USAS User’s Manual –
Chapter 7 – Transaction Entry (continued)
Payroll Profiles (For Agencies Submitting Facts Formats Payrolls)
D37 Other System Cost Center Profile
The D37 Other System Cost Center Profile establishes the relationship between a FACTS Cost Center and a USAS Index or PCA. It is used to convert payroll information submitted in the FACTS format to USAS format. Currently, this profile has no purpose other than supporting the conversion of payroll information. The key to a successful transition from FACTS to USAS is correctly establishing the D37 Other System Cost Center Profile.
A picture of the Other System Cost Center Profile screen
TTEXAS SD37 UNIFORM STATEWIDE ACCOUNTING SYSTEM MM/DD/YY HH:MM PM
LINK TO: OTHER SYSTEM COST CENTER PROFILE PROD
ACTION: R (A=ADD, C=CHANGE, D=DELETE, N=NEXT, R=RECALL)
AGENCY:
APPN YEAR:
COST CENTER:
TITLE:
USAS INDEX CODE: (MUST BE IN 24 INDEX CODE PROFILE)
USAS PCA CODE: (MUST BE IN 26 PCA CODE PROFILE)
STATUS CODE:
EFF START DATE: EFF END DATE: LAST PROC DATE:
F1-HELP F3-END F4-INTERRUPT F6-PROCESS
Highlighted Elements
- Appropriation Year—must match the Appropriation Year of the Index or PCA.
- Cost Center—every FACTS Cost Center currently used in payroll must be established in this profile.
- Index (or) PCA—must be assigned to each Cost Center. An agency may not assign both an Index and a PCA to a Cost Center. An
agency cannot assign one Cost Center to multiple PCAs or Indexes.
Note: If the Cost Center does not have a PCA or Index assigned to it, then the entire payroll document will be rejected. The agency must then add the missing Cost Center(s) to the D37 Profile and resubmit the payroll document.
Additional Payroll Information
Agencies may continue to submit their payrolls to the Comptroller’s office in the FACTS format. After the information is submitted to the Comptroller's office, the USAS system converts the FACTS format and generates reports in the USAS format. USAS will provide payroll transaction information from the Standard Agency Extract File.
Note: The Document Date determines the type of payroll reimbursement. This also updates the warrant written date and the direct deposit transmittal date. These dates must be the same for the transaction to process correctly.
Payroll Processing Flow
The following list describes the steps of the payroll; processing flow. A diagram of the processing flow is on the following page.
- Agencies will send payroll documents to Document Control and tapes to the tape library at the LBJ building. The documents and tapes
will be processed during the night on the date received.
Note: An agency cannot enter a payroll document online.
- For regular and bimonthly payrolls, the payments will denote the Payday Date, not the date of processing; however, supplemental payrolls will denote the date of processing.
- Payments will not be produced until the payroll documents are approved by Fiscal Managements Division.
- Exception: USPS Payroll documents are post-audited by Payroll Audit.
- USAS will provide agencies with an interface that converts data to the USAS IN Format without altering the agencies current data.
Note: Until agencies become productional in the Uniform Statewide Payroll System (USPS), some small agencies will continue their current procedures, and the payroll information will be keyed into FACTS format for them and converted into the USAS IN Format.
- USAS will perform multiple edits during the USAS Batch Cycle, such as document balancing, coding block verification, funding
validation, and approval requirements.
Note: Transaction data and funding errors that appear on the DAFR2151 USAS Error Report can be corrected online.
- Direct Deposits will be allowed for regular monthly, bimonthly, supplemental, and annuitant payrolls.
- Confidential information, such as vendor numbers and names, will be suppressed in USAS inquiries and requestable reports.
Batch Type 7 Torts
All Batch Type 7 transactions are processed on the 505 Pre-Enc/Enc/Expend Transaction Entry screen and are entered Centrally.
A picture of the Pre-Enc/Expend Transaction Entry screen
TEXAS S505 UNIFORM STATEWIDE ACCOUNTING SYSTEM MM/DD/YY HH:MM PM
LINK TO: PRE-ENC/ENC/EXPEND TRANSACTION ENTRY PROD
BATCH: AGENCY DATE TYPE NO SEQ NO MODE
DOC DATE: EFF DATE: PMT DUE DATE: SERV DATE:
DOC/SFX: REF DOC/SFX: DISC DATE:
TRAN CODE: IC: RQD PMT DATE:
INDEX: MOD: AGENCY: AY:
PCA: PCC: REQ NO:
COMP/AGY OBJ: NACUBO SUBFUND:
AMOUNT: RVS: DISC: 1099: FO: PDT:
DOC COUNT: DOC AMT: DOC AGY: CI: PROP #:
INV NO: INV DT: CONF:
DESC:
DESC:
VEND/MC: NM:
APPN NO: FUND: ORIG PMT DATE:
CONT NO: WARR NO:
GL AC/AGY:
GRANT NO/PH: SUB GRANTEE: PROJ NO/PH:
MPCD: AGY CD-1: 2: 3: DI: RTI:
Z08 RECORD NOT FOUND - END of FILE
F1-HELP F3-END F4-INT F5-EDIT F6-PROC F7-TEXT F8-NEXT F9-BAL F10-RTI F12-ADDR
The following is the appropriate Transaction Type for Batch Type 7:
- Miscellaneous Claims and Settlements/Judgments
Miscellaneous Claims and Torts
The State of Texas Purchase Voucher is completed by the Claims and Torts Attorney General’s Office if it is paid through the Comptroller's Appropriation. When a special fund of the agency is used to pay this claim, a copy of the USAS 86 screen will be sent to the agency after the document processes. For settlements and judgments which are settled September 1,1995, and later, the State of Texas Purchase Voucher is completed by the involved agency and paid by the involved agency.
The document is submitted by the Attorney General’s office to the Comptroller’s office, Analysis and Allocation Section, where a pre-audit code of 550 is entered into USAS and is forwarded to a Fiscal Management Division auditor for a 400 approval code. Documents are filed in the Analysis and Allocation section of the Comptroller's office. No copy of the document is sent to the agency.
The State of Texas Purchase Voucher used to process Miscellaneous Claims is drawn by the Comptroller’s office, Analysis and Allocation Section. The document is entered online by the Analysis and Allocation Section of the Comptroller’s office. A copy of the USAS 86 screen is sent to the agency if payment of the claim involves a special fund of that agency.
Batch Type 8-JV Balancing
All Batch Type 8 transactions are processed on the 509 Balanced JV Transaction Entry screen.
A picture of the Balanced JV Transaction Entry screen
TEXAS S509 UNIFORM STATEWIDE ACCOUNTING SYSTEM MM/DD/YY HH:MM PM
LINK TO: BALANCED JV TRANSACTION ENTRY PROD
BATCH: AGENCY DATE TYPE NO SEQ NO MODE: EDIT AND POST
CURRENT DOC: EFF DATE: DOC DATE: DOC AGY:
TRANS AMT: DOC AMT: DOC COUNT: FO:
INV NO: DESC:
* * * * * * * * * * * * * * * TRANSACTION 1 * * * * * * * * * * * * * * *
SFX: AGENCY: TC: REF DOC/SFX: MOD: SERV DATE:
IDX: PCA: AY: COMP/AGY OBJ: APPN: FUND:
VEND/MC: VEND NAME:
GL ACCT/AGY: GRANT NO/PH: SUB GRANTEE:
PROJECT NO/PH: NAC SUBFUND: DEBT/INVEST: RVS:
CONT NO: MPCD: AGY CODE - 1: 2: 3:
* * * * * * * * * * * * * * * TRANSACTION 2 * * * * * * * * * * * * * * *
SFX: AGENCY: TC: REF DOC/SFX: MOD: SERV DATE:
IDX: PCA: AY: COMP/AGY OBJ: APPN: FUND:
VEND/MC: VEND NAME:
GL ACCT/AGY: GRANT NO/PH: SUB GRANTEE:
PROJECT NO/PH: NAC SUBFUND: DEBT/INVEST: RVS:
CONT NO: MPCD: AGY CODE - 1: 2: 3:
F1-HELP F3-END F4-INIT F5-EDIT F6-PROCESS F9-BALANCING
The following is the appropriate Transaction Type for Batch Type 8:
- Expenditure Transfer Voucher
Expenditure Transfer Voucher
Expenditure Transfer Voucher transactions are used to correct transactions that produce warrants. For Batch Type 8, agencies can process these transactions in Edit Mode 2 online. The expenditure transfer voucher is not required to be submitted to the Comptroller’s office. The valid Document Type is K.