MANAGING THE BUDGET DEVELOPMENT CYCLE Description: TCATs prepare their budget with the assistance of the Service Center in the March / April timeframe for the Estimated and Proposed budgets and repeat the process in the September / October timeframe for the October Revised budget. Table of Contents Step 1. Service Center Accountant Updates Current Budget... 2 Step 2. TCAT Fiscal Coordinator Updates Budget Documents... 2 A. Update budget documents... 2 Step 3. Service Center Accountant Completes Budget Summary Documents... 4 Step 4. TCAT Fiscal Coordinator Reviews Budget Documents... 4 A. Review budget documents... 4 Step 5. TCAT Requires Budget Revision Between Budget Cycles... 4 A. Complete Journal Voucher Template... 4 B. Submit Journal Voucher via Workflow... 4 Step 6. Service Center Processes Journal Voucher... 8 Service Center Training Managing the Budget Development Cycle Process Manual Page 1 of 8
Step 1. Service Center Accountant Updates Current Budget This step is performed by the Service Center. Step 2. TCAT Fiscal Coordinator Updates Budget Documents Complete these steps in the March/April timeframe, then again in September/October timeframe. A. Update budget documents If there is a gap in time between when the Service Center sends the current budget and when the TCAT reviews it, run Organization Budget Status (FGIBDST) for the most current year to date revenues and expenses. Review all unrestricted and auxiliary revenue and expense organizations to determine current level of budget versus expected cumulative actual balances; The budget amounts and the expense/revenue amounts are available on the Organization Budget Status (FGIBDST) form: 1. Go to the FGIBDST screen 2. Enter the Chart of Accounts that you want to query in the Chart field a. This should default from the user profile (FOMPROF) 3. Enter the fiscal year that you want to query in the Fiscal Year field 4. Enter the index code that you want to query in the Index field (optional) 5. Enter the organization code you want to query in the Organization field 6. Enter the fund code you want to query in the Fund field 7. Enter the program code you want to query in the Program field 8. Enter the account code you want to query in the Account field 9. Enter the account type you want to query in the Account Type field 10. Enter the activity code you want to query in the Activity field 11. Enter the location code you want to query in the Location field 12. Select the type of encumbrances to review (Both, Uncommitted, or Committed) in the Commit Type field. 13. Click the Query Specific Account check box if you want to query a single account or a single account type a. If you check this box, then Account code or Account Type is required 14. Click the Include Revenue Accounts check box if you want to review information for Revenues a. If you check this box, the total of Budget Availability will be NULL since revenues should offset expenses Service Center Training Managing the Budget Development Cycle Process Manual Page 2 of 8
15. Click Go 15 16. View the results of your query 17. Navigate to the Related menu and select Transaction Detail Information (FGITRND) to access additional query forms supporting the detail on this page 18. All accounts for the given fiscal year that match your query criteria will populate within this inquiry output. Fields that can be reviewed include: a. Account b. Type c. Title d. Adjusted Budget e. YTD Activity f. Commitments g. Available Balance 19. Net totals for each column will appear at the bottom of the screen Note: TCAT staff must project activity to the end of the year to determine if budgets are adequate. 20. Review and make changes in the budget spreadsheet sent from the Service Center Accountant based on: a. The TBR budget guidelines will include information concerning future year benefit rate changes, system charges, tuition/fee rate changes, etc. Service Center Training Managing the Budget Development Cycle Process Manual Page 3 of 8
b. Internal college knowledge of increased/decreased program offerings, enrollment expectations, facility expansions/eliminations, staffing changes, etc. 21. Send updated spreadsheet to Service Center Accountant via email at finance@tbr.edu Step 3. Service Center Accountant Completes Budget Summary Documents This step is performed by the Service Center. Step 4. TCAT Fiscal Coordinator Reviews Budget Documents Complete these steps in the March/April timeframe, then again in September/October timeframe. A. Review budget documents 1. Using information contained in the summary forms and in Banner, complete the budget analysis documents: a. Verify all TBR-provided values are included correctly in the budget summary forms b. Verify the salary budget for full-time positions balances with the personnel budget generated in Payroll c. Verify the ending balances on Form 1 of the budget summary to ensure responsible and sustainable ending balances 2. Submit budget summary and analysis documents to TBR via email as directed in the budget guidelines received annually from Service Center Finance Step 5. TCAT Requires Budget Revision Between Budget Cycles If the TCAT determines that a budget revision is needed before the next budget cycle, a request is submitted to the Service Center via workflow. A. Complete Journal Voucher Template 1. Download the Journal Voucher template (FUPLOAD template) from Luminis 2. Complete the Journal Voucher template (FUPLOAD template) a. Refer to Internal Vendor Processing (FUPLOAD) process for instructions B. Submit Journal Voucher via Workflow 1. Log in to Banner Workflow 2. In the User Profile navigation pane on the left side of the screen, select My Processes 2 Service Center Training Managing the Budget Development Cycle Process Manual Page 4 of 8
3. In the My Processes screen, select TBRSC715 3 4. In the Start Workflow window, you will: a. Leave all text fields blank b. Select the Start Workflow button 4b 5. Refresh the webpage. The Worklist will update and display a new workflow named Undefined Note: This can take up to a minute to populate. Please attempt to refresh your webpage again if your Worklist does not update immediately. 6. Select Undefined from your Worklist 6 Service Center Training Managing the Budget Development Cycle Process Manual Page 5 of 8
7. In the Select Institution page, you will: a. Select your institution from the Select Institution drop-down menu b. Click the Complete button 8. Refresh the Worklist page. The Worklist will update and display your workflow with your institution s name. Note: This can take up to one minute. Please attempt to refresh your webpage again if your Worklist does not update immediately. 9. Select the updated workflow from your Worklist 7b 7a 9 Service Center Training Managing the Budget Development Cycle Process Manual Page 6 of 8
10. The New Fund, Grant, or Journal Entry Request screen appears a. Enter Fund Name b. Select Fund Type from the drop-down menu c. Click the Yes or No radio button to answer if it Requires Different Fund Balance d. Enter Account Code (if known) e. Enter Jaggaer Shopper (optional) f. Enter Not Applicable in Jaggaer Requestor g. Enter Not Applicable in Jaggaer Approver h. In the Is this a Grant field, select the No radio button 10a - 10h 10i i. In the Attachments box, select Attach File 11. The Attach File screen will appear a. Click Browse and navigate to the Journal Voucher on your computer to upload the file b. Click the radio button for Directions for Accountant c. Enter any comments in the Comments field d. Click Attach a b c d Service Center Training Managing the Budget Development Cycle Process Manual Page 7 of 9
12. Scroll to the bottom of the New Fund, Grant, or Journal Entry Request screen and select Complete Note: Once you select Complete, you have completed submitting your workflow request. 12 Step 6. Service Center Processes Journal Voucher This step is performed by the Service Center. Service Center Training Managing the Budget Development Cycle Process Manual Page 8 of 8