Skip navigation

University Administrational Org Hierarchy

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, 2015):

    • Hierarchy Exports
    • Change Log - Approved Org Code Hierarchy changes that took effect March 1, 2015:
      • 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.
    • Tree View - a hierarchical view of the org structure.

Submission of Org Code Change Requests

    • All Org Code Change Requests must be submitted by Budget Officers using this online form (restricted access).
    • Reading the guidelines on this page will help Budget Officers prepare the information that is required on the form.
    • Upon submittal of an Org Code Change Request, a Budget Officer will receive an email confirmation and the University Budget Office will be notified.
    • When should it be submitted?
      • Please see the FY15 quarterly schedule.
        Org Code MOVE Change Requests are accepted during the 2014-2015 academic year, but they will only take effect on September 1, 2015, at the beginning of the next fiscal year.
    • If you have any questions about the online request form, please contact Mike Ling.

FY15 Quarterly Due Dates

    Org Code Change Requests
    Due to Budget Office    		 Approved Org Code Change Requests
    Implemented in MOST systems across campus

    Approved Org Code Change Requests
    Implemented in Oracle
    November 1, 2014 December 1, 2014 Soon after November Fiscal Close
    February 1, 2015 March 1, 2015 Soon after February Fiscal Close
    June 1, 2015 July 1, 2015 Soon after June Fiscal Close
    August 1, 2015 September 1, 2015 Soon after August Fiscal Close

 

Basic guidelines for submitting an Org Code Change Request

    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):
  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.

Types of Requests

New

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

Move

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, 2015.

Name Change

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

Inactivate

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)

Insert

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
    5. Example:
      1. If a current hierarchy looks like:
        • OrgABC - NameA
          • OrgXYZ - NameX (where OrgXYZ has no children orgs, but owns PTAs
      2. 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:

      3. 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 PTA

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.

Help

If you have any questions or comments, please contact Mike Ling at 5-0962 or mikeling@stanford.edu.