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USAS Coding Instructions

DØ3 Organization Code Profile

Agency defined. The Organization Code Profile (DØ3) screen is an optional, hierarchical profile used to establish an agency’s internal organization structure (see Data Classification Structure on the USAS Reference page). For example, an agency can establish this structure to reflect divisions, departments within the division, etc., allowing the agency to generate reports that will reflect accounting events by the business structure of the agency.

Agencies must establish at least the first level (Agency) of the organization structure on the DØ3 profile 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  SD03           UNIFORM STATEWIDE ACCOUNTING SYSTEM    MM/DD/YY HH:MM PM 
 LINK TO:                   ORGANIZATION CODE PROFILE                      PROD 
                                                                                
 ACTION:    (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)                       
                                                                                
              AGENCY:       (MUST BE IN D02 AGENCY PROFILE)                     
  APPROPRIATION YEAR:                                                           
   ORGANIZATION CODE:                                                           
               TITLE:                                                           
                                                                                
                                                                                
      REPORTS TO ORG:                                                           
                                                                                
                                                                                
                                                                                
           ORG LEVEL:            (SYSTEM-GENERATED)                             
                                                                                
            HIGHER LEVELS OF ORGANIZATION (SYSTEM-GENERATED):                   
 1:      2:      3:      4:      5:      6:      7:      8:      9:      10     
                                                         STATUS CODE:           
  EFF START DATE:            EFF END DATE:            LAST PROC DATE:           
                                                                                
                                                                                
 F1-HELP F3-END F4-INTERRUPT F6-PROCESS                                         
 

Once the organization structure has been set up, agencies can use this structure for reporting purposes and/or to control their budgets. The organization code hierarchy is established by use of the REPORTS TO ORG (Organization) field. The structure of this profile enables users to establish up to 99 levels of organization codes. However, only the first 10 levels can be accessed for reporting and budgetary control purposes. The organization code is not input on transactions; it must be inferred from the Index Code Profile (24).

The following diagram illustrates these concepts, along with special coding rules:

Chart explaining the relationship between agency levels and coding instructions for each one
  • Each agency using organization codes must have a level 01 organization code defined as 0000.
  • An organization code cannot report to itself.
  • Organization codes at the same level within a branch of the structure must report to the same organization code.

Note: The organization can be set up and used to report and classify expenditures by a structure other than the strategic (program) structure.

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.

APPROPRIATION 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.

ORGANIZATION CODE (Control key – Required)
Enter the four-digit organization code. A level 01 organization code defined as 0000 for each AY must be set up.

TITLE (Required to add new record)
Enter the name of the specific business unit of the organization structure to be defined by the organization code (up to 40 characters).

REPORTS TO ORG (Required to add new record)
Enter the four-digit reports to organization code. Reports to organization codes are agency defined on the DØ3 profile. This field identifies the next higher level in the organization hierarchy. If the organization code in the control key is 0000, the REPORTS TO ORG must be blank since organization code 0000 is the highest level of the organization structure.

ORG LEVEL (System generated)
Displays the level of the organization structure.

HIGHER LEVELS OF ORGANIZATION (1–10) (System generated)
Displays the level the organization structure that the organization code will roll up to. Only levels 1–10 will be shown, although additional levels may exist. Additional levels are reflected in the ORG LEVEL field.

Note: The structure of this profile enables users to establish up to 99 levels of organization codes. However, only 10 levels can be accessed for reporting and budgetary control purposes.

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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