Budget Workbook Job Aid · 2019. 3. 8. · Revised 12/10/2018 Page 3 of 117 Budget Definition Entry & Submission The initial step in establishing a new Budget Workbook is to create

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Budget Workbook Job Aid

The process flow outlines the steps to complete a Budget Workbook. The color-coding denotes the user

responsible for the Budget Workbook task. The tasks highlighted in blue are performed by the agency

user only. The tasks highlighted in red can be performed by both the supplier and agency user.

Each step in the Budget Workbook process is summarized below with additional details provided in the

step-by-step guide for each section.

1. The initial step in the Budget Workbook process is for the agency user to create a Budget Definition. The Budget Definition page serves as the contract/budget configuration data entry page. Only the agency user can access and enter data on this page. The data entered includes:

2. Funding Period Begin and End Dates. 3. Budgeting, Reporting, and Payment Requirements. 4. Program Definition that includes Funding Distribution and ChartField values.

Once the Budget Definition is Submitted, the remaining Budget Workbook pages become

accessible to both the agency and supplier user.

5. Provider Entity page. This page needs to be completed once only with periodic updates, as required. The Provider Entity page contains general supplier-specific data that can be viewed by agency users with the proper security role. The data on this page is not contract or budget-specific.

6. Provider Program Information page contains contract and/or budget-specific data. This page is

completed by the supplier for each new Budget Workbook created. 7. Schedule A Salaries page contains the resource requirements (staffing) for each new Budget

Workbook created. Generally, this page is completed by the supplier. Schedule A Salaries is submitted and accepted jointly with the Budget Summary.

Budget Definition

Provider Entity

Provider Program

Information

Schedule A Salaries Budget Summary

Budget vs Actual Reporting

Budget Revision

Agency

Supplier


8. Budget Summary page contains the Income, Direct Expense, and Indirect Expense dollar

values allocated by Program. Generally, this page is completed by the supplier. The Income accounts/other ChartField values/dollar allocations are automatically populated from the Budget Definition. The current Accepted Budget Summary version is the Contract Budget.

9. Budget vs Actual Reporting page contains the income and expenditure actuals data as of the

defined reporting period. This page becomes accessible once the corresponding Budget Summary is Accepted. Generally, this page is completed by the supplier.

10. Budget Revision page allows both the agency and supplier user to initiate a revision to the

current Accepted Budget Summary. This page becomes visible once the corresponding Budget Summary is Accepted.

11. 12.


Budget Definition Entry & Submission The initial step in establishing a new Budget Workbook is to create a Budget Definition.

Navigation: Supplier Contracts > Budgeting > Budget Definition

The Budget Definition search/add a new value page is displayed.

Click the Add a New Value tab.


The Business Unit defaults with user’s primary business unit. Enter or search for the Contract ID: Valid values include Procurement Contracts in Open or Approved status. Enter the Funding Period: Generally, the Funding Period value correlates to the current contract year, e.g., If the Budget Workbook is for contract year 3, then the Funding Period is 3. Click the Add button.


The Budget Definition configuration page is displayed.

Enter Funding Period begin and end dates. The dates must be within the Contract Begin and Expire

Dates. Do not click Submit.


The Budgeting, Reporting & Payment Requirements section can be edited up until there is an Accepted Budget Summary. Even if a Budget Revision is started, this section remains uneditable. Enter the Reporting Requirement. This is the frequency in which the supplier user needs to submit their

Budget vs Actual Reporting.

Enter the Payment Basis. Optional

The eight checkboxes enable specific fields or pages within the workbook.

Schedule A – License/Degree: Makes the License/Degree field visible/editable on Schedule A Salaries.

The field is editable, but not required on Schedule A Salaries.

Budget Summary – DDAP Code: Makes the additional code/notation field visible on Budget Summary

(Additional Details hover text). Check the box if the program-specific DDAP code needs to be displayed

on Budget Summary. This field can be used to capture additional program information, however, the

character limit is 15.

Budget Summary – Project ID: Makes the Project value entered on the Funding Distribution page visible

on Budget Summary (Additional Details hover text).

Budget Revision – Revise Funding: Makes the Income/Funding fields editable on the Budget Revision

page. Checking this box allows both the agency and supplier user to re-allocate the funding values on the

Budget Revision page. Refer to the Budget Revision section for the two methods to revise funding.

Budget Summary – ChartField 2: Makes the ChartField 2 value entered on the Funding Distribution

page visible on Budget Summary (Additional Details hover text).

Budget vs Actual Reporting – YE Projections: Makes the forecasting columns visible on the Budget vs

Actual Reporting page. Check this box if to enable year-end forecasting from the supplier.

Budget Summary – Level of Care: Makes the Level of Care value visible on Budget Summary

(Additional Details hover text). This is a free form field that is used as necessary.

Schedule C – Related Party Transactions: Makes Schedule C tab visible on the Provider Program

Information page. If required, the supplier provides information related to related party transactions.


The Program Definition section can be edited up until there is an Accepted Budget Summary with the exception of the Program Code field. Once the Program Code is used in a Draft or Submitted Schedule A Salaries line, then that Program Code field becomes uneditable. In order to edit the Program Code field on the Budget Definition, all Schedule A Salary distribution lines containing the Program Code must be deleted. Note: The sequence in which the Program Codes are entered here is how they are displayed on the Budget Summary and Budget Revision pages. Enter the Line Number. The line number search will display the line numbers from the Proucurement Contract but they do not have to correspond. Enter the Program Name. This is the expanded name of the program. Enter the Program Code. This is the short version of the Program that will be used on the pages. The length of the field is 30 characters but only 10 characters will display. The Funding Period Begin, Funding Period End, and Reporting Requirements only need to be filled-in if they differ from the header Funding Period and Reporting Requirement selected above. Enter the Level of Care (Optional) Enter the DDAP Code (Optional) Click the ‘+’ plus or ‘-’ minus button to add or remove program lines Click the Funding Distribution icon

Enter or search for the Distribution Line. If the line number corresponds to the Procurement Contract, the Amount, Sid, ChartField 2 and Project will fill with those values. These can be overridden if necessary. Additionally, the same Account, SID, ChartField 2, Project combination may be used on multiple lines, if required. If necessary, click the Contract Details link to refer to the Procurment Contract Enter the Amount


Enter the income Account. In the Budget Workbook, the Account refers to the UCOA account code. Please refer to Account Definitions Job Aid for information about the account codes. Enter the SID Enter the ChartField 2 (Optional) Enter the Project (Optional) Click the ‘+’ plus or ‘-’ minus button to add or remove distribution lines

Click OK to return to the Budget Definition page

Click Save


Click the Notifications Contacts tab

Line 1 defaults with the Budget Workbook Administrator’s contact information. For External Contacts, check the External box and enter or search Supplier User ID. For Internal Contacts, enter or search for the agency contact’s User ID. The user’s Description and Email Address default based on the User ID entered. The Email Address can be overwritten, if required. Note: Notification Contacts can be changed/updated throughout the Workbook’s lifecycle as necessary. Click the ‘+’ plus or ‘-’ minus button to add or remove additional contacts.

Click Save

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Click the Budget Definition tab

Click the Submit button

The Submit Budget Definition page is displayed

Click the magnifying class to select a user that will receive this nofitication Note: Only users entered on the Notification Contacts tabs can be selected Click the ‘+’ plus or ‘-’ minus button to add or remove additional contacts Review and/or update Email Address If a custom message is required, enter it in the Message field

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Click OK The Confirmation message indicates the email was sent to the users defined in the Submit Budget

Definition page.

Click OK

The Budget Definition Page updates to Submitted Status

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Once the Budget Definition is in Submitted status, the agency user can resend the Submit Notification

message to previous recipients and/or new recipients by clicking the Submit button.

Click the Resend checkbox to send notification to previous recipients

Click the ‘+’ plus button to add new recipients

Click OK

Note: Once the message is sent, the contacts selected Process Date & Time will update.

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The notification recipients receive an email identifying the Budget Workbook pages that require completion. The hyperlink directs the user to the first data entry page.

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Provider Entity Information Entry The Provider Entity Information page is available prior to the Budget Definition submission.

Suppliers can access this page via the VSS (Supplier Portal) if they have the

CT_F_SUPPLIER_BW_BUDGET_USER role.

Navigation: Supplier Contracts > Budgeting > Provider Entity Information

The Entity Provider Information Search page is displayed. Enter or search for the Supplier ID or Name Click Search.

The Provider Entity Information Page will display.

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Enter a DUNS# (Optional) Enter a Provider Fiscal Year End (Optional) Enter a SAM (CAGE) No. and SAM (CAGE) No. Expiration. (Optional) Select Yes or No for the 80 percent field. (Default is No) Select Yes or No for the $25,000,000 field. (Default is No) Select Yes or No for the Litigation Pending field (Default is No) and fill in the comment field. (If Yes is selected, a comment is required.) Enter Accreditation List. (Optional) Click Save. Click on the Entity Contacts tab.

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The contacts listed on this tab are auto-populated from the OSC-APD vendor file. If the supplier requiries

an update or addition to this tab, then the supplier’s administrator needs to submit a Change Request via

VSS (Supplier Portal).

Supplier Change Request The Supplier Change Request link is accessible only to the user assigned the supplier administrator role.

Click the Supplier Change Request link

Click Next

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Click Next

Click Add New Contact

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Enter First Name, Last Name, Email Address, Contact Type, and Phone Type.

Click OK.

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Click Next

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Validate the Email Address. Select Supplier Approval for the Audit Reason Code Enter a Comment Check Confirm Changes Click Submit

Supplier Change Request Save Confirmation page is displayed.

Return to the Provider Entity Information tab in the internet browser.

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Click on the Entity Certifications tab.

Links are available for Biznet, The office of Secretary of the State and License Lookup to aid agencies in

verifying proper documentation.

Select a Certification Type Note: Multiples of the same Certification Type may be added if necessary Enter an ID Number (Optional) Enter an Expiration Date (Optional) Click Add Attachment

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Click Browse and select the file to be uploaded. Find the file to be uploaded and click on it

Click Upload.

Click View Attachment to review the attached document.

Click the ‘+’ plus or ‘-’ minus button to add or remove additional Certifications. Click Save

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Provider Program Information Entry The Provider Program Information page differs from the Provider Entity Information page in that the data

is specific to a Contract ID and Funding Period.

Navigation: Supplier Contracts > Budgeting > Provider Program Information

The Provider Program Information Search page is displayed.

On the Find an Existing Value tab enter the Contract ID and Funding Period.

Click Search.

The Provider Program Information page will display

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Select Yes or No for the Statewide field. If No is selected, enter a value in one of the Catchment Areas, City/Town, or Region fields. Enter or look up the Program Code. Enter the Service Address. Select a Contact Type. (Contact types may be used on multiple contacts). Enter the Name. Enter the Telephone. Enter the Email ID. Enter the Days & Hrs of Operation. Click the ‘+’ plus or ‘-’ minus button to add or remove additional Catchment Areas, City/Town, Region fields or Program Contacts. Click Save. Click on the Schedule C tab. Note: Access to the Schedule C tab is dependent upon checking the box on the Budget Definition page.

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Select Yes or No to the question in the Schedule C Related Parties section. If Yes is slected, the remaining fields are required. Enter the Name of Related Party Enter the Address Enter the Description of Goods/Services Provided Enter the Identify Costs Claimed in Report Enter the Costs Included in this Report. Enter the Actual Cost Related to Party. Click the ‘+’ plus or ‘-’ minus button to add or remove additional individuals. Click Save. Click on the Attachments tab

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Notification Attachments specific to a Contract ID, Funding Period, and/or Program can be uploaded to

this page.

This tab can serve as a central location for all additional attachment documentation related to a specific

Contract ID, Funding Period, and/or Program.

Enter the Attachment Description.

Click Add Attachment.

Click Browse and select the file to be uploaded.

Click Upload

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The file has been uploaded into CORECT Click the View Attachment button to view the attached file. Click the ‘+’ plus or ‘-’ minus button to add or remove Attachments. Click Save.

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Schedule A Salaries Entry, Submission & Acceptance Schedule A Salaries is used record the Salary and Fringe benefits for Provider Staff. Salaries can be

recorded by individual or combined by using resources. Because Schedule A Salaries values auto-

populate in the Budget Summary, the two pages are Submitted and Accepted together.

Navigation: Supplier Contracts > Budgeting > Schedule A Salaries

The Schedule A Salaries Search page is displayed.

Enter or search for the Contract ID, Funding Period, or Supplier Name.

Click Search.

The Schedule A Salaries data entry page is displayed.

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Select the Administrative checkbox if the resource’s Administrative & General (A&G) expenses are

categorized as an indirect expense.

The table indicates which UCOA expense code will be used for the Salary and Fringe Benefits

Administrative Expense Salary Fringe

Unchecked Direct 5301 5302

Checked Indirect 7110 7120

Enter the Number of Resources (Default is one) Enter the Position Title Enter the Name Enter the Degree/License (Optional) Note: The Degree/License will only display if the checkbox is selected on the Budget Definition page The Rate Per Hour is a calculated field. Enter the Total Hours Per Week. (Default is 40) Enter the Weeks Per Year (This only needs to be entered if working less than 52.14 weeks) Enter the Base Annual Salary (Scheduled wages only) Enter the Fringe Benefits as a percentage. The Annual Fringe Benefits is a a calculated field. Click on the Program/Service/AG Detail icon to enter the resource’s A&G and Program percent of time allocation.

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All Distributions will have an A&G row. If there is no A&G leave the Program % of Time field blank.

Click the ‘+’ plus button to allocate time to the available Program Codes.

The valid Program Codes are those that are defined in the Submitted Budget Definition.

Enter the Program % of Time for the program

Note: If the number of resources is greater than one, the extended amounts will reflect the total amount

(The number of resources X the single Salary amount X Program % of Time)

Click OK to return to the Schedule A Salaries Page

The Total Contract Expense field and the Total Reported Expense field auto-populate based on the

distributions.

Enter any Total Other Non-Contract Funding (Optional)

Click the Justification icon.

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Enter the Justification

A Justification is required for each line.

Click OK to return to the Schedule A Salaries Page

Click the Calculate button to calculate the Sum of the expenses. Click Save.

Click the ‘+’ to add a new row or the ‘-’ to delete a new row and enter the information until all salaries are

completed.

Click on the Budget Summary link to complete the Budget Summary and review the auto-calculated

Schedule A Salaries roll-up values.

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On the Budget Summary, confirm all salary, fringe benefit, and A&G values populated correctly.

Since both direct and indrect A&G were selected, both Salary and Fringe expenses codes show.

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Budget Summary Entry, Submission & Acceptance Budget Summary is Submitted and Accepted in conjunction with Schedule A Salaries. The Budget

Summary inherits data from both the Budget Definition and Schedule A Salaries. The Accepted Budget

Summary becomes the Contract Budget.

Navigation: Supplier Contracts > Budgeting > Budget Summary

The Budget Summary search page is displayed. Enter or search for the Contract ID Enter a Funding Period if necessary Click Search

All Accepted Budget Summary versions are accessible in the Search Results. All previously Accepted versions are display-only.

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The Budget Summary Page is displayed To view the Program Code (If over 10 Characters), the Level of Care or DDAP Code, hover over the

Program Code details button The Chartfield 2, Project, Level of Care and DDAP codes will only show if the corressponding checkboxes were checked on the budget definition page

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Enter Other Income, Direct Expense, and Indirect Expense values, including the manual distribution of the total A&G accounts. Accounts 4101 and 4102 cannot be added manually on the Budget Summary page. These account lines must be added and updated on the Budget Definition page only. Accounts 5101, 5301, 5302, 7110, and 7120 cannot be added manually on the Budget Summary page. These account lines must be updated on the Schedule A Salaries page only. Enter or search for Account code Click Add The account code will be added to the appropriate group. Use the Scroll bar to move within the page.

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If the Account was entered in error, click the ‘-‘ to remove it. Enter the amount for the Program(s). Click the Justification icon. (This is required for every entry)

Enter a justification Click OK to return to the Budget Summary

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Click Calculate to update the totals. Click Save. Note: Clicking save will not validate the entries in the workbook. This will happen when clicking Submit.

Click OK.

Continue updating the accounts until the workbook is completed.

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Click Submit.

If an Account code does not have a value in at least one program, the following message will display.

If the A&G distribution totals are not in balance an error message will be returned identifying which account needs to be corrected.

Similarly, if a justification field is missed, the following error message will be displayed

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Click OK Review the entries and correct the error. If necessary, click on the Schedule A Salaries hyperlink to correct/review salary distributions. Click Submit.

Enter User ID. The remaining fields on the line will auto-fill.

Review and/or update Email Address.

If a custom message is required, enter it in the Message field.

Click OK.

Click OK. The recipient is sent an email notification and can click on hyperlink to review the Budget

Summary. The user is required to click on the Schedule A Salaries link to review the resource allocation.

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The Budget Summary status is updated to Submitted

Click the Submit button to review the submission information

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The Schedule A Salaries status is updated to Budget Summary Submitted.

Note: If either the agency or supplier user edits the Submitted Budget Summary or Schedule A Salaries,

the pages revert to Draft and require resubmission.

Upon resubmission, the user is able to ‘Resend’ the notification to the original recipients as well as new recipients by clicking the ‘+’. The original message will display but can be updated, if necessary.

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Only an Agency approver can approve the Submitted Budget Summary and Schedule A Salaries.

After reviewing the submission, click Accept. This will open up the Acceptance Notification screen where

the user will notify the Supplier that the Budget is accepted.

The Accept Budget Summary notification page is displayed.

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Click OK.

The receipient receives a notification that the budget has been accepted.

The Accepted Budget Summary becomes the Contract Budget.

Both the Budget Summary and Schedule A Salaries page’s status updates to Accepted and cannot be

edited. If a change needs to be made after the workbook has been accepted, a budget revision must be

started.

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Printing a Budget Summary To print a copy of a Budget Summary in either a PDF or Excel Workbook. A Budget Summary may be printed at any time during the process.

Click Print on the Budget Summary header.

Select PDF or XLS output.

If XLS is selected, click the Print Justification radio button if the user wants the justifications to display on

the Contract Budget. This option is available for the Excel (XLS) report type only.

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A new window opens displaying the Contract Budget Report.

The printed version will show the status of the workbook, when it was approved and by whom.

Sample PDF Version

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Budget Revision Submission & Acceptance Once an Accepted Budget Summary exists, the agency or supplier user may initiate a Budget Revision.

There are two ways to configure a Budget Revision:

1. Budget Definition > Budgeting, Reporting & Payment Requirements > Budget Revision – Revise Funding checkbox is UNCHECKED.

2. Budget Definition > Budgeting, Reporting & Payment Requirements > Budget Revision – Revise Funding checkbox is CHECKED.

*Checking the Budget Revision – Revise Funding checkbox gives both the agency processor and

provider user the ability to re-allocate existing 4100 CONTRACT FUNDING values on the Budget

Revision page.

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Configuration 1 Budget Definition > Budgeting, Reporting & Payment Requirements > Budget Revision – Revise

Funding checkbox is UNCHECKED.

Navigation: Supplier Contracts > Budgeting > Budget Revision The Budget Revision Search page is displayed.

Enter or search for a Contract ID

Click the Search button.

Click on the correct Search Result.

The Budget Revision page is displayed

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Click the Start button.

The start button initiates the Budget Revision, making the Budget Revision New Request fields, Schedule

A Salaries, and Budget Definition editable.

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Re-allocate existing and/or add new 4200 OTHER STATE AGENCY FUNDING, 4300 OTHER INCOME, 5000 DIRECT EXPENSES, and 7000 INDIRECT EXPENSES accounts/values. To add a new account, enter the account number or search for it, then click Add. Enter or update the amount in the New Request Column. The remaining amounts will update automatically. If the account is new or if an amount is updated, a new justification is required. Click the Calculate button to update the total amounts. Click the Save button to save the entries. **Adjustments to 5100 SALARIES, 5200 FRINGE BENEFITS, 5300 A&G (DIRECT), and 7100 A&G (INDIRECT)

accounts and values must be completed in Schedule A Salaries. Specifically for A&G updates, the values must be

updated in Schedule A Salaries and then manually re-distributed between Program(s) in the NEW REQUEST

column(s) in Budget Revision.

If Schedule A Salaries updates are required, navigate to Schedule A Salaries via the link on Budget

Revision or directly through the menu.

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Update any Line(s) Add/Delete Lines(s) by clicking the ‘+’ plus or ‘-’ minus button

Click the Distribution icon

Update any distribtuions Add/Delete Lines(s) by clicking the ‘+’ or ‘-’ button Click OK to return to the Schedule A Salaries page Click the Justification icon to update comments for edited/added Lines. Click Save. Navigate back to Budget Revision by clicking the Budget Revision hyperlink. The Budget Revision page is displayed.

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Update any A&G expenses as necessary.

Click the Calculate button to update the Totals.

Click the Justification icon and enter a Justification for all edited/added fields.

Click Save.

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Re-allocate 4100 CONTRACT FUNDING values between Existing Accounts or add New Accounts

and/or add New Program Codes by navigating to the Submitted Budget Definition page.

**Adjustments to 4100 CONTRACT FUNDING accounts and values must be completed via the Budget Definition

page due to the Budget Revision – Revise Funding checkbox not being checked on the Submitted Budget Definition.


The Budget Definition Search page is displayed. Enter or search for the Contract ID Enter a Funding Period if necessary Click Search Click on correct Search Result. The Budget Definition page is displayed.

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Add a new Program Line by clicking the ‘+’ sign Enter the Program Name, and any other fields as necessary Click the Distribution icon

Update the existing Distribution Line, if necessary Add a new Distribution Line by clicking the ‘+’ sign Click OK. Enter the Amount, Account, SID, ChartField2 and Project for the new distribtion(s) Repeat for any new Lines added. Click OK to return to the Budget Definition page.

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Click Save. Navigate back to Budget Revision through the Menu navigation. The Budget Revision page is displayed.

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The updated income rows are displayed and are uneditable

The new program has been added with the new income amount

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Allocate the Expenses across the programs as necessary. Click the Calculate button to update the totals. Click the Justification icon and enter a Justification for edited/added fields. Click Save. Continue with any other updates until the revision is ready to be submitted.

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Click the Submit button.

The Submit Budget Revision page is displayed.

Enter/update the fields as required.

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Click OK.

The Budget Revision status updated to Submitted.

The Schedule A Salaries status updates to Budget Revision Submitted

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Note: If either the agency or supplier user edits the Submitted Budget Revision, the page reverts to Draft

and requires resubmission.

Upon resubmission, the user is able to ‘Resend’ the notification to the original recipients as well as new

recipients.

Only an Agency approver can approve the Submitted Budget Revision.

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After reviewing the budget revision , click the Accept button

The Accept Budget Revision page is displayed.


Click OK.

The new version of the Budget Summary is in Accepted status and un-editable.

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The Schedule A Salaries is in Accepted status and is un-editable.

The Budget Definition page is in Submitted status and is un-editable

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Configuration 2 Budget Definition > Budgeting, Reporting & Payment Requirements > Budget Revision – Revise

Funding checkbox is CHECKED.

Navigation: Supplier Contracts > Budgeting > Budget Revision The Budget Revision Search page is displayed.

Enter or search for a Contract ID

Click the Search button.

Click on the correct Search Result.

The Budget Revision page is displayed

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Click the Start button.

The start button initiates the Budget Revision, making the Budget Revision New Request fields, Schedule

A Salaries, and Budget Definition editable.

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Re-allocate existing and/or add new 4100 CONTRACT FUNDING, 4200 OTHER STATE AGENCY FUNDING, 4300 OTHER INCOME, 5000 DIRECT EXPENSES, and 7000 INDIRECT EXPENSES accounts/values. To add a new account, enter the account number or search for it, then click Add. Enter or update the amount in the New Request Column. The remaining amounts will update automatically. If the account is new or if an amount is updated, a new justification is required. Click the Calculate button to update the total amounts. Click the Save button to save the entries. **Adjustments to 5100 SALARIES, 5200 FRINGE BENEFITS, 5300 A&G (DIRECT), and 7100 A&G (INDIRECT)

accounts and values must be completed in Schedule A Salaries. Specifically for A&G updates, the values must be

updated in Schedule A Salaries and then manually re-distributed between Program(s) in the NEW REQUEST

column(s) in Budget Revision.

If Schedule A Salaries updates are required, navigate to Schedule A Salaries via the link on Budget

Revision or directly through the menu.

The Schedule A Salaries page is displayed.

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Update any Line(s) Add/Delete Lines(s) by clicking the ‘+’ or ‘-‘ button Click the Distribution icon

Update any distribtuions Add/Delete Lines(s) by clicking the ‘+’ or ‘-’ button Click OK to return to the Schedule A Salaries page Click the Justification icon to update comments for edited/added Lines. Click Save. Navigate back to Budget Revision by clicking the Budget Revision hyperlink. The Budget Revision page is displayed.

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Update any A&G expenses as necessary.

Click the Calculate button to update the Totals.

Click the Justification icon and enter a Justification for all edited/added fields.

Click Save.

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Add New Program Lines, new Distribution Lines, and/or update ChartFields by navigating to the

Submitted Budget Definition page.

**All existing 4100 CONTRACT FUNDING account value re-allocations must be completed on the Budget

Revision page. Only new Program Lines, new Distribution Lines, and updates to existing ChartFields

should be made in the Budget Definition page since the Budget Revision – Revise Funding checkbox is

checked on the Submitted Budget Definition.


The Budget Definition Search page is displayed. Enter or search for the Contract ID Enter a Funding Period if necessary Click Search Click on correct Search Result. The Budget Definition page is displayed.

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Add a new Program Line by clicking the ‘+’ sign Enter the Program Name, and any other fields as necessary Click the Distribution icon

Update the existing Distribution Line, if necessary Add a new Distribution Line by clicking the ‘+’ sign Click OK. Enter the Amount, Account, SID, ChartField2 and Project for the new distribtion(s) Repeat for any new Lines added. Click OK to return to the Budget Definition page.

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Click Save. Navigate back to Budget Revision through the Menu navigation. The Budget Revision page is displayed. The new income rows are displayed.

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Allocate the Income across the programs as necessary. Click the Calculate button to update the totals. Click the Justification icon and enter a Justification for edited/added fields. Click Save. Continue with any other updates until the revision is ready to be submitted.

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Click the Submit button.

The Submit Budget Revision page is displayed.


Click OK.

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The Budget Revision status updated to Submitted.

The Schedule A Salaries status updates to Budget Revision Submitted

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Note: If either the agency or supplier user edits the Submitted Budget Revision, the page reverts to Draft

and requires resubmission.


recipients.

Only an Agency approver can approve the Submitted Budget Revision.

After reviewing the budget revision , click the Accept button

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Click OK.


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The Schedule A Salaries is in Accepted status and is un-editable.

The Budget Definition page is in Submitted status and is un-editable

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Budget vs Actual Reporting Entry, Submission & Acceptance Once a Budget Summary is in Accepted status, the Budget vs Actual Reporting pages are accessible and

ready for entry by the supplier. The reporting frequency is established via the Budget Definition Reporting

Requirements configuration.

Navigation: Supplier Contracts > Budgeting > Budget vs Actual Reporting

The Budget vs Actual Reporting Search page is displayed.

Enter or search for a Contract ID Click the Search button. Select the current Reporting Period’s report.

Note: Each report must be Submitted and Accepted in sequence. Reporting periods cannot be skipped. The Budget vs Actual Reporting page is displayed

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Enter Current Actual Amount fields. If an actual amount exceeds the budget amount by 20% (15% for salaries) it will display the percentage and the amount. Note: This is informational only, it will not prevent submission or acceptance of the report. If a new account is needed, enter or search for an Account code. Accounts 4101, 4102, 5101, 5301, 5302, 7110, and 7120 cannot be added manually on the Budget vs Actual page. These account must have been entered on the Budget Definition or Schedule A Salaries pages previously. Enter YE Expense Forecaset fields Note: YE Expense Forecaset fields will only display if the checkbox is selected on the Budget Definition page Click and enter a Justification

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Note: For the Budget vs Actual page, justifications are required on new accounts. They are optional for all other entries. Click OK to return to the Budget vs Actual page Click Save. Continue updating the Page until it is ready to be submitted.

Click Submit The Submit Budget vs Actual Reporting page displays

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Click OK.

Click OK.

The recipient is sent an email notification and can click on hyperlink to review the Budget vs Actual Report.

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The Budget vs Actual Reporting status updated to Submitted.

Note: If either the agency or supplier user edits the Submitted Budget vs Actual Report, the page reverts

to Draft and requires resubmission.


recipients.

Only an Agency approver can approve the Submitted Budget Revision. Review the Budget vs Actual Reporting submission.

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Click the Accept button



Click OK.

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Budget Workbook Financial Reporting In addition to the Contract Budget Report described in the Budget Summary Entry, Submission &

Acceptance section, the following reports are available to both the agency and supplier user:

Schedule A Salaries

Consolidated Financial Report

Multi-Year Contract Budget Report

Schedule A Salaries Report The Schedule A Salaries Report reports all salary information including the justifications.

Navigation: Supplier Contracts > Budgeting > Schedule A Salaries Report

The Schedule A Salaries Report Run Control page is displayed. The first time you run the report, a run control id must be created Once you have a run control, it can be used again Enter the id Click search

To create a new run control, click the Add a New Value tab

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The Run Control ID should be a name that is significant to the user. An example Run Control ID for this report is Sched_A_Sal or SAS. A Run Control ID cannot contain spaces. If a space is required, use an underscore ‘_’ character. Click Add.

Enter or search for the Business Unit Enter or search for the Contract ID Contract IDs with Budget Summary Status = Draft, Submitted, Accepted are valid and can be entered in the Contract ID field. Click Save. Click Run.

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The Process Scheduler Request page is displayed

Click OK to return to the run control page

A process instance will display on the page Click the Process Monitor hyperlink.

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Click the Refresh button periodically until the Run Status = Success and the Distribution Status = Posted Click the Details hyperlink.

Click the View Log/Trace hyperlink.

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Click the ‘.xls’ file extension link.

Sample Consolidated Financial Report.

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Consolidated Financial Report The Consolidated Financial Report is the reporting mechanism for the Budget vs Actual Reporting data.

The report aggregates the multiple Budget vs Actual Reporting submissions into either a detailed or

summarized report format.

The report can be accessed in two ways:

From the Budget vs Actual Reporting Page

Click the Consolidated Financial Report hyperlink

Or

Navigation: Supplier Contracts > Budgeting > Consolidated Financial Report

The Consolidated Financial Report Run Control page is displayed.

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The first time you run the report, a run control id must be created Once you have a run control, it can be used again Enter the id Click search

To created a new run control, click the Add a New Value tab

The Run Control ID should be a name that is significant to the user. An example Run Control ID for this report is Consolidated_Fin_Rpt or CFR. A Run Control ID cannot contain spaces. If a space is required, use an underscore ‘_’ character. Click Add.

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Enter or search for the Contract ID Contract IDs with Budget Summary Status = Draft, Submitted, Accepted are valid and can be entered in the Contract ID field. Enter or search for the Funding Period Select the Report Detail, Report Type, Program Code and Print Justification based on the desired output shown below.

Report Detail

Report Type

Program Code Justification* Output

Summary N/A N/A N/A Rolled-up actuals for all Reporting Periods and all Programs are displayed

Detail All N/A Yes/No Actuals for each Reporting Period and all Programs are displayed

Detail Program Select Program Yes/No Actuals for each Reporting Period and one Program (user specified) are displayed

*If the Print Justfication is Yes, the Justifications will print on the report and will be in XLS (Excel) only. Click Save. Click Run. The Process Scheduler Request page is displayed

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Update the *Format, if required (Default is PDF) If Excel is preferred, select XLS in the drop down. Click OK to return to the run control page

A process instance will display on the the page Click the Process Monitor hyperlink.

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Click the ‘.pdf’ or ‘.xls’ file extension link. Sample Consolidated Financial Report.

Note: The Detail and Program selections from the run control will display on the report.

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Multi-Year Contract Budget Report The Multi-Year Contract Budget Report aggregates/consolidates/rolls-up multiple Contract Budget

Funding Periods into a single report.

Navigation: Supplier Contracts > Budgeting > Multi-Year Contract Bud Report



The Run Control ID should be a name that is significant to the user. An example Run Control ID for this report is Multi_Year_Report or MYR. A Run Control ID cannot contain spaces. If a space is required, use an underscore ‘_’ character. Click Add.

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Enter or search for the Contract ID Contract IDs with Budget Summary Status = Draft, Submitted, Accepted are valid and can be entered in the Contract ID field. Enter or search for the Funding Period Begin Enter or search for the Funding Period End. If the Funding Period Begin/End fields are blank, the report displays each Funding Period available. Click Save. Click Run.

Update the *Format, if required (Default is PDF) If Excel is preferred, select XLS in the drop down. Click OK to return to the run control page

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Click the ‘.pdf’ or ‘.xls’ file extension link.

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Sample Consolidated Financial Report.

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Salary Detail Actuals Entry, Submission & Acceptance The Salary Detail Actuals page is pre-populated with the line data from the Schedule A Salaries after the

initial Budget Summary/Schedule A Salaries is accepted. The Distribution Line data is not pre-populated

on the Salary Detail Actuals Distribution page. If there are Accepted Schedule A Salaries revisions, the

Salary Detail Actuals page is not automatically refreshed with the updates. The purpose of the Salary

Detail Actuals page is to capture salary actuals at the end of the Funding Period year. This is an optional

process.

Navigation: Supplier Contracts > Budgeting > Salary Detail Actuals

The Salary Detail Actuals Search page is displayed.

Enter or search for the Contract ID

Click Search.

The Salary Details Actuals Page will display

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Update any existing Line information.

The Justifications are copied over from the Schedule A Salaries page.

Click on the Program/Service/AG Detail icon.

Enter Distribution Line actuals. Note: The Program Salary and Program Fringe Benefits are entered as the actual amounts,not percentages. If multiple resourses are assigned, enter the totals for all resourses. If there are no A&G amounts, leave the fields blank.

Click the ‘+’ to add a new row or the ‘-’ to delete a new row for any programs.

Click OK to return to the Salary Detail Actuals page Click Calculate to update the totals Click the ‘+’ to add a new row or the ‘-’ to delete a new row and enter the information until all salaries are completed. Click Save

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Click Submit The Submit Salary Detail Report page displays

Enter the User ID. The remaning fields on the line will auto-fill. Review and/or update Email Address. If a custom message is required, enter it in the Message field. Click OK.

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Click OK The recipient is sent an email notification and can click on hyperlink to review the Salary Detail Report

The Budget vs Actual Reporting status updated to Submitted.

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Note: If either the agency or supplier user edits the Submitted Budget vs Actual Report, the page reverts

to Draft and requires resubmission.


recipients.

Only an Agency approver can approve the Salary Detail Actuals submission. Review the Budget vs Actual Reporting submission.

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Click the Accept button



Click OK.


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Reset the Funding Period The Reset Funding Period page provides the agency user the ability to copy an existing, previously

Accepted Budget Workbook page data to a new Funding Period and/or new Contract ID. This page

streamlines the process for agencies and suppliers to complete the next/future Funding Period Budget

Workbooks.

The specific page data (with primary page user identified) copied by the Reset Funding Period process

includes:

Budget Definition (agency)

Provider Program Information (supplier)

Schedule A Salaries (supplier)

Budget Summary (supplier)

Navigation: Supplier Contracts > Budgeting > Reset Funding Period



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The Run Control ID should be a name that is significant to the user. An example Run Control ID for this report is RESET_FUNDING or RFP. A Run Control ID cannot contain spaces. If a space is required, use an underscore ‘_’ character. Click Add.

Enter the Business Unit. Business Unit defaults with the user’s primary Business Unit. Enter the Source Contract ID. Valid Contract IDs have a Budget Summary Status = Accepted. Enter the Source Funding Period. The default is the max Funding Period with an Accepted Budget Summary. This may be updated to the Funding Period desired. Enter a Source Version. The default is the max Source Version for the Source Funding Period. This may be updated the the version desired. Enter Target Contract ID. The default is the Source Contract ID defaults in the Target Contract ID field. This may be updated to any another Contract ID within the same agency. Enter the Target Funding Period. The next available Funding Period defaults in the field. This may be updated to a non-existing Funding Period. Enter the Target Funding Period Begin and End dates. These must be within the contract dates.

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Click Save. Click Run. The Process Scheduler Request page displays.

Click OK.

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Click the Refresh button periodically until the Run Status = Success and the Distribution Status = Posted If the Reset Funding Period was run for the same Contract ID, the Budget Definition, Provider Program Information, Schedule A Salaries, and Budget Summary pages were copied. Navigate to the pages and make updates, as necessary. If the Reset Funding Period was run for a different Contract ID, then the Budget Definition page is the only page that is copied.

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Appendices

A. Provider User Queries Suppliers need a userid in CORE as well as the CT_F_SUPPLIER_BW_BUDGET_USER role in order to access their Budget Workbook. To aid agencies in identifing who has been granted access, two queries have been created and added to the Buyer Workcenter.

Navigation: Purchasing > Buyer WorkCenter

Click the Reports/Queries tab

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Under the eSupplier heading are two queries

Supplier User Lookup by Vendor ID

Supplier User Lookup with Roles Note: There is also a Schedule A Salaries query which is the same as running the Schedule A Salaries Report. Refer to the section on running that report for more information.

Supplier Lookup by Vendor ID

Used to see user id’s and roles for a specific supplier. Click on the Supplier Lookup by Vendor ID hyperlink The screen will refresh with the query information

Enter the Supplier ID number or click the magnifying glass if the number is not known.

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A Search by window will open

Click the Advanced Lookup hyperlink

Enter in the Supplier Name and click Look Up

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Select the correct supplier

The Supplier Id will poplulate Click View Results All users with a userid will display. Verfiy under the Role Description if they have the CT_F_SUPPLIER_BW_BUDGET_USER role. The results may be exported int Excel To search another supplier, enter a different supplier id or search for a new one.

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Supplier User Lookup with Roles

Used to see all suppliers’ userids with role access. Note: Once a supplier user has been granted the CT_F_SUPPLIER_BW_BUDGET_USER role, that user has access to any agency workbook that they have been assigned. Click on the Supplier Lookup with Roles hyperlink The screen will update with the query information

Click the View Results button

It is recommended to export the report to Excel so that is can be filtered or sorted as necessary.

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B. Additional System Notification Method In addition to the Submit and Accept buttons on multiple Budget Workbook pages, there is a Notify button

on most pages that allows the user to send an email communication through the system.

Note: These notifications are not designed to be recorded or stored.

Navigation: Supplier Contracts > Budgeting > Multiple Pages

Click the Notify button.

Click the Lookup Recipient hyperlink.

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Click the Search button to see the available receipients.

Click the “To”, “cc”, “bcc” checkboxes for the recipients of the notification. Click the Add to Recipient List button. Click OK.

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Select a Priority. The Template section is not editable Enter a Subject. Enter a Message to be included in the email. Click OK.

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C. Budget Workbook Calculations The calculations for the Budget Workbook pages with fields that are auto-calculated are provided in the

Budget Workbook Calculations Job Aid.

Documents

Budget Workbook Job Aid · 2019. 3. 8. · Revised 12/10/2018 Page 3 of 117 Budget Definition Entry & Submission The initial step in establishing a new Budget Workbook is to create