USAS Profile Review and Cleanup Procedures –
Exhibits
Chapter Sections
Exhibit A – Reports
Report No. | Type | Source | Description |
---|---|---|---|
PCU 101 | Exception | D23, D22, D02 | Consolidated funds with wrong GAAP fund type |
PCU 102B | Exception | D23, General Ledger Financial Table | Appropriated fund change report |
PCU 105A | Listing | D04, 26, D23 | PCA/program rollup with fund/GAAP fund elements |
PCU 106 | Listing | D23, D22 | Fund profile posting levels and lookups |
PCU 107 | Listing | 26 | PCA profile posting levels and lookups |
PCU 108 | Listing | 24 | Index profile levels and lookups |
PCU 110 | Listing | D03 | Organization profile levels and lookups |
PCU 112 | Listing | D04 | Program profile levels and lookups |
PCU 113 | Listing | D23, D24, D21 | Fund/GAAP fund rollup |
PCU 115 | Listing | D11 | Agency object profile |
PCU 116A | Listing | 26, D04, D23 | Central PCA elements |
PCU 117 | Exception | General Ledger Financial Table | Default funds 9000 and 9001 |
PCU 118 | Detail | Active and Inactive Acctng Event Table | Activity posting to funds 9000 or 9001 |
PCU 119 | Exception | General Ledger Financial Table | Comptroller objects 3788 and 3789 in funds other than 9000 or 9001 |
PCU 120 | Exception | D23, General Ledger Financial Table | System clearing GL account 9999 and 9992 |
PCU 132B | Exception | General Ledger Table | Non-revenue objects with revenue accounts |
PCU 133 | Exception | General Ledger Table | Non-expenditure objects with expenditure accounts |
PCU 134 | Exception | General Ledger Table | Non-other sources & uses objects with other sources and uses accounts |
PCU 138A 138B 138C |
Listing | General Ledger Financial Table, D23, 28A, 28B | 00000 (138A) revenue codes in approp. numbers 99906 (138B) revenue codes in approp. numbers 99907 (138C) revenue codes in approp. numbers |
PCU 151 | Exception | General Ledger Financial Table | Inconsistencies between program codes and appropriation numbers |
PCU 152 | Listing | General Ledger Table | Pass thru fund and comptroller objects |
PCU 155 | Exception | D23, D22 | Status and dates on profiles |
Note: Your agency will not receive a report listed as report type Exception if the report is blank. Detail of balances on exception reports should be requested from your financial reporting analyst. Detail reports will require overnight processing.
Exhibit B – USAS Profile Rollover To FFY
The automated rollover program creates new FFY profiles, unless any one of the following conditions exists:
- The CY profile is inactive (Status = I).
- The CY profile has an effective end date of 08/31/20CY or prior.
- The FFY profile already exists with the same profile key.
Agency-Controlled Profiles to be Rolled:
D03 | Organization Code Profile |
---|---|
D04 | Program Code Profile |
D11 | Agency Object Profile |
D23 | Fund Profile |
D25 | Agency Object Group Profile |
D37 | Other System Cost Center Profile |
22 | Cost Allocation Profile |
23 | Fixed Percent Allocation Profile |
24 | Index Code Profile |
25 | Agency Control Profile |
26 | Program Cost Account Profile |
30 | Contract Profile |
30B | Contract Multi-Vendor Profile |
Note: If the D22 profile for the inferred APPROPRIATED FUND or the D24 profile for the inferred GAAP FUND is inactive, the D23 profile is automatically changed to Inactive and not included in the automated rollover program.
Centrally Controlled Profiles to be Rolled:
D09 | Comptroller Source/Group Profile |
---|---|
D10 | Comptroller Object Profile |
D34 | NACUBO Source/Object Profile |
D54 | NACUBO Function Code Profile |
8C | Comptroller Object Relationship Edit Profile |
8D | Program Code Relationship Edit Profile |
8E | Organization Code Relationship Edit Profile |
20 | Appropriation Number Profile |
20B | Appropriation AFR T-code/COBJ Profile |
Exhibit C – Requesting Agency Profile Reports – DAFQs
Agencies can request any agency-controlled profile report using the Report Request (91) profile. These types of reports are referred to as DAFQs and display the same fields in the same order as they appear on the profile in USAS.
To request a DAFQ:
- Link to the 91 profile.
- Enter A in the
ACTION
field to add or enter R to recall an existing request. After recalling an existing record, enter C in theACTION
field to update the existing request. - Specify the
Agency, Requestor, Report Id, Request No, Frequency
in the upper portion of the screen. - Enter the agency number again in the
SPECIAL SELECT-AGENCY
field. - Press F6 or Enter to process.
Notes:
-
To determine the
REPORT ID
, always use DAFQXXX0, where the XXX is the USAS profile number. If the profile is not prefixed with a D, the profile number is prefixed with a 0.For example:
- If the request is for the D23 profile, the
REPORT ID
would be DAFQD230. - If the request is for the 26 profile, the
REPORT ID
would be DAFQ0260.
- If the request is for the D23 profile, the
APPN YEAR
is optional. If left blank, the report will contain all appropriation years for that profile.FREQUENCY
must be an actual date.- DAFQ reports may be requested on any day, not only on Fridays.
TEXAS S091 UNIFORM STATEWIDE ACCOUNTING SYSTEM 06/18/09 7:56 AM LINK TO: REPORT REQUEST PROFILE PROD ACTION: A (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL) AGENCY: 304 REQUESTOR: ROBC REPORT ID: DAFQD230 REQUEST NO: 01 APPN YEAR: PERIOD: FY: FREQUENCY: 061820CY LEVEL – ORG: PROGRAM: OBJECT: FUND: NACUBO FUND: GL ACCT: GRANT: PROJECT: AGENCY GROUP: CONFIDENTIAL INFO: N ( P,T,B,N ) SPECIAL SELECTS – AGENCY: 304 ORG CODE: PROGRAM CODE: NACUBO FUND: APPROP FUND: FUND: COMP OBJECT: AGY OBJECT: GL ACCT: AGY GL ACCT: GRANT: PROJECT: SPEC SEL 1: SPEC SEL 2: LST RUN DATE: LINES: STATUS CODE: A EFF START DATE: 06182001 EFF END DATE: LAST PROC DATE: 06182001 Z01 RECORD SUCCESSFULLY ADDED PLEASE ENTER FUNCTION F1-HELP F3-END F4-INTERRUPT F6-PROCESS
Exhibit D – Other Activity Structure
DESCRIPTION | CENTRAL PCA (XXX=AGY#) | LEVEL 3 PROGRAM CODE | APPROPRIATION NUMBER | APPROPRIATED FUND |
---|---|---|---|---|
Local Funds not in State Treasury | 3990(a) | 99999(a) | 9999 | |
Direct Deposit – 401K Deferred Comp | 34XXX | 3991 | 00632 | 0942 |
Payroll Contra Account – HB 62 | 3991 | 01000 | Various | |
Correction Account – Direct Deposit | 44XXX | 3991 | 07738 | 0980 |
Benefit Replacement Pay | 3991 | 23102 | Various | |
OASI, State Match | 3991 | 91142 | Various | |
Optional Retirement System | 3991 | 97646 | 0001 | |
Year-end Close/Default/Conversion PCA –DO NOT DELETE | 99999 | 3992 | blank | blank |
Unappropriated Activity | 3992 | 00000 | Various | |
Treasury Default – Deposit Adj | 99900 | 3992 | 00000 | Various |
Treasury Default – NSF Checks | 99901 | 3992 | 00000 | Various |
Depository Interest | 99902 | 3992 | 00000 | Various |
Warrants Void by Statute | 99903 | 3992 | 00000 | Various |
FACTS Warrant Cancellations Note: All FACTS warrants have exceeded the statute of limitations. |
99904 Note: Inactivate PCA or add an effective end date. |
3992 | 00000 | Various |
Unappropriated Activity – Suspense Account | 3992 | 00900 | 0900 | |
Unappropriated GR | 99906(b) | 3992 | 99906 | 0001 |
Local Sales Taxes – APS 008 | 99907(c) | 3992 | 99907 | 0882 |
Unemployment Reimbursement – APS 003 | 3993 | 90822 | Various | |
Trust Account Program Administration and Facility Management Accounts | 3995 | 9 & Old Appn # | Various | |
Debt Service Accounts, Bond Sales, Debt Retirement | 3996 | 9 & Old Appn # | Various | |
Central Supply, Revolving Accounts, Motor Pools, Canteens and Seminar/Training Accounts | 3997 | 9 & Old Appn # | Various | |
Petty Cash/Travel Advance/Imprest Accounts – APS 010 | 3997 | 94992 | Various | |
Administration and Support | 3900(d) | 13900 | Various | |
Central Administration | 3901(e) | 13901 | Various | |
Financial & Personnel Services | 3902(e) | 13902 | Various | |
Information Resources Technologies | 3903(e) | 13903 | Various | |
Operating/Support | 3904(e) | 13904 | Various | |
Attorney General’s Child Support Program-Non Budgetary | 3994(e) | 90585 | 0994 | |
Teachers Retirement System Operations & Investments | 3994(e) | 96541 | 0960 | |
Employees Retirement System Operations & Investments | 3994(e) | 96549 | 0955 | |
Non-ABEST Activity* | 3980 | Various | Various | |
*Institutions of higher education agencies are to use program codes 1980-2980-3980 for non-ABEST activity. This includes THECB transfer (ATP, ARP, Work Study, Remedial Ed, 5th Year Accounting) HEAF AUF, Texas Grants and License Plate Scholarship. |
Exhibit D – Other Activity Structure (concluded)
The Program Code (D04) profiles for Strategies 3900 – 3904 should all be set up to report to Program Codes 2900 (Objective level) and 1900 (Goal level).
The D04 profiles for Strategies 3990 – 3997 should all be set up to report to Program Codes 2990 (Objective level) and 1990 (Goal level).
- State agencies/institutions that have strategies with a Method of Finance identified in the General Appropriations Act and funding is held outside the State Treasury should use the level 3 program code identified by the LBB for the strategy financed with the local funds. The appropriation number will be same as that used for the strategy. Otherwise, program code 3990 is to be used with appropriation number 99999.
- PCA 99907 is suggested for deposits of Local Sales Taxes.
- Agencies not appropriated a Goal or Strategy item of Indirect Administration in the General Appropriations Act may set up only one program to account for all administrative costs
- Agencies not appropriated a goal or strategy item of Indirect Administration in the General Appropriations Act may set up any or all of the four common types of administrative cost program codes
- Each of these codes is only applicable to the agency in the code’s description.