The University Budget Office manages the University Administration Organizational Hierarchy. This hierarchy affects many aspects of campus reporting. The basic function of the hierarchy is to define parent-child relationships and group information such as employees and financial data.

Current Org Code Hierarchy files (as of March 1, 2012):

• For Campus Users
  University Admin Org Code Hierarchy for Campus Users
  This file is in Excel format.
  It only contains Active Org Codes.
  It contains the following columns:
  Parent Org Code ID, Org Code ID, Official Description, Display Description, 30-Character Name, Org Code IDs that the Org Code ID rolls up into, Change Request ID, Change Request Category
• For System Administrators
  University Admin Org Code Hierarchy for System Administrators
  This files is in ASCII format.
  It contains both Active and Inactive Org Codes.

Approved Org Code Hierarchy changes that took effect March 1, 2012:

• Change Request Log (from March 1, 2008, to present)
• Note: As of March 1, 2008, the log has been reformatted to improve readability. To view in the legacy format the changes that were effective December 1, 2007 and earlier, click here.

• Who can submit an Org Code Change Request?
  An Org Code Change Request must be submitted to the University Budget Office by an authorized Budget Officer using this online form.

• What should an Org Code Change Request include?
  For any Org Code Change Request, the Budget Officer must:
  1. Indicate the appropriate change request category (choose only one):
     • ORG CODE NEW
     • ORG CODE MOVE
     • ORG CODE NAME CHANGE
     • ORG CODE INACTIVATE
     • ORG CODE INSERT
  2. Provide a brief reason/explanation for the change request.
  3. Name the HRO with whom you have consulted regarding the org code hierarchy change request.

  If the Budget Officer chooses ORG CODE NEW, s/he must also provide:

  1. Proposed New Org Code ID (4 alphas)
  2. Names of New Org Code
     • Official Name
     • Display Name
     • 30-Character Name
  3. Parent Org Code ID of New Org Code (4 alphas)
  4. Purpose of New Org Code ID
     • Assign staff
     • Assign Projects/Tasks/Awards (expenses)
     • Neither (It is a Parent Org Code, used for roll-up only.)
  5. Org Suspense Account (Salary Guarantee Account)
     • Supply an existing Org Suspense Account, or
     • Request a New Org Suspense Account

  If the Budget Officer chooses ORG CODE MOVE, s/he must also provide:

  1. Org Code ID that you want to move (4 alphas)
  2. Names of Org Code, only if change(s) needed:
     • Official Name
     • Display Name
     • 30-Character Name
  3. Current Parent Org Code ID (4 alphas)
  4. Move to this Parent Org Code ID (4 alphas)
  5. Is this a family move (all current children Orgs move with this Parent)? Yes/No
  6. Purpose of Org Code ID to be moved, if different
     • Assign staff
     • Assign Projects/Tasks/Awards (expenses)
     • Neither (It is a Parent Org Code, used for roll-up only.)
  7. Org Suspense Account (Salary Guarantee Account), if different
     • Supply an existing Org Suspense Account, or
     • Request a New Org Suspense Account

     NOTE: Org Code Change Requests for MOVE during this academic year will take effect on September 1, 2012.

  If the Budget Officer chooses ORG CODE NAME CHANGE, s/he must also provide:

  1. Org Code ID whose name(s) you want to change (4 alphas)
  2. Names of Org Code, only if change(s) needed:
     • Official Name
     • Display Name
     • 30-Character Name
  3. Org Suspense Account (Salary Guarantee Account), if different
     • Supply an existing Org Suspense Account, or
     • Request a New Org Suspense Account

  If the Budget Officer chooses ORG CODE INACTIVATE, s/he must also provide:

  1. Org Code ID that you want to inactivate (4 alphas)
  2. Current Parent Org Code ID (4 alphas)

  If the Budget Officer chooses ORG CODE INSERT, s/he must also provide:

  • (PLEASE NOTE: If you wish to submit an "ORG CODE INSERT" request, please contact Mike Ling in the University Budget Office via email, and they will assist you directly. Do not use the online form, as it is not currently set up to receive requests of this type. )
    
    
  1. The new Org Code ID that you want to insert (4 alphas)
  2. The existing Child Org Code above which you want to insert the new org code (4 alphas)
     • Please note that the Child Org Code must not have any children
  3. The new Org Code will receive the current descriptions of the Child Org Code, including:
     • Official Name
     • Display Name
     • 30-Character Name
  4. You must specify the new names of the existing Child Org Code, including:
     • Official Name
     • Display Name
     • 30-Character Name
  • Example:
    • If a current hierarchy looks like:
      • OrgABC - NameA
        • OrgXYZ - NameX (where OrgXYZ has no children orgs, but owns PTAs)
          
          
    • If the budget officer desires to add a new org called "Org GHI" as a child of "OrgXYZ", this is not allowed, because leaf-level orgs, which normally have PTAs, will no longer be leaf-level, and can't hold PTAs any longer. To work around this requirement, the budget officer can submit a "Org Code Insert" request. To illustrate:
      
      
    • After an Org Code Insert Request, the hierarchy may appear as
      • OrgABC - NameA
        • OrgGHI - NameX (is the newly inserted org, receiving OrgXYZ's names)
          • OrgXYZ - NameG (is the existing org which receive new names, continues with no children, continues with current PTAs)
        
        
        

How should an Org Code Change Request be submitted?
An Org Code Change Request must be submitted to the University Budget Office by an authorized Budget Officer using this online form.