The basic function of the Stanford University Organization (Org) Code Hierarchy is to define parent-child organizational relationships and group information such as employees and financial data. The org code hierarchy affects many aspects of financial reporting. Therefore, any change to the org code hierarchy must be carefully planned and executed. Only authorized budget officers may request new or changes to existing org codes.
Categories of Org Code Change Requests
|New Org Code||Request for a new org code to support organization expansion or reorganization. The new org code must report to a parent org code, and if it is a leaf-level code, it may be used to assign staff or Projects/Tasks/Awards for recording revenues, expenses and fund balances. New parent org codes may be requested for roll-up only.|
|Org Code Move||Request to move assigned staff (salary) or assigned Projects/Tasks/Awards (expense) from one parent org code to another parent org code. The move may or may not involve a family move, which means moving all children of the current parent org code to the new parent org code.|
|Org Code Name Change||Request to change the descriptive name of the four-character alphabetical org code. The following is an example:
Org Code = BAVF
Org Name = Financial Management Services
|Inactivate an Org Code||Request to inactivate an org code for future use. Before inactivating an org code, all assigned staff and assigned Projects/Tasks/Awards must be moved to another leaf-level org code.|
|Insert an Org Code||Request to insert a new org code between an existing parent org code and an existing child org code.|
Best Practices and Consulting Services
If you are considering making changes to org codes, it is recommended that you first do the following:
- Consult with your local Budget Officer who is authorized to submit org codes changes to the University Budget Office
- Review Organizational Hierarchy and PTA Owning Attributes Best Practices
For additional support with planning or implementing organizational changes, email the UBO team. A member of the University Budget Office (UBO) or Financial Management Services (FMS) team will consult with you on the change.
Timeline for Requests
The following table includes the timeline for submitting org code change requests to the UBO and when approved org code changes will be implemented in university systems.
|Org Code Change Requests
Due to UBO
|Approved Org Code Change Implemented in Most Systems*||Approved Org Code Change Implemented in Oracle|
|November 1, 2020||December 1, 2020*||Soon after November fiscal close|
|February 1, 2021||March 1, 2021*||Soon after February fiscal close|
|June 1, 2021||July 1, 2021*||Soon after June fiscal close|
|August 1, 2021||September 1, 2021||Soon after August fiscal close|
*Systems include, but are not limited to, Tidemark, Oracle and Peoplesoft. Although "Move" requests can be submitted throughout the year, they will not be reflected in systems until the end of the fiscal year. The Tidemark budgeting system is an exception; Tidemark will reflect Move requests on the dates referenced in the table.
Only authorized budget officers have access to submit org code change requests to the University Budget Officer using the online Org Code Change Request form. To anticipate information required to complete the form, refer to Guidelines for Submitting an Org Code Change.
Upon submission of an Org Code Change Request form, you will receive an email confirmation, and the UBO will be notified. UBO will coordinate the change with the budget officer, reaching out for clarification or additional information if needed.
Do not use the Org Code Change Request form to submit an “Org Code Insert” request, as it is not currently set up to support this. If you wish to submit an "Org Code Insert" request, please email Mike Ling, UBO Business Analyst, for assistance.