Overview
This job aid shows campus users how to review and configure a department for a new fiscal year.
Background
The Department Budget Table is used to budget salary expenses by department, position pool, job code, position number, appointment, or any combination. Set budget caps at each level—for earnings, deductions, taxes, or total expenditures—to ensure lower-level budgets don't exceed higher-level limits. These caps are not used for encumbrance or actuals processing; only budget amounts are used for that purpose.
Although you can choose to set up budgeting and funding at the department, position pool, job code, position, or appointment (EmplID) levels, the system stores actuals and encumbrance information at the lowest level, even if you define your budgeting and funding for the entire department. In this way, if you change the levels during your fiscal year, the system calculates the encumbrances and actuals according to your new funding levels.
Review existing setup
Enter a department and/or fiscal year (Example: Dept DS0720 and Fiscal Year 2021) for faster results.
Click New Window on this page and keep both windows open when you configure a new Fiscal Year.
Configure Department Budgets for a New Fiscal Year
To complete the configuration, make sure that you visit and complete all tabs.
- Enter Set ID
- Enter Department
- Enter Fiscal Year
- Enter Budget Level
- Click Add.
Other fields might become required if you select a different budget level.
Double check to ensure you have entered no errors.
Step 1: On the Dept Budget Date tab,
- Enter the Budget Begin Date,
- Enter the Budget End Date
- Enter the Offset Group.
Step 2: Modify the Budget Cap if applicable.
Step 3: Complete the Effective Date field in the Suspense Combination Code section.
Use this procedure to enter combination codes on the Dept Budget Date tab.
Step 1: Click ChartField Details to enter a Combination Code.
- The ChartField Common Component opens.
Step 2: Select the combination code:
- Use the Lookup to find the Combination Code.
- Click Search
Step 3: Select the Combination Code.
Step 4: Click OK.
Step 5: Double check work before moving to the Dept Budget Defaults tab.
Step 1: Click the Dept Budget Defaults tab.
Step 2: Confirm the values at the top of the page. These values carry over from the Dept Budget Date.
Step 3: Complete the Funding Defaults section.
If you change the Default Funding Source Option, confirm the Warning.
Step 4: Click Chartfield Details to add combination codes for deductions and taxes. See Enter a Combination Code.
If you have the previous budget page open in another window you can copy and paste the values into the Chartfield Details search field.
Step 5: Adjust Account Overrides as needed.
Step 6: Review your work before going on to the Dept Budget Earnings tab.
Step 1: Click the Dept Budget Earnings tab.
Step 2: Complete the Level section.
Step 3: In the Earnings Distribution section, click the Combination Code Description tab.
Step 4: Click Chartfield Details to enter a combination code. See Enter a Combination Code.
Step 5: Confirm the combination code is now visible on the Combination Code tab. The combo code is now on all the Earnings Distribution tabs.
Step 6: Enter the Sequence Number.
Step 7: Review your work before you move on to the Dept Budget Deductions tab.
Step 1: Click the Dept Budget Deductions tab.
Step 2: Verify all fields are correct.
- Be sure to check each tab in the Deduction Distribution section.
- Confirm the Sequence Number.
Step 1: Click the > button to see the Dept Budget Taxes tab.
Step 2: Click the Dept Budget Taxes tab.
Step 3: In the Tax Distribution section, click the Combination Code Description tab to enter combination codes.
Step 4: Click Chartfield Details to enter a combination code. See Enter a Combination Code
Step 5: Click the Combination Code tab.
Step 6: Enter the Sequence Number and Distribution percentage.
Step 7: Review all the tabs in the Tax Distribution section to ensure your work is correct.
End of Article
You are done. Great job!
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