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Budget - UBO Budget Developer Forms

Distribution

UVA UBO Budget Developer

Related Procedures

None.

Ownership

The Director of the Budget is responsible for ensuring that this document is necessary, that it reflects actual practice, and that it supports University policy.

IS Access/ Responsibilities Form
UVA UBO Budget Developer
B ® OK
Navigator

1.   Log into IS Applications using the UVA UBO Budget Developer responsibility.

2.   Double click on Budget Forms to see the two forms available for budgeting. 

GM Budget Submission

All the Project-Task-Awards (PTAs) for the award types shown below must be loaded into IS with the IS GM Budget form:

SG

state general

LG

local general

LC

local chairs

SS

state sales and services

LS

local sales and services

SA

state auxiliary

LA

local auxiliary

EI

endowment income allocated centrally by the UBO

DI

gifts allocated centrally by the UBO

SR

state restricted

LO

local other

GM Budget Form

The Display Year and Display Version fields of the GM Budget Form function in exactly the same way as on the GL Budget Form. You need only to key your desired criteria and click Query ® Run to filter the data accordingly.

In the Project Number, Task Number, and Award Number fields you must use IS's standard Query functionality:

NOTE: As with the GL Budget Form the UVA UBO Budget Developer can edit all the fields on this form. Please make changes carefully.

3.   Use the List of Values (LOV) to enter the Project, Task and Award (fields at top center of the form) for which you would like to budget.  Once you select the project, the LOV for the task and award automatically identify the appropriate values attached to the project selected.  The organization value will default in as the award owning organization.  You can see the entire PTAEO combination when you run the corresponding Discoverer report. The form will not check PTA combinations until you save. If you have several combinations you will have to find the specific error(s) yourself. Selecting the Project value from the LOV instead keying it in eliminates such errors.

IMPORTANT! Only previously approved and linked PTAs should be included on this submission.  These are available on the Discoverer report, IS_FM.Active & Inactive Award-Project-Task Combinations.

4.   Place your cursor in the BUDGET: Expenditure Type field.  Use the LOV to select the expenditure type and enter an amount.

5.   To budget any FTEs, place your cursor in the FTE: Expenditure Type field and use the LOV to select the appropriate FTE expenditure type.

6.   Enter the appropriate FTE value.

7.   Save your work.

NOTE: If you receive the following error message:

PTAEO ERROR:-Expenditure Item Date is Not Valid for Expenditure Type-Expenditure Type Code is not valid-No Non Labor Resource for the Expenditure Type-No Non Labor Resource Organization for the Expen

you have entered an invalid Project – Task-Award (PTA) combination.  You will need to enter a valid PTA combination before saving.  Using your list of values should help you find the valid combination.

8.   Use the Query function (Query ® Enter) to find budget data previously saved.  You can query up previously saved information and make necessary edits or deletions.

GL Budget Form

The GL Budget form uses two slightly different Query methods for retrieving data.

NOTE: The Display Year and Display Version fields are customizations of standard IS functionality that apply only to the custom budget forms.  They do not query the usual IS tables to retrieve the data called by their criteria values.  The coding required to achieve this necessitates this departure from standard IS functionality of the Query menu.

9.   Use the List of Values (LOV) or manually key the appropriate values to enter the Entity, Project, Fund Source, Object Code and Amount for which you will budget.  The Object Code LOV will be limited to the revenue and transfer objects codes. The organization will default in as the project owning organization and the future segment will default in as “0000” to complete the GL accounting string.  You can see the entire GL Account String when you run the corresponding Discoverer report.

NOTE: The Period Year, Version and Description fields are not available to the UVA Budget Developer responsibility.  For UVA Budget Developers, the Display Year will always default to the subsequent fiscal year.  For example, if a Uva Budget Developer is entering data in March 2002, the Display Year will always be 2003 for next fiscal year.  For UVA Budget Developers, the Display Version will always default to “O” for Original Budget.  UVA UBO Budget Developers will have access to these two fields to edit and query on prior fiscal years or revised data (Version “R”).

10. The Account Description will identify the account names of the values for the lines on which your cursor rests.

11. Save your work.

12. The system will validate the GL Account String entered.  If you receive the following error message:

Code Combination is Not Established, Please Contact the Budget Office.

      Click OK and contact the Budget Office as they will need to create this GL Account String and ensure it passes the appropriate cross-validation rules.

13. Use the Query function  (Query ® Enter) to find budget data previously saved.  You can query up previously saved information and make necessary edits or deletions.