Transcript ECIC GEMS: Budget Training

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1/7/13
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 Overview of GEMS navigation
 Review GEMS budget process
 Creating a SOE
 Creating a LIT
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Budget
Header
Budget
Details
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I.
II.
I.
The Investment Corporation creates yearly budgetscompleting the information that comprises the budget
header and the Total ECIC Approved Funds
Resource Centers edit and submit the budget for
official approval
II.
III.
III.
I.
A budget can not be submitted unless the total matches the
total amount listed in Total ECIC Approved Funds
Only while a budget has a status of New/Reopened are you
able to delete records from the budget
When creating this budget (with a New or Reopened status)
you can only add records, delete records or modify/edit
records
Once the main budget has been Approved you are now
able to create and submit Statements of Expenditures and
Line Item Transfer requests
II.
It is important to enter a Line Item Transfer request prior to a
Statement of Expenditure if you plan on expensing for the
requested adjustment totals within the same quarter
The system will produce an error message if you try to create
more than one SOE or LIT for the same quarter
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Pay Period options include
Once your budget has been Approved
you can
a SOE
by clicking Add
quarterly
asbegin
well as
monthly
selections. At this time
continue using quarterly SOE
You are able to select
pay periods
any of the line items
you have
at Once
this time.
When
saved, your
entering
SalaryLine
and
Items will
populate.
Fringe
Benefits
it is
You will then
need
important
to FIRST
to select
to
enter
the edit
Salary
begin entering
expenses,
otherwise
expense
amounts
an error
will
generate that you
have exceeded the
%35 fringe allowance
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Begin inputting
line item
expenses by
selecting Edit
in the top
navigation
menu
Please note:
1. You willfields
not be
able
to expenseyellow,
any line item
Required
are
highlighted
greater than
$1,000.00
or 110%
the Line
and improved
tabbing
allows
for of
more
Item
Total
intuitive movement
throughout
the
2. Exceeding this rule will trigger an error with
screen. Additionally, key fields have
the Line Item Transaction- not per individual
been renamed for increased
clarity.
record
3. You will not be allowed to expense any line
item over the Approved Budget Total
4. Infant/Toddler expenses can not be greater
than the Expense Amount Total in each record
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You will also trigger an error message if ever trying to
expense for an invoice amount that is higher than the
Total ECIC Approved funds amount.
Entering Infant Toddler Expenses
$1,000.00 or 110% Rule
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When any of the above errors exist in your SOE, the Submit button will
be greyed out until corrected. You are able to save your data and come
back and fix any overages at your convenience.
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Please be sure to save your progress. Hitting cancel will delete the
updates applied to this SOE. The system will generate a popup message
asking if you would like to move forward with canceling and thus lose
ALL of your data.
Once you have completed your SOE and saved your data, you can select to
Submit. The system will then confirm and select yes to complete this process.
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Added: Cumulative
I/T Expenses and I/T
as a percentage
Now color
coded for
better
viewing
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It is also
Follow the same process as SOE creation:
important
First select the payment period,
then hitthat
you
enter
save. The line items will then sync
with
the
responses
to the
budget records. By clicking edit
you can
Line Item
enter any line item and begin inputting
Increases,
transfer details. Always hit save
before Line
exiting this screen to save all Item
data.Decreases,
Cancel
will delete your data.and Impactlocated at the
bottom of the LIT
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Please remember: Line
Item Transfers must
balance by removing and
adding funds between
line items. Negative
transfers will be shown
with a minus mark. For
example -$500.00 for a
removal of funds.
Total transfer
Additions of funds will
amount should be
be shown as the
equal to zero when
following: $500.00. In
you are ready to
this example the
submit.
amounts balance and
Submitting will lock
this LIT could be
your LIT preventing
submitted for approval.
further edits
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Updates include:
 Budget Id
 Populates the
name of the
fiscal contact
person
 Includes two
decimal places
 All numbers
are right
aligned with in
the cell
 Year options
have been
removed
Upcoming Deadlines:
 FY13 First Quarter, October 1 through December 31,
2012, (Due Tuesday January 15, 2013)
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