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USAS Coding Instructions

DØ4 Program Code Profile

LBB and agency defined; agency maintained. The Program Code Profile (DØ4) screen is a hierarchical profile used to establish an agency’s strategic (program) structure (see Data Classification Structure on the USAS Reference page) for reporting to the Legislative Budget Board (LBB). An agency’s strategic structure is reflected in the General Appropriations Act (GAA).

 TEXAS  SD04           UNIFORM STATEWIDE ACCOUNTING SYSTEM    MM/DD/YY HH:MM PM 
 LINK TO:                     PROGRAM CODE PROFILE                         PROD 
                                                                                
 ACTION:    (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)                       
                                                                                
              AGENCY:       (MUST BE IN D02 AGENCY PROFILE)                     
  APPROPRIATION YEAR:                                                           
        PROGRAM CODE:                                                           
               TITLE:                                                           
                                                                                
                                                                                
      REPORTS TO PGM:                                                           
                                                                                
                                                                                
                                                                                
       PROGRAM LEVEL:         (SYSTEM GENERATED)                                
                                                                                
     HIGHER LEVELS OF PROGRAM (SYSTEM GENERATED):                               
 1:      2:      3:      4:      5:      6:      7:      8:      9:             
                                                         STATUS CODE:           
  EFF START DATE:            EFF END DATE:            LAST PROC DATE:           
                                                                                
                                                                                
 F1-HELP F3-END F4-INTERRUPT F6-PROCESS                                         
 

Once set up, agencies can use this structure for reporting purposes and/or to control their budgets. The REPORTS TO PGM (Program) field shows the program code hierarchy. Each agency is required to establish levels 00–03.* The LBB defines the titles and values for these levels, although the agency must establish and maintain the profiles. An agency may establish additional levels (04–09) to define greater levels of detail for internal tracking. These levels can be accessed for reporting and budgetary control purposes. The structure of this profile enables users to establish up to 99 levels of program codes. However, levels established beyond level 09 are not tracked. The program code is not input on transactions; it must be inferred from the Program Cost Account Profile (26).

*Note: The LBB may require that agencies establish additional levels.

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 must have a level 00 program code defined as 0000.
  • A program cannot report to itself.
  • Program codes at the same level within a branch of the structure must report to the same program code.

Note: The index may be used to indirectly interface with the strategic structure by inferring the program cost account (PCA). The PCA then directly updates the strategic 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.

PROGRAM CODE (Control key – Required)
Enter the four-digit program code. Each agency must have an agency level 00 program code defined as 0000. The LBB defines the titles and values for levels 01–03.* Levels 04–09 are optional to define greater levels of detail for internal tracking.

*Note: The LBB may require that agencies establish additional levels.

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

REPORTS TO PGM (Required to add new record)
Enter the four-digit reports to program code. Reports to program codes are agency defined on the Program Code Profile (DØ4). This field identifies the next higher level in the program hierarchy for the program code being created. If the program code in the control key is 0000, the REPORTS TO PGM must be blank since program code 0000 is the highest level of the program structure.

PROGRAM LEVEL (System generated)
Displays the two-digit program structure level associated with the program code.

HIGHER LEVELS OF PROGRAM (1–9) (System generated)
Displays the hierarchy of the program structure that the program code will roll up to. Only levels 1-9 will be shown, although additional levels may exist. Additional levels are reflected in the PROGRAM LEVEL field.

Note: The structure of this profile enables users to establish up to 99 program code levels. However, only the first nine 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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