A Business Process Managed by University Budget
Budgeting in EFS
University Budget prepares the University's budget and coordinates with Resource Responsibility Centers on the preparation of budgets for each campus, college, department, or administrative unit.
The budgeting process
Departments create line-item budgets from historical data using current year instructions and assumptions, and forecasts from the campus/college/administrative unit compact.
There are three types/pages of budgets available in the financial system: a detailed budget, a position budget, and an asset budget. See "Budget Types" below.
Once the entire budget for a fiscal year has been submitted, users will still be able to view the budget pages but no additional entry to the pages will be allowed.
Specific enhancements to the budget solution include:
- the creation of capital asset budgeting functionality.
- there will be spreadsheet upload/download options.
- budgets may be created offline and uploaded.
- RRC-level budget cannot "submit" unless it balances to the Budget Office allocations.
- ability to view year-to-date actuals.
- ability to view current-year asset budget with adjustments.
The detailed budget page will be the primary tool for budget entry and analysis at the DeptID level. It will be used during the final stage of the University budget process, after budget development worksheets and target allocations are completed.
The position budget will be summarized and transferred to the detailed budget page. Position data will be loaded into the position budget page from HRMS. Users will then be able to make modifications to the data as needed, and will even be able to budget for anticipated positions.
On the asset budget page, users will have the ability to view year-to-date actuals and the current-year asset budget with adjustments. The asset budget will also be able to extract data, so depreciation calculations for existing assets will already be done, based on the depreciation schedule from the extract. New-asset depreciations will be based on a blended depreciation schedule from Asset Management.
Policy & Procedure
Training and instructions for how to budget are available on the annual budget instructions web page.
BU01 Budget Setup, central tasks
BU02 Budget Development Worksheet
BU03 Asset Budgeting
BU04 Position Budgeting
BU05 Final Budgeting
BU06 Budget Maintenance, incl KK Jrnls & Combo Cds
BU07 Budget Reporting
BU80 Batch Processing
Budget Exclusion/Combo Code Deactivation
About nonsponsored budget exclusion (and combo code deactivation)
Request Form (pdf)
Frequently Asked Questions & Updates
Budgets for nonsponsored activity are specific to a fiscal year. They do not roll over automatically. Each year that a chartstring is needed the budget line has to be created as part of the budgeting process or by entering a budget journal in Commitment Control.
If you are planning to add a detailed ChartField value (CF1, CF2, EmplID) to a current ChartField string that does not contain these optional fields, please understand that any carryforward associated with the original non-detailed ChartField string of Fund, DeptID, Program, and Account will remain with that original string.
If you wish to move some or all of the carryforward to the new more detailed ChartField string, you must plan to do a fund transfer in from the original ChartField string to the new ChartField string.
To ensure that your budget reflects your plans and shows the correct resources lined up with planned expenditures, you must enter a fund transfer for that carryforward in your final detailed budget. That is, budget a transfer out of the desired amount of carry forward in the original ChartField string and budget a transfer in of the same amount to the new ChartField string with the optional fields.
Then, after the start of the fiscal year, you must do a journal entry to transfer the funds from the original ChartField string to the detailed ChartField string.
A change was scheduled to be made on September 7 that allowed users to enter a BUDGET_FIN journal in the general ledger that would automatically create the corresponding entry in commitment control. This change will instead take effect September 9. Anything entered in the interim without a corresponding line on the KK_EXPENSE ledger will fail budget checking tonight, but will be picked up and re-processed tomorrow night and will go through (provided there are no other errors).
People have been getting errors on the Detailed Budgeting page. The errors may occur when people attempt to either refresh or validate their budgets. The error displays the following message:
THE BUDGET PROCESS JUST RUN HAS ENCOUNTERED AN UNEXPECTED ERROR. IT DID NOT COMPLETE THE PROCESS REQUESTED FOR THIS DEPTID'S BUDGET. PLEASE CONTACT YOUR TECHNICAL SUPPORT PERSON.
We are actively working to try to eliminate the circumstances that cause this error. The circumstances that cause this error are that the system is set to bring back an error message if the job does not complete in two minutes. The jobs in the past two days have been waiting up to 10 minutes in a queue before they start to process. Once they complete, there is no message returned to the user that the job is finished.
If you get this error, wait 10 minutes and then search again on the page. After the 10 minutes the job should have completed and lines will have been processed.
Remember, the Budget Office is running the batch refresh job periodically, so you should rarely have need to run the refresh job yourself. As always, remember to save your work prior to running refresh or validate so that no data is lost.
If the budget checking errors are on a requisition or purchase order and you have multiple lines in error, first navigate to Commitment Control > Review Budget Check Exceptions > Purchasing and Cost Mgmt > Req or PO. This will show you all of the errors. Then use job aids and your training materials to correct the situation.
When you receive a budget checking error, please use check to see if a budget has been set up.
If a budget does not exist, the person in your Cluster authorized to enter budget journals will need to set one up, even if it is only for $0 dollars--information on this is included in the instructions. Be aware that for sponsored projects you may need to work with your unit/college grants specialist or your Grant Administrator in Sponsored Projects Administration (SPA) to get a budget line set up.
If a budget error still exists after following the instructions/setting up a budget line, then contact the University Financial Helpline for assistance.