OrgSync Instruction Manual. Budget Management System (BMS)

Transcription

1 OrgSync Instruction Manual Budget Management System (BMS) 1

2 Logging In and Getting Started Log in to OrgSync with your UID ( Click on the Organizations tab on the University of Maryland s homepage. Search for your organization s name in the search bar. 2

3 Navigate to Your Organization s Portal Click on your organization s name. 3

4 Navigate to Your Organization s Treasury Once you are at your organization s homepage on Orgsync, go to the More tab, then select Treasury. 4

5 Navigate to Your Organization's Budget(s) Click on the Manage Budgets button to take you to your group s budgets to create a new one or check the status of your current ones. 5

6 Your Organization's Budget - Statuses On this page, you will find your current budget requests, their status, the amount your requested and the amount approved (if any). STATUSES Partial an application has been started but not yet submitted. Pending an application has been submitted but not yet been reviewed by the SGA Finance Committee Approved an application has been reviewed by the SGA Finance Committee, funds have either been fully funded, partially funded or not funded at all 6

7 Your Organization's Budget: Amount Requested/Approved Requested -and Approved - Request is the total amount requested for this budget and Approved is the total amount funded (if any). If your budget contained multiple line items, you can click on the budget name to see the entire application and a breakdown, by line item, as to how much was funded for each line item. 7

8 Creating a New Budget Request j To start a Budget Application, select New Budget. 8

9 New Budget Request (Cont d) For each Budget Application, you must provide: ) Budget Title Name of program or brief name of expense(s) funds are being requested for. For example: Cultural Event, Annual Conference, Supplies for on-going project, General Operations. 2) Budget Period Select the Budget Period Only the current academic year/fiscal year budget period will be available. 3) Item Title enter in a descriptor which should be a broad description of the item(s) funding is being requested for. Examples: DJ Services, room rental in Clarice, costumes for performance. 4) Category Select the appropriate item from the drop down list. 5) Budget Category Form click on and fill out attached form 6) Line item and Description The choice of line item(s) will be determined by the Category selected. Description is optional. 7) Amount requested for that line item Total amount for line item which can be for a single item or multiple related items. 9

10 Budget Item Details Item Title - This should be a broad description of the item(s) for THIS specific line item. For example, room rental for rehearsals, car rental for weekly service trip, materials/supplies for on-going project, costumes and props for performance. Category - The list of SGA approved line item categories (see following screen for complete list). Select the category that best represents the item(s) that funding is being requested for. **Remember! Every budget application MUST include *Required Budget Information (MUST COMPLETE) as one of its line items. Failure to include the *Required Budget Information (MUST COMPLETE) line item will result in your entire budget application being DENIED. Fill out attached form - Every Budget category has a Required customized form. This is where you will enter the Line Item Justification and Line Item Breakdown. The form will also provide the documentation requirements, caps (if applicable) and reasons why funding may be 10 denied specific to that Line Item.

11 New Budget Request (Cont d) Budget Categories are designed to match the Line Item categories in SGA s Manual on Financial Affairs and Discretionary Guidelines. Each category has an associated form that MUST be completed. Each form will contain the current discretionary guidelines associated with that line item as well as any caps (if applicable). 12

12 New Budget Request (cont d) To add additional budget items, click the Add Budget Item button. A new budget item should be completed for each separate line item request for this application. For example, if you are holding an event where you are requesting funds for space rental, av equipment, costumes and flyers, you would complete four (5) budget items. One each for the *Required Budget Information (MUST COMPLETE), then one each for Space Rental, AV Equipment Rental, Wearing Apparel and Advertising. Summary this is an optional field and can be used to provide any additional information or documentation links you couldn t provide anywhere else in the application 24

13 New Budget Request (Cont d) 1) After filling out the Budget Title & Item Title, go to category and select *Required Budget Information (MUST COMPLETE). 2) Fill out the attached form for this category. 3) Select *Required Budget Information (MUST COMPLETE) for the line item, give brief description and leave Request a Budget at

14 Budget Item Details (cont d): - Budget Category Every Budget Application MUST include the *Required Budget Information (MUST COMPLETE) Category. Failure to include the *Required Budget Information (MUST COMPLETE) line item will result in your entire budget application being DENIED. Category represents every funding category as determined by the SGA Finance Committee. Detailed information for each category can be found in the Manual on Financial Affairs & Discretionary Guidelines on the SGA Finance Committee website (ter.ps/sgafinance). Select the category that best represents the expense you are requesting funding for. 13

15 Creating a New Budget Request (cont d) Each budget request you apply for needs to have at least TWO Budget Items. The first budget item you select should be the *Required Budget Information (MUST COMPLETE). Failure to include the *Required Budget Information (MUST COMPLETE) line item will result in your entire budget application being DENIED. The second (and subsequent budget items) are what you are actually requesting funding for. The budget application can have as many Budget Items as necessary. 11

16 New Budget Request Budget Form Every Category has an associated Budget Form. Each form is customized to match the category and will include: Examples of items that fall under that category Line item justification and breakdown fields Required documentation for that category Applicable caps (if there are any for that category) Reasons why the funding request might be denied 14

17 IMPORTANT NOTE REGARDING DISCRETIONARY GUIDELINES All of the information in the Budget Form is pulled from SGA s Manual on Financial Affairs and Discretionary Guidelines. Only Discretionary Guidelines associated with a specific line item are included in the budget application. Make sure to review ALL of the discretionary guidelines in the manual as they will have an impact on your eligibility for funding. 15

18 New Budget Request Budget Form Information The list of items provided are not exhaustive and are provided to help determine the appropriate category for the item you are requesting funding for. Line Item Justification Provide as much detail as possible to justify why the item(s) being requested is essential to the program/group. 16

19 New Budget Request Budget Form (cont d) Itemized Breakdown If you are requesting items that DO NOT have a flat fee, you must provide a detailed breakdown showing how the total cost being requested for that line item was determined. Multiple items that fall under the same category should be included on the same form. 17

20 New Budget Request Budget Form (cont d) Documentation Requirements These are taken directly from the SGA s Discretionary Guidelines. They detail exactly what conditions need to be met for SGA to consider funding for this item. You can upload documentation at the bottom of the main budget application and/or provide links in the Summary box for each Line Item. Possible Reasons for Denial Examples of what may lead to a denial for funding based on SGA s Discretionary Guidelines. Groups are still expected to review and be familiar with SGA s Manual on Financial Affairs & Discretionary Guidelines to ensure they understand all applicable guidelines. 18

21 New Budget Request Budget Form (cont d) Some Line Items have funding caps that limit how much funding you can receive for that item. For those line items, the Budget Form will provide information from the Manual on Financial Affairs & Discretionary Guidelines noting the amount of the cap as well as any other pertinent information regarding the cap. 19

22 Budget Item Details (cont'd) - No. Line Item No. Line Item - The Budget Category selected for each Budget Item will determine which Line Item is available for that category which minimizes the chances of selecting the wrong line item for requested budget items. In this example, the category Dues and Fees has two types of line items that are relevant to this category so select the one that best represents the item(s) funding is being requested for. Most categories will have only one line item associated with them. The Description field is optional. Request a Budget - This should be the total amount of funding being requested for this Line Item. 20

23 Budget Item Details (cont'd) - No. Line Item & Request a Budget If funding is being requested for multiple items that fall under the Category, they should all be included in the same Budget Item. In this example, funding is being requested for two space rentals - Hoff Theater and Nanticoke Room in the Stamp. Both of these items would fall under the Room/Space Rental line item and the total cost for both rentals is $ For this budget item, then, the No. Line Item should be Room/Space Rental and the Request A Budget amount should be $ (see example on right). The Line Item Description field is optional. An example of how the how this figure was arrived at will be covered in the following slide and would be entered in the Itemized Breakdown within this Budget Category Form. 21

24 Budget Item Details (cont'd) - Itemized Breakdown The Budget Category form for Room/Space Rental is where you will provide an itemized breakdown of how the Line Item total was calculated (see example on the right). This method applies to all Budget Categories. For example, if you are requesting funding for a variety of office supplies such as pens, copier paper, post-it notes, etc. totalling $100, you would show the cost associated with each individual item in the Itemized Breakdown in the Budget Category Form. On the main application screen, the No. Line Item Category would be Office Supplies and the Request Budget Amount should be $

25 Save and Finish Later At any time, you can save the application to complete at a later time. Prior to saving, you will be prompted to complete any required information from both the main application as well as any Budget Category Forms. 25

26 Save & Finish Later (cont d) If the required information is missing from the main application page, you will be prompted as indicated below. You will need to scroll through the application to determine what information is missing. Required fields are: Budget Title Item Title Category No. Line Item Request a Budget 26

27 Save & Finish Later (cont d) If required information is missing from any of the Budget Category forms, the form will automatically open and indicate which fields need to be completed. 27

28 Submitting the Budget Application Once you have completed the application: You will need to upload any required documentation. Failure to upload required documentation will result in your entire budget application being DENIED. If there is any additional text information or links to documentation you want to provide in the application, you can enter that information in the Summary section. Submit the application. 28

29 Submitting the budget application (cont d) There is no limit to the number of Budget Items that you can add to a Budget Application. The *Required Budget Information (MUST COMPLETE) and each Budget Form you complete will note what documentation you will need to upload to the Budget Application. ALL uploads must be added to the main application so be sure to do that prior to submitting your budget application. The maximum file size for uploads is 10 MB. Failure to upload required documentation will result in your entire budget application being DENIED. 29

30 Submitting the budget application (cont d) At any point, you can save your application and come back to it at a later time. The Save & Finish Later option is at the bottom of the application form. Saved budget applications will appear in your list of budgets with the Partial status. 32

31 Reminders and Summary EVERY budget application MUST include the *Required Budget Information (MUST COMPLETE) using the *Required Budget Information (MUST COMPLETE) Budget Category. Failure to include the *Required Budget Information (MUST COMPLETE) line item will result in your entire budget application being DENIED. ALL required documentation must be uploaded to the application prior to submission using the Upload link or submitting links in summary box on the main application page. Failure to upload required documentation will result in your entire budget application being DENIED. 33

32 Contact us SGA Finance Committee - for questions related to the funding process, the SGA Finance Committee at sgavpfinance@umd.edu or visit their website at ter.ps/sgafinance. This includes questions about eligibility for funding, deadlines as well as policies and procedures related to the funding process. SORC - for questions/issues related to how to use the OrgSync Budget Management tool for submitting the budget, SORC at sorc@umd.edu. You may also call or visit SORC, Monday through Friday 9:00am-5:00pm for assistance. 35