Transcript Budget Document Long (BDL) Preparation Process FY 09-10

Budget Document Long
(BDL)
Preparation Process
FY 09-10
Eva Burnett and Anita Polendo
Budget Planning and Development
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.
Budget Group
(first 8 numbers)
Budget Category
(Sub-Account)
Fund Group
14

023500
50
Each division may have additional requirements and deadlines pertaining
to the BDL process. Consult with your financial area representative, as
appropriate.
2
General Information
Account 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)
3
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 @4343
Maria Alvarez @4556
Marta Petiton @4346
4
Before Getting Started
Know 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
-------14023500
14023501
14023502
14023505
14023700
14029906
14029909
14029910
_
Document Status
---------------------Final Approval
Final Approval
Final
Final
Final
Final
Approval
Approval
Approval
Approval
Bud Acct Grp
---- -------*
14039902
14195120
14199520
*
14199921
*
14199922
*
14199923
*
14199924
*
14680570
Document Status
---------------------Final Approval
Final Approval
No Document Exists
Final Approval
Final Approval
Final Approval
* - Account Group is budgeted
5
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.
6
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)
7
Cover Sheet
Action Field Options
Enter a "?" in the Action field to view options available. A pop-up window
with a list of Actions will appear on the screen.
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
8
BDL Sections
The BDL document contains nine sections for
updating and creating budget lines.
Section 1 – Summary of Budget Group
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 6 – Revenue Sub-Accts: Income
Transfers
Beg Balances
Section 7 – General Budget Group Information
Section 8 – Reconciliation
Section 9 – Departmental Codes
9
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
10
New Sub-Accounts
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
Enter the recommended amount on this screen.
11
Section 2
Faculty 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
_ 0017
0010 : Professor
RTK5678
Robert T Kirkland
10000 0901 0531 09 RATE:
(TN)
AMOUNT:
(PF2 ==> Add a new Line-Item)
65400
65400
Sub-Acct Total:
65400
65400
600,000
12
Salary Line Item Options –
Faculty, A&P, Classified
Type ? 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
H
J
B
C
D
F
I
N
L
X
Z
Get an assigned EID for Line-Item
View HISTORY of recommendations for a Line Item
View COLLAPSED JOB-CODE information (Classified only)
Change the Line-Item to a BLANK LINE
COPY an entry to a new Line-Item entry
DELETE the line-item recommendation
View/Update the FOOTNOTES of a Line-Item
Delete all Line-Items within Sub-Acct
View/Update employee information
Change the entry back to the LAST APPROVED Values
View/Update the ITEMIZED DETAIL of Line Item
UN-DO the Deletion of a Line Item
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Section 2
Faculty Salaries
Detail Entry for a Line-Item in Account: 14-1234-0001 Item: 0016
Section 02
----------------------------------------------------------------Previous Recommended
Recommended for 09-10
EID...........:
Job-Class-Code:
Begin/End MMDD:
Percent-Time..:
Rate..........:
Amount........:
Months (Basis):
Reason-Code...:
Associated-EID:
Current
08-09
Basis Rate
68,100
10
68,100
hwb1234 Henrietta W Potter
0016
Prof And Dept Chair
0901 / 0531
10000
68100
Prior
68100
Yr Amt: 68100 +
09
L/A-Type:
_
________
Type-Rate
TOTAL
ACADEMIC
ADMIN-PROF
CLASSIFIED
New Budget
09-10
Basis Rate
68,100
10
68,000
%-Inc
(Dec)
3.1
3.1
hwp1234 Henrietta W Potter
0016 + Prof And Dept Chair
0901 / 0531
10000
68100 + Calc-Stipend: 68100
68100 + Override: _______
09
L/A-Type: __
Override-Sort-Order: _
Tenure-Status....: TN
Admin-Officer....: _
Nepotism.........: +
Prof-Emeritus....: _
Phased-Retirement: _
Modified-Service.: _
Footnotes........: +
14
Section 3
Administrative & Professional
Detail Entry for a Line-Item in Account: 14-1234-0009 Item: 0001
Section 03
----------------------------------------------------------------Previous Recommended
Recommended for 09-10
EID...........:
Job-Class-Code:
Begin/End MMDD:
Percent-Time..:
Rate..........:
Amount........:
Months (Basis):
Reason-Code...:
Associated-EID:
ab1234 Abigail Boyd
0861
Dir, Academic Computing
0901 / 0831
PosID: 100MM
10000
90000
Prior
90000
Yr Amt:
90000 +
12
L/A-Type:
_
________
Current
New Budget
08-09
09-10
Basis Rate
Type-Rate Basis Rate
90,000
TOTAL
90,000
ACADEMIC
12
90,000 ADMIN-PROF 12
90,000
CLASSIFIED
%-Inc
(Dec)
4.4
4.4
ab1234 Abigail Boyd
0861
Dir, Academic Computing
0901 / 0831
PosID: 100MM
10000
90000
Calc-Stipend: 90000
90000
Override: _______
12
L/A-Type: __
Override-Sort-Order:
Tenure-Status....: __
Admin-Officer....: X
Nepotism.........:
Prof-Emeritus....: _
Phased-Retirement: _
Modified-Service.: _
Footnotes........:
15
Section 4
Classified Salaries
Detail Entry for a Line-Item in Account: 14-1234-0010 Item: 0006
Section 04
----------------------------------------------------------------Previous Recommended
Recommended for 09-10
EID...........:
Job-Class-Code:
Begin/End MMDD:
Percent-Time..:
Rate..........:
Amount........:
Months (Basis):
Reason-Code...:
Associated-EID:
cd4567 Clara Daye
3668
Records Tech II
0901 / 0831
PosID: 1005AT
10000
35000
Prior
35000
Yr Amt:
35000 +
12
L/A-Type:
_
________
Current
New Budget
08-09
09-10
Basis Rate
Type-Rate Basis Rate
35,000
TOTAL
35,000
ACADEMIC
ADMIN-PROF
12
35,000 CLASSIFIED 12
35,000
%-Inc
(Dec)
3.0
cd4567 Clara Daye
3668 + Records Tech II
0901 / 0831
PosID: 1005AT
10000
35000
Calc-Stipend: 35000
35000
Override: _______
12
L/A-Type: __
Override-Sort-Order:
Tenure-Status....: __
Admin-Officer....: _
Nepotism.........:
Prof-Emeritus....: _
Phased-Retirement: _
Modified-Service.: _
Footnotes........:
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)
17
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
18
Section 6
Revenue Sub-Accounts
Income, Transfers, and Beginning Balances.
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
19
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
20
Section 7
General 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..: __________________________________________________________ +
21
BDL Reconciliation (E&G)
Section 1 – Summary of Budget Group
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 6 – Revenue Sub-Accts:
Income
Transfers
Beg Balances
Section 7 – General Budget Group Information
Section 8 – Reconciliation
Section 9 – Departmental Codes
22
BDL Reconciliation (Non E&G)
Section 1 – Summary of Budget Group
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 6 – Revenue Sub-Accts:
Income
Transfers
Beg Balances
Expenses
Revenue
Section 7 – General Budget Group Information
Section 8 – Reconciliation
Section 9 – Departmental Codes
23
Section 8
Reconciliation
>> 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
ADJUSTED ALLOWABLE
Total 09-10 Document Amount for Budget Group
Reconciliation Balance:
over/(under) budget
117,508
1,425,837
1,425,837
0
A balanced budget must be submitted.
24
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.
25
BDL Hands-on Workshops
Join budget staff to work on your BDL’s at one of
the scheduled workshops:
HSS 2.02.02
 Wed, April 1st
 Mon, April 6th
 Tue, April 7th
9 – 12:00 noon
9 – 12:00 noon
1 – 4:00 p.m.
Downtown Classroom – FS 2.134E
 Thu, Apr 2nd
9 – 12:00 noon
26
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]
[email protected]
27
Questions
28