budget document long (bdl) preparation process fy 09-10
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Budget Document Long (BDL) Preparation Process FY 09-10. Eva Burnett and Anita Polendo Budget Planning and Development. General Information. - PowerPoint PPT PresentationTRANSCRIPT
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Budget Document Long (BDL)
Preparation ProcessFY 09-10
Eva Burnett and Anita PolendoBudget Planning and Development
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General Information
The processing of the BDL documents creates the departmental operating budgets for the upcoming fiscal year beginning September 1, 2009 through August 31, 2010.
The BDL process begins before new funds for FY 2009-10 are known. Therefore, the BDL documents are populated with prior year Original Budgets + any new permanent transfers (i.e. funds) and considered a “status quo” budget.
In order to establish a BDL document, the budget group must exist.
Each division may have additional requirements and deadlines pertaining to the BDL process. Consult with your financial area representative, as appropriate.
Budget Group (first 8 numbers)
Budget Category (Sub-Account)
Fund Group
14 023500 50
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General InformationAccount Groups
BDL’s are required for the following funds:• 14 – State Appropriated Funds (E&G)
• 18 – Service Areas
• 19 – Designated (Local) Funds
• 29 – Auxiliaries
***************************************************
• 30 – Gifts (do not require BDL’s)
• 26 – Grants (do not require BDL’s)
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General Information
To create a BDL a user needs:• Workstation that has access to DEFINE, the UTSA
Administration Mainframe
• DEFINE log-on ID and password
For log-on related problems or concerns, contact DEFINE Administration Staff
Cynthia Orth @4343Maria Alvarez @4556Marta Petiton @4346
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Before Getting StartedKnow Your Accounts, BHG Command*DEFINE DOCUMENT STATUS FOR A UNIT- LONG SESSION - BHG Year: 08 09 Command: BHG Account: __________ Misc: 0235000________ Month: Feb =======================================================Department: BUDGET OFFICE Display all units reporting to 0235000 : _ Display only budgeted account groups: _
Bud Acct Grp Document Status Bud Acct Grp Document Status ---- -------- ---------------------- ---- -------- ---------------------- * 14023500 Final Approval * 14039902 Final Approval * 14023501 Final Approval 14195120 14023502 14199520 14023505 * 14199921 Final Approval * 14023700 Final Approval * 14199922 No Document Exists * 14029906 Final Approval * 14199923 Final Approval * 14029909 Final Approval * 14199924 Final Approval * 14029910 Final Approval * 14680570 Final Approval * - Account Group is budgeted
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Getting Started Creating BDL for Next Year
1. Type BDL in the command field - <ENTER>
2. Type the account number - <ENTER> This is the view for prior year BDL.
3.Change the Year to 09-10 - <ENTER>A blank Coversheet will appear.
4. Type NEW in the Action field - <ENTER>
A new BDL has now been created with a new DOC ID representing the FY 09-10 budget, review and modify as needed.
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BDL Cover Sheet *DEFINE BUDGET RECOMMENDATION FORM: LONG SESSION - BDL Year: 09 10
Command: BDL Account: 14123400__ Misc: 001____________ EID: ________
==============================================================================
Status: Created -- COVER SHEET -- Document-ID: V3BDL999724
Action: ___ Summary: 14-1234-00 BUDGET RECOMMENDATIONS: LONG-SESSION
Created by.: 03/18/09 by ANITA POLENDO (KGAXP) -- phone: 458-6615
Title......: Department Of Budget
Budget-Group: 14123400 ** 2009-10 ** LONG-SESSION
Orig-Budget Document-Amt
Sections: X _ 1. Summary of Budget Group 660,000 760,000
X _ 2. Line-Items: Faculty Salaries 500,000 600,000
X _ 3. Line-Items: Admin & Prof Salaries 100,000 100,000
X _ 4. Line-Items: Classified Salaries 50,000 50,000
X _ 5. All Other Expenditure Sub-Accts 10,000 10,000
X _ 6. Revenue Sub-Accts: Income
Transfers
Beg Balances
X _ 7. General Budget Information
X _ 8. Reconciliation
_ 9. Departmental Codes (Press "PF5" for Default Codes)
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Cover Sheet Action Field Options
Action Description
NEW Create a NEW document.
ROU Display how this document has been ROUTED.
NOT Display document NOTES.
VER VERIFY that the document is correct.
PRT PRINT the document.
FYI Send document copy to person FOR YOUR INFORMATION.
FYA Approve and route to person or desk FOR APPROVAL.
DEL DELETE this document.
APP APPROVE to sign this document and route forward.
RPA RETURN to prior approver
Enter a "?" in the Action field to view options available. A pop-up window with a list of Actions will appear on the screen.
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BDL SectionsThe BDL document contains nine sections for updating and creating budget lines.
Section 1 – Summary of Budget Group
Sections 2, 3 & 4 - Salary Line-ItemsSection 2 - Faculty SalariesSection 3 - Administrative & Professional SalariesSection 4 - Classified Salaries
Section 5 – All Other Expenditure Sub-Accts
Section 6 – Revenue Sub-Accts: Income Transfers
Beg Balances
Section 7 – General Budget Group InformationSection 8 – Reconciliation Section 9 – Departmental Codes
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Section 1 Budget Summary
Action: ___ Budget Group Summary of Accounts Section 01 of 9 --------------------------------------------------------------------------- Budget-Group: 14-1234-00 DEPT OF BUDGET Screen 1 of 1 Appropriation Sub Original Adjusted Recommend Obj-Cd Cd Description Acct Budget Budget 09-10 %-Inc--- ---------------------- ---- ----------- ----------- ----------- -------X _ 2A FACULTY SALARIES 01 500,000 600,000 600,000 9120 _______________________ 20.0 _______________________ _ 1A ADMINISTRATIVE AND 02 100,000 100,000 100,000 9123 PROFSSIONAL SALARIES___ 0.0 _______________________ _ 3A CLASSIFIED PERSONNEL 10 50,000 50,000 50,000 9123 _______________________ 0.0 _______________________ _ 3B WAGES 20 10,000 10,000 10,000 9127 _______________________ 0.0
(PF2=Add new Sub-Acct)Bud-Grp-Totals 660,000 760,000
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New Sub-Accounts
Enter the recommended amount on this screen.
Action: ___ All Other Expenditure Sub-Accts Section 05 of 9
-------------------------------------------------------------------------------
Budget-Group: 14-1234-20 -DEPT. OF BUDGET Total nbr. Accts: 2
(PF4=Page back) Start List at Sub Acct: 05 App Cd: 2E
Appropriation Sub Original Adjusted Recommend Obj-Cd
Cd Description Acct Budget Budget 09-10 %-Inc
-- ------------------------- ---- ----------- ----------- ---------- ----
_ 4A MAINTENANCE AND OPERATION 05 50,000 50,000 50,000 9153
_________________________ 0.0
_________________________
_ 5A TRAVEL___________________ 08 10,000 10,000 10,000 9129
_________________________ 0.0
_________________________
_ __ __ ___________
_________________________
_________________________
(PF2=Add new Sub-Acct) Bud-Grp-Totals: 160,000 160,000
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Section 2Faculty Salary Line Items
>>Type in an option next to the Line-Item or press Enter to page forward.<<
Action: ___ Budget Recommendations for Line-Items Section 02 of 9
---------------------------------------------------------------------------
Budget-Group: 14-1234-00 Sub: 01 Faculty Salaries
Start List at 16_________
View: 1 of 4
Item JobCd-Title/EID/Name Pcnt Beg End Ba Current New %Inc
---- -------------------- ------ ---- ---- -- -------- -------- ----
0010 : Professor
_ 0016 HWP1234 10000 0901 0531 09 RATE: 68100 68100
Henrietta W Potter (TT) AMOUNT: 68100 68100
0010 : Professor
_ 0017 RTK5678 10000 0901 0531 09 RATE: 65400 65400
Robert T Kirkland (TN) AMOUNT: 65400 65400
(PF2 ==> Add a new Line-Item) Sub-Acct Total: 600,000
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Salary Line Item Options – Faculty, A&P, ClassifiedType ? next to line item for available options.
Enter the OPTION you wish to perform on this Line-Item: _
Option Description
------ --------------------------------------------------------
E View budget EMPLOYMENT (cross references) for the person
G Get an assigned EID for Line-Item
H View HISTORY of recommendations for a Line Item
J View COLLAPSED JOB-CODE information (Classified only)
B Change the Line-Item to a BLANK LINE
C COPY an entry to a new Line-Item entry
D DELETE the line-item recommendation
F View/Update the FOOTNOTES of a Line-Item
I Delete all Line-Items within Sub-Acct
N View/Update employee information
L Change the entry back to the LAST APPROVED Values
X View/Update the ITEMIZED DETAIL of Line Item
Z UN-DO the Deletion of a Line Item
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Section 2Faculty Salaries
Detail Entry for a Line-Item in Account: 14-1234-0001 Item: 0016 Section 02
-----------------------------------------------------------------
Previous Recommended Recommended for 09-10
EID...........: hwb1234 Henrietta W Potter hwp1234 Henrietta W Potter
Job-Class-Code: 0016 Prof And Dept Chair 0016 + Prof And Dept Chair
Begin/End MMDD: 0901 / 0531 0901 / 0531
Percent-Time..: 10000 10000
Rate..........: 68100 Prior 68100 + Calc-Stipend: 68100
Amount........: 68100 Yr Amt: 68100 + 68100 + Override: _______
Months (Basis): 09 L/A-Type: 09 L/A-Type: __
Reason-Code...: _
Associated-EID: ________ Override-Sort-Order: _
Tenure-Status....: TN
Current New Budget Admin-Officer....: _
08-09 09-10 %-Inc Nepotism.........: +
Basis Rate Type-Rate Basis Rate (Dec) Prof-Emeritus....: _
68,100 TOTAL 68,100 3.1 Phased-Retirement: _
10 68,100 ACADEMIC 10 68,000 3.1 Modified-Service.: _
ADMIN-PROF Footnotes........: +
CLASSIFIED
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Section 3Administrative & Professional Detail Entry for a Line-Item in Account: 14-1234-0009 Item: 0001 Section 03 ----------------------------------------------------------------- Previous Recommended Recommended for 09-10 EID...........: ab1234 Abigail Boyd ab1234 Abigail Boyd Job-Class-Code: 0861 Dir, Academic Computing 0861 Dir, Academic Computing Begin/End MMDD: 0901 / 0831 PosID: 100MM 0901 / 0831 PosID: 100MM Percent-Time..: 10000 10000 Rate..........: 90000 Prior 90000 Calc-Stipend: 90000 Amount........: 90000 Yr Amt: 90000 + 90000 Override: _______ Months (Basis): 12 L/A-Type: 12 L/A-Type: __ Reason-Code...: _ Associated-EID: ________ Override-Sort-Order: Tenure-Status....: __ Current New Budget Admin-Officer....: X 08-09 09-10 %-Inc Nepotism.........: Basis Rate Type-Rate Basis Rate (Dec) Prof-Emeritus....: _ 90,000 TOTAL 90,000 4.4 Phased-Retirement: _ ACADEMIC Modified-Service.: _ 12 90,000 ADMIN-PROF 12 90,000 4.4 Footnotes........: CLASSIFIED
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Section 4Classified Salaries
Detail Entry for a Line-Item in Account: 14-1234-0010 Item: 0006 Section 04
-----------------------------------------------------------------
Previous Recommended Recommended for 09-10
EID...........: cd4567 Clara Daye cd4567 Clara Daye
Job-Class-Code: 3668 Records Tech II 3668 + Records Tech II
Begin/End MMDD: 0901 / 0831 PosID: 1005AT 0901 / 0831 PosID: 1005AT
Percent-Time..: 10000 10000
Rate..........: 35000 Prior 35000 Calc-Stipend: 35000
Amount........: 35000 Yr Amt: 35000 + 35000 Override: _______
Months (Basis): 12 L/A-Type: 12 L/A-Type: __
Reason-Code...: _
Associated-EID: ________ Override-Sort-Order:
Tenure-Status....: __
Current New Budget Admin-Officer....: _
08-09 09-10 %-Inc Nepotism.........:
Basis Rate Type-Rate Basis Rate (Dec) Prof-Emeritus....: _
35,000 TOTAL 35,000 3.0 Phased-Retirement: _
ACADEMIC Modified-Service.: _
ADMIN-PROF Footnotes........:
12 35,000 CLASSIFIED 12 35,000 3.0
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Sections 5 All Other Expenditure Sub-Accounts
*DEFINE BUDGET RECOMMENDATION FORM: LONG SESSION - BDL Year: 09 10
Command: BDL Account: 14123400__ Misc: 001____________ EID: ________
==============================================================================
Status: APPROVED -- COVER SHEET -- Document-ID: V3BDL999724
Action: ___ Summary: 14-1234-00 BUDGET RECOMMENDATIONS: LONG-SESSION
Created by.: 03/18/09 by ANITA POLENDO (KGAXP) -- phone: 458-6615
Title......: Department Of Budget
Budget-Group: 14123400 ** 2009-10 ** LONG-SESSION
Orig-Budget Document-Amt
Sections: X _ 1. Summary of Budget Group 660,000 760,000
X _ 2. Line-Items: Faculty Salaries 500,000 600,000
X _ 3. Line-Items: Admin & Prof Salaries 100,000 100,000
X _ 4. Line-Items: Classified Salaries 50,000 50,000
X _ 5. All Other Expenditure Sub-Accts 50,000 50,000
X _ 6. Revenue Sub-Accts: Income
Transfers
Beg Balances
X _ 7. General Budget Information
X _ 8. Reconciliation
_ 9. Departmental Codes (Press "PF5" for Default Codes)
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Expenditure Sub-Accounts
Action: ___ All Other Expenditure Sub-Accts Section 05 of 9
-------------------------------------------------------------------------------
Budget-Group: 19-1234-00 -BUDGET Total nbr. Accts: 12
(PF4=Page back) Start List at Sub Acct: 09 App Cd: 2D
Appropriation Sub Original Adjusted Recommend Obj-Cd
Cd Description Acct Budget Budget 09-10 %-Inc
-- ------------------------- ---- ----------- ----------- ----------- ----
X _ 2D RESERVE FOR 11 0 0 2,476 9123
ADMINISTRATIVE AND_______
RESEARCH SALARIES________
_ 3D LONGEVITY PAY 09 367 367 460 9118
_________________________ 25.3
_________________________
X _ 3B WAGES____________________ 20 50,000 50,000 26,480 9129
_________________________ (47.0)
_________________________
_ 2F FRINGE BENEFITS 10 52,000 52,000 50,000 9130
_________________________ 3.8
_________________________
(PF2=Add new Sub-Acct) Bud-Grp-Totals: 340,007 391,761
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Section 6 Revenue Sub-Accounts
Income• For Designated Funds (19 accounts)
• Appropriation Code I1 only must be used for Estimated Income• Sub-account 95 – Operating Income• Sub-account 96 – Miscellaneous Income
• For Auxiliary Funds (29 accounts)• Appropriation Code IA – Non-fee Revenue
• sub-account 95• sub-account 96
• Appropriation Code I1 • sub-account 95 – Operating Income• sub-account 96 – Miscellaneous Income
• Appropriation Code IT – Sub-account 92 - Fee Income• Appropriation Code I0 – Sub-account 93 – Gift Income• Appropriation Code I0 – Sub-account 94 – Investment/Interest
Income
Income, Transfers, and Beginning Balances.
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Revenue Sub-Accounts – Cont’d
Transfers• Debt Service transfers
• Appropriation Code E2 • sub-account 90 - Debt Service on Construction• sub-account 91 - Debt Service on Equipment Financing
• Transfers FROM - Appropriation Code T1 sub-account 98 only
• Transfers TO - Appropriation Code T2 sub-account 98 only
Beginning Balance• BB Appropriation Code with 98 sub-account
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Section 7General Budget Group Information
Action: ___ General Budget Group Information Section 07 of 9
-------------------------------------------------------------------------------
Budget-Group: 14-1234-00
Budget-Grp-Short-Title: -DEPT OF BUDGET_______________________________
Budget-Grp-Title: DEPARTMENT OF BUDGET _______________________________
____________________________________________________________
____________________________________________________________
(PF2 - Add new employee as Dept-Head)
Dept-Head-EID...: rk4464_ ROBERT T KIRLAND
Dept-Head-Title: DIRECTOR OF DEPARTMENT OF BUDGET__________________
__________________________________________________
Remarks: __________________________________________________________ +
__________________________________________________________
-------------------------For Budget Office Use Only--------------------------
Budget-Grp-Seq#: 00349000000 Mark-to-Exclude-from-Final-Budget: _
Unit-Code......: 1234000 > Page-Skips...: 000 Mark-if-Fac-Roster: _
Grant-Type.....: _ Mark-if-Research-Fac-Roster: _
Gift-Type......: _
Designated.....: _
Dept-Footnote..: __________________________________________________________ +
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BDL Reconciliation (E&G)
Section 6 – Revenue Sub-Accts: Income
Transfers
Beg Balances
Section 7 – General Budget Group Information
Sections 2, 3 & 4 - Salary Line-Items
Section 2 - Faculty Salaries
Section 3 - Administrative & Professional Salaries
Section 4 - Classified Salaries
Section 5 – All Other Expenditure Sub-Accts
Section 1 – Summary of Budget Group
Section 8 – Reconciliation
Section 9 – Departmental Codes
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BDL Reconciliation (Non E&G)
Sections 2, 3 & 4 - Salary Line-Items
Section 2 - Faculty Salaries
Section 3 - Administrative & Professional Salaries
Section 4 - Classified Salaries
Section 5 – All Other Expenditure Sub-Accts
Expenses
Revenue Section 6 – Revenue Sub-Accts: Income
Transfers Beg Balances
Section 7 – General Budget Group Information
Section 8 – Reconciliation
Section 9 – Departmental Codes
Section 1 – Summary of Budget Group
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Section 8 Section 8 ReconciliationReconciliation
A balanced budget must be submitted.
>> Reconciliation is in balance. Press ENTER to continue.<<
Action ___ Reconciliation for Budget Group 14-1234-00 Section 08 of 9
-------------------------------------------------------------------------------
Original 08-09 Budget Amt for Budget Group 1,428,192
SUBTOTAL: Commitment & Allocation Amts > -120,363
SUBTOTAL: Departmental Transfers > 500
TOTAL ALLOWABLE 1,308,329
Sub-Acct Adjustment Description Amount by Whom Date
01 FR 14-5678-2001 SUPL INCR H.POTTER______ 4,000 KGAXB 2009-03-29
10 FR 19-1234-1010 A.BOYD INCR_____________ 5,000 KGCXD 2009-04-19
09 FR 14-4321-1009 R.KIRKLAND RETIREMNT(50%) 37,464 KGEXF 2009-04-20
SUBTOTAL: Adjustments Entered Above 117,508
ADJUSTED ALLOWABLE 1,425,837
Total 09-10 Document Amount for Budget Group 1,425,837
Reconciliation Balance: over/(under) budget 0
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Final Steps Verify BDL document with Action VER and make any
necessary corrections.
APP (approve) and PRT (print) a departmental copy for office records. (Another option is to print screens)
BDL’s will route to next appropriate approver until reaching the budget office.
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BDL Hands-on Workshops
Join budget staff to work on your BDL’s at one ofthe scheduled workshops:
HSS 2.02.02 Wed, April 1st 9 – 12:00 noon Mon, April 6th 9 – 12:00 noon Tue, April 7th 1 – 4:00 p.m.
Downtown Classroom – FS 2.134E Thu, Apr 2nd 9 – 12:00 noon
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Budget Contacts
Office of Budget Planning & Development
Mary Simon Senior Director X4344 [email protected]
Eva Burnett Associate Director X6631 [email protected]
Anita Polendo Budget Analyst III X6615 [email protected]
Eunice Chen Budget Analyst III X4230 [email protected]
Sharmin Momen Budget Analyst II X4345 [email protected]