USAS Profile Rollover

Overview

Applicable to

State agencies and institutions of higher education.

Summary

Each year the Uniform Statewide Accounting System (USAS) profile rollover process automatically creates new profiles for the next fiscal and appropriation years based on the current year profiles.

Legend

This icon indicates information applicable to the Centralized Accounting and Payroll/Personnel System (CAPPS).

USAS Profile Rollover to FY/AY27

The annual rollover for profiles in USAS will occur on June 20, 2026. This process automatically creates new profiles for fiscal year (FY) 2027 and appropriation year (AY) 2027 based on existing FY26 and AY26 profiles.

The following agency-controlled profiles will be created:

The following centrally-controlled profiles will be created:

The automated rollover program creates new FY/AY27 profiles, unless one of the following conditions exists before end of day Friday, June 19, 2026:

• The FY/AY27 profile already exists with the same profile control key.
• The FY/AY26 profile is inactive.
• The FY/AY26 profile has an effective end date of, or prior to, Aug. 31, 2026.

If an agency chooses to change the EFFECTIVE END DATE field to 08312026 on any FY/AY26 profile to prevent the profile rollover into FY/AY27, the agency must change the effective date to 08312026 on or before Friday, June 19, 2026. The agency should then change the effective date back so the FY/AY26 profile will be available for use in FY27. This can be done any time after Saturday, June 20, 2026, by entering blanks or a future date in the EFFECTIVE END DATE field.

Agencies should be extremely cautious when changing existing FY/AY26 profiles. Agencies must analyze financial activity against incorrect profiles in detail; any profile changes should be made in consultation with an agency’s financial reporting analyst. Also, before making changes to profiles, an agency may need to take additional steps to correct previously recorded activity. Related information is covered in USAS Profile Review and Cleanup Procedures (FPP A.031).

Agencies that change FY/AY26 profiles after June 20, 2026 (for year-end cleanup or other reasons), must make sure the newly created FY/AY27 profiles are appropriately updated. This critical step ensures data consistency between accounting years.

Agencies that add new FY26/AY26 profiles after June 20, 2026, must ensure that new FY27/AY27 profiles are also created if those profiles will be used in the next fiscal/appropriation year.

CAPPS Agencies

CAPPS agencies must determine if any changes/additions in USAS need to be duplicated in CAPPS. Examples of these changes/additions include but are not limited to:

• Fund number
• Program cost account (PCA) number
• Appropriation year
• Comptroller object

CAPPS agencies need to continue the process of reviewing the USAS profile rollover and making appropriate adds, changes and deletions for USAS. From that review, CAPPS agencies must:

• Determine the chartfields in CAPPS that need to be added or inactivated.
• Update any trees in CAPPS as necessary.
• Update any combo edits in CAPPS as necessary.
• Review other CAPPS setups as required.

For more information

USAS

Contact your agency’s appropriation control officer or financial reporting analyst with questions on the USAS profile rollover process or profile changes.