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USAS Coding Instructions

D02 Agency Profile

Centrally defined. The Agency Profile (D02) screen represents the first level of the agency’s organization structure (see Data Classification Structure on the USAS Reference page), the levels for generally accepted accounting principles (GAAP), and the levels for cash-basis financial statements. In USAS, the agency number is the primary control point for the agency and determines the existence of the agency in the system. The D02 screen is used to provide agency level information for report headings, warrants, etc. An active agency profile record is required for each state agency or institution of higher education to enable USAS processing.

The D02 screen is also used to control certain elements in transaction entry such as:

• Blanking out the payment due date and requested payment date fields after a transaction is successfully processed.
• Editing to prevent a user from releasing a document that that same user created or edited.

TEXAS  SD02           UNIFORM STATEWIDE ACCOUNTING SYSTEM    MM/DD/YY HH:MM PM
 LINK TO:                        AGENCY PROFILE                            PROD
                                                                               
 ACTION: R  (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)                      
          AGENCY:        TITLE:                                                
  ADDRESS LINE 1:                                                              
  ADDRESS LINE 2:                                                              
  ADDRESS LINE 3:                                                              
            CITY:                         STATE:         ZIP:                  
           PHONE:                                                              
 DOC TYPES REQ. APPROVAL TO POST:                                              
    AGENCY GROUP:      AGENCY TYPE:    AUD:         SURPLUS PROP EXEMPT:       
   GAAP FUNCTION:      CASH BASIS FUNCTION:      LBB FUNCTION:      ACO:       
      INT EXEMPT: _  FA IND: _   USAGE IND: _ (I OR R) DIST: ___ ARTICLE:      
                DATA RELATED  (1-40)                                           
                      ERRORS  (41-80)                                          
                                      1234567890123456789012345678901234567890 
                FUND RELATED  (1-40)                                           
                      ERRORS  (41-80)                                          
     CONTROL INDS-1:   2:    ENTRY IND :                 STATUS CODE: A        
  EFF START DATE: 11072008   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.

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

ADDRESS LINE 1 (Required to add new record)
Enter the address line 1 information (up to 40 characters).

ADDRESS LINE 2 (Optional)
Enter the address line 2 information (up to 40 characters).

ADDRESS LINE 3 (Optional)
Enter the address line 3 information (up to 40 characters).

CITY (Required to add new record)
Enter the city (up to 20 characters).

STATE (Required to add new record)
Enter the two-character state abbreviation.

ZIP (Required to add new record)
Enter the ZIP code (up to nine digits). The first five digits are required. The last four digits are optional.

PHONE (Required to add new record)
Enter the 10-digit phone number, beginning with the area code.

DOC TYPES REQ. APPROVAL TO POST (Optional)
Enter up to 15 document types that require pre-approval to post in USAS. See the Document Control Profile (33) for a listing of valid values.

Note: Document types listed in this field will not be allowed to post without meeting approval requirements. This field directly affects the use of edit mode 2 (edit and post transaction at time of online entry) for transactions with these doc types.

AGENCY GROUP (Required to add new record)
Enter the two-digit agency group. See the Agency Group Profile (D12) for a listing of valid values.

AGENCY TYPE (Required to add new record)
Enter the one-character agency type.

H	Higher education – Invokes system edits for the National Association of College and University Business Officers (NACUBO) function and the NACUBO subfund for institutions of higher education.
O	Other — All state agencies that are not institutions of higher education.

AUD (Required to add new record)
Enter the two-digit code for the auditor assigned to the agency from the Fiscal Management Division of the Comptroller’s office. For valid values, go online in USAS to the Titles Profile (D53) and enter AUDL in the TABLE ID field. Enter N (Next) in the ACTION field to scroll through the listing.

SURPLUS PROP EXEMPT (Required to add new record)
Enter the one-character surplus property exemption indicator to be used for the State Property Accounting (SPA) system.

Y	Yes. The agency is exempted by statute from surplus property reporting.
N	No. The agency is not exempted by statute from surplus property reporting.
H	Institution of higher education. All institutions of higher education are exempted by statute from surplus property reporting.

GAAP FUNCTION (Required to add new record)
Enter the two-digit GAAP function. See the GAAP Function Profile (D71) for a listing of valid values. This field identifies line items for the Annual Comprehensive Financial Report (ACFR).

CASH BASIS FUNCTION (Required to add new record)
Enter the two-digit cash-basis function. For valid values, go online in USAS to the D53 profile and enter CBFN in the TABLE ID field. Enter N (Next) in the ACTION field to scroll through the listing. This field is used for statewide cash basis reports.

LBB FUNCTION (Required to add new record)
Enter the two-digit Legislative Budget Board (LBB) function. For valid values, go online in USAS to the D53 profile and enter LBBF in the TABLE ID field. Enter N (Next) in the ACTION field to scroll through the listing. This field is used to group agencies by functions of government.

ACO (Required to add new record)
Enter the two-digit code for the appropriation control officer (ACO) assigned to the agency from the Fiscal Management Division of the Comptroller’s office. For valid values, go online in USAS to the D53 profile and enter ACOL in the TABLE ID field. Enter N (Next) in the ACTION field to scroll through the listing.

INT EXEMPT (Required to add new record)
Enter the one-character interest exemption indicator. This field allows for automated late payment interest exemption at an agency level.

Y	Yes. The system will not calculate late payment interest for any transaction with this agency as the financial agency.
N	No. Late payment interest will be calculated, if due.

FA IND (Required to add new record)
Enter the one-character fixed asset indicator.

N	Internal entity for SPA reporting
S	Reporting entity for SPA reporting
Y	Not currently in use.

USAGE IND (Required to add new record)
Enter the one-character usage indicator.

I	Internal agency. The agency uses USAS as its accounting system.
R	Reporting agency. The agency maintains its own detailed accounting system and reports data to USAS at the minimum required level of detail.

DIST (Central use only)
Displays the primary warrant distribution method submitted by agencies on the Agency Authorization for Warrant Pickup form (74-189).

060	Agency pickup (default)
070	Statewide Support Services Division
080	Mail to agency

Note: Agencies must submit an updated Warrant Pickup form to change the primary warrant distribution method.

ARTICLE (Optional)
Enter the two-digit article code from the General Appropriations Act (GAA).

For example:

01	Article I – General Government
02	Article II — Health and Human Services

DATA RELATED ERRORS (1–80) (Optional)
Enter the one-character indicator to determine the severity of the data-related error edit or leave blank for each of the 80 error codes. See D02 Data-Related Errors.

	Blank – Fatal
W	Warning
I	Ignore

Note: To override an edit in the system, enter a value of W or I. If a W is entered, the transactions process with a warning message. If an I is entered, the transactions process with no message.

FUND RELATED ERRORS (1–80) (Optional)
Enter the one-character indicator to determine the severity of the funding-related error edit or leave blank for each of the 80 error codes. See D02 Funding-Related Errors.

	Blank – Fatal
W	Warning
I	Ignore

Note: To override an edit in the system, enter a value of W or I. If a W is entered, the transactions process with a warning message. If an I is entered, the transactions process with no message.

CONTROL INDS-1 (Optional)

Enter the one-character indicator used for CAPPS agencies.

Blank	Agency is not a CAPPS agency.
H	HX – Include the agency in the statewide History Extract (HX) file generated for CAPPS.
V	VX – Include the agency in the statewide HX file generated for CAPPS and also generate the Vendor Extract for the agency.

CONTROL INDS-2 (Optional)
Enter the one-character financial reporting classification indicator.

B	ACFR and Cash Report
C	ACFR only
R	Cash Report only
N	Not applicable

ENTRY IND (Required to add new record)
Enter the one-character entry indicator.

B	Blank out. Blanks out the PAYMENT DUE DATE and REQUESTED PAYMENT DATE fields after processing each transaction.
F	Fill in. Leaves the PAYMENT DUE DATE and REQUESTED PAYMENT DATE fields populated after processing each transaction.

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.

Data-Related Errors

D02 Position	Fatal Error Code	Warning Error Code	Error Message
01	EDN	WDN	D36 Status Not “A”
02	EDO	WDO	D26 Status Not “A”
03	EDP	WDP	D27 Status Not “A”
04	EF5	WF5	Agy Code1 Not in D26
05	EGX	WGX	Eff Date < D36 Start
06	EGY	WGY	Eff Date > D36 End
07	EGZ	WGZ	Eff Date < D26 Start
08	EHA	WHA	Eff Date > D26 End
09	EHB	WHB	Eff Date < D27 Start
10	EHC	WHC	Eff Date > D27 End
11	EL5	WL5	Agy Code3 Not in D36
12	ET5	WT5	Agy Code2 Not in D27
13	EDT	WDT	AGL 1–3 Not in D02
14	EDV	WDV	AGL 4–7 Not in D23
15	ES3	WS3	Agy GL Not in D32
16	ER1	WR1	IRS 1099 Ind Reqd
17	E81/E79	W81/W79	Vendor Not in 34 (T-code 246 only)
18	NA		Different user must release batch
		NA	Same person should not enter/change a transaction then release
19–80	XXX	XXX	Not used at this time

Fund-Related Errors

D02 Position	Fatal Error Code	Warning Error Code	Error Message
01	FL1	KL1	Accr Basis Budg < 0
02	FL2	KL2	PM Accr Basis Budg < 0
03	FL4	KL4	PY Accr Basis Budg < 0
04	FL5	KL5	Accr Csh Avail < 0
05	FL6	KL6	PM Accr Csh Avail < 0
06	FL8	KL8	PY Accr Csh Avail < 0
07	FM1	KM1	Agy Budg < 0
08	FM2	KM2	PM Agy Budg < 0
09	FM4	KM4	PY Agy Budg < 0
10	FN1	KN1	Allotmnt > Agy Budg
11	FN2	KN2	PM Allotmnt > Agy Budg
12	FN4	KN4	PY Allotmnt > Agy Budg
13	FN5	KN5	AB Exp > Allotmnt
14	FN6	KN6	PM AB Exp > Allotmnt
15	FN8	KN8	PY AB Exp > Allotmnt
16	FF5	FF5	Over Payee Limit
17	FO1	KO1	Cash Rev < Est Col Rev
18	FM5	KM5	Excess Rev Avail < 0
19	F17	K17	Allotment > Appn
20	F18	K18	PM Allotment > Appn
21	F20	K20	PY Allotment > Appn
22	F21	K21	Enc Basis Budg < 0
23	F22	K22	PM Enc Basis Budg < 0
24	F24	K24	PY Enc Basis Budg < 0
25	F25	K25	Adj Agy Budg < 0
26	F26	K26	PM Adj Agy Budg < 0
27	F28	K28	PY Adj Agy Budg < 0
28	F29	K29	Exp > Agy Budg
29	F30	K30	PM Exp > Agy Budg
30	F32	K32	PY Exp > Agy Budg
31	F41	K41	Grant Budg < 0
32	F42	K42	PM Grant Budg < 0
33	F44	K44	PY Grant Budg < 0
34	F54	K54	Proj/Phase < 0
35	F55	K55	PM Proj/Phase < 0
36	FJ5	KJ5	Enc Cash Avail < 0
37	FJ6	KJ6	PM Enc Cash Avail < 0
38	F57	K57	PY Proj/Phase < 0
39	FJ8	KJ8	PY Enc Cash Avail < 0
40	F81	K81	Exp+Pre Enc > AB
41	F82	K82	PM Exp+Pre Enc > AB
42	F84	K84	PY Exp+Pre Enc > AB
43	F01	K01	Doc Bal < 0
44	F02	K02	PM Doc Bal < 0
45	F05	K05	Cum Doc BT3 Bal < 0
46	F06	K06	PM Doc BT3 Bal < 0
47	F99	K99	AP Bal Type < 0
48	FC1	KC1	PJ Bal Type < 0
49	FC2	KC2	GP Bal Type < 0
50	F97	K97	CC Bal Type < 0
51	F98	K98	AB Bal Type < 0
52–80	XXX	XXX	Not used at this time