Budget Planning. Accessing Budget Planning Section. Select Click Here for Budget Planning button located close to the bottom of Program Review screen.

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1 Budget Planning Accessing Budget Planning Sectin Select Click Here fr Budget Planning buttn lcated clse t the bttm f Prgram Review screen. Depending n what types f budgets yur prgram has, yu may r may nt have multiple department budget frms (as shwn belw). If yu have multiple budgets, please be sure t click n and review each budget yu are respnsible fr. 1

2 Cmpleting Budget Request frms Click n the Budget Request Entry frm yu wish t wrk n. Yu will access a screen which lks like the sample belw. Infrmatin n this screen (Frm left t right): Object Cde: The five-digit cde we use t describe an expense. Please nte there are three placehlder bject cdes which are autmatically included in each budget request entry frm Cut Budget Give Mney t Anther Department Receive Mney frm Anther Department Descriptin: The descriptin f the 5 digit bject cde. Lcatin Cde: The fur-digit cde we use t describe the administrative versight f a line item. (e.g = Instructin, 9200 = CCC Instructin, 3000 = Student Services). Actuals: Three years f actual expenditures fr that line item. Allcated Budget: This is yur current year adpted budget adjusted fr errrs and ther n-ging changes. This des nt include rutine budget transfers made during the year. Onging Budget: Yur base budget fr the upcming fiscal year. The Onging clumn fr the upcming year is autmatically ppulated with the same budget as yur Allcated Budget fr the current year. This clumn is where yu will make budget cuts, transfers t and frm Departments, and reallcatins (if necessary). Augmentatin Requests: Requests fr additinal funds fr Nn-Equipment items fr the upcming fiscal year. One-time r Onging: Use the drp-dwn bx t chse the apprpriate ptin, nly required if augmentatin is requested. One-time funds needed fr a specific purpse fr nly ne year. Onging funds needed fr the upcming and future years due t grwth in yur prgram r ther factrs. Department Objectives: Use the drp-dwn bx t chse a department bjective this budget request is mst clsely related t, nly required fr augmentatin request. Cmment: This is a nt a required filed, but yu are encuraged t make brief ntes that will help yur higher level Budget Manager and Business Services understand yur request, especially when yu wuld like yur request t be classified as a frced cst. Suggestin: Use capital letters t indicate a frced cst at the very beginning f yur cmment s it will be easily nticed. Remve: Click here t remve a newly added budget line item frm yur budget screen. 2

3 Buttns n this screen: Add New Budget Item: Use this buttn t add an bject cde nt already listed n the screen fr either reallcatin f yur existing funding r Augmentatin Requests. Add/Edit New Equipment Item: Use this buttn t pull up r make changes t the Equipment Request screen. Calc Ttal: Click this buttn at any time t calculate budget infrmatin yu have entered. Yu will receive an errr message if yur Onging budget clumn des nt balance with the Allcated clumn. Save/Exit: Click this buttn when yu are finished entering budget infrmatin, including augmentatins and equipment requests fr this budget. Cancel: Click t cancel and leave the screen withut saving the infrmatin entered n the budget request entry frm. Actins t take: 1. Request Status Qu Budget Review the infrmatin n the budget request entry frm. If nthing needs t be changed, click save and exit. 2. Cut Budget Enter the number yu wish t cut as a psitive number in the bject cde line under the Onging clumn; reduce the budget lines where the cuts are t be taken frm by the same amunt. Make a nte in the Cmment clumn t dcument the reasn fr the cut. 3. Reallcate Budget Yu re encuraged t reallcate yur budget based n yur recent spending trends f spending and prjectins fr the upcming fiscal year. Yu can either reallcate amng yur existing budget lines, t newly added budget lines, r mve funds t anther prgram as lng as the ttal amunt equals yur current year Allcated Budget. Nte that yu are nt allwed t transfer between fund 11 discretinary budgets and fund 12 lttery budgets. T be able t reallcate budget t a new budget line, click Add the New Budget Item buttn n the budget request entry frm. Use the drp-dwn menu t chse the bject cde yu d like t add. 3

4 Add a New Budget Line Click the Save/Exit buttn. The new bject cde is inserted int budget request entry screen. Please nte the wrd Remve nly appears fr the newly added line. T cancel the line, click Remve. T mve funds t the newly added budget line, reduce the budget line(s) where yu are taking mney frm and input the same amunt in the new budget line. After clicking Calc Ttal buttn, the Onging Budget clumn must always equal the Allcated Budget clumn t the left. 4

5 Reallcate Budget within the Same Prgram The system will prevent yu frm submitting an unbalanced budget. Yu will receive an errr message if the Onging Request des nt equal the Allcated Budget. Fllw the pp-up message t make crrectins. Fr reallcatins between departments, enter the amunt given t anther department as a psitive number under the bject cde 00001, and reduce the lines where the mney is taken frm by the same amunt. Enter the amunt t be received frm anther department under bject cde as a negative number and increase the lines where the mney is being applied t by the same amunt. Indicate in the Cmment area which Department the mney is being transferred t r frm. Again, when all changes have been made, this Onging clumn must equal the Allcated Budget clumn. 5

6 Reallcate Budget between Departments/Prgrams 4. Request Budget Augmentatin yu can request funds fr a new budget line (Fllw the prcedures n adding new budget item) r request additinal funds fr existing budget lines. Enter the amunt f additinal funds needed in each line item. Use the drp-dwn bx t chse One Time r On-Ging ptin and then select an bjective that best matches the budget augmentatin request. Make use f the Cmment area t supprt yur request. Nte: If yu make an entry in the Onging 2013/14 allcatin clumn t transfer mney ut f a particular budget line, yu may nt make a budget augmentatin request t that same budget line. Budget Augmentatin 6

7 5. Request Equipment Item - Click n the Add/Edit New Equipment Item buttn and yu will see a message which reads N NRER Items available at this time! This message means that a New r Replacement Equipment Request (NRER) has nt yet been made fr this fiscal year fr this Department. Request Equipment Click the link Add New Request and cmplete the fllwing screen. Item Requested Be as specific as yu can. Include brand name and mdel if available. Quantity Hw many f this item are yu requesting? Object Cde Use this drp-dwn bx t select the apprpriate bject cde fr this item. Helpful hint: Items with an individual cst f $5,000 r mre will have the GASB tag; Include tax, shipping/handling when determining cst f item. Lcatin Where will this item live? Example: SCOH 328-A 7

8 Ptential Fund Resurce(s) If yu have a grant, categrical prgram, r ther funding surce that may be used t purchase this item, please select the apprpriate chice frm the drp-dwn menu. If nt, leave field as is. Ttal Amunt Enter the ttal cst plus tax, shipping/handling. Prgram Objectives Use the drp-dwn bx t chse an bjective this budget request best pertains t. Click Save/Exit. Yur request will shw up n the main New/Replacement Equipment Request screen. Request Equipment Repeat the prcess fr mre equipment requests if necessary. Click the Return buttn t g back t the budget request entry frm. Yu will ntice yur equipment request is nt currently shwing in the budget request entry frm screen. Exit the screen using the Save/Exit r Cancel buttn and g back t the main budget request screen. The new frm named New/Replacement Request Ranking will nw be included. If yu have multiple Department Budget Frms t cmplete, click n the next budget yu wish t wrk n and repeat entire prcess until yu have cmpleted all frms within this prgram. 8

9 Ranking Budget Requests If yu have requested budget augmentatins r new/replacement equipment, yu will need t cmplete the Department Budget Rankings sectin t rank yur requests. This sectin is directly belw the Department Budget Frms sectin. By default, yu will have a Budget Augmentatin Request Ranking (Fund 11) frm, but yu d nt need t take actin if yu d nt have any augmentatin requests. The New/Replacement Equipment Request Ranking frm nly appears when yu have made a new/replacement equipment request. N matter hw many budget request frms yu have, yu will nly have ne Augmentatin Request Ranking and ne Equipment Request Ranking. Click the link fr Budget Augmentatin Request Ranking. These are the line items yu requested additinal funds fr. The default Department Pririty is set t -1. Yu must priritize each item n the list. Number yur items in the rder f imprtance t yur prgram (1 = mst imprtant). Numbering must be sequential (1, 2, 3 etc. d nt skip numbers) Click the Save/Exit buttn when finished. 9

10 Fllw the same prcess t cmplete the New/Replacement Equipment Ranking. This cmpletes the Budget Request Frm sectin f the Prgram Review. Click the Return t Academic Prgram Planning and Review Buttn t exit the budget planning mdule. 10

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