USAS User’s Manual –
Chapter 7 – Transaction Entry (continued)
Reports
Users can request reports to view information about their agency’s ITVs. Control and requestable reports showing ITV activity are available.
Control Reports
Control reports are automatically produced from nightly payment processing and batch (IEU) cycles. Control report IDs are usually in the range DAFR2000 to DAFR3999. Agencies can receive the following control reports:
DAFR2151 Batch Agency Error Report
Note: The DAFR2151 Batch Agency Error Report is still available and includes ITVs as well as all other batches in error.
A picture of the DAFR2151 report
DAFR2151 USAS 01 AGENCY NUMBER:..........................
AGENCY BATCH ERROR REPORT AGCY PAGE: 1
11/09/93 (00.55 CYCLE 0449...............................................RUN PAGE: 0620
BATCH AGY DATE TYPE NUMBER
SEQ USER ID DOC DATE EFF DT DUE DT SERV DT CUR DOC/SFX REF DOC/SFX M R DMI AGY TC AY INDEX PCC PCA TRANSACTION AMT
REQUISITION # COMP/AGY OBJ NSFND IRS FO PDT DOC AGY C/I PROPERTY # INVOICE NO INV DT CONT # WARR NO ERRORS
VENDOR NO/MC VENDOR NAME APPN NO FUND GL/AGY GL GRANT #/PH SUB GRANTEE
PROJ #/PH MULTI CODE - AGY CD 1 2 3- D/1 NO RTI PT BANK NUMBER DISC DT TRM PEN DT TRM INT PENALTY AMOUNT
XXX 11/08/63 2 XXX
00001 XXXXXXX 11/08/93 11/08/93 D1108301 001 XXX 95 94 XXXXX 222.00
3505 1100 XXX 00000 0284 EJI
DAFR2261 Daily History Detail Report
The batch agency receives the DAFR2261 Daily History Detail Report. It provides a list of posted, approved and if applicable, paid transactions. The transactions appear in batch agency order.
This report can be used to reconcile transactions and verify super security deleted transactions.
If the Transaction ID field displays SSTD (super security transaction delete) or SSDD (super security document delete), the transaction or document was super security deleted.
A picture of the DAFR2261 report
DAFR2261 USAS 01 JKNI RJE AGENCY NUMBER:......................
DAILY HISTORY DETAIL REPORT AGCY PAGE: 1
11/09/93 (00.47) CYCLE 0449.......................................................RUN PAGE: 3,859
--TRANS ID-- USER ID TID EFF DT AY DMI C/I TC M R AGY RTI INDEX AAPN# FUND PCA COBJ AOBJ TRANSACTION AMOUNT
PROJ #/PH GRANT #/PH SUB GRANTEE --AGY CD 1 2 3-- GL/AGY GL MULTI CODE PCC REQUISITION #
VENDOR NO/MC VENDOR NAME IRS INVOICE NO NACUBO SUBFUND
INV DT DOC DATE DOC AGY CUR DOC/SFX REF DOC/SFX DUE DT SERV DT WARR NO PDT PROPERTY #
D/I NO FO CONT # PT BANK NUMBER DISC DT TRM PEN DT TRMS INT PENALTY AMOUNT
XXX 11/08/93 4 001 00001 XXXXXXX USGE 11/08/93 94 R 222 00000 0573 XXXXX 3711 3000 10.00
XXXXXXXXXXX000
001 10/11/93 101450482 R
Buying agencies can receive the following control reports:
DAFR3331 Error Transaction Aging Report
The DAFR3331 Error Transaction Aging Report displays transactions with errors detected by the nightly batch IEU cycles. It includes funding errors and data element errors. Also included on the report are documents requiring approval or correction.
The transactions appearing on this report have fatal data errors (E-fatal data) and fatal funding errors (F-fatal funding). Additional errors that may appear are B-batch error and Z-system error.
The DAFR3331 lists up to six error codes per transaction. Users can recall these codes using error code help in USAS. Batches containing errors appear on the View Batch Header (530) screen as Edit Mode 3 transactions with a status of H (Hold). This report will list all rejected transactions for an agency, including those in other batch agencies.
Rejected generated transfers will appear on this report under Batch Agency 005. These transactions can be corrected online under User Class 65.
A picture of the DAFR3331 report
DAFR3331 USAS 01 USAS RJE AGENCY NUMBER:
USAS TRANSACTION AGING REPORT AGCY PAGE: 315
07/22/95 (08.45) CYCLE ( 881) PAGE: 0315
---------------BATCH
AGY DATE TYPE BNUM EFF DATE STAT DAYS ON IT BATCH AMOUNT
06/14/95 4 505 06/13/95 H 38 115.00
--------------DOCUMENT
AGY DOC NO FF REMAINING APPROVAL CODES REJECT CODES
9F345296 95
------------TRANSACTION
SEQ 6 AGY CUR DOC/SFX REF DOC/SFX EFF DATE PROC DTE ACID TCD AY APPM FUND COBJ AOBJ TRANSAMOUNT ERROR CODES
00097 XXX 9F345296/001 06/13/950 7/22/95 TAP225 95 0001 7203 115.00 ERS E81
*BATCH DETAIL TRANSACTIONS IN ERROR 01-15 16-30 31-60 OVER 61 DAYS
1 0 0 0
DAFR3701 Warrant Register by Warrant Number
The DAFR3701 Warrant Register by Warrant Number Report provides a listing of warrants sorted by agency, warrant type, appropriated fund, document, fiscal year, and warrant number.
A picture of the DAFR3701 report
DAFR3701 USAS 01 JKNI RJE AGENCY NUMBER:
WARRANT REGISTER BY WARRANT NO REPORT AGCY PAGE: 315
11/08/93 (21.48) CYCLE0449 ............................................................RUN PAGE: 15
WARRANT TYPE 060 BILLS
WARR NO WARR DT APFDFUND DOC NO FY ESN VENDOR NO/ M C ----VENDOR NAME/ADDRESS------ WARR AMT
101450473 11/08/93 0001 XXXXXXXX94 XXXXXXXXXXX 000 46.45
DAFR3631 Fund Control Errors Occurring During Payment Processing
The DAFR3631 Fund Control Errors Occurring During Payment Processing Report is a daily report that lists payment transactions with funding problems. This report Processing should be viewed daily by the buying agency.A picture of the DAFR3631 report
DAFR3631 USAS 01 AGENCY NUMBER:
FUND CONTROL ERRORS OCCURRING DURING PAYMENT PROCESSING AGCY PAGE: 1
11/08/93 19:57 CYCLE 0449...........................................................RUN PAGE: 89
DOC CURR DOC VENDOR MAIL APPN LBB NO of AGY NUMBER FY NO CODE AGY AY NO AFUND FUND ORG PROG COBJ OBJ AMOUNT TRANS ERROR MESSAGE
XXX 20050205 94 XXXXXXXXXXX 028 VENDOR FAILED
XXX 93 01170 0001 321.20 0001 REMAINING FREE
BUDGET EXCEEDED
AVAILABLE CASH
EXCEEDED
DAFR3651 Warrant Register by Agency
The DAFR3651 Warrant Register by Agency Report lists the Warrant initiating transactions of the buying agency.
A picture of the DAFR3651 report
DAFR3651 USAS 01 JKNI RJE AGENCY NUMBER:..........
WARRANT REGISTER BY AGENCY REPORT AGCY PAGE: 1
11/08/93 (21.45) CYCLE 0449 RUN PAGE:
16
WARRANT TYPE 060 BILLS
APFD FUND DOC NO FY ESN VENDOR NO/MC VENDOR NAME/ADDRESS - PDT/C WARR NO WARR DT WARR AMT
0001 XXXXXXXX 94 XXXXXXXXXXX000 R 101450473 11/08/93 46.45
DAFR3751 ITV Recurring Transaction Error Report for ITVs
The DAFR3751 ITV Recurring Transaction Error Report lists RTI processing errors for ITV transactions. This report is received by the initiating agency (the paying/disbursing agency).
A picture of the DAFR3751 report
DAFR3751 111 USAS 01 RECREATIONAL SAFETY BOARD
*****************AGCY NUMBER 111
RECURRING TRANSACTION ERROR REPORT FOR ITVS
AGCY PAGE 1
03/11/97 (21.18) CYCLE 1293
************************************************************************************RUN PAGE
1
AGENCY 111 RECREATIONAL SAFETY BOARD
*****************************************************************************************************
*******************************
DOCNO SFX RTI RTI TRANS ERROR MESSAGE
AGY NO NO
*****************************************************************************************************
*******************************
T71P3189 001 222 222222 000001 RTI TRANS NOT ACTIVE OR DATE NOT IN RANGE -- RTI
TRANSACTION GENERATED
T71P3189 001 222 222222 000002 RTI TRANS NOT ACTIVE OR DATE NOT IN RANGE -- RTI
TRANSACTION GENERATED
DAFR3761 ITV Recurring Transaction Error Report for ITVs
The DAFR3761 ITV Recurring Transaction Error Report lists RTI processing errors for Due to/Due from transactions which occur during the generation of the transfer document. This report is received by the initiating agency.
A picture of the DAFR3761 report
DAFR3761 111 USAS 01 RECREATIONAL SAFETY BOARD
*****************AGCY NUMBER 111
RECURRING TRANSACTION ERROR REPORT FOR ITVS
AGCY PAGE 1
03/11/97 (21.18) CYCLE 1293
************************************************************************************RUN PAGE
1
AGENCY 111 RECREATIONAL SAFETY BOARD
*****************************************************************************************************
*******************************
DOCNO SFX RTI RTI TRANS ERROR MESSAGE
AGY NO NO
*****************************************************************************************************
*******************************
T9970101 001 222 222222 000001 NO ACTIVE TRANS FOR RTI FORND --NO TRANSACTIONS
GENERATED
T9970106 001 222 222222 000002 NO ACTIVE TRANS FOR RTI FORND --NO TRANSACTIONS
GENERATED
DAFR3762 ITV Generated Transactions
This report shows the system-generated transactions for all RTI transactions. Both the initiating and receiving agency get copies of this report. This report is generated based on the IN records generated. The other agency’s number and fund are shown in the Interfund Agy and Fund fields.
Note: The originating document number is provided in the REF DOC field.
A picture of the DAFR3762 report
DAFR3762 999 USAS 01 B13 COMMISSION
*****************AGCY NUMBER 999
ITV GENERATED TRANSACTIONS
AGCY PAGE 1
03/15/97 (02.35) CYCLE 1296
************************************************************************************RUN PAGE
1
BATCH EFFECT -INTERFUND-
AGY DATE TYPE CUR DOC/ SFX REF DOC/ SFX TC REV DATE AGY FUND
AMOUNT
*****************************************************************************************************
*******************************
999 19970314 W GT195017/999 T7101140/333 970 19970314 333 0001
63.76
A picture of the DAFR3762 report
DAFR3762 333 USAS 01 STATE GOLDEN BOARD
*****************AGCY NUMBER 333
ITV GENERATED TRANSACTIONS
AGCY PAGE 1
03/15/97 (02.35) CYCLE 1296
************************************************************************************RUN PAGE
25
BATCH EFFECT -INTERFUND-
AGY DATE TYPE CUR DOC/ SFX REF DOC/ SFX TC REV DATE AGY FUND
AMOUNT
*****************************************************************************************************
*******************************
333 19970314 W GT195017/999 T7101140/333 960 19970314 999 0001 63.76
333 19970314 W GT195034/333 TF540127/555 971 19970314 555 0001
236.25
971 19970314 555 0001
236.25
971 19970314 555 0001
435.34
971 19970314 555 0273
236.25
971 19970314 555 0001
217.66
971 19970314 555 0001
236.25
333 19970314 W GT195062/333 T3125550/777 971 19970314 777 0001
1,035.00
Requestable Reports
Users have a variety of options when requesting reports. The Report Request Profile (91) enables users to customize reports based on the options available on the Report Control Profile (D64), by using the following features:
- Time Frame—enables the user to select the appropriation year, fiscal year, the period, and the frequency of reports.
- Classification Level—enables users to request reports at various levels of detail. Depending on the report, options may be available to select the level of detail for the organization, strategic program structure, object, fund, NACUBO fund, grant and project, and general ledger account.
- Data Selection—allows the user to select specific values or ranges of values to be reflected on the requestable report. Also allows users to limit reports to specific agencies, organization codes, program codes, NACUBO funds, appropriated funds, funds, comptroller objects, agency objects, general ledger accounts, agency general ledger accounts, grants, and projects.
Note: Valid customizing options available for a specific requestable report are controlled by the options on the Centrally defined and maintained Report Control Profile (D64).
If the data selected does not match the information in the financial tables, the requested report will not be generated. However, an exception report explaining why the requested report was not generated will be produced.
DAFR8190 Daily Document Activity Report
The DAFR8190 Daily Document Activity Report lists all posted transactions for the current day.
- Special Select 1—Allows the user to enter a document type or range of document types. If this field is left blank, all document type transactions will be generated.
- Special Select 2—In the first position, if the user chooses:
In the second position, if the user chooses:D the report will sort by document number. I the report will sort by invoice number.
A the report will sort by document number. N the report will include only documents created by the financial agency. For the generated transaction, this will be when the financial agency and document agency are the same. Blank data for financial agency. Recommended values:
First position Second position D N I N
Note: Recommended values will list all documents not created by the financial agency. This includes the generated transfer-in for the selling agency and Treasury-generated documents.
A picture of the DAFR8190 report
DAFR8190 MJB01RDOE RJE R303 ( )( )( )( )( )( ) RUN DATE: 08/04/94 TIME: 06:42 25 USAS
CYCLE: 08/04/95 06:27 0890 CFY: 95 CFM: 12 LCV: 94 LCM: 09 FICHE:
DAILY DOCUMENT ACTIVITY REPORT
REPORT PERIOD = 08/03/95 FY=95
PAGE 4
DOCUMENT AGENCY XXX
APPN YEAR 95
INVOICE # INV DATE CURR DOC/SFX (BAT AGY DATE TP NO SEQ NO) REF DOC/SFX EFF DATE SRVC DATE CONTRCT # RTI STATUS
TC DESCRIPTION APPN# APFND FUND GRANT/PHASE NACSUB PCA INDEX COBJ AOBJ
REQ #
PAYEE # MC PAYEE NAME TRANSACTION DESCRIPTION TRANS AMOUNT REV
1250337 GTXXX215/000 (005 19950803 W 617 00002) T7524570 08/03/95 04/30/95
960 INTERAGENCY PAYMENT - SYSTEM GEN XXXXX 0001 XXXX 12101 7266
303303 653.49
1250337 GTXXX215/000 (005 19950803 W 617 00001) T7524570 08/03/95 04/30/95
971 RECEIPT of INTERAGENCY PAYMENT XXXXX 0900 XXXX 00902 3790
303303 653.49
* DOC TOTAL 1,306.98
* INVOICE TOTAL 1,306.98
DAFR8200 Daily Transaction Register
The DAFR8200 Daily Transaction Register Requestable Report lists all transactions posted to the requesting agency during the day. It prints in five registers. The system sorts each register by document agency, document type based on the first character of the current document number, and current document number. The T-Code determines the register in which a transaction appears. The register number for each T-Code can be seen on the T-Code Profile (28A). For ITVs, the two important registers are: Register 2 Pre-Enc/Enc/Expend Transaction Register for the buying agency’s payment; and Register 3 Revenue/Receipts Transaction Register for the selling agency’s receipt of payment.
A picture of the DAFR8200 report
DAFR8200 RDOE 01 RDOE RJE R303( )( ) ( ) ( ) ( )( ) RUN DATE: 08/04/95 TIME: 06:45 40
USAS
CYCLE: 08/04/95 06:27 0890 CFY: 95 CFM: 12 LCY: 94 LCM: 09 FICHE: 303
DAILY PRE-ENC/ENC/EXPEND TRANSACTION REGISTER (2)
PERCENT of YEAR ELAPSED: 100% REPORT PERIOD = 08/04/95
PAGE:--------------------------------------------------------9428
CURR DOC /SFX/AGY/DATE EFF DATE DUE DATE SERV DATE REF DOC/SFX TC INDEX PCA AY C/AGY OBJ
DISC FO AMOUNT R PD C
PROP #1099 INV # DATE DESCRIPTIONV-------EEND/MAIL CODE-----------NAME-------------------------
CONRACT 3 WARR # APPN# FUND AFUND GL ACCT/AGENCY GRNT #/PH SUB GRANTEE PROJ #/PH
MPCODE ---AGCY 1 2 3--- RTI
AGY YYYYMMDD T BATCH SEQ
GTXXX215 000 XXX 08/03/95 04/30/95 T7524570 960 XXXXX 95 7266 0.00 653.49
1250337
XXXXX0001 0001
005 19950803 W 617 00002
A picture of the DAFR8200 report
DAFR8200 RDOE 0 RDOE RJE R303 ( ) ( ) ( ) ( ) ( ) ( ) RUN DATE: 08/04/95 TIME:06:45 40
USAS
CYCLE: 08/04/95 06:27 0890 CFY: 95 CFM: 12 LCY: 94 LCM: 09 FICHE: 303
DAILY REVENUE/RECEIPTS TRANSACTION REGISTER (3)
PERCENT of YEAR ELAPSED: 100% REPORT PERIOD = 08/04/95
PAGE: 9450
CURR DOC /SFX/AGY/DATE EFF DATE DUE DATE SERV DATE REF DOC/SFX TC INDEX PCA AY
C/AGY OBJ FO AMOUNT R
DESCRIPTION VEND/MAIL CODE NAME INT TRMS PMT TYPE BANK DISC DATE
TM PEN DATE TM PENALTY AMT APPN# FUND AFUND GL ACCT/AGY GRNT #/PH SUB GRANTEE PROJ
#/PH MPCODE ---AGCY 1 2 3--- RTI
AGY YYYYMMDD T BATCH SEQ
GTXXX215 000 XXX 07/25/95 08/03/95 06/01/95 99501684 103 971
XXXXX95 3790 770.13
6/95 CONSTR & ABATEMENT 303303
00 00900 0900 0902
005 19950803 W 612 00001
DAFR8240 Monthly Transaction Register
The DAFR8240 Monthly Transaction Register Requestable lists all transactions posted to the requesting agency with an effective date within the requested month. It prints in five registers. The system sorts each register by document agency, document type based on the first character of the current document number, and current document number. The T-Code determines the register in which a transaction appears; the T-Code also appears on the T-Code Profile (28A). For ITVs, the two important registers are: Register 2 Pre-Enc/Enc/Expend Transaction Register for the buying agency’s payment; and Register 3 Revenue/Receipts Transaction Register for the selling agency’s receipt of payment.
A picture of the DAFR8240 report
DAFR8240 077 TEAM 01 04( )( )( )( )( )( ) RUN DATE: 01/22/93 TIME: 19:31 12 USAS
CYCLE: 01/22/93 18:17 0222 CFY: 93 CFM: 04 LCV: 91 LCM: 01 FICHE: 077
VITAMIN & NUTRIENT COMMISSION (077)
MONTHLY PRE-ENC/ENC/EXPEND TRANSACTION REGISTER (2)
PERCENT of YEAR ELAPSED: 33% REPORT PERIOD: DECEMBER FY: 93 TEST SYSTEM
PAGE:-----------------------------------------------------------10
CURR DOC /SFX/AGY/DATEEFF DATE DUE DATE SERV DATE REF DOC/SFX M TC INDEX PCA AY C/AGY OBJ
DISC PO AMOUNT RPC C
PROP #1099 INV # DATE DESCRIPTION--------VEND/MAIL CODE-----------------NAME-----------------
CONRACT # WARR # APPN# FUND AFUND GL ACCT/AGENCY GRNT#/PH SUB GRANTEE PROJ #/PH
MPCODE --AGCY 1 2 3--- RTI
AGY YYYYMMDD T BATCH SEQ
POOOOOO1 OO4 O77 12/17/92 200 01103 11031 93 73845 .00 4000.00
01012 0010 1001
077 19921217 3 001 00004
Note: USAS generates monthly reports each weekend.
Interagency Transaction Voucher Corrections/Adjusting Entries
ITV corrections require a journal voucher using Document Type J.
Note: Expenditure Transfer Vouchers (ETVs) are not used to adjust ITVs. ETVs are used to adjust transactions which generate warrants in USAS.
Use one of two T-Code combinations to adjust ITVs:
- 921 and 921R for adjustments made to the seller’s side of the transaction.
- 931 and 931R for adjustments made to the buyer’s side of the transaction.
Note: Do not use T-Codes 405/406 and 407/408 to adjust ITVs. Users can, however, use them for ETVs.
Travel
Agencies must process Travel transactions in USAS in any Edit Mode or through INs and submit the travel voucher to the Comptroller’s office. These transactions are processed by agencies using Document Type 1. Depending on the agreement between each agency and the Fiscal Management Division, the voucher can be audited after payment (post-audited).
Non-Payroll Travel Reimbursement
Non-Payroll Travel Reimbursement transactions are reimbursement travel vouchers. For example, reimbursement of direct airfare billing or travel advance. Travel transactions are entered in any edit mode online or through tape submission. The appropriate Document Type is 1. Depending on the agreement between each agency and the Fiscal Management Division, the voucher can be audited after payment.
Non-payroll reimbursements are entered using a T-Code combination of:
- 247 V/P Non-payroll Reimbursement Detail; and
- 904 Payment Reimbursement Vendor.
Reimbursement documents may have several detail transactions (247), but only one summary transaction (904). The 904 transaction amount will be the total of all the detail transactions within that document. The purpose of the 904 summary transaction is to supply the payee/vendor number for the agency being reimbursed.
The recommended payment distribution type is “DC.’ Use of this PDT will allow payments to documents.
Purchase Voucher — Documentation Post-Audit by the TBPC3
Agencies can submit Purchase Voucher-Documentation Post-Audit by the Texas Building and Procurement Commission (TBPC) transactions in any edit mode or through tape submission. These transactions are processed by agencies using Document Type 2 and must include appropriate Purchase Category Code (PCC) and Requisition Number. Neither a purchase voucher nor supporting document is required to be submitted. These transactions will be post-audited by the TBPC and the Comptroller’s office if the agency has signed the post-audit contract and the object code is a post-audit code.
Purchase Voucher — Preaudited by TBPC
Agencies will submit supporting documentation for Purchase Vouchers Preaudited by TBPC directly to the Texas Building and Procurement Commission (TBPC). These transactions are processed by agencies in any edit mode or through tape submission using Document Type 3 and must include appropriate PCC and Requisition Number. Both the TBPC and the Comptroller’s office, if the object code is a preaudit code or the agency has not signed the post-audit contract, must approve these transactions for a warrant to be generated.
Purchase Voucher — Not Audited by TBPC
Agencies can submit Purchase Voucher-Not Audited by TBPC transactions to USAS in any edit mode or through tape submission. These transactions are identified as Document Type 9 transactions. The selection criteria for this document type is that legislation (legal citation) exists that exempts an agency from purchasing rules found in Tex Government Code, Title 10, subtitle D, Chapter 2161. Neither a purchase voucher nor supporting documentation is required to be submitted. These transactions will be post-audited by the TBPC and the Comptroller’s office if the agency has signed a post-audit contract and the object code is post-audit.
Non-Payroll Purchase Reimbursement
Non-Payroll Purchase Reimbursement transactions are reimbursement purchase vouchers. For example, Reimbursement reimbursement of petty cash. The appropriate Document Type is 1, 2, 3, or 9.
Non-payroll reimbursements are entered using a T-Code combination of:
- 247 V/P Non-payroll Reimbursement Detail; and
- 904 Payment Reimbursement Vendor.
Reimbursement documents may have several detail transactions (247), but only one summary transaction (904). The 904 transaction amount will be the total of all the detail transactions within that document. The purpose of the 904 summary transaction is to supply the payee/vendor number for the agency being reimbursed.
The recommended payment distribution type is ‘DC.’ Use of this PDT will allow payments to documents.
Expenditure Transfer Voucher
Expenditure Transfer Voucher transactions are used to correct transactions that produce warrants. For Batch Type 4, agencies can process these transactions in Edit Mode 0 or 1 online or through tape submission. The expenditure transfer voucher is not required to be submitted to the Comptroller’s office. The valid Document Type is K.
Batch Type 5 — Journal Vouchers
All Batch Type 5 transactions are processed on the 501 Journal Voucher Transaction Entry screen.
A picture of the Journal Voucher Transaction Entry screen
TEXAS S501 UNIFORM STATEWIDE ACCOUNTING SYSTEM 04/08/95 12:01 PM
LINK TO: JOURNAL VOUCHER TRANSACTION ENTRY
BATCH: AGENCY 550 DATE 040893 TYPE 5 NO 001 SEQ NO 00001 MODE EDIT AND POST
DOC DATE : EFF DATE: DUE DATE: SERV DATE:
CUR DOC/SFX: REF DOC/SFX: AGENCY:
TRANS CODE:
INDEX:
PCA: AY:
COMP/AGY OBJ: NACUBO SUBFUND:
AMOUNT: RVS: FUND OVRD:
DOC COUNT: DOC AMT: DOC AGY: 550
GL ACCT/AGY:
DESCRIPTION:
DEBT/INVEST ISSUE #:
APPN NO:
FUND:
GRANT NO/PH: PROJ NO/PH:
RTI:
F1-HELP F3-END F4-INT F5-EDIT F6-PROCESS F7-TEXT F9-BALANCING F10-RTI
The following are appropriate Transaction Types for Batch Type 5:
- Journal Vouchers/Transfers Between Agencies
- Journal Vouchers/Transfers Within An Agency
- Accounts Payable
- Statistical Data
Journal Vouchers — Transfers Between Agencies
Agencies submit journal vouchers to the Comptroller’s office for Central entry. These transactions are processed with Document Type J.
Journal Vouchers — Transfers Within An Agency
Agencies enter journal vouchers within an agency in any edit mode or through tape using Document Type J. These transactions do not require a journal voucher to be submitted to the Comptroller’s office.
Accounts Payable
Accounts Payable transactions are processed by the agency using Document Type U. While agencies can submit the transactions in any edit mode online or through tape submission, a paper document is not required to be submitted to the Comptroller’s office. Accounts Payable transactions can also be entered using Batch Type 4-Expenditures/Disbursement.
Statistical Data
Statistical Data transactions are processed by the agency using Document Type U. While agencies can submit the transactions in any edit mode online or through tape submission, a paper document is not required to be submitted to the Comptroller’s office. Statistical Data transactions can also be entered using Batch Type 4-Expenditures/Disbursements.
Batch Type 6 — Payroll
All Batch Type 6 transactions are processed on the 505 Pre-Enc/Enc/Expend Transaction Entry screen.
A picture of the Pre-Enc/Enc/Expend Transaction Entry screen
TEXAS S505 UNIFORM STATEWIDE ACCOUNTING SYSTEM 01/18/95 02:22 PM
LINK TO: PRE-ENC/ENC/EXPEND TRANSACTION ENTRY
BATCH: AGENCY 258 DATE 090195 TYPE 6 NO 010 SEQ NO 00001 MODE EDIT AND POST
DOC DATE: EFF DATE: DUE DATE: SERV DATE:
DOC/SFX: REF DOC/SFX: MOD: AGENCY:
TRAN CODE: AY:
INDEX: PCC:
PCA: REQ NO:
COMP/AGY OBJ:
AMOUNT: RVS: DISC: 1099: FO: PDT:
DOC COUNT: DOC AMT: DOC AGY: CI: PROP #:
INV NO: DT: DESC:
VEND/MC: NM:
CONT NO: ADDR 1:
WARR NO: ADDR 2:
APPN NO: ADDR 3:
FUND: ADDR 4:
GL AC/AGY: CITY: ST: ZIP:
GRANT NO/PH: SUB GRANTEE: PROJ NO/PH:
MPCD: AGY CD-1: 2: 3: DI: RTI:
TRANSACTION SUCCESSFULLY WRITTEN
F1-HELP F3-END F4-INT F5-EDIT F6-PROCESS F9-BALANCING F10-RTI
The following are appropriate Transaction Types for Batch Type 6:
- Payroll Document
- Annuitant Payroll
- Reimbursement Payroll Document
Note: Payroll reimbursements are entered using a T-Code combination of:
- 246 V/P Payroll Reimbursement Payee Detail; and
- 903 Payroll Reimbursement Vendor.
Reimbursement documents may have several detail transactions (246), but only one summary transaction (903). The 903 transaction amount will be the total of all the detail transactions within that document. The purpose of the 903/Summary transaction is to supply the payee/vendor number for the agency being reimbursed.
The recommended payment distribution type is ‘DC.’ Use of this PDT will allow payments to documents.
Note:Batch Type S is used for USPS payrolls.
Elements Related to Payroll Processing
A brief overview of elements used by the Payroll Processing Subsystem include:
- Transaction Codes
- Batch Type
- Document Types
- PCAs and Program Codes
Transaction Codes
Transaction Codes are three-digit codes used to identify accounting events associated with a transaction.
Batch Type
The valid Batch Type for Payroll processing is 6. This will engage the confidentiality settings for payroll.
Document Types
The valid Document Types for payroll processing are:
| 4 | Payroll Documents (USAS) |
|---|---|
| 5 | Reimbursement of Payroll (USPS, Special Adjustments) |
| 7 | Annuitant Payroll |
| 8 | Payroll Documents (USPS, System-Generated) |
PCAs and Program Codes
PCAs and Program Codes are needed for the Other Activity section of the Strategic Structure to capture payroll activity. For each PCA that will be used in payroll processing, a fund and appropriation number must be inferred. Additionally, PCAs must be established to infer NACUBO function, NACUBO subfund, index, grant number, project number, and any other multipurpose or agency codes that apply. The program codes for this payroll activity should be at least at Level 3 to avoid problems with the levels used for report requests. The required PCA numbering scheme is:
| U.S. Savings Bonds | 32 + agency number | |
|---|---|---|
| Direct Deposit for Transmittal | 33 + agency number | |
| Direct Deposit-401K Deferred Compensation | 34 + agency number |
PCAs related to direct deposits and savings bonds are not required to be in the D37 Other System Cost Center Profile.
The PCA titled U.S. Savings Bonds should be established to infer Appropriation Number 00000 and an agency fund that infers Appropriated Fund 0901.
The PCA titled Direct Deposit for Transmittal should be established to infer Appropriation Number 07732 and an agency fund that infers Appropriated Fund 0979.
The PCA titled Direct Deposit-401K Deferred Compensation should be established to infer Appropriation Number 00632 and an agency fund that infers Appropriated Fund 0942.
In addition to these, OASI State Matching, OASI State Share, and Withdrawals (federal withholding, FICA, Retirement, Insurance, TEXFLEX Reimbursement Account, Non-401K Deferred Compensation, and other withdrawals) will need to have PCAs established in the D37 profile for the payroll conversion program to utilize.
The PCA that is established for OASI Matching Estimated must infer Appropriation Number 01142. The PCA that is established for State Share-OASI must infer Appropriation Number 06687.
Note:State-paid FICA will be discontinued as of January 1996.
Note: For agencies using USPS, PCAs are used to infer appropriation number, fund number, and agency codes. USPS allows an agency to select either PCA or Index as a reporting element. If an agency selects Index, then the Index must infer PCA. PCAs are required on all USAS transactions to ensure updating of an agency’s Strategic Budget Structure.
Payroll Processing Errors
There are four groups of errors that can be received when processing payrolls:- Conversion Errors (applicable if the payroll is submitted in the FACTS tape or paper format)
- Batch and Document Level Errors
- Transaction Data or Funding Errors
- Payment Processing Errors
Note: Payroll Document Type 4 is subject to ‘pay-in-full’ edits; therefore, USAS will not allow these payroll documents with errors to produce payments.
Refer to Chapter 8, Error Correction, in this manual for additional details concerning the detection and correction of errors.
When an agency processes a payroll voucher containing invalid Payee Identification Numbers (PINs) of PINs for which there is no mail code, the PIN will appear on the Texas Identification Number System /Uniform Statewide Accounting System ‘suspense file’ until it is corrected or a mail code established. All agencies who are productional on the Human Resources Information System (HRIS), except higher education, must first ensure the correct SSN or new hire set up has been reported to HRIS. If the employee is correctly established on HRIS and TINS and error is limited to a ‘typo’ on the voucher, then the agency takes corrective measures per USAS procedures. If the employee has not been established on the HRIS or has been set up with a wrong SSN, the agency must send corrective transactions to HRIS.