1. create your futurewww.utdallas.edu Budget Control

2. create your futurewww.utdallas.edu Budget Control Overview Budget Check is a part of Commitment Control. It is a process that ensures available budget exists for a given expense/transaction. A budget checking error occurs when an expense is posted with insufficient or nonexistent budget.

3. create your futurewww.utdallas.edu Budget Control Overview Budget Exceptions Handling Solutions Timeline Case Studies IDT Journals Budget Transfer Journals Spreadsheet Journals Requisitions Session Agenda

4. create your futurewww.utdallas.edu Session Goals Define Exception Handling Review Exception Handling Rules and Guidelines Review Case Studies Provide Action Plan

5. create your futurewww.utdallas.edu What are Budget Errors?

6. create your futurewww.utdallas.edu Budget Check Error Types Budget ControlBudget Check Categories Warnings Errors

7. create your futurewww.utdallas.edu Types of Errors Budget Check Categories Errors Exceeds Control Budget No Budget Exists Exceeds Non-Control Budget Budget is Closed – Date out of Bounds

8. create your futurewww.utdallas.edu Budget Control is active for the following: IDTs and Spreadsheet Journals Expense Reports Travel Authorizations Payroll and Campus Solutions transactions not enabled Purchase Orders Vouchers Budget Journals Budget Control Activity

9. create your futurewww.utdallas.edu Handling Exceptions Change Transaction Change transaction amount Cancel and re-run transaction at a later date Change Budget Adjust amount Provide alternative Cost Center Use another Cost Center with enough budget

10. create your futurewww.utdallas.edu Actions to Correct Budget Checking Errors ErrorIDT JournalGL JournalBudget JournalVouchersTravel Expenses Exceeds Control Budget Update journal with alternative cost center or perform budget transfer to increase funding. Reply to budget checking exception email with alternative cost center or perform budget transfer. Update journal with alternative cost center or update the transfer amount to the available budget in the source cost center. Provide Accounts Payable with an alternative cost center or perform budget transfer to increase funding. Provide Accounts Payable with an alternative cost center or perform budget transfer to increase funding. No Budget Exists Exceeds Non-Control Budget Budget is Closed to Transactions Budget Date is Out of Bounds** Exceeds Budget Tolerance **If you have documentation that your charge is within the grant period, contact your grant specialist.

11. create your futurewww.utdallas.edu Error IDT Journal Exceeds Control Budget Update journal with alternative cost center or perform budget transfer to increase funding. No Budget Exists Exceeds Non-Control Budget Budget is Closed to Transactions Budget Date is Out of Bounds** Exceeds Budget Tolerance **If you have documentation that your charge is within the grant period, contact your grant specialist. Actions to Correct Budget Checking Errors

12. create your futurewww.utdallas.edu Error GL Journal Exceeds Control Budget Reply to budget checking exception email with alternative cost center or perform budget transfer. No Budget Exists Exceeds Non-Control Budget Budget is Closed to Transactions Budget Date is Out of Bounds** Exceeds Budget Tolerance **If you have documentation that your charge is within the grant period, contact your grant specialist.

13. create your futurewww.utdallas.edu ErrorBudget Journals Exceeds Control Budget Update journal with alternative cost center or update the transfer amount to the available budget in the source cost center. No Budget Exists Exceeds Non-Control Budget Budget is Closed to Transactions Budget Date is Out of Bounds** Exceeds Budget Tolerance **If you have documentation that your charge is within the grant period, contact your grant specialist. Actions to Correct Budget Checking Errors

14. create your futurewww.utdallas.edu ErrorVouchers Exceeds Control Budget Provide Accounts Payable with an alternative cost center or perform budget transfer to increase funding. No Budget Exists Exceeds Non-Control Budget Budget is Closed to Transactions Budget Date is Out of Bounds** Exceeds Budget Tolerance **If you have documentation that your charge is within the grant period, contact your grant specialist. Actions to Correct Budget Checking Errors

15. create your futurewww.utdallas.edu ErrorTravel Expenses Exceeds Control Budget Provide Accounts Payable with an alternative cost center or perform budget transfer to increase funding. No Budget Exists Exceeds Non-Control Budget Budget is Closed to Transactions Budget Date is Out of Bounds** Exceeds Budget Tolerance **If you have documentation that your charge is within the grant period, contact your grant specialist. Actions to Correct Budget Checking Errors

16. create your futurewww.utdallas.edu ErrorRequisition in eProcurement Exceeds Control Budget Copy the requisition into a new cart and add an alternative cost center or perform budget transfer to increase funding. No Budget Exists Exceeds Non-Control Budget Budget is Closed to Transactions Budget Date is Out of Bounds** Exceeds Budget Tolerance **If you have documentation that your charge is within the grant period, contact your grant specialist. Actions to Correct Budget Checking Errors

17. create your futurewww.utdallas.edu Notifications Department Reviewer Finance and Procurement PCard, Travel, AP Vouchers and Service Center Billing

18. create your futurewww.utdallas.edu If a Cost Center has a budget exception that is three business days old and no alternative cost center is submitted, the transaction automatically posts to the Division/School Cost Center. Clearing Exceptions

19. create your futurewww.utdallas.edu Budget Control at the Cost Center level Cost Center Available Balance

20. create your futurewww.utdallas.edu At month-end if a cost center with budget exceptions is not corrected by the departmental month-end close deadline (the 2nd business day of the following month), the transaction automatically posts to the Division/School cost center. Clearing at Month-end

21. create your futurewww.utdallas.edu The Division/School needs to transfer the cost from the Division/School clearing cost center to an alternative cost center within 10 business days once you receive the month-end close notice. Clearing at Month-End Pg 3

22. create your futurewww.utdallas.edu Case Studies?

23. create your futurewww.utdallas.edu Exception Handling Steps Review Error IDT – click Error link Budget Journals – click Error link eProcurement – check Action Item Spreadsheet Journals - Look for email from Finance/Procur ement Check Cost Center Use Available Balance on Budgets Overview or Budget Details Use Available Fund Balance Overview Correct Budget or provide new Cost Center Create Budget Transfer Decrease amount of Journal Re-submit Journal or copy cart and inform AP Edit IDT or Budget Journal as you go Pg 3

24. create your futurewww.utdallas.edu Notifications Example Greetings, The following errors occurred while processing the attached transactions. Find the cost centers associated with your User ID on the attached file. Please provide a correction within the next 3 business days but no later than the departmental month-end close deadline, the 2 nd business day of the following month. If a correction cannot be provided within the specified time frame, the transaction will be posted to the School/Division Head’s central cost center for future correction. Any transactions recorded to the central cost center must be transferred to an appropriate cost center within 10 business days of the month-end close. If you have any questions about the attached errors, please reply to this email and we will assist in any way possible. Your immediate attention is appreciated and thank you in advance!

25. create your futurewww.utdallas.edu Budgets Overview Can you expect an Exception Error? How do we resolve this?

26. create your futurewww.utdallas.edu Review Available Budget The Available Fund Balance represents the real net funding in a Cost Center The Budgets Overview balance compares planned activity (the budget) to actual activity

27. create your futurewww.utdallas.edu IDT Journal Journal 141524 1.How do you handle Exception Error? 2.What are the steps we need to use? IDT Journal Exception Example 1

28. create your futurewww.utdallas.edu

29. create your futurewww.utdallas.edu IDT Journal Exception Example 1

30. create your futurewww.utdallas.edu What will you do to correct this Exception? How do we resolve this? IDT Journal Exception Example 1

31. create your futurewww.utdallas.edu What will you do to correct this Exception? How do we resolve this? IDT Journal Exception Example 1

32. create your futurewww.utdallas.edu What will you do to correct this Exception? How do we resolve this? IDT Journal Exception Example 1

33. create your futurewww.utdallas.edu You’ll need to edit the IDT Journal! The goal is to show V on Budget Status.

34. create your futurewww.utdallas.edu Open this journal and click E What will you do to correct this Exception? How do we resolve this? IDT Journal Exception Example 1

35. create your futurewww.utdallas.edu Journal 141531 1.How do you handle Exception Error? 2.What are the steps we need to use? IDT Journal Exception Example 2

36. create your futurewww.utdallas.edu IDT Journal Exception Example 2

37. create your futurewww.utdallas.edu Budget Transfer Journal Journal 141522 1.What does the error mean? 2.What are the steps we need to use? 3.Why not a Budget Adjustment Journal? Budget Journal Example

38. create your futurewww.utdallas.edu What will you do to correct this Exception? How do we resolve this?

39. create your futurewww.utdallas.edu Spreadsheet Journal Example What notification will you receive for Service Center, PCC, Travel, related Budget Exceptions?

40. create your futurewww.utdallas.edu Spreadsheet Journal Example Greetings, The following errors occurred while processing the attached transactions. Find the cost centers associated with your User ID on the attached file. Please provide a correction within the next 3 business days but no later than the departmental month-end close deadline, the 2 nd business day of the following month. If a correction cannot be provided within the specified time frame, the transaction will be posted to the School/Division Head’s central cost center for future correction. Any transactions recorded to the central cost center must be transferred to an appropriate cost center within 10 business days of the month-end close. If you have any questions about the attached errors, please reply to this email and we will assist in any way possible. Your immediate attention is appreciated and thank you in advance! What notification will you receive for Service Center, PCC, Travel, related Budget Exceptions?

41. create your futurewww.utdallas.edu Spreadsheet Journal Example What notification will you receive for Service Center, PCC, Travel, related Budget Exceptions?

42. create your futurewww.utdallas.edu Requisition Example

43. create your futurewww.utdallas.edu Contacts

44. create your futurewww.utdallas.edu Contacts www.utdallas.edu/budget www.utdallas.edu/afr www.utdallas.edu/procurement

45. create your futurewww.utdallas.edu Summary

46. create your futurewww.utdallas.edu Summary – Exception Handling Steps Review Error IDT – click Error link Budget Journals – click Error link eProcurement – check Action Item Spreadsheet Journals - Look for email from Finance/Procur ement Check Cost Center Use Available Balance on Budgets Overview or Budget Details Use Available Fund Balance Overview Correct Budget or provide new Cost Center Create Budget Transfer Decrease amount of Journal Re-submit Journal or copy cart and inform AP Edit IDT or Budget Journal as you go

47. create your futurewww.utdallas.edu Budget ControlTypes of Errors Warnings Errors Exceeds Control Budget No Budget Exists Exceeds Non-Control Budget Budget is Closed – Date out of Bounds Summary – Possible Errors

48. create your futurewww.utdallas.edu How can you apply what you learned? What are the most frequent Errors you think you’ll see? Summary – What you got out of today