BUDGET DEVELOPMENT Budgeting for Operations

1. BUDGET DEVELOPMENTBudgeting for Operations

2. Key Points • Budget 4% admin fee on designated indexes in account code 62889A • Please try to budget as close to actuals in each account code as possible • A maximum of $5,000 is allowed in 62899. • If budget is initially showing in accounts ending in “00”, the budget should be moved and those accounts deleted. • All accounts that have $0 budgeted need to be deleted. • Use A14GL1 as the Budget Phase and FY2014 as the Budget ID when entering your budget information. • DO NOT budget IDC or Grant funds (436%, 437%, 4W%, or 425%-429%) • DO NOT budget in personnel account codes used in Salary Planner (61123-61130)

3. Select the Finance Services tab at the top of MyInfo and then click the Budget Development link in the menu below

4. From here there are 3 options. Choose “Create Budget Worksheet”

5. Click the “Create Query” button without changing any other parameters on the screen.

6. Make sure that at least the top two boxes are checked when selecting columns to display amounts.

7. MUST HAVE:CHART OF ACCOUNTS=1BUDGET ID=FY2014BUDGET PHASE=A14GL1

8. Selecting and Adding Your Index • Click on the Index button to select the proper index. This process ensures the proper fund, org, and program components is pulled in with your index. CLICK ON INDEX BUTTON

9. In the Index Criteria box you can enter your index number.

10. Your index will display on your screen with a link. Click on the link under the Index heading.

11. Once you have clicked the link, the correct fund, org and program will pull into the screen. The index will not display at this point. FUND, ORG, AND PROGRAM WILL BE POPULATED, BUT NOT THE INDEX.

12. Do not change the Budget Duration Code or Display Fin Mgr from options. Check to include: all boxes. Click the Submit button. DO NOT CHANGE CHECK TO INCLUDE ALL OF THE OPTIONS. CLICK HERE

13. Making Changes to Your Budgets • 3 Options for Making Changes: • Decreasing the current budget amount • Increasing the current budget amount • Creating budgets for additional account codes

14. To start, the program will automatically pull in the accounts that are currently budgeted within your index as well as the budgets associated with them.

15. Leave the rounding at 1.00 to round to the nearest whole dollar amount.

16. Decreasing Budget Amounts • Enter the amount, in whole dollars, by which you would like to decrease each specific account code as a negative number in the “Change Value” column.

17. Increasing Budget Amounts • Enter the amount, in whole dollars, by which you would like to increase each specific account code as a positive number in the “Change Value” column.

18. Adding Budget to New Account Code • There is an area for adding new rows at the bottom of the screen. Enter the account code in which you wish to add budget as well as the proposed budget amount, in whole dollars.

19. Calculating Changes • Once you have entered all of your information, you can click the “Calculate” button to see the proposed changes you have made to your budget.

20. You will now see the amounts that you entered in the “Cumulative Change” column and the calculated new budget in the “New Budget” column.

21. Posting Budgets • Once you have verified that your budget amounts are correct, press the “Post” button.

22. Summary of Changes Posted • After posting, there will be a summary of changes by account type at the bottom of the screen. In most instances your cumulative change should be $0.00.

23. Deleting Accounts • After posting, if you have any accounts codes with the New Budget column equal to zero, these need to be deleted. Check the “Delete Record” box and hit the “Post” button again.

24. Although the account code still appears after posting the change, it now has a notation in the status column (DEL) that indicates it will be deleted.

25. Budgeting Additional Indexes

26. Report to Verify Operation and Position Budgets Combined • Go to the Banner Report Web (https://sais.montana.edu) • Click on the Banner Application Switchboard Link • Log In using your Banner ID and Password • On the left in the dropdown box, select Finance Reports • Click on the Budget Preliminary Summary report (2 below the box)

27. Click Execute Report(s) to run. • In the Org field, enter the Org you would like to view. • In the Fiscal Year field enter FY2014 • In the OBPH Code field enter A14GL1 When the report is done running, click the TXT link next to the report you would like to view.

28. The top portion of this report will show you what you have budgeted, in the listed Index, on the “List by Position” or Budget side of Salary Planner for each position listed. PLEASE verify this is what you would like budgeted for that particular Index. The bottom portion will show you what you budgeted for each account code in your operations in Budget Development. Make sure that you have not budgeted amounts in the account codes listed in the top portion (this would double the budget in position account codes) The total listed for your Index is the total amount budgeted in positions and operations. This amount should NOT exceed the amount that was allocated to this Index by your executive.

29. What do I do if I find discrepancies? If you have questions or need assistance, please contact Megan Bergstedt: mbergstedt@montana.edu 994-1834