USPS Process Guide –
Appendix H – Organization Codes
Introduction
An organization code is an eleven-character, alphanumeric value that describes the organization of your agency. The USPS system uses organization codes to sort various types of information on USPS reports, to group positions, and to limit access to information. In addition, the default distribution for warrants and earnings statements is by organization code. Enter organization codes on HNORG (Organization Table).
How an Organization Code is Divided
The code is divided into four sections. For example, organization code 000ABC123YZ is broken down as follows:
- Section 1 – 000 (characters 1 through 3)
- Section 2 – ABC (characters 4 through 6)
- Section 3 – 123 (characters 7 through 9)
- Section 4 – YZ (characters 10 and 11)
Each of the four sections are referred to by different labels at different agencies and on different reports. Common references are the following:
- Section 1 – Division, Level 1
- Section 2 – Program, Level 2
- Section 3 – Activity, Level 3
- Section 4 – User, Level 4
No policy dictates values for each section of the organization code. Usually, a section represents a level in an organization chart, with the first section of the code representing the highest level of the chart, the second section representing the second level of the chart, etc. This breakdown allows managers to view report sections and totals for employees within their areas of responsibility.
The organization code may track other types of information, such as field offices, position type, FTEs, etc.
What follows is a diagram showing how an organization code will reflect an organization chart. You can use the organization code to break your agency into divisions (section 1, the highest level of your organization). Within each division, you can track different programs (section 2). Each program can encompass several activities (section 3).
Example: Agency X Organization Code Structure is:
- Level 1: 001
- Level 1: 002
- Level 2: 004
- Level 3: 009
- Level 4 00
- Level 3: 009
- Level 2: 005 – Payroll Services
- Level 3: 010
- Level 3: 011 – Data Entry
- Level 4: 00 – Position Z Data Entry Operator/Position Y Data Entry Operating
- Level 2: 004
In this example, the organization code for both positions Y and Z would be 00200501100.
When designing an organization code, keep in mind that system-generated reports will break and subtotal with each unique organization code created. Therefore, it is recommended that agencies limit their design to the first nine characters found in levels 1–3, leaving level 4 at 09.
How USPS Sorts by Organization Code
When the system is sorting information by several organization codes, it uses each section as a key and sorts first by section one, then by section two, etc. It sorts either alphabetically or in numerical order.
For example, the system will sort the codes 000JKL123AA, 111ABC123YZ, 000ABC123YZ, 000ABC123YA and 000ABC234VW as follows:
- 000ABC123YA
- 000ABC123YZ
- 000ABC234VW
- 000JKL123AA
- 111ABC123YZ
Note: Do not use blank spaces when designing organization codes. Enter the character 0 in all empty/blank fields not being used. This will allow the system to sort designed organization codes in a consistent manner.