WELCOME! Budget Adjustment & Single Sided Budget Adjustment

Transcription

1 WELCOME! Budget Adjustment & Single Sided Budget Adjustment

2 Accessing Kuali Campus Administrative Portal Practice using the TRAINING site Log in with eid Log out using the X Training materials are available at and

3 What will be covered today? When should I use a Budget Adjustment (BA) or Single Sided Budget Adjustment (SSBA)? Document layout Balance inquiry Important concepts Importing accounting lines Error correction One-sided vs. single-sided entries

4 When to use a Budget Adjustment How do I know when I need to use the BA or SSBA document? Moving budget after the fiscal year begins as circumstances change throughout the year. When moving spending authority between accounts in the same subfund. When moving budget from one object code or sub-object code to another in a single account. When revising budgets in your EG Miscellaneous Revenue and associated Expense account. To establish budget in new account created after fiscal year begins. Allows establishment of monthly budgeted amounts if you wish to budget at that level.

5 Training Environment

6 Document Overview Description unique title for transaction Explanation enter detailed explanation for transaction Org Doc # - user defined field Year defaults to current fiscal year Total Amount populates after Accounting Lines are added

7 Accounting Lines From/Decrease account budget reallocated from To/Increase account reallocated budget into

8 Accounting Lines (cont.) Additional Features Delete Balance Inquiry* Monthly Lines

9 Monthly Lines Click Monthly Lines button to expand months 1-12 This function allows a breakdown of amounts to be adjusted for each month Important Note: Month 1 = July

10 Remaining Tabs General Ledger Pending Entries Notes & Attachments Available balance should exist in account; all insufficient funds require an explanation in the Notes & Attachments tab. Document backup for transaction such as , forms, or other related materials. Ad Hoc Recipients Route Log

11 Action Buttons Send Ad Hoc Request sends document to the ad hoc recipient s action list Submit when you are ready to send through workflow Save use when you are not finished with or ready to release the BA Close or Cancel when you do not want to save the information entered. Copy use when creating multiple similar BA documents.

12 Submit After clicking the submit button, you will see at the top of your screen either Document was successfully submitted or a message in red describing the error to be resolved. Three buttons will appear in the lower portion of the screen: Reload - refreshes screen to show most recently saved information Close - you will be prompted to save before closing Copy - a copy of your budget adjustment will be loaded into a new form

13 Important Concepts You must use budget pools for all object codes. You may only enter one subfund per document, this means you cannot move budget in an EG account AND an RARSP account at the same time. There does not need to be a 1 to 1 match on accounting lines. The dollars entered on each document must net to zero.

14 Import Lines Open Budget Adjustment Import template as an Excel file Required fields in red Save as.csv file Must create 2 separate files for From/Decrease and To/Increase accounting lines

15 Import Lines From/Decrease & To/Increase Click the button in the From/Decrease or To/Increase section Select Browse, navigate to the location of your.csv file, then click the Add button

16 Error Correction Automatically corrects a document by creating a new document which reverses the original transaction Used on documents that have completed the routing process and have been fully approved Enter an explanation, then submit the error corrected budget adjustment document

17 One-Sided Entries Two entries must be entered on the same side of the accounting lines tab. For instance: An account that needs an increase in spending authority To/Increase $2,000 To/Increase $2,000

18 Single Sided Budget Adjustments Select below option from the Main Menu

19 Single Sided BA (cont.) Only one section of the Accounting Lines needs to have an entry, using either a revenue or an expense object code. Allowed subfunds: RECHAR (21) GENOP (22) CPLB (771xxxx) SPWIP (88) Contact the Budget Office for single sided entries in an appropriated subfund (EG, PVM, EXPSTA, RARSP, EXTEN, CSFS, COURSE).

20 Single Sided BA (cont.)

21 Evaluations Please complete the evaluation survey with your training team member for this session or return to Valerie Monahan: 6003 Campus Delivery

22 Questions? Contact the Office of Budgets Genevra Scott Angie Nielsen