1. Code Schemes Departmental Ledger

2. Objectives What is a code scheme? How to add a code scheme? How to update a code scheme? How to run a code scheme report? How to move a code scheme?

3. What is a code scheme? A code scheme is basically a chart of the departmental codes an office opts to use. It is created and maintained in US1. An office may authorize other offices to use their code scheme. Code schemes are fiscal year specific. Code scheme reports are available.

4. Adding a Code Scheme >>Please mark a section<< *DEFINE DEPARTMENTAL CODING - US1 Year: 11 12 Command: US1 Account: __________ Misc: _______________ Month: JUN ============================================================================== Office Name: XY:STUDIES --COVER SHEET-- Description: EXAMPLE Electronic Office Manager: XYJTK KIRK, JAMES T 555-1701 Delegates: XYPC CHEKOV, PAVEL 555-1138 SECTIONS: X DEPARTMENTAL CODING Electronic Office Management is on the Web at https://utdirect.utexas.edu/ew. The US1 command is available for Departmental Coding only. -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/22/12 2:23 PM --

5. Adding a Code Scheme +--------------------------------------------------+ | >> Please mark an option below << | | Please mark the section that you are | | interested in: | | | X Maintain/Add a CODE SCHEME | | | _ Maintain/Add CODE SCHEME VALUES | | | _ Maintain/Add AUDIT RULEs for a CODE SCHEME | | | To print a CODE SCHEME, mark SECTION 9 from the | | coversheet of US1 or press PF15 from the | | coversheet. | +--------------------------------------------------+

6. Adding a Code Scheme +-----------------------------------------------------------------------------+ | >> A CODE SCHEME for this office does not exist; enter a CODE SCHEME name < | | C O D E S C H E M E I N F O R M A T I O N | | Code Scheme Name: __________ Office: XY:STUDIES | | Title and brief description of code scheme: | | _________________________________________________________________ | | _________________________________________________________________ + | | | | Offices authorized to use code scheme: __________ __________ __________ + | | Offices currently using code scheme: __________ __________ __________ + | | | | Code Display Audit Value Keep (Press PF2 to update Code Switches) | | No. Heading Value Required Balances Title of code field / purpose: | | 1 CODE 1 N N N ____________________________________ | | 2 CODE 2 N N N ____________________________________ | | 3 CODE 3 N N N ____________________________________ | | 4 CODE 4 N N N ____________________________________ | | 5 CODE 5 N N N ____________________________________ | | 6 CODE 6 N N N ____________________________________ | | TAG A TAG A_ ____________________________________ | | TAG B TAG B_ ____________________________________ | +-----------------------------------------------------------------------------+

7. Adding a Code Scheme +-----------------------------------------------------------------------------+ | >> A CODE SCHEME for this office does not exist; enter a CODE SCHEME name < | | C O D E S C H E M E I N F O R M A T I O N | | Code Scheme Name: XYCODEPLAN Office: XY:STUDIES | | Title and brief description of code scheme: | | STUDIES & RESEARCH CODE SCHEME __________________________________ | | _________________________________________________________________ + | | | | Offices authorized to use code scheme: __________ __________ __________ + | | Offices currentl +--------------------------------------------------------+ | | >> TYPE "Y" TO CREATE A NEW CODE SCHEME << | | | | | Code Display Aud | A code scheme with the name XYCODEPLAN | | No. Heading Val | does not exist. If you would like to create | | 1 CODE 1 N | a code scheme using this name enter a 'Y' below. | | 2 CODE 2 N | | | 3 CODE 3 N | New Code Scheme: _ | | 4 CODE 4 N | | | 5 CODE 5 N | | | 6 CODE 6 N | | | TAG A TAG A_ +--------------------------------------------------------+ | TAG B TAG B_ ____________________________________ | +-----------------------------------------------------------------------------+

8. Adding a Code Scheme +-----------------------------------------------------------------------------+ | >> You must be the Office manager or a delegate to update a coding scheme < | | C O D E S C H E M E I N F O R M A T I O N | | Code Scheme Name: XYCODEPLAN Office: XY:STUDIES | | Title and brief description of code scheme: | | STUDIES & RESEARCH CODE SCHEME___________________________________ | | _________________________________________________________________ + | | | Offices authorized to use code scheme: XY:STUDIES XY:RESRCH_ __________ + | | Offices currently using code scheme: XY:STUDIES __________ __________ + | | External Offices with Code Ranges: + | | | Code Display Audit Value Keep (Press PF2 to update Code Switches) | | No. Heading Value Required Balances Title of code field / purpose: | | 1 CODE 1 Y Y Y GENERAL TYPE OF EXPENSE_____________ | | 2 CODE 2 Y N N PROGRAM NUMBER______________________ | | 3 CODE 3 Y N N COST CENTER_________________________ | | 4 CODE 4 N N N OTHER DESCRIPTION___________________ | | 5 CODE 5 N N N DESCRIPTION AS NEEDED_______________ | | 6 CODE 6 N N N DESCRIPTION AS NEEDED_______________ | | TAG A TAG A_ NOT USED____________________________ | | TAG B TAG B_ NOT USED____________________________ | +-----------------------------------------------------------------------------+

9. Adding a Code Scheme +-----------------------------------------------------------------------------+ | >> You must be the Office manager or a delegate to update a coding scheme < | | C O D E S C H E M E I N F O R M A T I O N | | Code Scheme Name: XYCODEPLAN Office: XY:STUDIES | | Title and brief description of code scheme: | | STUDIES & RESEARCH CODE SCHEME___________________________________ | | _________________________________________________________________ + | | | Offices authorized to use code scheme: XY:STUDIES XY:RESRCH_ __________ + | | Offices currently using code scheme: XY:STUDIES __________ __________ + | | External Offices with Code Ranges: + | | | Code Display Audit Value Keep (Press PF2 to update Code Switches) | | No. Heading Value Required Balances Title of code field / purpose: | | 1 CODE 1 Y Y Y GENERAL TYPE OF EXPENSE_____________ | | 2 CODE 2 Y N N PROGRAM NUMBER______________________ | | 3 CODE 3 Y N N COST CENTER_________________________ | | 4 CODE 4 N N N OTHER DESCRIPTION___________________ | | 5 CODE 5 N N N DESCRIPTION AS NEEDED_______________ | | 6 CODE 6 N N N DESCRIPTION AS NEEDED_______________ | | TAG A TAG A_ NOT USED____________________________ | | TAG B TAG B_ NOT USED____________________________ | +-----------------------------------------------------------------------------+ Audit Value verifies the accuracy of a departmental code when it is entered on a document transaction.

10. Adding a Code Scheme +-----------------------------------------------------------------------------+ | >> You must be the Office manager or a delegate to update a coding scheme < | | C O D E S C H E M E I N F O R M A T I O N | | Code Scheme Name: XYCODEPLAN Office: XY:STUDIES | | Title and brief description of code scheme: | | STUDIES & RESEARCH CODE SCHEME___________________________________ | | _________________________________________________________________ + | | | Offices authorized to use code scheme: XY:STUDIES XY:RESRCH_ __________ + | | Offices currently using code scheme: XY:STUDIES __________ __________ + | | External Offices with Code Ranges: + | | | Code Display Audit Value Keep (Press PF2 to update Code Switches) | | No. Heading Value Required Balances Title of code field / purpose: | | 1 CODE 1 Y Y Y GENERAL TYPE OF EXPENSE_____________ | | 2 CODE 2 Y N N PROGRAM NUMBER______________________ | | 3 CODE 3 Y N N COST CENTER_________________________ | | 4 CODE 4 N N N OTHER DESCRIPTION___________________ | | 5 CODE 5 N N N DESCRIPTION AS NEEDED_______________ | | 6 CODE 6 N N N DESCRIPTION AS NEEDED_______________ | | TAG A TAG A_ NOT USED____________________________ | | TAG B TAG B_ NOT USED____________________________ | +-----------------------------------------------------------------------------+ Value Required means that a code MUST entered on a departmental transaction.

11. Adding a Code Scheme +-----------------------------------------------------------------------------+ | >> You must be the Office manager or a delegate to update a coding scheme < | | C O D E S C H E M E I N F O R M A T I O N | | Code Scheme Name: XYCODEPLAN Office: XY:STUDIES | | Title and brief description of code scheme: | | STUDIES & RESEARCH CODE SCHEME___________________________________ | | _________________________________________________________________ + | | | Offices authorized to use code scheme: XY:STUDIES XY:RESRCH_ __________ + | | Offices currently using code scheme: XY:STUDIES __________ __________ + | | External Offices with Code Ranges: + | | | Code Display Audit Value Keep (Press PF2 to update Code Switches) | | No. Heading Value Required Balances Title of code field / purpose: | | 1 CODE 1 Y Y Y GENERAL TYPE OF EXPENSE_____________ | | 2 CODE 2 Y N N PROGRAM NUMBER______________________ | | 3 CODE 3 Y N N COST CENTER_________________________ | | 4 CODE 4 N N N OTHER DESCRIPTION___________________ | | 5 CODE 5 N N N DESCRIPTION AS NEEDED_______________ | | 6 CODE 6 N N N DESCRIPTION AS NEEDED_______________ | | TAG A TAG A_ NOT USED____________________________ | | TAG B TAG B_ NOT USED____________________________ | +-----------------------------------------------------------------------------+ Keep Balances tells *DEFINE to have balances for these codes fields. This is only for audit value + value required.

12. Adding a Code Scheme +-----------------------------------------------------------------------------+ | >> You must be the Office manager or a delegate to update a coding scheme < | | C O D E S C H E M E I N F O R M A T I O N | | Code Scheme Name: XYCODEPLAN Office: XY:STUDIES | | Title and brief description of code scheme: | | STUDIES & RESEARCH CODE SCHEME___________________________________ | | _________________________________________________________________ + | | | Offices authorized to use code scheme: XY:STUDIES XY:RESRCH_ __________ + | | Offices currently using code scheme: XY:STUDIES __________ __________ + | | External Offices with Code Ranges: + | | | Code Display Audit Value Keep (Press PF2 to update Code Switches) | | No. Heading Value Required Balances Title of code field / purpose: | | 1 CODE 1 Y Y Y GENERAL TYPE OF EXPENSE_____________ | | 2 CODE 2 Y N N PROGRAM NUMBER______________________ | | 3 CODE 3 Y N N COST CENTER_________________________ | | 4 CODE 4 N N N OTHER DESCRIPTION___________________ | | 5 CODE 5 N N N DESCRIPTION AS NEEDED_______________ | | 6 CODE 6 N N N DESCRIPTION AS NEEDED_______________ | | TAG A TAG A_ NOT USED____________________________ | | TAG B TAG B_ NOT USED____________________________ | +-----------------------------------------------------------------------------+ Titles describe each code field being used.

13. Adding a Code Scheme +-----------------------------------------------------------------------------+ | >> You must be the Office manager or a delegate to update a coding scheme < | | C O D E S C H E M E I N F O R M A T I O N | | Code Scheme Name: XYCODEPLAN Office: XY:STUDIES | | Title and brief description of code scheme: | | STUDIES & RESEARCH CODE SCHEME___________________________________ | | _________________________________________________________________ + | | | Offices authorized to use code scheme: XY:STUDIES XY:RESRCH_ __________ + | | Offices currently using code scheme: XY:STUDIES __________ __________ + | | External Offices with Code Ranges: + | | | Code Display Audit Value Keep (Press PF2 to update Code Switches) | | No. Heading Value Required Balances Title of code field / purpose: | | 1 CODE 1 Y Y Y GENERAL TYPE OF EXPENSE_____________ | | 2 CODE 2 Y N N PROGRAM NUMBER______________________ | | 3 CODE 3 Y N N COST CENTER_________________________ | | 4 CODE 4 N N N OTHER DESCRIPTION___________________ | | 5 CODE 5 N N N DESCRIPTION AS NEEDED_______________ | | 6 CODE 6 N N N DESCRIPTION AS NEEDED_______________ | | TAG A TAG A_ NOT USED____________________________ | | TAG B TAG B_ NOT USED____________________________ | +-----------------------------------------------------------------------------+ The code fields vary in length: Code 1 = 3 characters Code 2 = 3 characters Code 3 = 5 characters Code 4 = 7 characters Code 5 = 9 characters Code 6 = 14 characters

14. Updating a Code Scheme +--------------------------------------------------+ | >> Please mark an option below << | | Please mark the section that you are | | interested in: | | | _ Maintain/Add a CODE SCHEME | | | X Maintain/Add CODE SCHEME VALUES | | | _ Maintain/Add AUDIT RULEs for a CODE SCHEME | | | To print a CODE SCHEME, mark SECTION 9 from the | | coversheet of US1 or press PF15 from the | | coversheet. | +--------------------------------------------------+

15. Updating a Code Scheme +--------------------------------------------------------------------------+ | >>No Values exist for this code number; enter "A" to ADD<< | | C O D E S C H E M E V A L U E S | | Code Scheme Name: XYCODEPLAN Office: XY:STUDIES | | SELECT CODE FIELD NO.: 1 GENERAL TYPE OF EXPENSE | | Select Action: _ Select code value No.: __ AUDIT: Y REQ.: Y BAL.: Y | | NO. GROUP CODE VALUES DESCRIPTION EXT OWNER AUDIT RULE | | | | START THE NEXT SCREEN WITH GROUP ______ AND/OR VALUE ______________ | +--------------------------------------------------------------------------+ Only a Manager or Delegate can update a code scheme and MUST have Super status for the US1 command.

16. Updating a Code Scheme +--------------------------------------------------------------------------+ | >>You must be an Office Manager or Delegate to update CODEInfo<< | | C O D E S C H E M E V A L U E S | | Code Scheme Name: XYCODEPLAN Office: XY:STUDIES | | SELECT CODE FIELD NO.: 1 GENERAL TYPE OF EXPENSE | | Select Action: _ Select code value No.: __ AUDIT: Y REQ.: Y BAL.: Y | | NO. GROUP CODE VALUES DESCRIPTION EXT OWNER AUDIT RULE | | 1. F FRINGE BENEFITS | | 2. FWD BALANCES, ENC., ETC. FO | | 3. L LONGEVITY PAY | | 4. O OVERTIME | | 5. OBF BALANCES FORWARD | | 6. S SALARY OR SALARY ENC. | | 7. W WAGES | | 8. XXX ACCOUNTING ERROR | | 9. 00B BUDGET APPROPRIATION | | 10. 00I INTEREST INCOME | | 11. 00T TRANSFER | | 12. 000 INCOME | | 13. 001 BOOKS, SUBSCRIPTIONS, D | | 14. 002 PHYSICAL PLANT CHARGES | | START THE NEXT SCREEN WITH GROUP ______ AND/OR VALUE ______________ | +--------------------------------------------------------------------------+

17. Updating a Code Scheme +--------------------------------------------------------------------------+ | >>You must be an Office Manager or Delegate to update CODEInfo<< | | C O D E S C H E M E V A L U E S | | Code Scheme Name: XYCODEPLAN Office: XY:STUDIES | | SELECT CODE FIELD NO.: 3 COST CENTER | | Select Action: _ Select code value No.: __ AUDIT: Y REQ.: N BAL.: N | | NO. GROUP CODE VALUES DESCRIPTION EXT OWNER AUDIT RULE | | 1. ADMIN SALARIES/WAGES | | 2. ADMND DIRECTORS & ADMINSTRS | | 3. APPLE APPLE TEXAS FUNDS | | 4. ATHLE ATHLETIC CERTIFICATION | | 5. AVNT ALUMNI VOLUNTEER TEAMS | | 6. CATLG CATALOG DEPOSITS | | 7. CCSR COMM. COLLEGE RECRUITME | | 8. CERTS CERTIFICATION - SALARY/ | | 9. COMA COMMUNICATINS SECTION | | 10. COMB COMMON APPLICATION | | 11. CONFT CONFERENCE TRAVEL | | 12. COUNS CENTRA COUNSELING | | 13. CSERV CUSTOMER SERVICES | | 14. DULLS DULLAS ADMISSIONS | | START THE NEXT SCREEN WITH GROUP ______ AND/OR VALUE ______________ | +--------------------------------------------------------------------------+

18. Code Scheme Report!

20. You’ll then receive an email confirmation with a link to the report download page!

21. Code Scheme Report! From here you can download into Excel to format.

22. Moving a Code Scheme >>PLEASE MARK THE VALUES YOU WISH TO MOVE FORWARD<< *DEQUAL COPY CODE SCHEME VALUES TO THE NEW YEAR - UC3 Year: 11 12 Command: UC3 Account: __________ Misc: _______________ Month: AUG ============================================================================== You may COPY forward the Code Scheme you have developed for your Office for one fiscal year to another. The Code Scheme record will be created immediately and the code values will be added overnight. Office: XY:STUDIES Code Scheme: XYCODEPLAN Copy Scheme from Fiscal Year: 11 - 12 To Fiscal Year: 12 - 13 ---------------------------------------------------------------------- Copy all Code Field 1 Values: _ Copy all Code Field 2 Values: _ Copy all Code Field 3 Values: _ Copy all Code Field 4 Values: _ Copy all Code Field 5 Values: _ Copy all Code Field 6 Values: _ Confirm Submission: _ -- 0 UT Austin ------ PF1=Options ------ PF8=Exit ------ 6/24/09 5:22 PM -- Code schemes are fiscal year specific and must be moved to the new year using UC3 – or recreated. Only office managers or delegates can do this and this screen can only be used once!

23. RESOURCES PF6 = Online Help “?” = Field Level Help askus@austin.utexas.edu Office of Accounting Helpline = 471-8802 http://www.utexas.edu/business/accounting/et/training/training.php

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