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•••••••••••••••••••••••••••••••••••••••••••••Budget Control

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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.

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• Budget Control Overview

• Budget Exceptions Handling

• Solutions

• Timeline

• Case Studies

• IDT Journals

• Budget Transfer Journals

• Spreadsheet Journals

• Requisitions

Session Agenda

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Session Goals

• Define Exception Handling

• Review Exception Handling Rules

and Guidelines

• Review Case Studies

• Provide Action Plan

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•••••••••••••••••••••••••••••••••••••••••••••What are Budget Errors?

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Budget Check Error Types

Budget Control Budget Check Categories

Warnings

Errors

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Types of Errors

Budget Check Categories Errors

Exceeds Control Budget

No Budget Exists

Exceeds Non-Control Budget

Budget is Closed – Date out of Bounds

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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

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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

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Actions to Correct Budget Checking Errors

Error IDT Journal GL Journal Budget Journal Vouchers Travel 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.

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Error IDT Journal

Exceeds Control Budget Update journal with alternative cost center or perform budget transfer to increase funding.

No Budget ExistsExceeds Non-Control BudgetBudget is Closed to TransactionsBudget 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

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Error GL Journal

Exceeds Control Budget Reply to budget checking exception email with alternative cost center or perform budget transfer.

No Budget ExistsExceeds Non-Control BudgetBudget is Closed to TransactionsBudget Date is Out of Bounds**Exceeds Budget Tolerance

**If you have documentation that your charge is within the grant period, contact your grant specialist.

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Error Budget 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 ExistsExceeds Non-Control BudgetBudget is Closed to TransactionsBudget 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

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Error Vouchers

Exceeds Control Budget Provide Accounts Payable with an alternative cost center or perform budget transfer to increase funding.

No Budget ExistsExceeds Non-Control BudgetBudget is Closed to TransactionsBudget 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

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Error Travel Expenses

Exceeds Control Budget Provide Accounts Payable with an alternative cost center or perform budget transfer to increase funding.

No Budget ExistsExceeds Non-Control BudgetBudget is Closed to TransactionsBudget 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

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Error Requisition 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 ExistsExceeds Non-Control BudgetBudget is Closed to TransactionsBudget 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

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Notifications

Department Reviewer

Finance and Procurement

PCard, Travel, AP Vouchers and Service Center Billing

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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

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Budget Control at the Cost

Center level

Cost Center Available Balance

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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

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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-EndPg 3

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•••••••••••••••••••••••••••••••••••••••••••••Case Studies?

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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/Procurement

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

Pg 3

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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 2nd 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!

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Budgets Overview

• Can you expect an Exception Error?

• How do we resolve this?

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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

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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

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IDT Journal Exception Example 1

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• What will you do to correct this Exception?

• How do we resolve this?

IDT Journal Exception Example 1

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• What will you do to correct this Exception?

• How do we resolve this?

IDT Journal Exception Example 1

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• What will you do to correct this Exception?

• How do we resolve this?

IDT Journal Exception Example 1

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You’ll need to edit the IDT Journal! The goal is to show

V on Budget Status.

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• Open this journal and click E

• What will you do to correct this Exception?

• How do we resolve this?

IDT Journal Exception Example 1

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Journal 141531 1. How do you handle Exception Error?2. What are the steps we need to use?

IDT Journal Exception Example 2

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IDT Journal Exception Example 2

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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

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• What will you do to correct this Exception?

• How do we resolve this?

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Spreadsheet Journal Example

What notification will you receive for Service Center, PCC, Travel, related Budget Exceptions?

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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 2nd 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?

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Spreadsheet Journal Example

What notification will you receive for Service Center, PCC, Travel, related Budget Exceptions?

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Requisition Example

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•••••••••••••••••••••••••••••••••••••••••••••Contacts

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Contacts

www.utdallas.edu/budget www.utdallas.edu/afr

www.utdallas.edu/procurement

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•••••••••••••••••••••••••••••••••••••••••••••Summary

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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/Procurement

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

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Budget Control

Types of Errors

Warnings

Errors

Exceeds Control Budget

No Budget Exists

Exceeds Non-Control Budget

Budget is Closed – Date out of Bounds

Summary – Possible Errors

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• 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