Program

Field Name

Description

Auto Generate Prefix

In order to assign the next available number to a Program, set the Auto Generate indication is true and enter the desired Prefix. The next available number from the Cost Accounting Auto Numbering reference page for Programs will be populated. Leave as false and blank if manually assigning a value.

Major Program

Major Program Name

Each program record must be associated with a Major Program much like a rollup, but also to provide reimbursement, overhead, and other setup that is done at that high chart of account level of Major Program.

Major Program Effective From

Major Program Effective To

The two dates are inferred from the Major Program to provide guidance in setting the Effective From and To data for a program record.

Control From

Control To

When the need exists to control certain accounting events for a Program (not using the Effective From and Effective To dates), these two dates exist for that control as well as a Program Control Date Editing indication on Event Type (ETYP). All three have to be made visible and completed in order to use. If the Control Dates are blank for a Program, then there is no accounting control.

Additional Contact

An optional free-form contact in addition to or in lieu of the common Contact field that is supported by the Contact reference page.

Additional Contact Type

An optional descriptive field to add information to the defined Additional Contact.

Final Bill

When billing for reimbursement there can be a minimum reimbursement billing amount that will always apply to all billing. When a program is completed and one final bill is necessary, if the amount of that final bill is less than the minimum it will continue to sit in suspense unless this indication is set to true. Even if not needed to achieve the final bill, this indication is often set to true for reporting reasons.

Billing Agreement Date

A required date at which point reimbursement billing can begin for a reimbursable Program.

Program Status

An optional classification to support reporting needs with values defined on the Program Status reference page.

Sub Account

An optional grouping to support reporting needs that is also written to the Reimbursement History inquiry page. Actual use is open to any need.

Site Location

An optional grouping to support reporting needs that is also written to the Reimbursement History inquiry page. Actual use is open to any need.

Construction Tracking Level

For those Programs that are used for tracking construction-in-progress costs, this field should be Program if tracking should not be at the Phase chart of account level of detail. Otherwise, the setting should be Phase for recording expenditures. For further information, please see the "Program Asset Generation" topic.

Highway Project Fields

In addition to the same set of fields classifying where work is being done, there are several more fields to capture location as well as other descriptive elements.

Various Program Dates

A series of optional dates are available for reporting purposes. Many have specific names and are only used for reporting. The names can be changed if necessary. There is also a generic Date 1 field, initially hidden, that can be labeled and made visible for any need not already met by an existing field.

Reporting 1

Reporting 1 Date

A pair of fields, initially hidden, are available to use as a pair or separately. New labels are encouraged for better clarity. One use of the pair would be the approval authority and date of approval to begin a project.

FHWA FMIS Project Fields

A list of fields used to capture the supplementary information related to projects as needed by the Federal Highway Authority (FHWA) and used in creating funding request. These fields are used by the FMIS Extract processes to build data on XML for submission to FHWA FMIS application.