Budget/ABC Toolkits
Budget Construction System Overview
The UITS Budget Construction Application for 2007-08
I. Introduction
Each Spring, the UITS Finance Office distributes a Budget Construction Toolkit to all Sub Account Managers to facilitate the creation of the budget for the following fiscal year. For the 2007-2008 budget, the Finance Office is once again using a web based application to capture budget requests from Managers, Directors, and AVPS. The budget application has been converted to a .Net web application and is platform independent.
II. Installation
There is no installation procedure, the new budget application is web based and functions on all platforms.
III. Overview
The Application has two main features: data entry, and reports.
DATA ENTRY : From the main menu of the application, select the Budget Entry link.
SUMMARY: The next screen (s) will list all acct/ subaccounts that you are the manager (or delegate) for. Fields include:
· Manager Name
· Chart (BL, UA, or IN)
· Account
· Subacct
· Name
· Report Code
· Updated (indicates the last day/time changes were made)
· Final (prelim, initial, or final - indicating how complete the data is)
· Notes
This screen provides a list of all the Account/Sub Account combinations for which budget entry is required, and for which the currently logged in user is listed as either Manager or Delegate for the budget entry process. If you do not see the Account/Sub Accounts that you think you should, contact Jill. In addition, if you would like to designate a delegate for entry, please contact us.
From this screen, you can edit or view the detail budget information for a selected Sub Account. Just click on the subacct to bring up the entry page.
New this year is the ability to sort your accounts by Chart, Account, Sub-account, Report Code, Manager or Status. These sort options are shown in drop down menus at the top of first page after you choose the Budget Entry Link option.
ENTRY PAGE: this screen lists any object code that has activity or a budget in the current or previous year. Fields include:
· Chart (BL, UA, or IN)
· Account
· Subacct
· Object Code
· Object Code Description
· Object Level (broader classifications of object codes)
· Subobject Code
· PY Cleared - the actual activity for this object/ subobject for the entire prior year (04-05)
· CY Original - this refers to the CY (05 06) Base Budget. Carryforwards or any other budget adjustments are NOT included.
· CY Cleared - the actual activity for this object/ subobject for July - December of this fiscal year (05-06).
· Budget Request
· Notes
Enter your requested budget for each object code in the Budget Request column. Add notes that would be of benefit to you, your director or AVP, or the Finance Office.
To add an object code, select the object code to add and click the link for "click here to add more rows."
Once you have completed entry, please use the save/recalculate button to save your changes. If you are done with your entries entirely, click the finalize button. In order to make changes once you have finalized, please contact the Finance Office (Jill).
The Export to Excel button will provide this data in Excel; this is your best option for printing.
Personnel: Note that the Appointed Personnel object codes (2000, 2400, 2480, and 2500) and compensation benefit object codes (56XX and 57XX) are grayed out and you cannot enter this information. These are summarized budgets based on the information shown at the bottom of the screen.
The personnel information shown is based on base account allocations for each person. If you are interested in adjusting the account distribution for a person, or in removing a vacant position from your budget, please contact Tim Fisher. Please note that if the changes involve transferring a person to another manager's budget, the Finance Office will secure the approval of the "receiving" manager prior to making these changes.
Summary: Note at the top of the Entry Page are totals summing the entries below.
· Original Income/Expense/Net
· Adjusted Income/Expense/Net
· Budget Request Income/Expense/Subsidy/Potential Giveback
Budget Reports : From the main menu of the application, select the Budget Reports link. This screen allows you to customize a summary report.
· Detail Level: options include
o Organization
o Object Level
o Division
o Subdivision
· Division
· SubDivision
· Account
· Subaccount
· Manger
· Strat Plan
This data can be exported to excel; this is your best option for printing.