California Department of Transportation
 
Page Title: Division of Accounting with various images

Clark Paulsen, Division Chief

CODING INFORMATION

The information contained in this section is from the Division of Accounting's Coding Manual. This information is presented in an effort to aid in reading Department Expenditure Reports.

CODING MANUAL VOLUME 1 - 4. Reporting Code and Location Code


General Information

The Reporting Code and Location Code in Advantage are used for varying purposes across the Caltrans Districts and Divisions. The Advantage Reporting Code may be used for special information not related to locations. The Advantage Location Code may be used to identify specific asset locations. Values used in these fields must be tabled prior to use.

Reporting Code

The Advantage Reporting Code is used when it is necessary to include special information with an accounting entry for identification or cost reporting purposes. The Reporting Code is ten bytes of coding. The bytes used will determine the types of data being reported. The first character is used for the "prefix code" which identifies the type of entry that follows. The next nine bytes are used to identify specific items applicable to the type of entry.

Reporting Codes generated by interfaces such as ROWMIS, IMMS, Signal & Lighting, etc. will not be changed in Advantage. Any modification to these Reporting Codes will need to be made at the interface level.

Prior to adding a new Reporting Code, it is important that the user review the following processes and criteria to ensure the new code meets the requirements:

  • Right of Way Parcel Numbers are updated through the ROWMIS interface. The ROWMIS will upload data into Advantage through the Nightly Cycle Process. Contact HQ IT Solution for Reporting Code related to Right of Way Parcel Number.
  • Right of Way Permit Numbers will be tabled by Data Management Section. The Grantor’s Name or Title Company is needed along with a request. Submit the Reporting Code form to the e-mail address: Data Management Section/HQ/Caltrans/CAGov, for updates.
  • The first character of the Reporting Code with Prefix 6 is used for Labor.
  • The first character of the Reporting Code with Prefix 2 is used for processing Damage Claims.
  • The Reporting Code for Right of Way Excess Land Acquisition must be tabled with eight characters only and will be tabled as follow:
  1. First character always starts with 1.
  2. Next two characters are used for District Number.
  3. The remaining five characters are used for Disposal Unit Parcel Number (DU #) with the preceding 0 dropped. For example: District 7 requested to add the RC for DU # 080928. The Reporting Code will be tabled as 10780928.
  4. Sub-Reporting Codes are required for Right of Way Excess Land.
  • The Reporting Code for ROW Excess Land is the same as Acquisition Parcel number plus the suffix number, for example 10780928/0101.
  • Right of Way Utilities Agreements have a different pattern from Right of Way Excess Land & Acquisitions. This Reporting Code starts with 9 + the agreement number.
  1. The first character always starts with 9.
  2. The rest is the agreement #, example 93792X82.
  • The first character of the Reporting Code with prefix G is used for Capital Project Skill Development Codes. Data Management Section updates the Reporting Codes starting with prefix G upon request from HQ Capital Project Skill Development.
  • The Reporting Code for Contract Management System projects requires special handling. Districts need to submit a request to their District/Division Resource Management for verification. Depending on the nature of the request, the District/ Division Resource Management will forward the request to Data Management Section only if there is a need to capture the costs by Reporting Codes.
  • The following values cannot be used in the Reporting Code table: Asterisks (*), Exclamation points (!), Question marks (?), Dashes (-), Pound Sign (#), word “All”, word “ANY”, and word “BLNK”.

To modify or add non-interface Reporting Codes, the requestor fills out the Advantage Table Maintenance Reporting Code form and submits to Data Management Section to update the Advantage Reporting Code Table.

A Sub-Reporting Code may be used when a further level of detail is needed. The Sub-Reporting Code is established using the same form as Reporting Code. The Sub-Reporting Code is not tabled and there is no edit on this field.

Location Code

The Advantage Location table allows user to define Location Codes and descriptive information associated with specific asset locations. Location Codes are used to identify maintenance and improvement cost entries by county, highway route, or other geographic location. Advantage Location Codes are 4 digits. Location is the only required field to input when updating a new code in the Location table, but a hierarchy of Location Class, Location Category, Location Type and County may be established to group similar locations on reports.

A Sub-Location Code maybe used when a further level of detail is needed. The Sub-Location Code is established using the same format as Location Code. The Sub-Location Code is not tabled and there is no edit on this field.

4.1 Reporting Code and Location Code - Bridge Codes ›


‹ 3. Balance Sheet Accounts and Posting Codes ^ Coding Manual Volume 1 - Index 5. Object Codes ›

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