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USAS Profile Review and Cleanup Procedures – Profile Review for Organization Code Profile (DØ3) and Index Code Profile (24)

Risk Areas

Misdefining an Index

Because an index can infer multiple transaction elements, there is a possibility that some of the inferred elements are incompatible.

For example, if an index infers PCA or a PCA infers index, the appropriation number must be the same in both profiles or blank in one of the two profiles.

Overriding the Inferred Elements of an Index

While the ability to override inferred elements is central to the design of USAS, clerical errors can still occur.

Setting the Agency Budget Organization Level Indicator

When the following indicators are improperly set, the Agency Budget (AB) financial table does not update when transactions post:

  • AGENCY BUDGET (fund level indicator) on the Fund (D23) Profile
  • AGY BUD PRG LEVEL IND on the Program Cost Account (26) Profile
  • AGY BUD ORG LVL IND on the Index Code (24) Profile

If all of these indicators are set to 0, and an Index Code is used on a transaction, the AB table does not update. This affects system and table balances, a critical part of system data integrity. Therefore, at least one of the indicators above must be set to post to the AB table (that is, contain a value greater than 0) for all records of the related profile. To maintain consistent table posting, the indicator should not be changed during the year, or from year-to-year for the related profile.

One exception exists: When the AGY BUD PRG LEVEL IND and the AGENCY BUDGET fund level indicator on all related profile records are set to 0 and the agency does not include an Index Code on the transaction — either directly input or inferred — the required elements (Agency, Appropriation Year, Fiscal Year and Balance Type) will post to the AB table.

The OBJ LVL field on the 20 profile also affects posting to the AB table. However, its setting does not affect system out-of-balance conditions.

Note: System and financial table balance monitoring occurs on a transaction-by-transaction basis. When the index (if applicable), PCA and fund entered on a transaction have profile records where AB table indicators are set to 0, the AB table is not updated and an out-of-balance condition is detected. USAS system managers monitor the DAFR8480, System Reconciliation Exceptions Report, for out-of-balance conditions.

Glenn Hegar
Texas Comptroller of Public Accounts
Questions? Contact statewide.accounting@cpa.texas.gov
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