OPERATING PLAN - BUDGET REALLOCATIONS


Within the BudCast Operating Plan a user can re-distribute their Budgets (funding) within ARSP’s both vertically (across Cost Centers and Account Codes) and horizontally (spend patterns across monthly periods). To keep the integrity of the Central Budget Office allocations, all BudCast reallocations must net to zero within Fund Code and Appropriation level. This reallocation is executed in the Operating Plan and carry through to the Projection Fund Management reports.

 



  Navigating to the Operating Plan. Select the  button from the module launcher screen after log-in to navigate to the Operating Plan. If you are already logged in, you can select the Operating Plan  button from the task bar located on the right-hand side of the screen.


 


Select Versions>Budget>Budget.  After entering the module you will arrive at the following screen. Click the  or  buttons on the Versions tree on the left in the selection pane to get to the level ‘Budget’. Double click on the button to open the ‘Budget’ Version.

 

Select the View.  The user has the ability to choose different Views from the drop down menu. Each view looks at the same underlying data with different drill down orders or detail levels. In this example the user will select the “Budget Reallocation Summary” View in order to review and/or revise the budget.

Note: It is recommended that users use the Summary views.


 


 

Select the Cost Center/ARSP/Approp.  After selecting the View, the user can use the drop down menu to select the individual Cost Center, Appropriation, Secondary ARSP, or Primary ARSP from the list. To search for a specific cost center instead of scrolling through the list; click the Search  button and type the cost center. Click on the selection to load the related data.

Note: The user will only be able to see the data for which they have security access. For all funds, the GU carry forwards are posted to a central ARSP outside your unit, so a user will not be able to see a CRYFWD budget level account for GU funds like 003, 099, 730, nor course fees funds in the BudCast Operating Plans/Reports.

 

 

 Full Screen View. Click the   button in the selection pane to expand the Run Time Selection pane to view the data in a full screen view. To exit full screen; click the  button again.

 

  Expand & Collapse Data. Like all data views in BudCast, drill-down and collapse icons are available to view different levels of the data.

A. The   button expands all rows in the selected View out to the lowest drill-down level.

B. The   button expands all rows in the View out to the next drop-down level.

C. The   button expands the selected row out to the lowest level. An example of a row in this View would be the blue row labeled ‘Student Wages”.

D. The   button collapses all rows in the View to the lowest level.

 ​Drill Down Order.  Once the View ‘Bud Realloc Summary’ is fully loaded the drilldown order Fund>Budget Account>Cost Center can be seen by the user. This is the drill down order, because that is the View that the user selected. 


 


 Column Navigation/Definitions.

  1. Prior Year Actuals. PY actual expenses.
  1. Current Year Actuals. CY actual expenses.
  1. CFwd. Carry Forward balance. (Except GU CFwds are posted to a central ARSP outside your unit, so you will NOT see a CFwd budget level account for GU funds in the Operating Plan/Reports.)
  1. Initial Budget. Initial budget load from NIBS at the BOY.
  1. Transfers. Budget Transfers from the current year. These are the real budget transfers that have occurred in PeopleSoft NIBS working budget.
  1. Total Central Alloc. The sum of columns (CFwd + Initial Budget + Transfers).
  1. Manual Reallocations. Manual BudCast reallocations that the user has entered within BudCast. These have not been officially processed through PeopleSoft/Budget Office.
  1. Comments. The user should always input comments in this column to note the purpose of the manual reallocation.
  1. Total Current Yr. Budget. Total sum of columns (Total Central Alloc. + Manual Reallocations).
  1. Monthly Periods. Column for each monthly period (July through June) of the FY. Amount in Total CY Budget (I) is allocated across the 12 monthly periods.  Amounts in impact the projection fund management reports for OOE accounts only. Salary projections will be pulled from the Version – Salary Projections in the Projection Fund Mgmt Report.
  1. Allocation Difference. Shows any difference between Total CY Budget less the sum of the 12 Monthly Periods. Should equal zero on all rows manually adjusted, but will show the CFwd balance that remains on the CFwd rows.
  1. Salary & Fringe from Salary Proj. This column reflects the salary and fringe projections made in the Salary Projection Version and is included as a reference only.
  1. Period Spread Method. Allows BudCast users to select the Period Spread method that allocates the budget across the Monthly Periods: PY Actuals, Even(ly), or Manual.

 


 White Editable Cells.  The Manual Reallocations column is editable when drilled down to the white cells. Non-White cells indicate they are locked and cannot be edited. In order to see the white cells, the user must drill down to the level where a cell represents a unique combination of Fund, Cost Center, and Budget Account combination (i.e. the lowest level).

Note: If another user is in the same worksheet the first user will lock out anyone else, and the cells will not be white/editable.

 

  Manually Reallocating at the Account Level.  A user can manually reallocate the budget between different budget categories/accounts/funds/etc.

In this example we are debiting $12000 from Student Wages, and are moving those funds onto Software. We are in the View Bud Realloc Summary (Fund>CC>Acct).To manually reallocate the budget at the account level;

  1. Drill down to the Account Level. Click the drill down  button to drill down to the account level where white editable cells are located.
  1. Add comments. Use the Comments column to note the purpose of the reallocation. Comments do not pull through to associated Reports.
  1. Enter the Manual Reallocation. Enter the debit/credit into the white editable cells that correspond to the debit/credit accounts. In this example the user has debited (subtracted) $12000 from the Student Wages at the Account Level and has credited (added) $12000 onto Software at the Account Level.
  1. Note Effect. Note the effect on the Total Current Yr Budget column after manual reallocations entere

 

Notes:

  • Understand that the manual reallocation exists only within BudCast and will not be uploaded into PeopleSoft.
  • If you record a manual reallocation as a way to “pre-record” a future budget transfer/action the user must undo this by deleting the manual reallocation when the actual PeopleSoft budget transfer posts- otherwise the budget will be over/understated.

 


 Manually Reallocating at the Transaction Level.  A user can manually reallocate the budget between different budget categories/accounts/funds/etc.

In this example we are debiting $12000 from Student Wages, and are moving those funds onto Software. We are in the View ‘Bud Realloc Summary (Fund>CC>Acct)’.To manually reallocate the budget at the transaction/line item detail level follow these steps;

  1.  Drill down to the Line Item Detail Level. Click the drill down  button to drill down to the transaction level where white editable cells are located.
  1. Enter a Description. In the first available empty row; use the Description cell to note the purpose of the reallocation. Comments do not pull through to associated ‘Reports’, but Descriptions entered at this level do.
  1. Debit the Amount. Debit (subtract) the amount desired from the Student Wages account by entering -12000 into the white editable cells under Student Wages at the Transaction Level.
  1. Credit the Amount. Repeat steps A and B. At the transaction level the user will credit (add) the desired amount by entering +12000 under Software at the Transaction Level.
  1. Note Effect. Note the effect on the Total Current Year Budget column after manual reallocations entered.

 

Notes:

  • Understand that the manual reallocation exists only within BudCast and will not be uploaded into PeopleSoft.
  • If you record a manual reallocation as a way to “pre-record” a future budget transfer/action the user must undo this by deleting the manual reallocation when the actual PeopleSoft budget transfer posts- otherwise the budget will be over/understated.

 


 


  Allocation Difference.  The ‘Allocation Difference’ column displays the allocation differences due to manual adjustments and carry forward balances. Before the user has used the battery cell icon  and clicked    to allocate the adjustments to the monthly periods the column will contain the amounts for manual adjustments + carry forward balances. After the amounts have been allocated to the monthly periods; this column will in theory equal zero unless there are carry forward balances.  The carry forward balances will always remain in the ‘Allocation Differences’ column.

  Spreading Manual Reallocations.  If a user has elected to manually reallocate the budget (maybe moving salary savings to an OOE account to spend later in the year) the user will now need to update the monthly period budgets in the far right columns. There are three options to choose from in the ‘Period Spread Method’ column;

  1. PY Actuals- This is the default spread. BudCast will spread the reallocation across the monthly cells based on PY Actual spending.
  1. Evenly Across 12 Months- The user can elect to override the default PY actuals spread to a spread evenly approach.  This will divide the selected budget evenly across the 12 monthly periods. To do this, the user can right click and select the  button, or they can choose ‘Even’ from the drop down menu located in the ‘Period Spread Method’ column.
  1. Evenly Across Selected Cells- The user can select a subset of cells, and right click to select “Spread Cells Evenly” to spread the budget evenly across the selected cells only.
  1. Manual- The user can elect to manually spread the reallocated dollar amounts onto the desired cells making sure the monthly allocations equal to total allocated amount.

 

Note: BudCast will update automatically overnight and spread the manual reallocations based on the Period Spread Method in the very last column to the right (either Even, PY Actuals, or Manually). Or, you can execute the reallocation on demand using the  battery cell icon.  If no selection is made the default spread will be PY Actuals.

 

For additional assistance please contact the BudCast team at budcastsupport@ku.edu.


 


 Push/Pull.  Users are able to push and pull the amount in selected cell(s) forward or backwards. In this particular case, the user elects to move the $67.00 allocated for August two cells right to the October cell. Afterwards there are no student wages allocated for August, and the October budget has been increased by $67.00.

  1. Select Push/Pull. Right click on the cell value you would like shifted forward or back in the year and select    from the pop-up menu.
  1. Specify Columns. Choose the number of columns to push/pull the selected cell to and click OK.
  1. View Changes. Note that the value push/pulled has vacated the original cell and now resides in the cell chosen.

 

 

 

 


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