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USAS Profile Rollover

Issued: June 15, 2005
Updated: May 24, 2024 – View Changes

FPP Q.007

Details

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Resources

Calendar

Contacts

USAS

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

CAPPS

For CAPPS questions, contact:

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.

USAS Profile Rollover to FY/AY25

The annual rollover for profiles in USAS will occur on June 22, 2024. This process automatically creates new profiles for fiscal year (FY) 2025 and appropriation year (AY) 2025 based on existing FY24 and AY24 profiles.

The following agency-controlled profiles will be created:

D03 Organization Code
D04 Program Code
D11 Agency Object
D23 Fund
D25 Agency Object Group
22 Cost Allocation
23 Fixed Percent Allocation
24 Index
25 Agency Control
26 PCA
30 Contract
30B Contract Multi-Vendor
Note: If the D22 profile for the inferred APPROPRIATED FUND or the D24 profile for the inferred GAAP FUND is inactive, the D23 profile is automatically changed to Inactive and not included in the automated rollover program.

The following centrally-controlled profiles will be created:

D09 Comptroller Source/Group
D10 Comptroller Object
D34 NACUBO Source/Object
D54 NACUBO Function
8C Comptroller Object Relationship Edit
8D Program Code Relationship Edit
8E Organization Code Relationship Edit
20 Appropriation Number
20B Appropriation AFR T-Code/COBJ Profile

The automated rollover program creates new FY/AY25 profiles, unless one of the following conditions exists before end of day Friday, June 21, 2024:

  • The FY/AY25 profile already exists with the same profile control key.
  • The FY/AY24 profile is inactive.
  • The FY/AY24 profile has an effective end date of, or prior to, Aug. 31, 2024.

If an agency chooses to change the EFFECTIVE END DATE field to 08312024 on any FY/AY24 profile to prevent the profile rollover into FY/AY25, the agency must change the effective date to 08312024 on or before Friday, June 21, 2024. The agency should then change the effective date back so the FY/AY24 profile will be available for use in FY25. This can be done any time after Saturday, June 22, 2024, by entering blanks or a future date into the EFFECTIVE END DATE field.

Agencies should be extremely cautious when changing existing FY/AY24 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/AY24 profiles after June 22, 2024 (for year-end cleanup or other reasons), must make sure the newly created FY/AY25 profiles are appropriately updated. This critical step ensures data consistency between accounting years.

Agencies that add new FY24/AY24 profiles after June 22, 2024, must ensure that new FY25/AY25 profiles are also created if those profiles will be used in the next fiscal/appropriation year.

Note: Profiles for agencies with inactive Agency (D02) profiles are excluded from the rollover program.

Note to 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
  • 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.

CAPPS

For CAPPS questions, contact:

Changes to This Document
Date Updates
05/24/2024 Updated for FY/AY 2025 rollover
05/26/2023 Updated for FY/AY 2024 rollover
05/27/2022 Updated for FY/AY 2023 rollover
05/28/2021 Updated for FY/AY 2022 rollover