Budget

The Budget Journal Reference Manual has been updated. Other information that has been included in the new manual:

• Searching for and Viewing a Budget Journal on the General Ledger
• Journal Inquiries for the Budget_Fin Ledger
• Viewing a Budget Journal in the General Ledger 
• Viewing the Ledger Summary page

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Budget Journal Copy process update

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).

(See original item regarding Budget Journal Copy item posted on Finsys News September 4)

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I used a budget line last year, why isn't it available this year for my non-sponsored ChartField string?

Many assume that if a budget line was used in one fiscal year it would automatically be set up in the new fiscal year, as happened when CUFS was our financial system. That's not the case with PeopleSoft Financials. Each year a ChartField string is needed the line has to be set up either as part of the budgeting process or by entering a budget JE (for both the Budget_Fin ledger and the KK_Expense ledger).

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Budget Journal Entry Update

Following is an update to the business process for all future budget journal entries into BUDGET_FIN:

All budget journal entries into BUDGET_FIN that have a Project ID should use an analysis type of BD1 instead of GLE. This includes budget reallocations and new entries.

If GLE is used, it will cause the journals to be cost collected in Grants, Projects, and Contracts (GPC) and the transactions will be billed. A new analysis type, BD1, has been created to be used for budget journals instead of GLE because budget transactions should not be billed.

This process is to be used on an on-going basis, not just through the July 18th cutoff for budget adjustments.

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Budget preparation: Detailed Budgeting Page Errors (5/28/09)

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.

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Previously, we budgeted to the line item; in the new financial system, are we budgeting down to the individual?

Although it is not required, there is the potential to budget to an individual employee if it meets the needs of a unit.

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Previously, we didn't revise a budget during the fiscal year. Will we be able to do so in EFS?

Once a fiscal-year budget is submitted, it is final. No modifications may be made.

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I have budget checking errors. What should I do before contacting the helpline? (09/04/08)

Resolution: When you receive a budget checking error, please use this job aid to see if a budget has been set up. The instructions walk through this process.

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.

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