USAS Coding Instructions
29 Grant Control Profile Maintenance/Inquiry
Agency defined. The Grant Control Profile Maintenance/Inquiry (29) screen is a required profile for agencies that wish to use the grant subsystem. This profile establishes grant phase information and also defines how grant financial data is posted to the grant financial and cash control tables. This profile also includes an indicator that determines if grant service date edits are performed on transactions. The grant number must be agency defined on the Grant Number Profile (D47) before it may be entered on the 29 screen.
Grant number and phase may be inferred by the Index Code Profile (24) or the Program Cost Account (26). These fields may also be manually entered on the transaction entry screen.
TEXAS S029 UNIFORM STATEWIDE ACCOUNTING SYSTEM DD/MM/YY HH:MM PM
LINK TO: GRANT CONTROL PROFILE MAINTENANCE/INQUIRY PROD
ACTION: (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)
AGENCY: GRANT NO/PH: GRANT TYPE: (SYSTEM-GENERATED)
TITLE:
EXP POST LEVEL IND: REV POST LEVEL IND: GRANT CTL TYPE IND:
CASH CTL POST IND: CASH CTL TYPE IND: PROJ NO/PH:
SERV DATE CTL IND: (Y OR N) GRANT OBJ IND:
* * * * * * BILLING INFO * * * * * *
METHOD: CYCLE: MMDD: 1 2 3 4
OBJECT RANGE: – LOW: HIGH: RATE:
LOW: HIGH: RATE:
LOW: HIGH: RATE:
* * * * * * RECOVERY SEGMENT * * * * * *
CUR DOC/SFX: TC: INDEX: PCA: AY:
COMP/AGY OBJ: FUND: DESC:
MP CODE: AGY CD – 1: 2: 3:
FINAL SERV DATE: STATUS CODE:
EFF START DATE: EFF END DATE: LAST PROC DATE:
F1-HELP F3-END F4-INTERRUPT F6-PROCESS
This screen includes:
- Grant identification – These elements include the grant number, grant phase and look-up elements used to reduce coding on grant-related transactions. Start and end dates are included to open and close the grant for posting financial transactions.
- Indicators – This segment defines the levels used to post financial information to the grant table.
- Billing information – Not currently in use. These elements define if, how and when the grant will be billed. The billing method, billing cycle and schedule dates (MMDD) are included, along with a range and rate which are required for certain billing methods.
- Recovery segment – Not currently in use. The elements in this segment define the recovery transaction that is printed on the billing detail report. Included are the transaction code and classification elements used to record 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.
GRANT NO/PH (Control key – Required)
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 numbers are agency defined on the Grant Number Profile (D47). If the grant is not divided into phases, enter 00.
GRANT TYPE (System generated)
Displays the two-digit grant type. This field is populated based on the grant type associated with the grant number on the D47 screen.
TITLE (Required to add new record)
Enter the grant phase title (up to 30 characters).
Note: The grant title is agency defined on the D47 screen.
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 grant (GP) financial table and whether or not the fund is posted.
If grant budgets are established, it is recommended that the level should be equal for all grants. For example, if one grant has a level of 2 (Agency object), all grants should also have a level of 2. If grants are established at different levels, it could affect the display of information on reports and the Grant Record Inquiry (66) screen.
| 0 | No object |
|---|---|
| 1 | Comptroller object |
| 2 | Agency object |
| 3 | Grant object |
| A | Fund and no object |
| B | Fund and comptroller object |
| C | Fund and agency object |
| D | Fund and grant object |
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 GP financial table and whether or not the fund is posted.
If grant budgets are established, it is recommended that the level should be equal for all grants. For example, if one grant has a level of 2 (Agency object), all grants should also have a level of 2. If grants are established at different levels, it could affect the display of information on reports and the 66 screen.
| 0 | No object |
|---|---|
| 1 | Comptroller object |
| 2 | Agency object |
| 3 | Grant object |
| A | Fund and no object |
| B | Fund and comptroller object |
| C | Fund and agency object |
| D | Fund and grant object |
Note: This level should not be changed during the year.
GRANT CTL TYPE IND (Required to add new record)
Enter the one-digit grant control type indicator. During transaction processing, the grant control type indicator determines whether funding edits will be performed against the GP financial table and, if they are, what action is taken by the system when the grant budget is exceeded. The object and/or fund level at which this control is applied is determined by the EXP POST LVL IND and the REV POST LVL IND.
If grant 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 grant. When set to 2, expendable budgets should be posted to avoid the constant generation of warning messages. Grant budgets are entered in USAS through the standard transaction entry process.
| 0 | Ignore – No funding edits are performed. Expenditures or encumbrances greater than the grant expendable budget will not be indicated by an error message. This level is recommended if grant budgets are not established. |
|---|---|
| 1 | Fatal – Expenditures or encumbrances greater than the grant expendable budget will not be posted, and a fatal error message will be issued. |
| 2 | Warning – Expenditures greater than grant budget will be posted, and a warning message will be issued. |
Note: The control type indicator can be changed during the life of the grant.
CASH CTL POST IND (Required to add new record)
Enter the one-character cash control posting indicator. During transaction processing, the cash control posting indicator determines whether the grant number will be posted to the cash control (CC) table. If this indicator is set to Y and the D47 GRANT PH BUDGET LEVEL IND is Y, the grant phase will also be posted to the cash control table.
| Y | Yes. Exercise cash control for the grant and grant phase. |
|---|---|
| N | No. Do not have cash control for the grant and grant phase. |
CASH CTL TYPE IND (Required to add new record)
Enter the one-digit cash control type indicator to identifies the severity of cash control performed. Recommended value: 0. During transaction processing, the cash control type indicator determines whether funding edits will be performed against the CC table at the grant level and, if they are, what action is taken by the system when the grant cash is exceeded. Whether or not these edits are preformed at the grant level is determined by the CASH CTL POST IND. If the CASH CTL POST IND is set to N for “Do not post grant number,” funding edits at the grant level are not possible. If grant budgets are not established, this indicator should be 0.
| 0 | Ignore – No funding edits are performed. Cash expenditures greater than the grant cash balance will not be indicated by an error message. This level is recommended if grant budgets are not established. |
|---|---|
| 1 | Fatal – Cash expenditures greater than the grant cash balance will not be posted, and a fatal message will be issued. Not currently in use. |
| 2 | Warning – Cash expenditures that exceed the grant cash balance will be posted, and a warning message will be issued. |
Note: Inquiry on the CC table is not available at the grant level.
PROJ NO/PH (Optional/Phase required if project number is entered)
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). PROJ NO is an optional field, and PROJ PH is required if the project number is entered.
Enter the six-digit project number and the two-digit project phase, or leave blank. All transactions entered using this grant/phase will also post this associated project number. Project number and phase combinations are agency defined on the Project Control Profile (27).
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, located at the bottom of the screen, 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. There is no service date control. |
GRANT OBJ IND (Required if the expenditure posting level indicator equals 3 or D – Otherwise not allowed)
Enter the one-character grant object indicator.
| A | Agency object |
|---|---|
| B | Both agency and comptroller object |
| C | Comptroller object |
Note: This indicator should not be changed during the year.
Billing Information
Note: The grant billing subsystem is not currently in use although the METHOD and CYCLE fields are required. Billing method and cycle should be set to 0. All other elements should be left blank.
METHOD (Required to add new record – For informational purposes only)
Enter the one-digit billing method indicator of 0.
| 0 | Grant not billed – This is used for grants that do not require billing detail reports. The recovery segment should be blank. |
|---|
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 grant-to-date and subtracting the previously billed amounts and advances made. |
|---|---|
| 2 | Standard percentage – Billings are calculated by multiplying the standard billing rate (percentage) by the total grant-to-date expenditures and subtracting the previously billed amounts and advances made. |
| 3 | Standard cost per unit to budget – Billings are calculated by multiplying the standard billing rate times the grant-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 and advances made. |
| 4 | Standard percentage to budget – Billings are calculated by multiplying the standard billing rate (percentage) times grant-to-date expenditures. This method then bills the lower of the calculated bill less previously billed amounts or the billable budget less the previously billed amount and advances made. |
| 5 | Actual – Billings are generated for the actual expenditures grant-to-date less previously billed amounts and advances made. Billing rate must be 0 or blank. |
| 6 | Actual to budget – Bills the lower of the billable budget less the previously billed amounts or actual expenditures less the previously billed amounts and advances made. Billing rate must be 0 or blank. |
Note: This indicator may be changed at any time. For example, a grant 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 cycle indicator of 0.
| 0 | Grant not billed – Identifies grants that are not billed automatically, which may only be billed manually. The MMDD (1–4) fields must be blank. |
|---|
The following values are not currently in use.
| 1 | Automatic during month close – Identifies the grants to be billed during the month-closing process. The MMDD (1–4) fields must be blank. |
|---|---|
| 2 | Automatic by date – Identifies grants to be billed automatically on a specific cycle or date, as specified in the Grant/Project Billing Request Profile (92). Enter MMDD for up to four specific billing dates in fields 1–4. |
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 grant. Enter a month and a day (MMDD) for billing on a month and a day, or enter just a day (DD) for monthly or weekly billing.
OBJECT RANGE (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. Up to three ranges can be entered on the 29.
Note: When entering low and high object ranges, be careful to use mutually exclusive ranges per each rate.
- For billing methods 1 and 3, this range identifies the statistical units (such as miles) for applying a standard rate. The low and high objects are required. These objects must be defined in the Comptroller Object Profile (D10) or the Agency Object Profile (D11).
- For billing methods 2 and 4, this range identifies the objects which are to be billed using standard percentage methods. The objects are optional.
- For billing methods 5 and 6, this range is optional and identifies the objects which should be billed. If used, the range must equal the level of the objects in the expenditure object level indicator.
RATE (Not currently in use)
Enter the 10-digit rate in 999999.9999 format. For example, 1.50000 would signify 150 percent. The rate is required if method equals 1, 2, 3 or 4. It is not allowed if the method is 0, 5 or 6.
The rate is 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 methods 2 or 4.
Recovery Segment
Note: The grant recovery subsystem is not currently in use. These elements should be left blank.
This portion of the profile includes the data to be used when building the transaction to record the revenue and accounts receivable for grant claims. For billable grants, the following recovery data must be coded: Current document number and suffix, transaction code, index or program cost account (PCA) and appropriation year.
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 and the three-digit document suffix code. This field is required if grant is billable.
TC (Not currently in use)
Enter the three-digit transaction code. This field is required if grant is billable. The commonly used transaction code records an accounts receivable for grant or project billing. Transaction codes are centrally defined on the Transaction Code Decision Profile (28A) and Transaction Code Description Profile (28B).
This transaction code will appear on grant billing reports. The user must take care to select the appropriate transaction code when entering the receivable transaction into USAS.
INDEX (Not currently in use)
Enter the five-digit index of the account to be credited or leave blank. The index or PCA is required if the grant is billable. Index codes are agency defined on the Index Code Profile (24).
PCA (Not currently in use)
Enter the five-digit program cost account number of the account to be credited or leave blank. The index or PCA is required if grant is billable. PCAs are agency defined on the 26 profile.
AY (Not currently in use)
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.
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 field is required if the grant is billed or if the allocation by object indicator equals N. This code identifies the object (purchase item) in the charge transactions. Comptroller objects are centrally defined on the D10 screen.
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 is not looked up by the PCA or index. This field is required if grant is billable. Funds are agency defined on the Fund Profile (D23).
DESC (Not currently in use)
Enter the description for the recovery (up to 30 characters).
MP CODE (Not currently in use)
Enter the 10-character multipurpose code. The field must be left blank if the method equals 0.
AGY CD 1 (Not currently in use)
Enter the four-character agency code 1. Agency code 1s are agency defined on the Agency Code 1 Profile (D26). The method must equal 1–6.
AGY CD 2 (Not currently in use)
Enter the four-character agency code 2. Agency code 2s are agency defined on the Agency Code 2 Profile (D27). The method must equal 1–6.
AGY CD 3 (Not currently in use)
Enter the six-character agency code 3. Agency code 3s are agency defined on the Agency Code 3 Profile (D36). The method must equal 1–6.
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.
Note: This field is not part of the Recovery Segment; it relates to the SERV DATE CTL IND in the top portion of the 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. |