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USAS Coding Instructions

D12 Agency Group Profile

Centrally defined. The Agency Group Profile (D12) screen is used to group agencies for financial reporting purposes and for security purposes. Agencies are associated with an agency group via the AGENCY GROUP field on the Agency Profile (DØ2). Agency group is also an optional element on the Security Profile (96A) to allow a user to have security access to a group of agencies.

Examples:

  • For financial reporting, AGENCY GROUP may be used to group all of the related component units of a university into one reporting entity, or to group health and human service agencies together.
  • AGENCY GROUP is used as a sort on USAS requestable reports, such as: These reports are no longer used for GAAP reporting, but may be used for internal purposes by colleges and universities.
  • On the Report Request Profile (91), AGENCY GROUP is used to generate reports by group.
 TEXAS  SD12           UNIFORM STATEWIDE ACCOUNTING SYSTEM    MM/DD/YY HH:MM PM 
 LINK TO:                     AGENCY GROUP PROFILE                         PROD 
                                                                                
 ACTION:    (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)                       
                                                                                
                AGENCY GROUP:                                                   
                                                                                
                       TITLE:                                                   
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                                                
                                                         STATUS CODE:          
  EFF START DATE:            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
R Recall

*Note: Record must be recalled before this action can be performed.

AGENCY GROUP (Control key – Required)
Enter the two-digit agency group. Agency groups are listed below.

02 Texas Department of Criminal Justice
03 University of Texas System
04 Texas A&M University System
05 Texas Tech University System
06 University of Houston System
08 Texas Commission on Environmental Quality
09 Courts of Civil Appeals
10 Treasury Operations
12 Comptroller of Public Accounts
13 General Land Office
14 Turnpike Authority
17 East Texas State University
18 Texas State University System – Consolidated
19 University of North Texas System – Consolidated
20 Office of the Governor
21 HHS – Department of State Health Services
22 HHS – Department of Assistive and Rehabilitative Services
99 Other

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

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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