University Administrational Org Hierarchy

Hierarchy Exports
- 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.
Change Log - Approved Org Code Hierarchy changes that took effect March 1, 2016:
- 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.
- Tree View - effective March 1, 2016

Submission of Org Code Change Requests

All Org Code Change Requests must be submitted by authorized Financial 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 FY16 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.

FY16 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, 2015	December 1, 2015	Soon after November Fiscal Close
February 1, 2016	March 1, 2016	Soon after February Fiscal Close
June 1, 2016	July 1, 2016	Soon after June Fiscal Close
August 1, 2016	September 1, 2016	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:

Indicate the appropriate change request category (choose only one):
Provide a brief reason/explanation for the change request.
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:

Proposed New Org Code ID (4 alphas)
Names of New Org Code
- Official Name
- Display Name
- 30-Character Name
Parent Org Code ID of New Org Code (4 alphas)
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.)
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:

Org Code ID that you want to move (4 alphas)
Names of Org Code, only if change(s) needed:
- Official Name
- Display Name
- 30-Character Name
Current Parent Org Code ID (4 alphas)
Move to this Parent Org Code ID (4 alphas)
Is this a family move (all current children Orgs move with this Parent)? Yes/No
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.)
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, 2016.

Name Change

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

Org Code ID whose name(s) you want to change (4 alphas)
Names of Org Code, only if change(s) needed:
- Official Name
- Display Name
- 30-Character Name
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:

Org Code ID that you want to inactivate (4 alphas)
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. )

The new Org Code ID that you want to insert (4 alphas)
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
The new Org Code will receive the current descriptions of the Child Org Code, including:
- Official Name
- Display Name
- 30-Character Name
You must specify the new names of the existing Child Org Code, including:
- Official Name
- Display Name
- 30-Character Name
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

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.