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USAS Coding Instructions

D22 Appropriated Fund Profile

Centrally defined. The Appropriated Fund Profile (D22) screen is used to identify appropriated funds and dedicated general revenue (GR) accounts. These funds exist by order of the Legislature, by Comptroller’s office policy or for accounting or reporting purposes. They are used and monitored by the Comptroller’s office as a separate set of self-balancing accounts.

The appropriated fund is inferred by the agency-defined Fund Profile (D23); it cannot be directly entered on transactions.

Note: The term “appropriated fund” is used to represent both appropriated funds and dedicated GR accounts.

 TEXAS  SD22           UNIFORM STATEWIDE ACCOUNTING SYSTEM    MM/DD/YY HH:MM PM 
 LINK TO:                   APPROPRIATED FUND PROFILE                      PROD 
                                                                                
 ACTION:    (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)                       
                                                                                
         APPROPRIATED FUND:                                                     
                     TITLE:                                                     
          STATE FUND GROUP:                                                     
         CONSOLIDATED FUND:        (MUST BE IN D22 APPROPRIATED FUND PROFILE)   
       REPORT ROUTE AGENCY:        (DEFAULT AGENCY TO ROUTE FUND BASED REPORTS; 
                                    MUST BE 000 OR IN D02 AGENCY PROFILE)       
             CASH CONTROL-                                                      
                      TYPE:        (0=NO, 1=ABSOLUTE, 2=ADVISORY)               
                     LEVEL:        (0=NO CTL BY APFND, 1=CTL BY APFND)          
            APPROPRIATION-                                                      
                     LEVEL:        (0=NO CTL BY APFND, 1=CTL BY APFND)          
  CASH BALANCE DISP –  IND:   APPROPRIATED FUND:      %/AMT:                    
               DESCRIPTION:                                                     
          CC ORG LEVEL IND:        (0=DO NOT POST AGENCY, 1=POST AGENCY)        
   DEPOSITORY INTEREST IND:                                                     
                                                         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.

APPROPRIATED FUND (Control key – Required)
Enter the four-digit appropriated fund number. See the Appropriated Funds/General Revenue Accounts page in the Comptroller Manual of Accounts for a listing of appropriated funds.

TITLE (Required to add new record)
Enter the title of the appropriated fund (up to 40 characters).

STATE FUND GROUP (Required to add new record)
Enter the two-digit state fund group as listed in the Titles Profile (D53) under TABLE ID FDGP.

01 General state operating and disbursing funds
02 Constitutional funds expended for specific purposes
03 Federal funds
04 Pledged funds
05 Constitutional nonexpendable funds
06 Tax clearance funds
07 Petty cash funds
08 Trust funds
09 Suspense funds
10 All local funds
11 Non-cash funds
12 Restricted use funds

CONSOLIDATED FUND (Optional)
Enter the four-digit consolidated fund number. A consolidated fund is a grouping of one or more appropriated funds.

Note: The appropriated fund 0001 General Revenue (GR) is currently the only valid consolidated fund. This allows for reporting a consolidated GR balance that includes the total of GR and dedicated account balances.

REPORT ROUTE AGENCY (Required to add new record)
Enter the three-digit report route agency number. The number must be for a valid agency. An agency number of 000 designates statewide use. The agency in this field is the controlling agency for the appropriated fund and is the agency responsible for reconciling and reporting the cash balance used in the Texas Comprehensive Annual Financial Report (CAFR).

For shared appropriated funds, the controlling agency may view its own financial activity, as well as the financial activity of the other agencies that operate out of that appropriated fund, on the following inquiry screens:

  • Expenditure Detail By Month By Appropriation: Cash Basis Inquiry (46)
  • Revenue Detail By Month By Appropriation: Cash Basis Inquiry (47)
  • General Ledger Summary Inquiry (56)
  • Appropriation Record Inquiry (62)
  • Appropriation Agency Detail Inquiry (67)
  • Agency/Fund Record Inquiry (69)

The report route agency also identifies the agency that can receive shared fund reports that include the appropriated fund activity for all agencies operating out of this appropriated fund. Shared fund reports include:

DAFR888Ø Summary Activity In Shared Funds Report
DAFR866Ø Fund Cash Transactions For Shared Funds

CASH CONTROL TYPE (Required to add new record)
Enter the one-digit cash control (CC) type indicator. During transaction processing, this element determines the severity of the cash control edits.

Per Comptroller’s office policy, Treasury cash is controlled at the appropriated fund level, with the exception of Child Support Employee Deductions (0807), Departmental Suspense (0900) and the Direct Deposit Correction Account (0980).

0 No cash control – No CC funding edits performed.
1 Absolute cash control – Fatal error received if CC funding edits fail.
2 Advisory cash control — Warning message received if CC funding edits fail.

CASH CONTROL LEVEL (Required to add new record)
Enter the one-digit cash control level indicator. During transaction processing, this element determines if the appropriated fund will be subject to cash control funding edits performed on the CC financial table.

0 Do not control by appropriated fund.
1 Control by appropriated fund.

Cash Control Level Indicator

If the D22 CC fund level indicator is… Then the D23 CC fund level indicator must be…
0 Do not control by appropriated fund. 0 Do not post or control cash by appropriated fund or fund, OR
2 Post and control by fund.
1 Control by appropriated fund. 1 Post and control by appropriated fund.

APPROPRIATION LEVEL (Required to add new record)
Enter the one-digit appropriation level indicator. During transaction processing, this element determines if the appropriated fund or fund will be subject to funding edits on the appropriation (AP) financial table.

Per Comptroller’s office policy, appropriations are controlled at the appropriated fund level.

0 Do not apply funding edits at the appropriated fund level.
1 Apply funding edits at the appropriated fund level.

Appropriation Level Indicator

If the D22 appropriation level indicator is… Then the D23 appropriation level indicator must be…
0 Do not control by appropriated fund. 2 Post fund.
1 Control by appropriated fund (Default for most funds). 1 Post appropriated fund.

CASH BALANCE DISPOSITION IND (Required to add new record – For informational purposes only)
Enter the one-character cash balance disposition indicator. All appropriated funds created after the initial funds consolidation in fiscal year 1996 (FY96) must have a value of N.

Y Yes. Appropriated fund was included in the initial funds consolidation in FY96. Not currently in use.
N No. Appropriated fund was not included in the initial funds consolidation process. Used for all new appropriated funds.

CASH BALANCE DISPOSITION APPROPRIATED FUND (Required to add new record if cash balance disposition indicator is Y – For informational purposes only)
Enter the four-digit appropriated fund number this appropriated fund was consolidated into. This field was designed to store the appropriated fund number that the appropriated fund balance should be manually transferred into at year end. This field is not allowed if the cash balance disposition indicator is N.

CASH BALANCE DISPOSITION %/AMT (Required to add new record if cash balance disposition indicator is Y – For informational purposes only)
Enter the percentage (%) or dollar amount (up to 11 digits) of the appropriated fund balance to be manually transferred at year-end per legal requirements. This field is not allowed if the cash balance disposition indicator is N.

CASH BALANCE DISPOSITION DESCRIPTION (Optional – For informational purposes only)
Enter the cash balance disposition description (up to 40 characters).

CC ORG LEVEL IND (Required to add new record)
Enter the one-digit cash control organization (agency) level indicator. This element determines if the agency number will be posted to the CC table.

Per Comptroller’s office policy, Treasury cash is controlled at the statewide rather than agency level, with the exception of with the exception of Child Support Employee Deductions (0807), Departmental Suspense (0900) and the Direct Deposit Correction Account (0980).

0 Do not post agency.
1 Post agency.
  • If an agency number is posted to the CC table, then the cash within the appropriated fund will be controlled at an agency level.
  • If the agency number is not posted to the CC table, then the cash within the appropriated fund will be controlled at a statewide level.

CC Org Level Indicator

If the D22 CC organization level indicator is… Then the D23 CC organization level indicator must be…
0 Do not post agency. 0 Do not post agency.
1 Post agency. 1 Post agency.

DEPOSITORY INTEREST IND (Required to add new record – For informational purposes only)
Enter the one-character depository interest indicator.

Y Yes. The appropriated fund is eligible to earn and retain depository interest.
N No. The appropriated fund is not eligible to earn and retain depository interest.

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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