit encumbrance document matching level code. Determines the extent, if any, that a liquidation encumbrance must match the original encumbrance.

0 None – No matching done.
1 Appropriation – Match document to the appropriation number only.
2 All – Match document coding to all input coding elements on the encumbrance.

PRE ENC DOC MATCH LVL (Required to add new record)
Enter the one-digit pre-encumbrance document matching level code. Determines the extent, if any, that a liquidation pre-encumbrance must match the original pre-encumbrance.

0 None – No matching done.
1 Appropriation – Match document to the appropriation number only.
2 All – Match document coding to all input coding elements on the encumbrance.

ENC INDICATOR (Required to add new record)
Enter the one-character encumbrance indicator code. Determines if encumbrances reduce the available agency budget on agency budget reports.

Y Yes. Reduce the agency budget.
N No. Do not reduce the agency budget.

PRE ENC INDICATOR (Required to add new record)
Enter the one-character pre-encumbrance indicator code. Determines if pre-encumbrances reduce the available agency budget on agency budget reports.

Y Yes. Reduce the agency budget.
N No. Do not reduce the agency budget.

AGENCY OBJECT IND (Required to add new record)
Enter the one-character agency object indicator code. This code is used to require an agency object on accounting transactions.

R Revenue
E Expenditure
B Both
N None

LAST MONTH CLOSED (Required to add new record)
Enter the two-digit last fiscal month closed code.

  • The code must be equal to or greater than 00 and less than 13.
  • When the last month closed is updated, the reporting indicators will automatically be set to Y for the month. If the updated month closed is also the last month in the quarter, the reporting indicator for the quarter will also be updated to a Y.
  • The LAST MONTH CLOSED field on the 25 profile may only be set to be equal to or greater than the last closed month defined on the 97 profile. USAS will automatically update the 25 profile LAST MONTH CLOSED when the LAST CLOSED-MONTH field is updated on the 97 profile if the 25 profile LAST MONTH CLOSED is less than the 97 profile LAST CLOSED-MONTH.

LAST YEAR CLOSED (Required to add new record)
Enter the two-digit last fiscal year closed code. LAST YEAR CLOSED may be updated by the agency at any time. USAS will automatically update the 25 profile LAST YEAR CLOSED field when the LAST CLOSED FISCAL YEAR field is updated on the 97 screen.

AGY BUD BY ORG IND (Required to add new record)
Enter the one-character agency budget by organization code. Determines if the agency will use USAS to control agency budgets by organization.

Y Yes. Index codes are required to be entered or inferred on transaction entry when posting to the agency budget financial table.
N No. USAS will not control agency budgets by organization.

AGY BUD BY PROG IND (Required to add new record)
Enter the one-character agency budget by program code. Determines if the agency will use USAS to control agency budgets by program.

Y Yes. PCA is required to be entered or inferred on transaction entry when posting to the agency budget financial table.
N No. USAS will not control agency budgets by program code.

REPORTING INDS- MO: QTR: YR: (Required to add new record)
Enter the report run indicator for the month, quarter and year.

Y Yes. Run reports tonight.
N No. Do not run reports tonight.

For example, if the month reporting indicator is Y, the active report requests in the Report Request Profile (91) with a frequency of monthly will be generated during the appropriate reporting cycle.

  • The reporting indicators on the 97 profile will override the indicators on the 25 profile. Agencies may set these indicators any time during the week prior to the Friday night cycle. The indicators will not default to N until the report cycle is run on each weekend during the month. The indicators will be reset to Y statewide only when a fiscal month, quarter or year is closed. Agencies must reset these indicators as needed during the period.
  • Reports that access data on the accounting event (AE) table will only reflect data currently viewable on the AE inquiry screens in USAS unless the report is requested to run the first Friday of the month. On the first Friday of the month, the USAS AE archive is loaded for reporting purposes. Therefore, AE reports requested to run the first Friday of the month can include active AE data, inactive AE data and archived AE data.

PY OPEN (Required to add new record)
Enter the prior year (PY) open indicator.

Y Yes. The prior year is still open.

Note: Y allows entries into period 13 only. The 97 profile PY OPEN must be Y for period 13 entries to process.

N No. The prior year has been closed.

USAS will automatically update the 25 profile PY OPEN when the LAST CLOSED–PY OPEN field is changed to N on the 97 screen.

FA CONTROL (Central use only)
Displays the Fund Accounting (FA) control indicator. The FA) control indicator controls whether an agency and/or FA) can post prior year adjustments to USAS. This field can only be updated by central users with user class 26.

Y Yes. FA) has control over the PY OPEN indicator and PY posting. All users with PY post security on the Security Profile (96A) can post PY transactions.
N No (Default). FA) does not control the PY OPEN indicator or PY posting by agencies.
C FA has control over the PY OPEN indicator and PY posting. Only central users with user class 26 can post PY transactions.

GRANT/PROJ BILLING RUN (Required to add new record – For informational purposes only)
Enter the one-character grant/project billing run code. The recommended value is N.

Y Yes. Run the grant/project billing subsystem, cycle 2 only.
M Run the grant/project billing subsystem, cycles 1 (month’s end) and 2 (on specific dates).
M No. Do not run the grant/project billing subsystem.

FA DEP RUN (Required to add new record – For informational purposes only)
Enter the one-character fixed asset depreciation run indicator. The recommended value is N.

Y Yes. Run fixed asset depreciation.
N No. Do not run fixed asset depreciation.

Note: The fixed asset depreciation run indicator on the 97 profile must also be set to Y to allow depreciation to be run.

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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