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Budget Document Long (BDL) Preparation Process FY 09-10. Eva Burnett and Anita Polendo Budget Planning and Development. General Information.

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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
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.
  • Each division may have additional requirements and deadlines pertaining to the BDL process. Consult with your financial area representative, as appropriate.
general information account groups
General InformationAccount 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)
general information1
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

before getting started know your accounts bhg command
Before Getting StartedKnow 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 Document Status Bud Acct Grp Document Status

---- -------- ---------------------- ---- -------- ----------------------

* 14023500 Final Approval * 14039902 Final Approval

* 14023501 Final Approval 14195120

14023502 14199520

14023505 * 14199921 Final Approval

* 14023700 Final Approval * 14199922 No Document Exists

* 14029906 Final Approval * 14199923 Final Approval

* 14029909 Final Approval * 14199924 Final Approval

* 14029910 Final Approval * 14680570 Final Approval

* - Account Group is budgeted

getting started creating bdl for next year
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.

  • 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.

bdl cover sheet
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)

Sample

cover sheet action field options
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.

bdl sections
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

section 1 budget summary
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

new sub accounts
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.

salary line item options faculty a p classified
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 Get an assigned EID for Line-Item

H View HISTORY of recommendations for a Line Item

J View COLLAPSED JOB-CODE information (Classified only)

B Change the Line-Item to a BLANK LINE

C COPY an entry to a new Line-Item entry

D DELETE the line-item recommendation

F View/Update the FOOTNOTES of a Line-Item

I Delete all Line-Items within Sub-Acct

N View/Update employee information

L Change the entry back to the LAST APPROVED Values

X View/Update the ITEMIZED DETAIL of Line Item

Z UN-DO the Deletion of a Line Item

section 2 faculty salaries
Section 2Faculty Salaries

Detail Entry for a Line-Item in Account: 14-1234-0001 Item: 0016 Section 02

-----------------------------------------------------------------

Previous Recommended Recommended for 09-10

EID...........: hwb1234 Henrietta W Potter hwp1234 Henrietta W Potter

Job-Class-Code: 0016 Prof And Dept Chair 0016 + Prof And Dept Chair

Begin/End MMDD: 0901 / 0531 0901 / 0531

Percent-Time..: 10000 10000

Rate..........: 68100 Prior 68100 + Calc-Stipend: 68100

Amount........: 68100 Yr Amt: 68100 + 68100 + Override: _______

Months (Basis): 09 L/A-Type: 09 L/A-Type: __

Reason-Code...: _

Associated-EID: ________ Override-Sort-Order: _

Tenure-Status....: TN

Current New Budget Admin-Officer....: _

08-09 09-10 %-Inc Nepotism.........: +

Basis Rate Type-Rate Basis Rate (Dec) Prof-Emeritus....: _

68,100 TOTAL 68,100 3.1 Phased-Retirement: _

10 68,100 ACADEMIC 10 68,000 3.1 Modified-Service.: _

ADMIN-PROF Footnotes........: +

CLASSIFIED

section 3 administrative professional
Section 3Administrative & Professional

Detail Entry for a Line-Item in Account: 14-1234-0009 Item: 0001 Section 03

-----------------------------------------------------------------

Previous Recommended Recommended for 09-10

EID...........: ab1234 Abigail Boyd ab1234 Abigail Boyd

Job-Class-Code: 0861 Dir, Academic Computing 0861 Dir, Academic Computing

Begin/End MMDD: 0901 / 0831 PosID: 100MM 0901 / 0831 PosID: 100MM

Percent-Time..: 10000 10000

Rate..........: 90000 Prior 90000 Calc-Stipend: 90000

Amount........: 90000 Yr Amt: 90000 + 90000 Override: _______

Months (Basis): 12 L/A-Type: 12 L/A-Type: __

Reason-Code...: _

Associated-EID: ________ Override-Sort-Order:

Tenure-Status....: __

Current New Budget Admin-Officer....: X

08-09 09-10 %-Inc Nepotism.........:

Basis Rate Type-Rate Basis Rate (Dec) Prof-Emeritus....: _

90,000 TOTAL 90,000 4.4 Phased-Retirement: _

ACADEMIC Modified-Service.: _

12 90,000 ADMIN-PROF 12 90,000 4.4 Footnotes........:

CLASSIFIED

section 4 classified salaries
Section 4Classified Salaries

Detail Entry for a Line-Item in Account: 14-1234-0010 Item: 0006 Section 04

-----------------------------------------------------------------

Previous Recommended Recommended for 09-10

EID...........: cd4567 Clara Daye cd4567 Clara Daye

Job-Class-Code: 3668 Records Tech II 3668 + Records Tech II

Begin/End MMDD: 0901 / 0831 PosID: 1005AT 0901 / 0831 PosID: 1005AT

Percent-Time..: 10000 10000

Rate..........: 35000 Prior 35000 Calc-Stipend: 35000

Amount........: 35000 Yr Amt: 35000 + 35000 Override: _______

Months (Basis): 12 L/A-Type: 12 L/A-Type: __

Reason-Code...: _

Associated-EID: ________ Override-Sort-Order:

Tenure-Status....: __

Current New Budget Admin-Officer....: _

08-09 09-10 %-Inc Nepotism.........:

Basis Rate Type-Rate Basis Rate (Dec) Prof-Emeritus....: _

35,000 TOTAL 35,000 3.0 Phased-Retirement: _

ACADEMIC Modified-Service.: _

ADMIN-PROF Footnotes........:

12 35,000 CLASSIFIED 12 35,000 3.0

sections 5 all other expenditure sub accounts
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)

Sample

expenditure sub accounts
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

NEW

section 6 revenue sub accounts
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

NEW

revenue sub accounts cont d
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 98only
  • Transfers TO - Appropriation Code T2 sub-account 98 only

Beginning Balance

  • BB Appropriation Code with 98 sub-account
section 7 general budget group information
Section 7General 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..: __________________________________________________________ +

bdl reconciliation e g
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

bdl reconciliation non e g
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

Expenses

Section 6 – Revenue Sub-Accts: Income

Transfers

Beg Balances

Revenue

Section 7 – General Budget Group Information

Section 8 – Reconciliation

Section 9 – Departmental Codes

section 8 reconciliation
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 117,508

ADJUSTED ALLOWABLE 1,425,837

Total 09-10 Document Amount for Budget Group 1,425,837

Reconciliation Balance: over/(under) budget 0

A balanced budget must be submitted.

final steps
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.
bdl hands on workshops
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 1st9 – 12:00 noon
  • Mon, April 6th 9 – 12:00 noon
  • Tue, April 7th 1 – 4:00 p.m.

Downtown Classroom – FS 2.134E

  • Thu, Apr 2nd 9 – 12:00 noon
budget contacts
Budget Contacts

Office of Budget Planning & Development

Budget.office@utsa.edu