Organization Code Information

Organization codes reflect a departmental or budgetary unit. Departments may have multiple organization codes depending on the departmental structure and reporting needs.

Organization Financial Manager

Each organization code has a organization financial manager (orgn manager) associated with a organization code. Two Cognos reports provide information on the organization manager.

Budget>Budget Financial Reports>RPT_ORGN_001 - Organization Listing

• Lists details for orgn.

Budget>Budget Financial Reports>RPT_ORGN_002 - Organization Manager Report

• List orgns for manager.

The orgn manager has the following responsibilities:

• Grant security - The orgn manager has the ability to grant the following security for the organization code via the TEAM application.
  • ePAF originator - Grant an employee the security to originate an ePAF.
  • ePAF approver - Grant an employee the authority to approve an ePAF for the organization.
  • HR Cognos Reports - Grant an employee the security to run HR related Cognos reports for the organization code. This includes the security to see employee appointment and payroll history information.
  • Budget Prep Security - Grant an employee security access to the Budget Prep System and to Budget Prep related reports.
  • Web Time Entry (WTE) and Web Leave Report (WLR) approver - Grant an employee the ability to approve time and/or leave taken.
  • WTE and WLR - Orgn manager has the authority to change timesheet routing. You do this by contacting payroll office at webmaster.payroll@ttu.edu.
  • The organization financial manager will need to grant themselves security to the above. This is not automatic with a new appointment of an orgn financial manager. They will need to log into Team Application and grant themselves this access.
• Timely HR document processing - The organization manager should ensure that HR and Payroll related documents are processed timely and accurately. This includes WTE/WLR, ePAFs, EOPs, and PASS transactions.
• Approve New Fund Request - The New Fund Request system requires an orgn manager to approve a new fund request related to their department.

Create, Change or Deactivate an Organization Code

To create a new organization, change an organization name, deactivate an organization or change the orgn manager, submit request using the Finance New FOP system at https://newfop.app.texastech.edu/.

Instructions for using the New Finance FOP system are found on the F&A Work Tools tab in WebRaider under Budget in Organization Request Instructions, direct link to those instructions is https://www.fiscal.ttuhsc.edu/budget/collateral/FinanceNewFOPFeb2016.pdf.

If an organization code is no longer in use then it should be deactivated.

Organization Approval Required for New Funds

Orgn manager will approve any new fund requests for the department. If a department requests a new fund using the New Fund Request system, the orgn manager approves the new fund request. The orgn financial manager receives an e-mail when a new fund request is waiting for their approval.

Organization Code uses in Human Resources

The organization code is used in a variety of ways to track employees, positions, time reporting and labor expenditures. Below is a list of the various uses of the organization code and information on how to change them as related to the employee or position record.

• Employee Home Orgn - Each employee belongs to only one home orgn. If an employee works in 2 departments, coordination will need to take place to determine the employee's home orgn.
  • Many HR reports pull employee data based on the home organization code.
  • The home orgn is established on the ePAF when the employee is being appointed to a position.
  • The employee home orgn code can be changed by emailing hscrecords@ttuhsc.edu.
• Employee Timesheet Orgn - The employee timesheet orgn is used to route the timesheet to the correct approver.
  • The timesheet orgn is also established on the ePAF when the employee is appointed to a position.
  • The employee timesheet orgn can be changed by emailing hscrecords@ttuhsc.edu.
  • To change the timesheet routing approver, email webmaster.payroll@ttu.edu. An approver change is separate from the timesheet orgn change.
• Labor Distribution Orgn - The labor distribution orgn is part of the FOAP string and is used to allocate the employee payroll expenses to the correct the finance ledger.
  • The labor distribution orgn is established on an ePAF or in budget prep.
  • The employee labor distribution orgn can be changed during the budget prep cycle in Salary Planner, or during the course of a fiscal year on a Current and Future Labor Change ePAF.
  • If a labor distribution orgn needs to be changed after a payroll has run for an employee, a labor redistribution must be completed using the Labor Redistribution System. Instructions for using this system can be found on the Budget Office website.
• Position Orgn - Each position will have one position organization code. This organization code is used to establish ownership of the position.
  • Salary Planner uses the position orgn when populating records based on user security.
  • The position orgn is created at the time the new position request is made.
  • To change the position orgn code, please email the Budget Office at hscbud@ttuhsc.edu.
  • The following report can be used to determine the organization code related to a position. Budget>Budget Human Resources Reports>RPT_PBUD_002 - Current Positions by Position ORGN