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USAS Coding Instructions

27 Project Control Profile

Agency defined. The Project Control Profile (27) screen is a required profile for agencies that wish to use the project subsystem. This profile establishes project phase information and also defines how project costs are posted to the project financial table. This profile also includes an indicator that determines if project service date edits are performed on transactions. The project number must be agency defined on the Project Number Profile (D42) before it may be entered on the 27 screen.

Project number and phase may be inferred by the Index Code Profile (24) or the Program Cost Account Profile (26). These fields may also be manually entered on the transaction entry screen.

 TEXAS  S027           UNIFORM STATEWIDE ACCOUNTING SYSTEM    MM/DD/YY HH:MM PM 
 LINK TO:                     PROJECT CONTROL PROFILE                      PROD 
                                                                               
 ACTION:    (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)                       
 AGENCY:       PROJ NO/PH:             PROJ TYPE:     (SYSTEM-GENERATED)        
  TITLE:                                            FINAL SERV DATE:            
         GRANT NO/PH:              SERV DATE CTL IND:       (Y OR N)           
 EXP POST LEVEL IND:         REV POST LEVEL IND:      PROJ CTL TYPE:            
                   * * * * * * BILLING INFO * * * * * *                        
 BILLING TYPE:      METHOD:       CYCLE:   MMDD: 1      2      3      4         
 OBJ RANGE –  LOW:      HIGH:      RATE:             CUST NO/MC:                
               * * * * * * BILLING CLASSIFICATION ELEMENTS * * * * *           
  AGENCY:               CUR DOC/SFX:               TC:        INDEX:            
     PCA:       AY:    COMP/AGY OBJ:                           FUND:            
 PROJ/PH:                  GRANT/PH:                   REF DOC/SFX:             
 MP CODE:               AGY CD –  1:      2:      3:        AGY GL:             
                * * * * * * RECOVERY CLASSIFICATION ELEMENTS * * * *            
           CUR DOC/SFX:                TC:       INDEX:       AGY GL:           
 PCA:       AY:    COMP/AGY OBJ:           FUND:       REF DOC/SFX:             
 MP CODE:               AGY CD –  1:      2:      3:          STATUS CODE:      
  EFF START DATE:            EFF END DATE:            LAST PROC DATE:       
    
                                                                               
 F1-HELP F3-END F4-INTERRUPT F6-PROCES                                                                            
 

This profile includes:

  • Project identification – These elements include the project number, project phase, project type, title of project phase and look-up elements used to reduce coding on project-related transactions. Effective start and effective end dates are included to open and close the project for posting financial transactions.
  • Indicators – This segment defines the levels used to post financial information to the project table, as well as the severity of expendable and revenue project controls.
  • Billing information – Not currently in use. These elements define how and when the project will be billed. The billing type, billing method, billing cycle and billing dates (MMDD) are included, along with a range and rate that are required for certain billing methods. A customer number and mail code in this segment are used for externally reimbursed projects.
  • Billing classification elements – Not currently in use. This segment defines how the internal charge transaction to the buyer will be generated for work authorizations. The transaction code defines the type of transaction and the classification elements define which index, comptroller or agency objects, fund and appropriation year will be included on the transaction.
  • Recovery classification elements – Not currently in use. This segment defines how the recovery transaction to the seller will be generated for reimbursable projects. Included are the transaction code and all of the classification elements used to record revenue, expenditure reimbursement and accounts receivable transactions.

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.

PROJ NO/PH (Control key – Required)

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

Enter the six-digit project number and two-digit project phase. Project numbers are agency defined on the D42 screen. If the project is not divided into phases, enter 00.

PROJ TYPE (System generated)
Displays the project type. Project types are agency defined on the Project Type Profile (DØ6) and are associated with a particular project on the D42 screen.

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

Note: The project title is agency defined on the D42 screen.

FINAL SERV DATE (Required if service date control indicator is Y)
Enter the eight-digit final service date (MMDDYYYY) if the SERV DATE CTL IND is Y.

GRANT NO/PH (Optional/Required if grant number is entered)

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). GRANT NO is an optional field, and GRANT PH is a required field if the grant number is entered.

Enter the six-character alphanumeric grant number and two-digit grant phase. Grant number and phase combinations are agency defined on the Grant Control Profile Maintenance/Inquiry (29) screen for the agency in the key. These fields are used to associate a grant/phase with the project/phase. All budgetary, expenditure and revenue transactions recorded against this project/phase will also post to the referenced grant/phase. If the grant number is not divided into phases, enter 00.

SERV DATE CTL IND (Required to add new record)
Enter the one-character service date control indicator. If Y is entered, the FINAL SERV DATE field must also be entered.

Y Yes. Service dates on transactions must be less than or equal to the FINAL SERV DATE. If the transaction service date is greater than the FINAL SERV DATE, a fatal message will be issued on the transaction.
N No. Service dates on transactions are not edited.

EXP POST LEVEL IND (Required to add new record)
Enter the one-character expenditure object posting level indicator. The expenditure posting level indicator determines the object level at which expenditure transactions post to the project (PJ) financial table and whether or not the fund is posted.

If project budgets are established, it is recommended that the level be equal for all projects. For example, if one project has a level of 2 (Agency object), all projects should also have a level of 2. If projects are established at different levels, it could affect the display of information on reports and the Project Record Inquiry (80) screen.

0 No object
1 Comptroller object
2 Agency object
3 Agency object group
A Fund and no object
B Fund and comptroller object
C Fund and agency object
D Fund and agency object group

Note: This level should not be changed during the year.

REV POST LEVEL IND (Required to add new record)
Enter the one-character revenue object posting level indicator. The revenue posting level indicator determines the object level at which revenue transactions post to the PJ financial table and whether or not the fund is posted.

If project budgets are established, it is recommended that the level be equal for all projects. For example, if one project has a level of 2 (Agency object), all projects should also have a level of 2. If projects are established at different levels, it could affect the display of information on reports and the 80 screen.

0 No object
1 Comptroller object
2 Agency object
3 Agency object group
A Fund and no object
B Fund and comptroller object
C Fund and agency object
D Fund and agency object group

Note: This level should not be changed during the year.

PROJ CTL TYPE (Required to add new record)
Enter the one-digit project control type indicator. During transaction processing, the project control type indicator determines whether funding edits will be performed against the PJ financial table and, if they are, what action is taken by the system when the project budget is exceeded. The object and/or fund level at which this control is applied is determined by the EXP POST LEVEL IND and the REV POST LEVEL IND.

If project budgets are not established, this indicator should be 0. When this indicator is set to 1, expendable budgets must be entered to enable expenditure transactions to post against the project. When set to 2, expendable budgets should be posted to avoid the constant generation of warning messages. Project budgets are entered in USAS through the standard transaction entry process.

0 Ignore – No funding edits are performed. Expenditures or encumbrances greater than the project expendable budget will not be indicated by an error message. This level is recommended if project budgets are not established.
1 Fatal – Expenditures or encumbrances greater than the project expendable budget will not be posted, and a fatal message will be issued.
2 Warning – Expenditures or encumbrances that exceed the project expendable budget will be posted, and a warning message will be issued.

Note: The control type indicator can be changed during the life of the project.

Billing Information

Note: The project billing subsystem is not currently in use although the BILLING TYPE, METHOD and CYCLE fields are required. Billing method and cycle should be set to 0, and type should be set as applicable. All other elements should be left blank.

BILLING TYPE (Required to add new record – For informational purposes only)
Enter the one-digit billing type.

1 Other project – May be reimbursed externally. One accounts receivable transaction is reported at the phase level if billed. Billing transactions are not automatically posted. Any billing cycle may be selected.
2 Capital project – Treated the same as billing type 1.
4 Interagency – May be reimbursed internally.
5 External project – May be reimbursed externally. If billed, one charge transaction and multiple recovery transactions are generated. Any billing cycle may be selected.

METHOD (Required to add new record – For informational purposes only)
Enter the one-digit billing method indicator of 0.

0 Project not billed – Used for non-billable projects that will not be selected for billing.

The following values are not currently in use.

1 Standard cost per unit – Billings are calculated by multiplying the standard billing rate by the total units posted project-to-date and subtracting previously billed amounts.
2 Standard percentage – Billings are calculated by multiplying the standard billing rate (percentage) by the total project-to-date expenditures and subtracting previously billed amounts.
3 Standard cost per unit to billable budget – Billings are calculated by multiplying the standard rate times the project-to-date units. This method then bills the lower of the calculated bill less previously billed amounts or the billable budget less previously billed amounts.
4 Standard percentage to billable budget – Billings are calculated by multiplying the standard billing rate (percentage) by the project-to-date expenditures. This method then bills the lower of the calculated bill less previously billed amounts or the billable budget less previously billed amounts.
5 Actual – Billings are generated for the actual expenditures project-to-date less previously billed amounts.
6 Actual to billable budget – Bills the lower of the billable budget less previously billed amounts or actual expenditures less previously billed amounts.

Note: This indicator may be changed at any time. For example, a project originally set up as non-billable may be changed to billable at a later date by changing the billing method and billing cycle to non-zero values. At that time, cumulative-to-date expenditures will be billed.

CYCLE (Required to add new record – For informational purposes only)
Enter the one-digit billing cycle indicator of 0.

0 Project not billed – Identifies projects that are not automatically billed. These projects may only be billed manually.

The following values are not currently in use.

1 Automatic billing during month close – Identifies the projects to be billed during the month closing process. All billable interagency agreements must be coded 1.
2 Automatic billing by date – Identifies projects to be billed automatically on a specific cycle or date. If a cycle of 2 is used, the user must also specify the cycle to be billed on the Grant/Project Billing Request (92) screen.

MMDD (1–4) (Not currently in use)
Enter the dates (MMDD or DD) (up to four dates) or leave blank. At least one field is required when the bill cycle equals 2. These fields allow up to four specific billing dates for a project by entering a month and a day (MMDD) for billing on certain date(s), or just a day (DD) for monthly or weekly billing.

OBJ RANGE (LOW, HIGH) (Not currently in use)
Enter the four-digit objects to define the range of comptroller objects or agency objects to include in the project billing cycle or leave blank. The first field represents the low object value, and the second field represents the high object value. If only a single comptroller object or agency object should be included in the billing cycle, then the low value and the high value will be the same object number. Entry in this field is not allowed if the billing method equals 0.

  • For billing methods 1 and 3, this range identifies the statistical units (such as miles) that apply to a standard rate. The object range low and high are required.
  • For billing methods 2 and 4, this range identifies the objects that are to be billed using standard percentage methods. The objects are optional.
  • For billing methods 5 and 6, this range is optional and is used to limit the objects that will be billed.
  • The range must be entered at the level of the expenditure object posting level indicator. For example, if this indicator is set to 3, agency object groups must be entered in the range.

RATE (Not currently in use)
Enter the 10-digit rate in 99999.99999 format. For example, 1.50000 would signify 150%. This field is required for billing methods 1, 2, 3 or 4. Otherwise leave blank. This indicator specifies the rate used to compute standard cost per unit that is used in billing method 1 or 3 or the standard percentage that is used in billing method 2 or 4.

CUST NO (Not currently in use)
Enter the 11-digit customer (vendor/payee) number. Vendor/payee numbers can be found on the Vendor Profile (34), Vendor Alpha Inquiry (3A) and Vendor Number Inquiry (3N) screens.

CUST MC (Not currently in use)
Enter the three-digit customer (vendor/payee) mail code. Vendor/payee mail codes can be found on the 34, 3A and 3N screens.

Billing Classification Elements

Note: The project billing subsystem is not currently in use. These elements should be left blank.

The billing classification elements specify the classification used in the charge transaction to record billing activity. Additionally, the elements specify the data elements that are printed on the project-billed detail report. Billing classification elements are completed for interagency projects. The entire segment (except for agency and index) must be left blank if the billing method is 0. The entire segment must be left blank if the billing type is 1, 2 or 5.

AGENCY (Not currently in use)
Enter the three-digit agency number, which identifies the requestor agency.

Note: This field is not applicable when billing type is 4 and method is not 0.

CUR DOC/SFX (Not currently in use)

Note: This is a split field. The first field is the current document number (CUR DOC), and the second field is the current document suffix (CUR SFX).

Enter the eight-character current document number. If left blank, the system will generate a current document number on billing transactions. The first character of this current document number must be valid in the Transaction Code Description Profile (28B) for the transaction code used.

Enter the three-digit current document suffix. Document suffixes are either user defined or system generated and are used to identify individual transactions within a document. If left blank, the system will generate a current document suffix on billing transactions.

Note: This field is not applicable when the buyer’s segment is used.

TC (Not currently in use)
Enter the three-digit transaction code.

INDEX (Not currently in use)
Enter the five-digit index. Index codes are agency defined on the 24 profile. This field identifies the index to be charged. Either an index or a program cost account (PCA) is required for billing type 4.

PCA (Not currently in use)
Enter the five-digit program cost account. Program cost accounts are agency defined on the 26 profile. This field identifies the PCA to be charged. Either an index or a PCA is required for billing type 4.

AY (Not currently in use)
Enter the two-digit appropriation year of the billing. The appropriation year is the year for which funds are appropriated by the Legislature for setting up budgets, depositing money and paying obligations.

COMP/AGY OBJ (Not currently in use)

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

Enter the four-digit comptroller object. This identifies the object (purchase item) in the charge transactions. This field is not applicable for billing type 4 or if the allocation by object indicator equals N.

Enter the valid four-digit agency object. An agency may prefer to define its own objects to identify items in greater detail than the comptroller object. If so, the agency may enter its agency object and have it infer the appropriate comptroller object. This field is required for billing type 4.

FUND (Not currently in use)
Enter the four-digit fund if it cannot be looked up by the index or PCA.

PROJ/PH (Not currently in use)

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

Enter the six-character project number listed in the buyer agency’s 27 screen. This number identifies the project to be charged during project billing if interagency expenditures are to be charged to another project.

Enter the two-digit project phase to be charged or 00 when phase is not used. A project phase is required if a project is entered.

GRANT/PH (Not currently in use)

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 two-digit grant phase. Grant number and phase combinations are agency defined on the Grant Control Profile Maintenance/Inquiry (29) screen for the agency in the key. These fields are used to associate a grant/phase with the project/phase. All budgetary, expenditure and revenue transactions recorded against this project/phase will also post to the referenced grant/phase. If the grant number is not divided into phases, enter 00.

REF DOC/SFX (Not currently in use)

Note: This is a split field. The first field is the reference document number (REF DOC), and the second field is the reference document suffix (REF SFX).

Enter the eight-character reference document number. The reference document number identifies a previous document record to be matched. This will normally be the encumbrance number.

Enter the three-digit reference document suffix which is required if reference document number is entered. Document suffixes are either user defined or system generated and are used to identify individual transactions within a document.

MP CODE (Not currently in use)
Enter the 10-character alphanumeric agency-defined multipurpose code or leave blank.

AGY CD 1 (Not currently in use)
Enter the four-digit agency code 1 or leave blank. Agency code 1s are agency defined on the buyer Agency’s Agency Code 1 Profile (D26).

AGY CD 2 (Not currently in use)
Enter the four-digit agency code 2 or leave blank. Agency code 2s are agency defined on the buyer agency’s Agency Code 2 Profile (D27).

AGY CD 3 (Not currently in use)
Enter the six-digit agency code 3 or leave blank. Agency code 3s are agency defined on the buyer agency’s Agency Code 3 Profile (D36).

AGY GL (Not currently in use)
Enter the agency general ledger (GL) account number (up to eight digits). Agency GLs are agency defined on the Agency General Ledger Account Profile (D32).


Recovery Classification Elements

Note: The project recovery subsystem is not currently in use. These elements should be left blank.

This section of the 27 screen includes the data to be used when building the transaction to record the revenue or expenditure reimbursement in the seller’s accounting records. For all billable projects, the transaction code and comptroller object are required. In addition to these elements, the index or PCA is required for billing types 1, 2 and 5 when billable. The entire segment must be left blank if the billing method is 0.

CUR DOC/SFX (Not currently in use)

Note: This is a split field. The first field is the current document number (CUR DOC), and the second field is the current document suffix (CUR SFX).

Enter the eight-character current document number. If left blank, the system will generate a current document number on billing transactions. The first character of the current document number must be valid in the 28B screen for the T-code used.

Enter the three-digit current document suffix. Document suffixes are either user defined or system generated and are used to identify individual transactions within a document. If left blank, the system will generate a current document suffix on billing transactions.

TC (Not currently in use)

Note: This field is not applicable for billable projects.

Enter the three-digit transaction code. Transaction codes are centrally defined on the Transaction Code Decision Profile (28A) and 28B screens.

INDEX (Not currently in use)
Enter the five-digit index. Index codes are agency defined on the 24 screen of the account to be credited. The index or the PCA is required for billing types 1, 2 and 5 when billable. Otherwise it is not allowed.

AGY GL (Not currently in use)
Enter the agency general ledger code of the account to be credited (up to eight digits). Agency general ledgers are agency defined on the D32 screen.

PCA (Not currently in use)
Enter the five-digit program cost account. PCAs are agency defined on the 26 screen of the account to be credited. The index or PCA is required for billing types 1, 2 and 5 when billable. Otherwise it is not allowed.

AY (Not currently in use)
Enter the two-digit appropriation year of the billing. The appropriation year is the year for which funds are appropriated by the Legislature for setting up budgets, depositing money and paying obligations.

COMP/AGY OBJ (Not currently in use)

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

Enter the four-digit comptroller object. Comptroller objects are centrally defined on the D1Ø screen. This code identifies the object (purchase item) in the charge transactions. This field is not applicable when allocation by object indicator equals N.

Enter the valid four-digit agency object. An agency may prefer to define its own objects to identify items in greater detail than the comptroller object. If so, the agency may enter its agency object and have it infer the appropriate comptroller object.

FUND (Not currently in use)
Enter the four-digit fund if it cannot be looked up by the PCA or index. Funds are agency defined on the Fund Profile (D23).

REF DOC/SFX (Not currently in use)

Note: This is a split field. The first field is the reference document number (REF DOC), and the second field is the reference document suffix (REF SFX).

Enter the eight-character reference document number.

Enter the three-digit reference document suffix code.

MP CODE (Not currently in use)
Enter the 10-character alphanumeric agency-defined multipurpose code or leave blank.

AGY CD 1 (Not currently in use)
Enter the four-digit agency code 1 or leave blank if the method equals 0. Agency code 1s are agency defined on the D26 screen.

AGY CD 2 (Not currently in use)
Enter the four-digit agency code 2 or leave blank if method equals 0. Agency code 2s are agency defined on the D27 screen.

AGY CD 3 (Not currently in use)
Enter the six-digit agency code 3 or leave blank if the method equals 0. Agency code 3s are agency defined on the D36 screen.

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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