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 September 1, 2008):

• 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 September 1, 2008:

• 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
  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, 2009.

  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)

• 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.

• When should it be submitted?
  Please see the FY09 quarterly schedule.
  Org Code MOVE Change Requests are accepted during the 2008-2009 academic year, but they will only take effect on September 1, 2009, at the beginning of the next fiscal year.

Explanation of Terms

Names of Org Code

• Official Name: Longer, formal name of an organization

• Display Name: "Everyday" name; what an organization generally calls itself or as it's generally known. Widely used by systems.

  For many Org Codes, the Official and Display names are the same.
  Here are two examples where they differ:

  • Official Name: Iris and B. Gerald Cantor Center for the Visual Arts
  • Display Name: Cantor Arts Center

  • Official Name: J. Hugh Jackson Library
  • Display Name: Jackson Library

• 30-Character Name: Name that could be used by any system that needs a name of 30 characters or less (e.g. in column heading).

  Here is an example:

  • Official Name: VP for Business Affairs and Chief Financial Officer Operations
  • 30-Character Name: VP for Bus Affairs/CFO Ops

Org Suspense Account

Similar to the Salary Guarantee Account in the legacy system, the Org Code Suspense Account holds salary charges that cannot be properly allocated. This special kind of Project-Task-Award provides a place to charge someone's salary

• if there are no charging instructions in Oracle Labor Distribution (for a new employee);
• if it is past the end date of the charging instructions in the Labor Schedule;
• if the Project, Task, or Award's end date has been exceeded;
• if there are "typos" or other errors for hourly employees.

Suspense Accounts must be specified for every Organization in the Org Code hierarchy.

It is possible to assign the same Suspense Account to multiple Org Codes.

Suspense Accounts are administered in the Controller's Office.

• Information about Suspense Accounts gathered via the Org Code Change Request form will be forwarded to the Controller's Office for processing.
• Staff in the Controller's Office may contact a Budget Officer who originated an Org Code Change Request, if more information regarding a Suspense Account is necessary.
• Questions regarding Suspense Accounts may be sent to LD_coordinator1@lists.stanford.edu.

If you have any questions or comments, please contact Creed Raftery at 5-1220 or craftery@stanford.edu.

University Budget Office