R⋆STARS Data Entry Guide

Chapter #5

Descriptive Profiles

PURPOSE

To provide maximum flexibility in tailoring R⋆STARS to meet the unique needs of various agencies, the R⋆STARS system is profile‑driven. This means that many of the functions associated with capturing, recording, and controlling financial activity are determined by information stored in system profiles, and not hard‑coded in computer programs. These system profiles may be accessed and changed by users without programmer intervention. This enables users to tailor the system to meet their individual information requirements through simple, on-line profile maintenance transactions without data processing maintenance.

This chapter is intended to provide system users with an understanding of the Profile Maintenance Subsystem and procedures. Specifically, profile maintenance instructions are presented for core Descriptive Profiles. Descriptive Profiles provide titles, accounting classification, and other information for many of the codes used in R⋆STARS.

Table Of Contents

Terms

Overview

5-1    General Data Entry Procedures

5-2    Profile MAINTENANCE Control Procedures

5-3    Profile MAINTENANCE Reports

5-4    R⋆STARS Hierarchies

5-5    DESCRIPTIVE PROFILES

D01 Object Profile

D02 agency Profile

D03 Organization Code Profile

D04 Program Code Profile

D05 Balance Type Profile

D06 Project Type Profile

D08 GAAP Source / Object Profile

D09 Comptroller Source / Group Profile

D10 Comptroller Object Profile

D11 agency Object Profile

D12 agency Group Profile

D13 GAAP GL Account Category Profile

D14 GAAP GL Account Class Profile

D15 Appropriation Group Profile

D16 GAAP Category Profile

D17 NACUBO Fund Group Profile

D18 NACUBO Fund Profile

D19 PCA Group Profile

D20 GAAP Fund Group Profile

D21 GAAP Fund Type Profile

D22 Appropriated Fund Profile

D23 Fund Profile

D24 GAAP Fund Profile

D25 agency Object Group Profile

D26 Agency Code 1 Profile

D27 Agency Code 2 Profile

D28 Grantor Profile

D30 Purge Criteria Profile

D31 Comptroller General Ledger Account Profile

D32 agency GL Account Profile

D33 NACUBO Category Profile

D34 NACUBO Source/Object Profile

D35 Grant Type Profile

D36 Agency Code 3 Profile

D37 Other System Cost Center Profile

D38 NACUBO SUBFUND PROFILE

D39 State Fund Group Profile

D40 Grant Category Profile

D41 PROJECT CATEGORY PROFILE

D42 Project Number Profile

D43 PRE-AUDIT SELECTION AND SAMPLING CRITERIA

D44 Action Code Profile

D45 NACUBO GL ACCOUNT CATEGORY PROFILE

D46 NACUBO GENERAL LEDGER ACCOUNT CLASS PROFILE

D47 Grant Number Profile

D48 Grant Object Profile

D49 PAYMENT MESSAGE PROFILE

D50 Payment Distribution Type Profile

D51 Error Code Profile

D52 FUNCTION CODE PROFILE

D53 Titles Profile

D54 System Parameters Profile

D55 Payment Processing Control Profile

D56 Bank ID Profile

D57 TAX OFFSET CATEGORY PROFILE

D59 Current Document Number Increment

D61 Current Date Profile

D63 Device ID Profile

D64 Report Control Profile

D66 User Class Profile

D67 GL Tables Control Profile

D71 GAAP Function Profile

D73 Cash Fund Profile

D80 OTHER SYSTEM OBJECT PROFILE

Terms

This chapter reviews standard procedures for entering descriptive profile maintenance transactions.

Overview

The titles and other descriptive information for most codes contained in R⋆STARS are located in the profiles. In addition to serving as a means of storing descriptive titles, the profiles provide a master list of the valid codes contained in the system and define certain other variables related to the code that consist primarily of processing logic.

Each time a code is entered (whether as a part of an accounting transaction or as a part of a profile maintenance entry) a check (edit) is typically made to ensure that the code is present in the corresponding profile. Failure to find the code results in an error. Any processing logic related to the code is also retrieved at this time (i.e. approval indicators).

The coding instructions for the profiles are provided in the following sections. The format includes a brief explanation of the profile, a snapshot of the profile Maintenance screen, and the coding instructions themselves.

5-1       General Data Entry Procedures

The entry of information on profiles is a two-step process. First, the appropriate personnel identify information to be entered in the profiles and may complete a corresponding profile Maintenance Form (available from SFMS Operations or from the agency’s original Implementation Guide). Second, the profile information is entered into R⋆STARS through the on-line maintenance process.

The R⋆STARS profile maintenance forms and the related profile maintenance input screens are designed to parallel each other. Data elements contained in each form are laid out in the same order and relative position as they are on the corresponding profile maintenance screen.

The on-line entry process for profile maintenance requires the following three steps:

◾ Select the appropriate data entry screen

◾ Enter the profile control key, information elements and effective dates

◾ Save the entry

Entry of Profile Control Key

Control key fields are entered along with the profile maintenance functions to identify records to be added, deleted or recalled for viewing. The number of elements in the control key varies according to the amount of information required to uniquely identify a record. For example, the control key to the D02 – Agency Profile is Agency. The control key to the D04 – Program Code Profile is Agency, Appropriation Year, and Program Code. If one of the control key elements of a profile record is changed, the system creates a new profile instead of changing the old one.

Entry of Profile Information Elements

Once the control key is entered, the information elements may be entered and processed for editing by pressing  F10  (Save) or  F11  (Save/Clear). This segment of the profile contains such information as expanded classification data, posting level indicators, control type indicators, and titles. The information elements vary depending upon the profile. The specific data fields contained in each profile are identified in their individual coding instructions.

Entry of Effective Dates

Effective Dates are optional fields in the profiles. They define the starting and ending dates for which each profile is valid or effective. The profile becomes effective on the Start Date (or on the date it is entered, if no Start Date is coded). The profile remains effective until the end of the day specified as the End Date (or indefinitely, if no End Date is coded). When coded, the format must be MMDDYYYY. If both a Start Date and an End Date are coded, the End Date must be later than or equal to the Start Date. A profile’s Effective Dates are only applicable if the profile’s status is A (Active).

Last Proc Date

At the bottom, right-hand corner of each profile screen, there is a field labeled LAST PROC DATE. This field indicates when the particular profile record was added, or was last updated. This field is automatically updated with the current system date whenever  F10  or  F11  is pressed to save information to that particular profile.

Required and Optional Fields, Numeric and Alphanumeric Fields

Profiles contain elements that are always required to be entered and elements that are optional. To simplify the entry instructions, if the element is required, the instruction will be similar to Enter the three-digit Agency Code. If the element is optional, the instruction will be similar to Enter the four-digit Comptroller Object or leave blank.

The term digit refers to a numeric field. Character means any combination of numbers or letters that may be entered.

On-line Entry Options

R⋆STARS has two options for saving a profile maintenance entry. These options are selected through the use of the  F10  or  F11  function keys, as shown below.

The  F11  option is most appropriate when the records entered into the profile contain different data elements. However, if a majority of the data elements are the same, the  F10  option reduces the amount of data which must be entered each time a record is added.

On-line Editing Process

When profile maintenance entries are submitted to the on-line system to add or change a record, the Profile Maintenance Subsystem edits the entry to ensure that only valid data is recorded in system profiles. These edits include:

◾ Verifying entered codes against other system profiles, such as verifying that the Comptroller Object is contained in the D10 – Comptroller Object Profile.

◾ Performing relational edits, such as ensuring that certain elements are entered based upon indicator values.

◾ Performing date edits, such as ensuring that the calendar month falls within the range 01 through 12.

The on-line system returns up to six error messages to the screen whenever profile maintenance entry errors are encountered. The fields in error are highlighted to facilitate error detection. All errors must be corrected before the system will accept a profile maintenance entry. Information on each error can be accessed through the on-line   F1   (Help) function described in the Chapter 3, On-line Procedures.

5-2   Profile Maintenance Control Procedures

Profiles contain either systemwide or agency-specific records. The agency-specific profiles are normally maintained by each agency but may be maintained centrally by DAS SFMS Operations. That is, DAS SFMS Operations may review Profile Maintenance Forms submitted by agencies before entering the data. Other agency-specific profiles are maintained on-line by agency staff.

The control of profile maintenance entries is critical, as the profiles define the accounting structure and much of the processing logic for R⋆STARS. The profiles provide maximum flexibility in tailoring the system for each user agency. However, this flexibility requires that the user agency take special care when preparing profile maintenance entries, since one profile maintenance entry can affect many different areas of the accounting structure. (The hierarchical profile relationships are discussed later in this chapter.)

Profiles affect all levels of accounting and reporting through their relationship with the Financial Tables. Careful manual control of deletions is mandatory, since there is no automatic editing to ensure that valid codes are not deleted accidentally. More importantly, the deletion of a code has no impact on financial data already recorded in R⋆STARS. If organizational, program, or accounting structures are changed at the start of a biennium, it is strongly recommended that the old record be maintained in an inactive status rather than deleted. This way, the old structure can be reactivated as needed for year-end adjustments or to close outstanding documents that are supported on the Document Financial Table. Once established, most profiles should not be changed. If a profile is incorrectly set up, instead of changing the profile, a new profile should be established. Transactions posted to the original profile should be reversed and posted to the new profile. The original profile should then be inactivated.

In order to maintain control over the profile maintenance entry, each step of the profile development process should be tracked. The control steps include authorization, input, and review. In R⋆STARS, authorization and input are identified to the responsible party through identification lines that are completed on each Profile Maintenance Form. Profile entries should also be reviewed for accuracy on an ongoing basis to ensure that the profiles reflect the structure required by each organization.

Performing the following recommended control procedures will ensure the integrity of the accounting structure and the information provided by R⋆STARS. Both the user agencies and DAS SFMS Operations should follow these control procedures.

Authorization and Entry

Agencies may choose to complete forms for the profiles they maintain. Each profile form contains a similar heading that identifies the profile and the related input screen. Two lines are also provided to identify that the entry was properly authorized and entered into R⋆STARS. Each line should be completed as follows:

◾ Prepared by – Identifies the originator of the form. Whenever questions arise on the contents of the form, this individual will be contacted.

◾ Authorized by – Indicates that each Profile Maintenance Form has been reviewed and authorized by the appropriate supervising personnel before entering the data or submitting to a central input unit. For agency-controlled profiles, the individual responsible for profile maintenance for the agency should sign in this section. For centrally-controlled profiles, the appropriate DAS SFMS Operations’ staff should sign this line.

◾ Entered by – Confirms that the data recorded on the Profile Maintenance Form has been entered into R⋆STARS. The R⋆STARS input operator should initial this line after each form is entered.

Certain profiles require the completion of forms. Whenever Profile Maintenance Forms are submitted to DAS SFMS Operations, its initiator should retain a copy of the form.

Entry Verification

When profile maintenance entries are entered on-line, the user has verification that the entry was accepted by the R⋆STARS when one of the following messages appears on the screen:

5-3   Profile Maintenance Reports

R⋆STARS provides two types of profile maintenance reports. The profile maintenance log report provides the ability to monitor maintenance activity recorded in system profiles. The profile listing report provides a record-by-record listing of profiles for use by user personnel. These two report types are described below along with a brief description of the report request procedures.

Profile Maintenance Log Report

R⋆STARS generates the DAFR9900 Profile Maintenance Log Report for profile maintenance entries posted to the system. This report comes out daily on microfiche and the report is also a requestable report for all agencies. The DAFR9900 should be used primarily as an audit trail of profile maintenance activity.

The DAFR9900 is prepared for each profile. This report is supposed to contain the “before” image of the profile entry and the new image of the profile after an ADD, CHANGE or DELETE entry has been recorded. The report only shows the “before” for deleted profiles.

Profile Listings

Profile listings for each of the system profiles may be requested by users on an as needed basis. Generally, listings should be requested when significant changes are made to system profiles. Because R⋆STARS profiles form the basis of the classification structure and accounting logic of the system, the profile listings are an important part of the system’s audit trail.

The Log Report and profile listings are requested using the 91 – Report Request Profile. Instructions for requesting reports are included in the R⋆STARS Report Guide.

5-4   R⋆STARS Hierarchies

Many of the R⋆STARS profiles are interrelated, enabling input coding reduction capabilities, and input control edit features. These interrelationships cause hierarchies to exist between the different profiles and between data elements coded on input versus data elements looked up during processing.

The profile relationships hierarchies require that a specific order be followed when creating certain profiles. The data element hierarchies determine what data element will post to the system when the data element is input or looked up in more than one place.

Profile Relationships Hierarchy

Most R⋆STARS profiles must be established in a specific order because of their interrelationships. The Profile Relationships chart below illustrates dependencies between the selected profiles. Some groups of profiles must be developed before the next group can be started. For example, Group 1 must be completed before Group 2 is started. In addition, the profiles within a Group should be completed in the order listed. However, profiles do not need to be established for optional classification elements, such as Agency Code 1 and 2, if the entity does not require them.

Data Element Look-Up Hierarchy

Certain classification elements can either be entered on accounting transactions manually or be looked up and input by other related elements (i.e., PCA or Index). The data element hierarchy chart below illustrates the sequence used by the system if two of the same codes with different values are available during system processing. For example, if a Fund is entered on the accounting transaction, the entered Fund is used by the system. If no Fund is entered, the Fund in the 24 – Index Code Profile is used. Finally, if no Fund is entered and the 24 profile does not contain a Fund, FUND from the 26 – Program Cost Account (PCA) Profile is used. If FUND is required but not available from any of these sources, an error is issued. In most cases, the user cannot override any fields that are “inferred” or looked-up by another profile.

Note:  Any elements looked up by RTI Type S (Split) will override all entered and inferred elements.

5-5   DESCRIPTIVE PROFILES

The titles and other descriptive information for most codes contained in R⋆STARS are located in the Descriptive Profiles. In addition to serving as a means of storing descriptive titles, the profiles provide a master list of the valid codes contained in the system and define certain other variables related to the code which consist primarily of processing logic.

Each time a code is entered (whether as a part of an accounting transaction or as a part of a profile maintenance transaction), a check is typically made to ensure that the code is present in the Descriptive Profiles. Failure to find the code results in an error. Any processing logic related to the code is also retrieved at this time (e.g. Approval Indicators).

There are over 50 Descriptive Profiles in the R⋆STARS system. Each classification element (e.g., agency, Organization Code, Program Code, etc.) has a unique profile that is referenced by a profile number. The profile numbers range from D01 to D99. The remainder of this chapter discusses the descriptive profiles relationship to other profiles, control implications and input coding instructions the development and maintenance of each profile.

Relationship to Other Profiles

The Descriptive Profiles are closely related to all other profiles in the system. They serve as the chart of valid codes for editing codes entered in the other profiles and entered on accounting transactions. For example, all maintenance transactions for the Index Code Profile are edited against the Descriptive Profiles to ensure that all codes, such as FUND and AGENCY CODE 1, contained in the Index Code Profile are valid as defined in the Descriptive Profiles.

Control

The Descriptive Profiles affect all levels of accounting and reporting through their relationship with the financial tables. Careful manual control of deletions is mandatory, since there is no automatic editing to ensure that valid codes are not deleted accidentally. More importantly, the deletion of a code has no impact on financial data already recorded in R⋆STARS.

Input Coding

The coding instructions for the Core Descriptive Profiles are provided below. The format includes a brief explanation of the Descriptive Profile, an example of the Profile Maintenance screen and the coding instructions themselves. The Descriptive Profiles covered in this chapter include:

All valid values for data elements labeled as Examples are recommendations of how the data element can be coded. All othervalues are specific to the data element and must be used in the coding process.

D01 Object Profile

The D01 profile sets up the OBJECT number and title. The OBJECT provides the highest level of organization of types of OBJECTs into numerical groups (i.e. 1000 = revenues, 4000 =  services and supplies, etc). DAS SFMS Operations maintains this profile.

Several R⋆STARS Budgetary reports and Appropriation reports have the D01 as a Special Select option. Examples of reports that list D01 as a Special Select option would be the DAFR7400, DAFR7680, DAFR7480, and DAFR8420. Agencies wanting to view their Budget or Appropriation status at the higher levels would use the D01 OBJECTs.

Control Key

◾ OBJECT – Enter the four-digit object code.

Information Elements

◾ TITLE – Enter a Title of up to 40 characters.

◾ PROJECTION METHOD – Enter the one-digit projection method as follows:

◾ STATUS CODE – Enter a one-character Status Code. It will default to Active if not entered. It may be used to inactivate records no longer in use.

◾ EFF START DATE – Enter the eight-digit Effective Start Date (MMDDYYYY format). It identifies when the record becomes effective. This field can be left blank. It will default to the current date and cause the record to be immediately available.

◾ EFF END DATE – Enter the eight-digit Effective End Date (MMDDYYYY format) or leave blank. EFF END DATE identifies when the record is no longer effective.

Example:

D02 agency Profile

The D02 profile represents the first level of each agency’s internal organization structure. System processing, such as cost allocation and general ledger accounting, is defined for each agency. DAS SFMS Operations maintains this profile.

This profile could be used by agencies that are looking for an agency name and only know the agency number. It (along with several other profiles) could also be used by agencies unsure why a transaction is receiving a fatal error. Agencies needing to update their Agency Profile would contact their DAS SFMS agency Support Analyst.

Control Key

◾ AGENCY – Enter the three-character agency Code (the agency Number).

Information Elements

◾ TITLE – Enter a Title of up to 40 characters.

◾ ACH AGY NAME – Enter the Automatic Clearing House (ACH) agency Name (an abbreviation of the title) of up to 16 characters.

◾ ADDRESS LINE 1 – Enter Address Line 1 information of up to 40 characters.

◾ ADDRESS LINE 2 – Enter Address Line 2 information of up to 40 characters or leave blank.

◾ ADDRESS LINE 3 – Enter Address Line 3 information of up to 40 characters or leave blank.

◾ CITY – Enter the City name of up to 20 characters.

◾ STATE – Enter the two-character State abbreviation.

◾ ZIP – Enter the nine-digit Zip Code. The first five digits are required; the last four digits are optional.

◾ PHONE – Enter the ten-digit Phone number, beginning with the area code. This telephone number from the financial agency D02 profile (Agency Type O) will appear:

◽ On the remittance advice

◽ On the face of warrants

◽ At the online Direct Deposit Payment Information Center

◽ On the Payment Order e-mail sent to vendors for direct deposit payments

◾ EXTENSION – Enter up to a four-digit Telephone Extension or leave blank.

◾ CONTACT NAME – Enter up to a 40-character Contact Name or leave blank. If agency Type (below) is B, this field is required. The Contact Name should be the person to call at the agency if system problems are detected.

◾ AGENCY GROUP – Enter a two-character agency Group code. It must exist in the D12 –  Agency Group Profile.

◾ AGENCY TYPE – Enter a one-character agency Type as follows:

◾ CASH BASIS – Enter the two-character Cash Basis Function. Valid values exist in the D53 – Titles Profile Table ID CBFN. The State of Oregon default value is 99.

◾ GAAP FUNCTION – Enter a two-character GAAP Function code. It must exist in D71 – GAAP Function Profile.

◾ ACO – Not used in Oregon. Code 99 will be used as default on all D02 Profiles.

◾ USAGE IND – Enter a one-character Usage Indicator as follows:

◾ ARTICLE – Not used in Oregon. Leave blank.

◾ Data and Fund Related Errors – The Data and Fund Related Error indicators allow agencies to control the severity of fund and data element errors on transactions. On the 90 – News/Help Table screen under Keyword DX3, the errors are listed by their D02 Profile position. Errors received can be looked up by their individual error code as the Keyword. On the D02 Profile there are four rows to designate the severity of these errors:

  DATA RELATED ERRORS (1-40)    DATA RELATED ERRORS (41-80)

  FUND RELATED ERRORS (1-40)   FUND RELATED ERRORS (41-80)

Enter a one-character Indicator or leave blank for each of the 40 error codes. The valid indicators for these Errors are as follows:

◾ CONTROL INDS 1, 2, AND 3 – The first field defaults to 1 in Oregon. The other two fields are left blank. This field is reserved for future use and no edits have been defined.

◾ SPLIT CA TRANS – Enter a one-character Split Cost Allocation Transaction indicator. It identifies whether the agency will use Recurring Transaction Indicator (RTI) splits for cost allocation. A Y causes the RTI field on generated cost allocation transaction to remain blank, while an N causes a D to be placed in the RTI field to prevent splits. Valid indicators are as follows:

◾ STATUS CODE – Enter a one-character STATUS CODE. It will default to Active if not entered. It may be used to inactivate records no longer in use.

◾ EFF START DATE – Enter the eight-digit Effective Start Date (MMDDYYYY format). It identifies when the record becomes effective. This field can be left blank. It will default to the current date and cause the record to be immediately available.

◾ EFF END DATE – Enter the eight-digit Effective End Date (MMDDYYYY format) or leave blank. EFF END DATE identifies when the record is no longer effective.

Example:

D03 Organization Code Profile

The D03 profile is used to uniquely define each organizational unit within an agency. The structure of the D03 profile enables users to establish a number of levels for internal reporting purposes. However, budgetary controls are limited to a maximum of nine levels. This profile can be used to provide agency-specific reporting needs. This profile is agency-maintained.

Two areas impacted by the Organization Code include security and the definition of the organizational structure itself. In the R⋆STARS Security System ( 96A – Security Profile), the D03 profile can be used, optionally, to restrict a user to a predefined organizational level within an agency. This is accomplished by determining at what level security should be restricted for a user and coding the appropriate security path using the D03. Including the agency as a level, security for a user may be restricted to three levels.

The levels in an agency’s organization structure are defined on the D03 Profile by using the values assigned to the REPORTS TO ORG field. Based on these relationships, R⋆STARS automatically determines (system generated) the various levels defining the organizational structure and displays this information in the ORG LEVEL field and the Higher Levels of Organization fields at the bottom of the screen.

The following diagram and special coding rules illustrate these concepts:

◾ Each agency using Organization Codes must have a Level 1 Organization Code defined as 0000.

◾ An Organization Code cannot report to itself.

◾ Organization Codes at the same level within a branch of the structure must report to the same Organization Code.

Control Key

◾ AGENCY – Enter the three-character agency code. It must exist in the D02 profile.

◾ APPROPRIATION YEAR – Enter a two-digit Appropriation Year.

◾ ORGANIZATION CODE – Enter the four-digit Organization Code. It will uniquely identify each organizational unit within the agency. The first level of the organization structure, the agency level, must be input with an Organization Code value of 0000.

Information Elements

◾ TITLE – Enter a Title of up to 40 characters.

◾ REPORTS TO ORG – Enter the four-digit Reports to Organization code. It is the organizational unit that this organization will report to. If the Organization Code in the Control Key is 0000, Reports to Org must be blank. If Reports to Org is entered, it must already exist in this profile.

◾ STATUS CODE – Enter a one-character Status Code. It will default to Active if not entered. It may be used to inactivate records no longer in use.

◾ EFF START DATE – Enter the eight-digit Effective Start Date (MMDDYYYY format). It identifies  when the record becomes effective. This field can be left blank. It will default to the current date and cause the record to be immediately available.

◾ EFF END DATE – Enter the eight-digit Effective End Date (MMDDYYYY format) or leave blank. EFF END DATE identifies when the record is no longer effective.

Example:

D04 Program Code Profile

With the exception of security implications, the D04 profile is similar to the D03 in function, but it is used to define the budgetary structure of an entity. For budgetary purposes, program level must be maintained at least at level 2.

This profile is maintained by the Statewide Audit and Budget Reporting Section (SABRS) of the DAS Chief Financial Office. Agencies submit request to SABRS for creation and any changes to D04 profiles. Agencies are required to maintain a one-to-one relationship between the D04 profile and the Oregon Budget Information Tracking System (ORBITS) Cross Reference Number down to the Detail Cross Reference level.

The D04 profile is used to uniquely define each program unit within an agency. The structure of the D04 profile enables users to establish a number of levels for reporting purposes. Budgetary controls are limited to a maximum of nine levels below the Agency Code. This profile is required for all agencies.

The levels in an agency’s program structure are defined on the D04 profile by using the values assigned to the REPORTS TO PGM field. Based on these relationships, R⋆STARS automatically determines (system generates) the various levels defining the program structure and displays this information in the PGM LEVEL field and the Higher Levels of Program fields at the bottom of the screen.

The following diagram and special coding rules illustrate these concepts:

◾ Each agency using Program Codes must have a Level 0 Program Code defined as 0000. In contrast with the D03 profile, this level represents a dummy program to tie all of the real programs together at the top.

◾ A Program Code cannot report to itself.

◾ Program Codes at the same level within a branch of the structure must report to the same Program Code.

Control Key

◾ AGENCY – Enter the three-character Agency Code. It must exist in the D02 profile.

◾ APPROPRIATION YEAR – Enter a two-digit Appropriation Year.

◾ PROGRAM CODE – Enter the four-character Program Code. It uniquely identifies each program that will be used in R⋆STARS. The first level of the program structure must be input with a Program Code value of 0000.

Information Elements

◾ TITLE – Enter a Title of up to 40 characters.

◾ ORBITS X-REF – Enter the seventeen-character Orbits X-Ref # provided by Budget and Management staff.

◾ REPORTS TO PGM – Enter the four-character Reports to Program code. It is the program unit that this program will report to. If the Program Code in the Control Key is 0000, Reports to Program must be blank. If REPORTS TO PGM is entered, it must already exist as a Program Code in this profile.

◾ STATUS CODE – Enter a one-character Status Code. It will default to Active if not entered. It may be used to inactivate records no longer in use.

◾ EFF START DATE – Enter the eight-digit Effective Start Date (MMDDYYYY format). It identifies when the record becomes effective. This field can be left blank. It will default to the current date and cause the record to be immediately available.

◾ EFF END DATE – Enter the eight-digit Effective End Date (MMDDYYYY format) or leave blank. EFF END DATE identifies when the record is no longer effective.

Example:

D05 Balance Type Profile

The D05 profile serves primarily as the master list of valid balance types maintained within the financial tables. DAS SFMS Operations maintains this profile.

All Financial Tables contain Balance Types. R⋆STARS uses the Balance Types to accumulate amounts for similar financial data – such as Cash Revenues. Financial Inquiry Screens, such as the 62 – Appropriation Financial Inquiry screen, sum the financial transactions for a requested period and display the amounts by Balance Types. In many financial inquiry screens, these amounts can then be “drilled down” on to display the original transactions within the amounts. A user trying to find a transaction, such as a cash receipt, could drill down on the Balance Type 12 (Cash Revenue) to locate the specific transaction.

This profile can be used to determine for each Financial Table listed which Balance Types are available.

Control Key

◾ TABLE ID – Enter a two-character Financial Table ID as follows:

◾ BALANCE TYPE – Enter a two-digit Balance Type code greater than 00 and less than 41. The nightly Input Edit Update cycle process is designed to support a maximum number of Balance Types for each Financial Table. Some examples are as follows:

Information Elements

◾ TITLE – Enter a Title of up to 20 characters.

◾ NEW YEAR INIT – Enter a one-digit New Year Initialize code as follows:

◾ STATUS CODE – Enter a one-character Status Code. It will default to Active if not entered. It may be used to inactivate records no longer in use.

◾ EFF START DATE – Enter the eight-digit Effective Start Date (MMDDYYYY format). It identifies when the record becomes effective. This field can be left blank. It will default to the current date and cause the record to be immediately available.

◾ EFF END DATE – Enter the eight-digit Effective End Date (MMDDYYYY format) or leave blank. EFF END DATE identifies when the record is no longer effective.

Example:

D06 Project Type Profile

The D06 profile defines the Project Type and title for project reporting purposes. This profile is agency maintained. Examples of project types are as follows:

◾ Capital Projects – larger projects normally funded internally, although funding may also be from outside sources.

◾ Interagency Agreements – agreements for one agency to provide services to another agency within the government. The services may or may not be reimbursable.

◾ External Projects – projects typically funded by sources external to the users.

◾ Other Projects – not classified as one of the above types.

Control Key

◾ AGENCY – Enter the three-character agency Code. It must exist in the D02 profile.

◾ PROJECT TYPE – Enter a one-character agency defined Project Type code.

Information Elements

◾ TITLE – Enter a Title of up to 40 characters.

◾ STATUS CODE – Enter a one-character Status Code. It will default to Active if not entered. It may be used to inactivate records no longer in use.

◾ EFF START DATE – Enter the eight-digit Effective Start Date (MMDDYYYY format). It identifies when the record becomes effective. This field can be left blank. It will default to the current date and cause the record to be immediately available.

◾ EFF END DATE – Enter the eight-digit Effective End Date (MMDDYYYY format) or leave blank. EFF END DATE identifies when the record is no longer effective.

Example:

D08 GAAP Source / Object Profile

The D08 profile provides a roll up or grouping of D10 Comptroller Objects in order to meet systemwide GAAP basis financial reporting requirements. Examples include Licenses and Fees, Services and Supplies, and Parking. GAAP Source refers to revenue Object groupings, where GAAP Object refers to expenditure Object groupings. The GAAP Source/Object in Oregon is equivalent to revenue and expenditure line items on the ACFR. DAS SFMS Operations maintains this profile.

The R⋆STARS reports, DAFR6610 and DAFR7360, have the GAAP Source/Object as a option for the Object level for the report. Agencies wanting to view their Budget or Operating status at a higher level could use GAAP Source/Objects.

Control Key

◾ GAAP SOURCE/OBJ – Enter a four-digit GAAP Source/Object code. It is used to prepare GAAP financial statements. The D10 profile identifies which GAAP Source/Objects the Comptroller Object looks up.

Information Elements

◾ TITLE – Enter a Title of up to 50 characters.

◾ BY FUNCTION – Enter a one-character By Function indicator. It determines whether the Object should be grouped by function for annual financial reporting purposes. For example, if an agency reported a Comptroller Object code for Base Salary with a By Function indicator of Y, it would be reported as a General Government Expenditure (by function) on the Annual Financial Report. If it reported a Comptroller Object code for motorized vehicles with a By Function indicator of N, it would be reported as a Capital Outlay (not by function).

◾ GAAP CATEGORY – Enter a two-digit GAAP Category. It must exist in D16 – GAAP Category Profile. The GAAP Categories are a grouping of GAAP Source/Objects.

Examples are shown below:

◽ For Governmental Fund Types:

◽ For Proprietary Fund Types:

◾ STATUS CODE – Enter a one-character Status Code. It will default to Active if not entered. It may be used to inactivate records no longer in use.

◾ EFF START DATE – Enter the eight-digit Effective Start Date (MMDDYYYY format). It identifies when the record becomes effective. This field can be left blank. It will default to the current date and cause the record to be immediately available.

◾ EFF END DATE – Enter the eight-digit Effective End Date (MMDDYYYY format) or leave blank. EFF END DATE identifies when the record is no longer effective.

Example:

D09 Comptroller Source / Group Profile

The D09 profile provides for a systemwide rollup or grouping of Comptroller Objects different from the GAAP rollups defined in the D08 profile. The D09 profile will be used as the initial rollup of Objects for statewide budgeting purposes. Examples include Non-business Licenses and Fees, Office Expenses, and Other Capital Outlay. This profile is maintained by DAS SFMS Operations with direction from Budget and Management.

Several R⋆STARS Budgetary reports and Revenue and Expenditure reports have the D09 as a Special Select option. Examples of reports that list D09 as a Special Select option would be the DAFR7400, DAFR6510, DAFR7480, and DAFR8420. Agencies wanting to view their Budget or Revenue and Expenditure status at a higher level could use the D09 profile.

Control Key

◾ APPROPRIATION YEAR – Enter a two-digit Appropriation Year.

◾ COMPTROLLER SOURCE/GROUP – Enter the four-digit Comptroller Source/Group code.

Information Elements

◾ TITLE – Enter a Title of up to 40 characters.

◾ BUDGET ROLLUPS BUD2 – Enter up to a four-character Budget Rollups Bud2 code. It must exist in the D53 profile where the Table ID is BUD2.

◾ BUDGET ROLLUPS BUD3 – Enter up to a four-character Budget Rollups Bud3 code. It must exist in the D53 profile where the Table ID is BUD3.

◾ STATUS CODE – Enter a one-character Status Code. It will default to Active if not entered. It may be used to inactivate records no longer in use.

◾ EFF START DATE – Enter the eight-digit Effective Start Date (MMDDYYYY format).  It identifies when the record becomes effective. This field can be left blank. It will default to the current date and cause the record to be immediately available.

◾ EFF END DATE – Enter the eight-digit Effective End Date (MMDDYYYY format) or leave blank. EFF END DATE identifies when the record is no longer effective.

Example:

D10 Comptroller Object Profile

The D10 profile is the lowest statewide level in the Object structure. Examples include Dues and Subscriptions, Power and Water Fees, Care of State Wards, and Lottery Proceeds. DAS SFMS Operations maintains this profile.

Numerous R⋆STARS Budgetary, Appropriation, Revenue and Expenditure reports have the D10 as an Object option or as a Special Select option. Examples of reports that list D10 as a Special Select option would be the DAFR6510, DAFR6610, DAFR7410, and DAFR7500.

The Comptroller Object is the Object level that is used in the 28B – Transaction Code Description Profile. Users would use the D10 Profile to look up the definition of Objects listed in the 28B Profile.

Control Key

◾ APPROPRIATION YEAR – Enter a two-digit Appropriation Year.

◾ COMPTROLLER OBJECT – Enter a four-digit Comptroller Object.

Information Elements

◾ TITLE – Enter a Title of up to 40 characters.

◾ OBJECT – Enter a four-digit Object. It must exist in the D01 profile.

◾ COMPTROLLER SOURCE/GROUP – Enter a four-digit Comptroller Source/Group code. It must exist in the D09 profile. This code is a means of grouping Comptroller Objects for systemwide reporting needs that may be different from GAAP reporting requirements.

◾ PROP GAAP SOURCE/OBJECT – Enter a four-digit Proprietary GAAP Source/Object. It must exist in the D08 profile. This element represents groupings of Comptroller Objects that will be used for GAAP Proprietary Fund reporting.

◾ GOVT GAAP SOURCE/OBJECT – Enter a four-digit Governmental GAAP Source/Object. It must exist in the D08 profile. This element represents groupings of Comptroller Objects that will be used for GAAP Governmental Fund reporting.

◾ NACUBO SOURCE/OBJECT – Not used in Oregon. Code 99 will be used as default for all D10 profiles.

◾ CONVERTED OBJECT – Not used in Oregon. Enter the four-character Converted Cost Object or leave blank. It must exist in the D80 – Other System comptroller Object Profile. This element is used only for conversion.

◾ OBJECT TYPE – Enter a one-character Object Type indicator. It corresponds with the Object indicator on the D31 – Comptroller General Ledger Account Profile. The Object Type indicator on the D10 profile defines the type of each Object; on the D31 profile, the Object indicator defines which type of Object supports each GL account. The valid codes for the D10 profile are as follows:

◾ TRANSFER TYPE – Not used in Oregon. Code N will be used as default for all D10 profiles. Enter a one-character Transfer Type code. Valid values if not using N are:

◾ PROG CATEGORY – Not used in Oregon. Code 99 will be used as default for all D10 profiles. Enter a two-character Program Category code, which must be defined in D53 – Titles Profile. This element may be used for customized or ad hoc reports at each installation. Examples are:

◾ CMIA TYPE – Not used in Oregon. Code 9 will be used as default for all D10 profiles. Enter a one-character CMIA Type or leave blank. It categorizes grant expenditures identified under the Cash Management Improvement Act (CMIA). If entered, it must exist in the D53 profile under Table ID CMIA.

◾ 1099 IND – Enter a one-character 1099 Indicator. Oregon will use 1099 Indicator values of N and 1–9 only.

Box 1: Rents

Box 2: Royalties – not used in Oregon

Box 3: Other Income

Box 4: Federal Income Tax Withheld

Box 5: Fishing Boat Proceeds (Not used in Oregon)

Box 6: Medical and Health Care Payments

Box 7: Non-employee Compensation

Box 8: Substitute payments in lieu of dividends or interest (Not used in Oregon)

Box 9: Payee made direct sales of $5,000 or more of consumer products to a buyer for resale (Not used in Oregon)

◾ FORM – Enter a one-character Form 1099 indicator if 1099 Indicator is 1-9. Currently M – MISC  is the only valid character for Oregon. Leave blank if 1099 Indicator is N.

◾ C/I IND – Not used in Oregon. Field will be blank for all D10 profiles. Enter a one-character Capitalized/Inventoried Indicator as follows:

◾ STATUS CODE – Enter a one-character Status Code. It will default to Active if not entered. It may be used to inactivate records no longer in use.

◾ EFF START DATE – Enter the eight-digit Effective Start Date (MMDDYYYY format). It identifies when the record becomes effective. This field can be left blank. It will default to the current date and cause the record to be immediately available.

◾ EFF END DATE – Enter the eight-digit Effective End Date (MMDDYYYY format) or leave blank. EFF END DATE identifies when the record is no longer effective.

Example:

D11 agency Object Profile

The D11 profile contains all of an Agency’s valid agency Object codes. This profile is agency maintained.

Agency Objects can be established at the same level of detail, a more detailed level, or at a higher level (less detail) than the Comptroller Object. If established at a higher level, both the agency Object and Comptroller Object are required when entering a transaction; otherwise, the agency Object can look up the Comptroller Object. For Payroll Objects, the agency Object must be the same as the Comptroller Object – one-for-one.

Control Key

◾ AGENCY – Enter the three-character agency Code. It must exist in the D02 profile.

◾ APPROPRIATION YEAR – Enter a two-digit Appropriation Year.

◾ AGENCY OBJECT – Enter a four-digit agency Object code. If the agency Object is at an equivalent level as the Comptroller Object, it is recommended that the agency Object value be the same as the Comptroller Object.

Information Elements

◾ TITLE – Enter a Title of up to 40 characters.

◾ AGENCY OBJECT GROUP – Enter a related two-character Agency Object Group code or leave blank. If entered, it must exist in the D25 – Agency Object Group Profile.

◾ COMPTROLLER OBJECT – Enter a related four-digit Comptroller Object code or leave blank. If the agency Object is at a lower level of detail or an equivalent level to the Comptroller Object, this field should be coded. If the agency Object is at a higher level then the Comptroller Object, this field must be left blank; keeping in mind that it will then need to be entered during transaction entry, along with the agency Object. If entered, it must exist in the D10 profile. If the COMP OBJ REQD ON D11 indicator on the 25 – Agency Control Profile is Y, this field is required.

◾ OBJECT TYPE – Enter a one-character Object Type indicator or leave blank. The agency Object Type must match the Comptroller Object Type on the associated Comptroller Object, if there is one. If the Object Type is left blank, the correct value will default from the Comptroller Object. If no Comptroller Object is associated with the agency Object, an entry in this field is required. The valid Object Types are as follows:

◾ C/I IND – Not used in Oregon. Field will be blank for all D11 profiles. Enter a one-character Capitalized/Inventoried Indicator as follows:

◾ STATUS CODE – Enter a one-character Status Code. It will default to Active if not entered. It may be used to inactivate records no longer in use.

◾ EFF START DATE – Enter the eight-digit Effective Start Date (MMDDYYYY format). It identifies when the record becomes effective. This field can be left blank. It will default to the current date and cause the record to be immediately available.

◾ EFF END DATE – Enter the eight-digit Effective End Date (MMDDYYYY format) or leave blank. EFF END DATE identifies when the record is no longer effective.

Example:

D12 agency Group Profile

The D12 profile is used to classify similar agencies into one group for reporting and security purposes. An example of an agency Group would be the Department of Human Resources – which consists of multiple agencies. DAS SFMS Operations maintains this profile.

For an agency to be included in an agency Group, the agency Group code must be entered on the agency’s D02 profile.

Two areas where a user would see/use agency Group are on the 91 and 96A profiles.

Control Key

◾ AGENCY GROUP – Enter a two-digit agency Group code.

Information Elements

◾ TITLE – Enter a Title of up to 40 characters.

◾ STATUS CODE – Enter a one-character Status Code. It will default to Active if not entered. It may be used to inactivate records no longer in use.

◾ EFF START DATE – Enter the eight-digit Effective Start Date (MMDDYYYY format). It identifies when the record becomes effective. This field can be left blank. It will default to the current date and cause the record to be immediately available.

◾ EFF END DATE – Enter the eight-digit Effective End Date (MMDDYYYY format) or leave blank. EFF END DATE identifies when the record is no longer effective.

Example:

D13 GAAP GL Account Category Profile

The D13 profile provides a rollup or grouping of D14 – GAAP GL Account Class Profile account classes to meet systemwide GAAP basis financial reporting requirements. DAS SFMS Operations maintains this profile.

Several R⋆STARS Financial Statement typereports have the D13 as a GL ACCT option. Examples of reports that list D13 as an option would be the DAFR6620, DAFR8580, DAFR8650, and DAFR8870.

The GAAP GL Account Category is entered on the D14 profile that in turn is entered on the D31 profile. When the D14 GAAP GL Account Class is entered on the D31 profile, the GAAP GL Account Category is inferred from the D14 Profile. This series of General Ledger Account profiles then allows the GAAP rollup for financial reporting requirements.

Control Key

◾ GAAP GL ACCOUNT CATEGORY – Enter a two-digit GAAP General Ledger Account Category code. Valid codes for Oregon are as follows:

Information Elements

◾ TITLE – Enter a Title of up to 40 characters.

◾ ACFR TYPE IND – Enter a one-character ACFR Type Indicator. This element provides a means to download the information to the Annual Comprehensive Financial Reporting (ACFR) software. Valid codes are as follows:

◾ STATUS CODE – Enter a one-character Status Code. It will default to Active if not entered. It may be used to inactivate records no longer in use.

◾ EFF START DATE – Enter the eight-digit Effective Start Date (MMDDYYYY format). It identifies when the record becomes effective. This field can be left blank. It will default to the current date and cause the record to be immediately available.

◾ EFF END DATE – Enter the eight-digit Effective End Date (MMDDYYYY format) or leave blank. EFF END DATE identifies when the record is no longer effective.

Example:

D14 GAAP GL Account Class Profile

The D14 profile provides a rollup or grouping of Comptroller General Ledger Accounts to meet systemwide GAAP basis financial reporting requirements. This element identifies the line items on the Combining Balance Sheet and the Systemwide Annual Financial Report. DAS SFMS Operations maintains this profile.

Several R⋆STARS Financial Statement type reports have the D14 as a GL ACCT option. Examples of reports that list D14 as an option would be the DAFR6620, DAFR8580, DAFR8650, and DAFR8870.

The D13 GAAP GL Account Category is entered on the D14 profile that in turn is entered on the D31 profile. When the GAAP GL Account Class is entered on the D31 profile, the GAAP GL Account Category is inferred from the D14 profile. This series of General Ledger Account profiles then allows the GAAP rollup for financial reporting requirements.

Control Key

◾ GL GAAP ACCOUNT CLASS – Enter the three-digit General Ledger GAAP Account Class. Some examples are as follows:

Note:  This is not a complete list.  For a complete listing of GAAP GL Account Classes, see the D14 profile on-line or a DAFQ140 Profile Listing.

Information Elements

◾ TITLE – Enter a Title of up to 40 characters.

◾ ADDITIONAL TEXT – Enter Additional Text of up to 40 characters. It provides for an additional line that does not have financial information, such as headings. This element is necessary for the downloading of information to the ACFR software.

◾ GL GAAP ACCOUNT CATEGORY – Enter a two-digit GL GAAP Account Category. It must exist in the D13 profile. Valid codes for Oregon are as follows:

◾ STATUS CODE – Enter a one-character Status Code. It will default to Active if not entered. It may be used to inactivate records no longer in use.

◾ EFF START DATE – Enter the eight-digit Effective Start Date (MMDDYYYY format). It identifies when the record becomes effective. This field can be left blank. It will default to the current date and cause the record to be immediately available.

◾ EFF END DATE – Enter the eight-digit Effective End Date (MMDDYYYY format) or leave blank. EFF END DATE identifies when the record is no longer effective.

Example:

D15 Appropriation Group Profile

The D15 profile provides for the grouping of Appropriations by funding source for reporting purposes. DAS SFMS Operations maintains this profile.

The D15 profile is used to determine which columns to place amounts into on the R⋆STARS reports DAFR7290 and DAFR7420. DAFR7510 and DAFR7550 use the D15 profile to calculate subtotals by Appropriation Group.

For an Appropriation to be included in an Appropriation Group, the Appropriation Group code must be entered on the Agency’s 20 profile.

Control Key

◾ APPROP GROUP – Enter the two-digit Appropriation Group. This element is used for customized or ad hoc reports. Valid codes are as follows:

Information Elements

◾ TITLE – Enter a Title of up to 40 characters.

◾ STATUS CODE – Enter a one-character Status Code. It will default to Active if not entered. It may be used to inactivate records no longer in use.

◾ EFF START DATE – Enter the eight-digit Effective Start Date (MMDDYYYY format). It identifies when the record becomes effective. This field can be left blank. It will default to the current date and cause the record to be immediately available.

◾ EFF END DATE – Enter the eight-digit Effective End Date (MMDDYYYY format) or leave blank. EFF END DATE identifies when the record is no longer effective.

Example:

D16 GAAP Category Profile

The D16 profile provides categories for the grouping of GAAP Source/Objects. The GAAP Category is the highest level of the Object structure required for GAAP reporting. In Oregon, the GAAP Category is equivalent to revenue and expenditure headings in the ACFR. DAS SFMS Operations maintains this profile.

Several R⋆STARS Financial Statement type reports have the D16 as an OBJECT option. Examples of reports that list D16 as an option would be the DAFR6610, DAFR7360, DAFR8590, and DAFR8600.

The GAAP Category is entered on the D08 profile which in turn is entered on the D10 profile. When the GAAP Source/Object is entered on the D10 profile, the GAAP Category is inferred from the D08 profile. This series of Object profiles then allows the GAAP rollup for financial reporting requirements.

Control Key

◾ GAAP CATEGORY – Enter a two-digit GAAP Category. Present valid Categories are as follows:

◽ For Governmental Fund Types

◽ For Proprietary Fund Types

Information Elements

◾ TITLE – Enter a Title of up to 40 characters.

◾ ACFR TYPE – Enter a one-character ACFR Type. It provides for the downloading of information to the ACFR software. The valid Types are as follows:

◾ ACFR OPER STAT – Enter a one-character ACFR Operating Statement code. It tells the ACFR software on which operating statement to report the downloaded revenue or expenditure information. Statistics will not appear in either operating statement. The valid codes are as follows:

◾ STATUS CODE – Enter a one-character Status Code. It will default to Active if not entered. It may be used to inactivate records no longer in use.

◾ EFF START DATE – Enter the eight-digit Effective Start Date (MMDDYYYY format). It identifies when the record becomes effective. This field can be left blank. It will default to the current date and cause the record to be immediately available.

◾ EFF END DATE – Enter the eight-digit Effective End Date (MMDDYYYY format) or leave blank. EFF END DATE identifies when the record is no longer effective.

Example:

D17 NACUBO Fund Group Profile (Not Used in Oregon)

The NACUBO Fund Group code – refers to the Fund Groups delineated in the Annual Financial Reporting Requirements for Colleges and Universities. For example, the NACUBO Plant Funds Group is a grouping of the NACUBO Funds.

Control Key

◾ NACUBO FUND GROUP – Enter the two-digit NACUBO FUND GROUP Code. A default value of 01 will be used.

Information Elements

◾ TITLE – Enter a Title of up to 40 characters.

◾ STATUS CODE – Enter a one-character Status Code. It will default to Active if not entered. It may be used to inactivate records no longer in use.

◾ EFF START DATE – Enter the eight-digit Effective Start Date (MMDDYYYY format). It identifies when the record becomes effective. This field can be left blank. It will default to the current date and cause the record to be immediately available.

◾ EFF END DATE – Enter the eight-digit Effective End Date (MMDDYYYY format) or leave blank. EFF END DATE identifies when the record is no longer effective.

Example:

D18 NACUBO Fund Profile (Not Used in Oregon)

NACUBO Fund refers to fund classifications delineated in the Annual Financial Reporting Requirements for Colleges and Universities. Examples include Investment on Plant, Renewals and Replacements, Educational and General, Designated, and Auxiliary Enterprises.

Control Key

◾ NACUBO FUND – Enter the four-digit NACUBO FUND Code. A default value of 01 will be used.

Information Elements

◾ TITLE – Enter a Title of up to 40 characters.

◾ NACUBO FUND GROUP – Enter the two-digit NACUBO FUND GROUP. It must exist in D17 profile. A default value of 01 will be used.

◾ STATUS CODE – Enter a one-character Status Code. It will default to Active if not entered. It may be used to inactivate records no longer in use.

◾ EFF START DATE – Enter the eight-digit Effective Start Date (MMDDYYYY format). It identifies when the record becomes effective. This field can be left blank. It will default to the current date and cause the record to be immediately available.

◾ EFF END DATE – Enter the eight-digit Effective End Date (MMDDYYYY format) or leave blank. EFF END DATE identifies when the record is no longer effective.

Example:

D19 PCA Group Profile

The D19 profile is used to group an agency’s Program Cost Accounts (PCAs). It can be used for customized or ad hoc reporting purposes. This profile is optional for each agency and is maintained by the agency.

DAFR9520 uses PCA Group as a Special Selection Option. For agencies using PCA Group, PCA Group can be used in ad hoc reports run against the SFMS Data Mart.

For a PCA to be included in a PCA Group, the PCA Group code must be entered on the agency’s 26 profile.

Control Key

◾ AGENCY – Enter the three-character agency code. It must exist in the D02 profile.

◾ PCA GROUP – Enter the five-digit PCA Group code. This is a grouping of PCA codes. For example, it might be used for grouping all of an agency’s administrative PCAs for reporting purposes.

Information Elements

◾ TITLE – Enter a Title of up to 50 characters.

◾ STATUS CODE – Enter a one-character Status Code. It will default to Active if not entered. It may be used to inactivate records no longer in use.

◾ EFF START DATE – Enter the eight-digit Effective Start Date (MMDDYYYY format). It identifies when the record becomes effective. This field can be left blank. It will default to the current date and cause the record to be immediately available.

◾ EFF END DATE – Enter the eight-digit Effective End Date (MMDDYYYY format) or leave blank. EFF END DATE identifies when the record is no longer effective.

Example:

D20 GAAP Fund Group Profile

The D20 profile gathers D21 – GAAP Fund Type Profile types into groups. It represents the fund categories shown in the GASB codification. Each GAAP Fund Type is assigned to a GAAP Fund Group. DAS SFMS Operations maintains this profile.

Several R⋆STARS Financial Statement type reports have the D20 as a FUND option. Examples of reports that list D20 as an option would be the DAFR6610, DAFR6620, DAFR8590, and DAFR8600.

The GAAP Fund Group is entered on the D21 profile that in turn is entered on the D24 – GAAP Fund Profile . When the GAAP Fund Type is entered on the D24 Profile, the GAAP Fund Group is inferred from the D21 profile. This series of GAAP Fund profiles then allows the GAAP rollup for financial reporting requirements.

Control Key

◾ GAAP FUND GROUP – Enter the two-digit GAAP Fund Group code. Valid codes are as follows:

Information Elements

◾ TITLE – Enter a Title of up to 40 characters.

◾ STATUS CODE – Enter a one-character Status Code. It will default to Active if not entered. It may be used to inactivate records no longer in use.

◾ EFF START DATE – Enter the eight-digit Effective Start Date (MMDDYYYY format). It identifies when the record becomes effective. This field can be left blank. It will default to the current date and cause the record to be immediately available.

◾ EFF END DATE – Enter the eight-digit Effective End Date (MMDDYYYY format) or leave blank.  EFF END DATE identifies when the record is no longer effective.

Example:

D21 GAAP Fund Type Profile

The D21 profile identifies all the types of funds and groups of accounts as specified by the National Council on Governmental Accounting (NCGA). The profile includes the titles used to combine funds for GAAP reporting. Additional data in this profile includes the Transaction Codes used to close both debit and credit balances for each GAAP Fund Type, as well as the appropriate equity General Ledger Account for closing nominal accounts at year end. DAS SFMS Operations maintains this profile.

Several R⋆STARS Financial Statement type reports have the D21 as a FUND option. Examples of reports that list D21 as an option would be the DAFR6610, DAFR6620, DAFR8590, and DAFR8600.

Control Key

◾ GAAP FUND TYPE – Enter a two-digit GAAP Fund Type code. Valid codes are as follows:

Information Elements

◾ TITLE – Enter a Title of up to 40 characters.

◾ GAAP FUND GROUP – Enter a two-digit GAAP Fund Group code. It must exist in the D20 profile. Valid codes are as follows:

◾ CLOSE DEBIT TC – Enter a three-digit Close Debit Transaction Code. It must exist in the 28A and 28B profiles. This Transaction Code is used by DAFM351 General Ledger Close program.

◾ CLOSE CREDIT TC – Enter a three-digit Close Credit Transaction Code. It must exist in the 28A and 28B profiles. This Transaction Code is used by the DAFM351 General Ledger Close program.

◾ FUND BALANCE GL – Enter a four-digit Fund Balance General Ledger Account. It must exist in the D31 profile. All nominal account balances for this GAAP Fund Type are closed and transferred to this account at year end by the DAFM351 General Ledger Close program.

◾ ACFR FUND TYPE – Enter a seven-character ACFR Fund Type code.  The valid codes are as follows:

◾ ACFR OPER STAT – Enter a one-character ACFR Operating Statement code. The valid codes are as follows:

◾ STATUS CODE – Enter a one-character Status Code. It will default to Active if not entered. It may be used to inactivate records no longer in use.

◾ EFF START DATE – Enter the eight-digit Effective Start Date (MMDDYYYY format). It identifies when the record becomes effective. This field can be left blank. It will default to the current date and cause the record to be immediately available.

◾ EFF END DATE – Enter the eight-digit Effective End Date (MMDDYYYY format) or leave blank. EFF END DATE identifies when the record is no longer effective.

Example:

D22 Appropriated Fund Profile

The D22 profile identifies legislatively approved Appropriations by their funding source (i.e. General Fund, Federal Funds, or Other Funds). Appropriated Funds are established for accounting for specific activities or the attainment of certain objectives in accordance with legislative acts, special regulations, restrictions, or limitations. DAS SFMS Operations maintains this profile.

Numerous R⋆STARS reports have the D22 as a FUND option or as a SPECIAL SELECT option. Examples of reports that list D22 as a SPECIAL SELECT option would be the DAFR8140, DAFR8670, DAFR8670, and DAFR9040.

Control Key

◾ APPROPRIATED FUND – Enter a four-digit Appropriated Fund Code.

Information Elements

◾ TITLE – Enter a Title of up to 40 characters.

◾ REPORT ROUTE AGENCY – Enter a three-character Report Route agency. It must be 000 or exist in the D02 profile. The Report Route agency is used to distribute fund-based reports such as Trial Balances that do not sort on agency.

◾ CASH CONTROL TYPE – Enter a one-digit Cash Control Type indicator. It determines the severity of the cash control edits. The valid indicators are as follows:

◾ CASH CONTROL LEVEL – Enter a one-digit Cash Control Level indicator. It determines if this Appropriated Fund will be subject to cash control. The valid indicators are as follows:

◾ CASH BALANCE DISP – IND – Not used in Oregon. Field will be N for all D22 profiles. Enter the one-character Cash Disposition Indicator as follows:

If Y is selected, the cash balance for this fund will be transferred to the fund listed below at year end.

◾ CASH BALANCE DISP – APPROPRIATED FUND – Not used in Oregon. Field will be blank for all D22 profiles. Enter the four-digit Appropriated Fund. If entered it must exist in the D22. Designates the receiving fund at year end when balances are transferred. If the Cash Disposition Indicator is N then this field must be left blank.

◾ CASH BALANCE DISP – %/AMT – Not used in Oregon. Field will be blank for all D22 profiles. Enter up to 11-digit %/Amount code. One decimal point is optional. Designates the amount or percent of fund balance to be transferred at year end. If the Cash Disposition Indicator is N then this field must be left blank.

◾ CASH BALANCE DISP – DESCRIPTION – Not used in Oregon. Field will be blank for all D22 profiles. Enter the cash balance disposition description up to 40 characters.

◾ CC ORG LEVEL IND – Enter a one-digit Cash Control Organization Level Indicator. It determines whether the agency is posted to the Cash Control Financial Table. The valid indicators are as follows:

◾ DEPOSITORY INTEREST IND – Not used in Oregon. Field will be N for all D22 Profiles. This indicator identifies those funds that are eligible for depository interest. Enter the one-character Depository Interest Indicator as follows:

◾ STATUS CODE – Enter a one-character Status Code. It will default to Active if not entered. It may be used to inactivate records no longer in use.

◾ EFF START DATE – Enter the eight-digit Effective Start Date (MMDDYYYY format). It identifies when the record becomes effective. This field can be left blank. It will default to the current date and cause the record to be immediately available.

◾ EFF END DATE – Enter the eight-digit Effective End Date (MMDDYYYY format) or leave blank. EFF END DATE identifies when the record is no longer effective.

Example:

D23 Fund Profile

The D23 profile is the lowest level in the hierarchy for fund reporting purposes. The profile includes indicators that enable agencies to choose the level of Fund at which Appropriations, agency Budgets and Cash Control are recorded. This profile is required because all data must be entered at the fund level for GAAP reporting. It infers the GAAP fund structure and two state fund structures – Appropriated Fund and State Fund Group. Although the D23 profile contains agency as part of the key, the profile is maintained by DAS SFMS Operations. Agencies complete a D23 Fund request and send it to SFMS Operations for approval and input into R⋆STARS.

Control Key

◾ AGENCY – Enter the three-character agency code. It must exist in the D02 profile.

◾ FISCAL YEAR – Enter a two-digit Fiscal Year.

◾ FUND – Enter a four-digit Fund code. It must be greater than 0000. This is the lowest level in the Fund Structure.

Information Elements

◾ TITLE – Enter a Title of up to 40 characters.

◾ APPROPRIATED FUND – Enter a four-digit Appropriated Fund code.  It must exist in the D22 profile. These funds are established to account for specific activities or the attainment of certain objectives in accordance with legislative acts, special regulations, restrictions, or limitations.

◾ GAAP FUND – Enter a four-digit GAAP Fund code. It must exist in the D24 profile. GAAP Fund will be used for GAAP reporting.

◾ STATE FUND GROUP – Enter a four-digit State Fund Group. It must exist in the D39 – State Fund Group Profile.

◾ LOCAL FUND IND – Enter a one-character Local Fund Indicator. In Oregon, this indicator determines if the fund uses a local bank instead of the State Treasury. Indicators are as follows:

◾ GASB 54 – Enter a two-character GASB 54 code or leave blank. This field is required if the GAAP Fund field value is less than 4000 or within range 75XX.  If  required, enter one of the following codes:

NOTE: If more than one fund balance category applies to the resource, select the category that comprises the majority of the resources for closing purposes. During Month 13, determine the proper allocation and reclassify to the other fund balance categories as needed.

◾ CASH FUND – Enter a five-digit Cash Fund. It must exist in the D73 – Cash Fund Profile . This value must be entered if the CC Fund Level Indicator (see below) is set to 3. If the Fund Level Indicator is set to 3, the CC Org Level Indicator (see below) must be set to 1 (Post agency).

◾ FUND CONTROL LEVELS –  Enter a one-character Fund Control Level indicator in each of the following Financial Table fields:

The Fund Control Level indicator determines the level of Fund control for each of the above Financial Tables. This indicator determines whether no fund, D22 Appropriated Fund, D23 Fund, or D73 Cash Fund is posted to the control key of the Financial Table. For example, if a value of 1 is coded for each Financial Table, the D22 Appropriated Fund is posted to the control key of each of the Financial Tables. The Cash Control Fund Level must be set to 1 if the Appropriated Fund begins with an 8 (General Fund) and 2 if the Local Fund Indicator is set to Y. The valid indicators are as follows:

◽ Appropriation and agency Budget Financial Tables

◽ Cash Control Financial Table

◾ CASH BALANCE – DISP IND – Not used in Oregon. Code N will be used as default for all D23 profiles. Enter the cash balance disposition indicator as follows:

If Yes, the user does not intend to keep the money in the fund at the end of the year, the user must list the fund, then put in the amount and percent. If No, the user intends to keep the money in the fund at the end of the year.

◾ CASH BALANCE DISP -%/AMT – Not used in Oregon. Field will be blank for all D23 profiles. Enter either a numeric % or an amount up to 11 digits, if the Cash Balance Disposition Indicator is set to Y. If the Cash Balance Disbursement Indicator is N then this field must be left blank.

◾ CASH BALANCE DISP – TREASURY FUND – Enter a four-digit Treasury Fund code (required regardless of the Cash Balance Disposition Indicator). The Treasury Fund must exist in the D53 Titles Profile under the Table ID TRES.

◾ DESCRIPTION –Enter the GASB 54 Description up to 40 characters. This field is optional unless the GASB 54: field is used. Required entries and recommendations for GASB 54 descriptions are as follows:

◾ CC ORG LEVEL IND – Enter a one-digit Cash Control Organization Level Indicator. It identifies whether the agency code is posted to the Cash Control Financial Table. (The General Fund is controlled without regard to agency.)  The indicators are as follows:

This indicator must agree to the CC ORG LEVEL on the D22 profile. Valid combinations of CC ORG LEVEL IND and CC FUND LEVEL IND and their relationship to the D22 profile CC ORG LEVEL IND are listed below and on the 90 screen, Keyword D85. Valid Combinations of CC Level Indicators:

◾ DEPOSITORY INTEREST IND – Not used in Oregon. Code Y will be used as default for all D23 profiles. Enter a one-character Depository Interest code as follows:

◾ DEPOSIT AGENCY – Not used in Oregon. Field will be blank for all D23 profiles. Enter a three-character Depository Agency Code.

◾ DEPOSIT FUND – Not used in Oregon. Field will be blank for all D23 profiles. Enter a four digit Depository Fund Code. The Deposit agency and Fund must be entered if the Depository Interest Indicator is set to N and blank if it is set to Y. The Deposit agency/Fund must exist in the D23 profile.

◾ STATUS CODE – Enter a one-character Status Code. It will default to Active if not entered. It may be used to inactivate records no longer in use.

◾ EFF START DATE – Enter the eight-digit Effective Start Date (MMDDYYYY format). It identifies when the record becomes effective. This field can be left blank. It will default to the current date and cause the record to be immediately available.

◾ EFF END DATE – Enter the eight-digit Effective End Date (MMDDYYYY format) or leave blank. EFF END DATE identifies when the record is no longer effective.

Example:

D24 GAAP Fund Profile

The D24 profile establishes GAAP Funds for use in preparing GAAP financial statements. Each D23 Fund rolls up into a GAAP Fund for statewide financial reporting. In Oregon, the GAAP Funds, individually or grouped, represent the column headings on the combining statements in the ACFR. DAS SFMS Operations maintains this profile.

Several R⋆STARS Financial Statement type reports have the D24 as a FUND option. Examples of reports that list D24 as an option would be the DAFR6610, DAFR6620, DAFR8590, and DAFR8600.

Control Key

◾ GAAP FUND – Enter the four-digit GAAP Fund Code.

Information Elements

◾ TITLE – Enter a Title of up to 40 characters.

◾ GAAP FUND TYPE – Enter the two-digit GAAP Fund Type code. It must be in D21 profile. This element refers to the major fund types and account groups set forth in the Codification of Governmental Accounting and Financial Reporting. Current Valid codes are as follows:

◾ ACFR FILE ID – Enter a seven-character ACFR File ID that does not contain commas, question marks, asterisks or spaces.

◾ BUDGETED FUND IND – Enter the one-character Budgeted Fund Indicator as follows:

◾ STATUS CODE – Enter a one-character Status Code. It will default to Active if not entered. It may be used to inactivate records no longer in use.

◾ EFF START DATE – Enter the eight-digit Effective Start Date (MMDDYYYY format). It identifies when the record becomes effective. This field can be left blank. It will default to the current date and cause the record to be immediately available.

◾ EFF END DATE – Enter the eight-digit Effective End Date (MMDDYYYY format) or leave blank. EFF END DATE identifies when the record is no longer effective.

Example:

D25 agency Object Group Profile

The D25 profile establishes the agency Object Group and title for agency budgeting and reporting purposes. This is an optional profile that an agency may use to group similar agency Objects. It is used typically to provide a grouping of objects different from the Comptroller Objects. This is an agency-maintained profile.

Several R⋆STARS reports have the D25 as an OBJECT option. Examples of reports that list D25 as an option would be the DAFR6050, DAFR6510, DAFR6610, and DAFR7400.

Control Key

◾ AGENCY – Enter the three-character agency code. It must exist in the D02 profile.

◾ AGENCY OBJECT GROUP – Enter a two-digit agency Object Group code.

Information Elements

◾ TITLE – Enter a Title of up to 40 characters.

◾ STATUS CODE – Enter a one-character Status Code. It will default to Active if not entered. It may be used to inactivate records no longer in use.

◾ EFF START DATE – Enter the eight-digit Effective Start Date (MMDDYYYY format). It identifies when the record becomes effective. This field can be left blank. It will default to the current date and cause the record to be immediately available.

◾ EFF END DATE – Enter the eight-digit Effective End Date (MMDDYYYY format) or leave blank. EFF END DATE identifies when the record is no longer effective.

Example:

D26 Agency Code 1 Profile

The D26 profile is an agency defined field that can be used for any coding purpose. Agency Codes may be inferred from either Index or PCA or may be entered on the transaction. In Oregon, the D26 profile is used for additional breakdown of grant information. This profile is agency-maintained.

Several R⋆STARS reports have the D26 as a SPECIAL SELECT option. Examples of reports that list this profile as a SPECIAL SELECT option would be the DAFR8410, DAFR8430, DAFR9200, and DAFR9210.

Control Key

◾ AGENCY – Enter the three-character agency Number. It must exist in the D02 profile.

◾ AGENCY CODE 1 – Enter the Agency Code 1, which can be up to four digits.

Information Elements

◾ TITLE – Enter a Title of up to 40 characters.

◾ STATUS CODE – Enter a one-character Status Code. It will default to Active if not entered. It may be used to inactivate records no longer in use.

◾ EFF START DATE – Enter the eight-digit Effective Start Date (MMDDYYYY format). It identifies when the record becomes effective. This field can be left blank. It will default to the current date and cause the record to be immediately available.

◾ EFF END DATE – Enter the eight-digit Effective End Date (MMDDYYYY format) or leave blank. EFF END DATE identifies when the record is no longer effective.

Example:

D27 Agency Code 2 Profile

The D27 profile is an agency defined field that can be used for any coding purpose. Agency Codes may be inferred from either Index or PCA or may be entered on the transaction. In Oregon, the D27 profile is used for additional breakdown of project information. This profile is agency-maintained.

Several R⋆STARS reports have the D27 as a SPECIAL SELECT option. Examples of reports that list this profile as a SPECIAL SELECT option would be the DAFR9200, DAFR9210, DAFR9220, and DAFR9230.

Control Key

◾ AGENCY – Enter the three-character agency code. It must exist in the D02 profile.

◾ AGENCY CODE 2 – Enter the Agency Code 2, which can be up to four digits.

Information Elements

◾ TITLE – Enter a Title of up to 40 characters.

◾ STATUS CODE – Enter a one-character Status Code. It will default to Active if not entered. It may be used to inactivate records no longer in use.

◾ EFF START DATE – Enter the eight-digit Effective Start Date (MMDDYYYY format). It identifies when the record becomes effective. This field can be left blank. It will default to the current date and cause the record to be immediately available.

◾ EFF END DATE – Enter the eight-digit Effective End Date (MMDDYYYY format) or leave blank. EFF END DATE identifies when the record is no longer effective.

Example:

D28 Grantor Profile

The D28 profile defines the Grantor ID and the associated name and address for grant reporting purposes.  This profile is agency-maintained.

Control Key

◾ AGENCY – Enter the three-character agency code. It must exist in the D02 profile.

◾ ID – Enter the 14 digit GRANTOR IDENTIFICATION code, which is greater than zero. The length of the grantor ID is 14 digits which enables tracking of a grantor with the same code used for a valid vendor and mail code combination.

Information Elements

◾ NOTE – This profile allows the Notepad feature after the D28 profile is saved. It is the only descriptive profile with this feature.

To enter a Note in the Notepad, type Note& in the Link To field and press   F9   (Interrupt). The 103 – Electronic Notepad screen will display. After creating the Note, Press  F10  (Save), then Press   F9   (Interrupt) to return to the D28 profile. At this time, the system will display a Y (Yes) in the Note field indicating a Note is attached.

If the user does not enter a Note in the Notepad, the system will automatically default N (for No) in the Note field.

◾ NAME – Enter the Grantor Name of up to 30 characters.

◾ ADDRESS 1 – Enter Address 1 of up to 40 characters.

◾ ADDRESS 2 – Enter Address 2 of up to 40 characters or leave blank.

◾ ADDRESS 3 – Enter Address 3 of to 40 characters or leave blank.

◾ CITY – Enter City of up to 30 characters.

◾ STATE – Enter two-character State (numeric code or two-letter abbreviation.)

◾ ZIP CODE – Enter up to a nine-digit Zip Code. The first 5 digits are required.

◾ STATUS CODE – Enter a one-character Status Code. It will default to Active if not entered. It may be used to inactivate records no longer in use.

◾ EFF START DATE – Enter the eight-digit Effective Start Date (MMDDYYYY format). It identifies when the record becomes effective. This field can be left blank. It will default to the current date and cause the record to be immediately available.

◾ EFF END DATE – Enter the eight-digit Effective End Date (MMDDYYYY format) or leave blank. EFF END DATE identifies when the record is no longer effective.

Example:

D30 Purge Criteria Profile

The D30 profile establishes the criteria for archiving profiles and financial table records. DAS SFMS Operations maintains this profile.

Currently, all purge and archive programs use this profile as one of the criteria that must be met in determining which records to remove. The monthly INAE process also uses this profile as one of the criteria that must be met for records to be eligible to be moved from the Active Accounting Event Table to the Inactive Accounting Event Table.

Control Key

◾ TABLE ID – Enter a two or three-character Table ID. Some examples are as follows:

◾ TYPE – Enter a one-character Type code or leave blank. Some valid codes are as follows:

◾ DESC – Enter a Description of up to 40 characters.

◾ RETENTION – Enter a four-digit Retention Period, which is stated in days or years. In general, if Appropriation Year or Fiscal Year is in the record key, its retention is stated in years. Otherwise it is stated in days. The AE table is stated in months. The retention is set to 0002 which means the program will retain the two current closed months and move everything else meeting INAE criteria to the Inactive Accounting Event table. Other tables, such as the agency Budget Financial Table (AL), use a retention period stated in years. If the Retention for the AL is 2010, no matter when the archive program is run, the purge process archives and removes AL records which have Fiscal Years of 2010 or less. The retention logic is as follows

◾ STATUS CODE – Enter a one-character Status Code. It will default to Active if not entered. It may be used to inactivate records no longer in use.

◾ EFF START DATE – Enter the eight-digit Effective Start Date (MMDDYYYY format). It identifies when the record becomes effective. This field can be left blank. It will default to the current date and cause the record to be immediately available.

◾ EFF END DATE – Enter the eight-digit Effective End Date (MMDDYYYY format) or leave blank. EFF END DATE identifies when the record is no longer effective.

Example:

D31 Comptroller General Ledger Account Profile

The D31 profiles are the statewide Chart of Accounts. The D31 is the lowest level of the general ledger structure for systemwide accounting purposes. DAS SFMS Operations maintains this profile.

General Ledger Accounts identify the nature of financial activities and balances. In R⋆STARS, Comptroller General Ledger (Comp GL) Accounts are used for balance sheet (real), operating (nominal), and memo classifications. For the balance sheet, the Comp GL Accounts provide the lowest level of statewide classification. For the operating statement, Comp GL Accounts serve as high level classifications of financial activity and are used to separate cash and accrued activity. D10 Comptroller Objects serve as the lowest level of statewide classification for the operating statements. Memo classifications are accounts not reported on financial statements, such as pre-encumbrances and statistical activity.

When a new Comp GL Account is established, a corresponding profile must be set up in the D67 – GL Tables Control Profile under agency 000. The D67 profile must be established before transactions are allowed to post to the new Comp GL Account.

Control Key

◾ COMP GL ACCOUNT – Enter the four-digit Comptroller General Ledger Account code.

Information Elements

◾ TITLE – Enter a Title of up to 40 characters.

◾ GAAP GL CLASS – Enter a three-digit GAAP GL Class code. It must exist in the D14 GAAP GL Class Profile. This element groups General Ledger Accounts. The GAAP GL Classes appear as line items on the Annual Comprehensive Financial Report.

◾ NACUBO GL CLASS – Not used in Oregon. Field will be 99 default for all D31 Profiles. Enter the two-digit NACUBO GL Class code. It must exist in the D46 NACUBO GL Class profile. This is used for Higher Education Institutions only. This element groups general ledger accounts. The NACUBO GL Class appears as line items on the College and University Annual Financial Report (120 day report).

◾ NORMAL BALANCE – Enter a one-character Normal Balance indicator. For example, expenditures have a normal debit balance. Indicators are as follows:

◾ YEAR END CLOSE – Enter a one-digit Year End Close indicator as follows:

◾ INVESTMENT TYPE – Not used in Oregon. Field will be 99 default for all D31 profiles. Enter the two-character Investment Type Code.

◾ G/L EDIT TYPE – Enter a one-character General Ledger Edit Type. This edit type determines how the agency General Ledger Account number (from the D32 – Agency General Ledger Account Profile) will be developed and edited. If the Edit Type is S or A, the agency GL Acct will be defined in the D32 profile. The G/L Edit Types are as follows:

◾ OBJECT IND – Enter a one-character Object Indicator. It determines what type of object supports the general ledger. For example, the Comptroller General Ledger Account 3100, Revenue Control – Cash, is supported by revenue objects. Indicators are as follows:

◾ GASB 9 CASH FLOW CAT – Not used in Oregon. Field will be 99 for all D31 Profiles. Enter the two-digit GASB 9 Cash Flow Category code.

◾ STMT OF CHANGES CATEGORY – Not used in Oregon. Field will be 99 for all D31 Profiles. Enter the two-digit Statement of Changes Category code.

◾ BALANCE TYPES – Balance Type elements are included in the Comptroller General Ledger Profile to identify valid Balance Types (BT) in each of the primary Financial Tables.

The valid indicators for each of the below tables are as follows:

Tables identified on the D31 Profile. Enter the appropriate two-character Balance Type indicator for each of the following fields:

◾ STATUS CODE – Enter a one-character Status Code. It will default to Active if not entered. It may be used to inactivate records no longer in use.

◾ EFF START DATE – Enter the eight-digit Effective Start Date (MMDDYYYY format). It identifies when the record becomes effective. This field can be left blank. It will default to the current date and cause the record to be immediately available.

◾ EFF END DATE – Enter the eight-digit Effective End Date (MMDDYYYY format) or leave blank. EFF END DATE identifies when the record is no longer effective.

Example:

D32 agency GL Account Profile

The D32 agency General Ledger Account Profile establishes an agency General Ledger (AGL) Account and its title. The AGL Account is a more detailed account than the D31 Comp GL Account. For example, a Comp GL Account for Taxes Receivable may be divided into several AGL Accounts that identify the type of tax. This profile is agency-maintained.

The D31 Comp GL Account Profile determines whether an AGL Account can be associated with a specific Comp GL. If the D31 profile’s G/L EDIT TYPE is D, the 28A profile must require the AGL Account to be entered on the transaction. The D31 G/L EDIT TYPE then determines how the D32 AGL Account number will be developed and edited. If the Edit Type is S or A, the AGL Account may be defined in the D32 profile. G/L EDIT TYPEs are described in the D31 profile section.

Control Key

◾ AGENCY – Enter the three-character agency code. It must exist in the D02 profile.

◾ AGENCY GENERAL LEDGER – Enter an eight-character agency General Ledger Account code, trailing spaces allowed. (Specific format for Due To/Due From as mentioned above.)

Information Elements

◾ TITLE – Enter a Title of up to 40 characters.

◾ COMPT GL ACCOUNT – Enter a four-digit Comptroller General Ledger Account. It must exist in the D31 profile.

◾ STATUS CODE – Enter a one-character Status Code. It will default to Active if not entered. It may be used to inactivate records no longer in use.

◾ EFF START DATE – Enter the eight-digit Effective Start Date (MMDDYYYY format). It identifies when the record becomes effective. This field can be left blank. It will default to the current date and cause the record to be immediately available.

◾ EFF END DATE – Enter the eight-digit Effective End Date (MMDDYYYY format) or leave blank. EFF END DATE identifies when the record is no longer effective.

Example:

D33 NACUBO Category Profile (Not Used in Oregon)

NACUBO Category is a grouping of NACUBO Sources or NACUBO Objects. Category is the highest level of the object structure required for college and university reporting.

For information related to Oregon-Specific NACUBO Object Category Profile instructions, refer to Chapter 7 of the Agency Implementation Guide.

Control Key

◾ NACUBO CATEGORY – Enter the two-digit NACUBO Category Code.

Information Elements

◾ TITLE – Enter a Title up to 40 characters.

◾ CATEGORY TYPE – Enter the one-character Category Type as follows:

◾ STATUS CODE – Enter a one-character Status Code. It will default to Active if not entered. It may be used to inactivate records no longer in use.

◾ EFF START DATE – Enter the eight-digit Effective Start Date (MMDDYYYY format). It identifies when the record becomes effective. This field can be left blank. It will default to the current date and cause the record to be immediately available.

◾ EFF END DATE – Enter the eight-digit Effective End Date (MMDDYYYY format) or leave blank. EFF END DATE identifies when the record is no longer effective.

Example:

D34 NACUBO Source/Object Profile (Not Used in Oregon)

NACUBO Source is a grouping of Comptroller Revenue Objects. Examples include Tuition and Fees, Federal Grants and Contracts, and Endowment Income. NACUBO Object is a grouping of Comptroller Expenditure Objects. Examples include Salaries & Wages, Other Expenses, and Capital Outlay. This element will not be used upon implementation.

For information related to Oregon-Specific NACUBO Source/Object Profile instructions, refer to Chapter 7 of the Agency Implementation Guide.

Control Key

◾ APPROPRIATION YEAR – Enter the two-digit Appropriation Year.

◾ NACUBO SOURCE/OBJ – Enter the two-digit NACUBO Source/Object Code. If the college and university features of R⋆STARS are not being used, a value of 01 should be used.

Information Elements

◾ TITLE – Enter a Title up to 40 characters.

◾ BY FUNCTION – Enter the one-character By Function indicator as follows:

The purpose of this indicator is to determine whether or not the object should be grouped by function for annual financial reporting purposes.

◾ NACUBO CATEGORY – Enter the two-digit NACUBO Category code. When entered, it must exist in D33 profile.

◾ STATUS CODE – Enter a one-character Status Code. It will default to Active if not entered. It may be used to inactivate records no longer in use.

◾ EFF START DATE – Enter the eight-digit Effective Start Date (MMDDYYYY format). It identifies when the record becomes effective. This field can be left blank. It will default to the current date and cause the record to be immediately available.

◾ EFF END DATE – Enter the eight-digit Effective End Date (MMDDYYYY format) or leave blank. EFF END DATE identifies when the record is no longer effective.

Example:

D35 Grant Type Profile

The D35 profile identifies grants by funding source. DAS SFMS Operations maintains this profile.

The Grant Type is entered on the D47 – Grant Number Profile . Once the D47 Profile is established for a Grant Number, the 29 – Grant Control Profile is created. When the Grant Number is entered on the 29 Profile, the Grant Type is inferred from the D47 Profile. This series of Grant profiles then allows the Grant Type breakdown for the Federal Grant Reporting Requirements.

Four R⋆STARS reports have the D35 as a PAGE BREAK control. These four reports provide information necessary to prepare the Office of Management and Budget Forms 272 and 272a. The Federal Government requires these forms from all governmental organizations that receive federal grant money. The four reports are DAFR8500, DAFR8510, DAFR8520, and DAFR8530.

Control Key

◾ GRANT TYPE – Enter the two-character Grant Type code. Current codes are as follows:

Information Elements

◾ TITLE – Enter a Title of up to 40 characters.

◾ STATUS CODE – Enter a one-character Status Code. It will default to Active if not entered. It may be used to inactivate records no longer in use.

◾ EFF START DATE – Enter the eight-digit Effective Start Date (MMDDYYYY format). It identifies when the record becomes effective. This field can be left blank. It will default to the current date and cause the record to be immediately available.

◾ EFF END DATE – Enter the eight-digit Effective End Date (MMDDYYYY format) or leave blank. EFF END DATE identifies when the record is no longer effective.

Example:

D36 Agency Code 3 Profile

The D36 profile is used to establish the Oregon State Treasury’s (OST) account number in R⋆STARS. This number is used in the Deposit Reconciliation process. The AGENCY CODE 3 may be inferred from either Index or PCA or may be entered on the transaction. This profile is agency‑maintained.

The D36 Profile is used to retrieve the OST account number for the deposit reconciliation process. The OST account number established on the D36 Profile must match the account number(s) established at OST to accomplish a “match” in the deposit reconciliation process. OST’s system requires a ten-digit number to post agency transactions to the corresponding OST fund. The format is as follows: the three-digit agency number, two zeros, and the five-digit account number. For example, agency 107 depositing to account 00401 would be formatted by OST’s system as 1070000401. The last five digits (account number) directly correspond to the AGENCY CODE 3 number 00401 established in R⋆STARS for agency 107.

To use this process, agencies must establish an OST account number in the D36 profile for each OST fund. OST uses the account number to post the deposit to the correct OST fund, however, the OST account number does not determine to which R⋆STARS D23 Fund the deposit will be posted.

It is the agency’s classification structure, entered in the deposit transaction that determines the R⋆STARS D23 Fund affected. The AGENCY CODE 3’s only purpose in R⋆STARS is to create a match with OST on the 12 – Manual Deposit Release screen.

As mentioned above, the OST account number in the AGENCY CODE 3 field of a transaction must match the account number passed from OST. This then allows R⋆STARS to generate the Transaction Code 332 – RECORD CASH FOR RECONCILED DEPOSITS to affect GL account 0070 – CASH ON DEPOSIT WITH TREASURER, and thus record monies available for expenditure. An OST account number in the AGENCY CODE 3 field is required on all transactions subject to the Deposit Reconciliation process (any transaction impacting GL account 0065 – UNRECONCILED DEPOSIT). If the OST account number is not present on the deposit transaction entered, the accounting entry must be reversed out and re-entered by the agency so that it can match OST’s record.  There are two limitations to keep in mind when using AGENCY CODE 3:

1. The 28A profile does not have the option to make AGENCY CODE 3 mandatory upon entry of a deposit transaction. It is up to the user to remember to enter the AGENCY CODE 3 OST account number when entering the transaction. If an AGENCY CODE 3 OST account number is not entered at the time the deposit transaction is input, R⋆STARS cannot automatically match the entered transaction to OST’s interface transaction. At this point, the 12 screen would reflect two “unmatched” records: OST’s record as it was interfaced to R⋆STARS, and the R⋆STARS record with the ACCOUNT NUMBER field blank. If this occurs the agency needs to reverse the transaction in error (as originally entered – without an AGENCY CODE 3 OST account number) and re-enter it with the AGENCY CODE 3 field completed.

2. AGENCY CODE 3 is not an “enterable” field on all transaction entry screens. Several fast entry screens (screens that are set up to facilitate repetitive transaction entry) do not allow the entry of an AGENCY CODE 3, but will allow it to be looked up by other coding block elements. Therefore, in order to record AGENCY CODE 3 on these transactions, it must be inferred from either the 24 profile (Index) or the 26 profile (PCA). Because of these limitations, it is strongly recommended that agencies set up their PCAs to look up an AGENCY CODE 3.

Control Key

◾ AGENCY – Enter the three-character agency code. It must exist in the D02 profile.

◾ AGENCY CODE 3 – Enter a five-digit AGENCY CODE 3. Oregon uses this field as the Oregon State Treasury’s account number.

Information Elements

◾ TITLE – Enter a Title of up to 40 characters.

◾ STATUS CODE – Enter a one-character Status Code. It will default to Active if not entered. It may be used to inactivate records no longer in use.

◾ EFF START DATE – Enter the eight-digit Effective Start Date (MMDDYYYY format). It identifies when the record becomes effective. This field can be left blank. It will default to the current date and cause the record to be immediately available.

◾ EFF END DATE – Enter the eight-digit Effective End Date (MMDDYYYY format) or leave blank. EFF END DATE identifies when the record is no longer effective.

Example:

D37 Other System Cost Center Profile (This profile is used for conversion only)

Control Key

◾ AGENCY – Enter the three-character agency Code, which must exist in the D02 profile.

◾ APPN YEAR – Enter a two-digit Appropriation Year.

◾ COST CENTER – Enter the five-character Cost Center.

Information Elements

◾ TITLE – Enter a Title up to 40 characters.

◾ INDEX CODE – Enter the five-digit Index Code which relates to the Cost Center above. This Index must be in the 24 profile.

◾ STATUS CODE – Enter a one-character Status Code. It will default to Active if not entered. It may be used to inactivate records no longer in use.

◾ EFF START DATE – Enter the eight-digit Effective Start Date (MMDDYYYY format). It identifies when the record becomes effective. This field can be left blank. It will default to the current date and cause the record to be immediately available.

◾ EFF END DATE – Enter the eight-digit Effective End Date (MMDDYYYY format) or leave blank. EFF END DATE identifies when the record is no longer effective.

Example: