Viewing and Updating Program Budget

If you have the Edit Approved Budget or Edit Approved Budget on All Financial Summaries access grant (see Access Grants for Financial Summaries and Financial Data Tables) and the Edit Approved Budget access right (see Access Rights to View and Edit a Program Financial Summary), you can view and update budget for a program in the Budget Details page.

To open the Budget Details page, click the View Approved Budget Details link on the Financial Summary page.

The information displayed in the Budget Details page for you to view and update varies depending on the budgeting strategy the program uses:

(Top-down budgeting) Viewing, updating, and allocating program budge

When the program uses top-down budgeting, you can update budget for the program and allocate the program budget to its content.

Viewing budget

  • To view budget totals of all fiscal years, check the data in the top rectangle.

    Total Self-Funded Budget is the total budget added in the program level.

    Total Allocations is the budget allocated to the program content.

    Total Available is the budget left.

    Total Self-Funded Budget = Total Available + Total Allocations

  • To view details of budget added in the program level for a specific fiscal year, select the year in the Fiscal Year filter. The Self-Funded Budget section refreshes to display the budget added for the program in that year.
  • To view details of budget allocated to any program content for a specific year, select the year in the Fiscal Year filter. Go to the Allocations section and check the Allocated Amount column for the program content. To see allocation history, click the information icon ().
  • To view details of self-funded budget and program allocations for all fiscal years, select View All in the Fiscal Year filter.

Updating budget

  1. Click Update Budget in the Self-Funded Budget section.

    The Update Budget window opens.

  2. Complete the fields as described in the following table:

  3. Field (*Required)

    Description

    *Name

    Name of the approved budget line. The name can be the same as or different from existing lines. In either case, the line will become a new entry (row) in the approved budget.

    Expense Type

    Appears only if cost capitalization is enabled in the financial summary and the COST_CAPITALIZATION_ENABLED server.conf parameter is set to true. The options are Operating (the default) and Capital.

    *Fiscal Year

    Fiscal year to which you want to add a budget line (the current year, the previous year, or the next year).

    *Amount

    Amount to add to or subtract from the approved budget for the selected fiscal year. Enter a negative value to subtract the amount.

    Note: If the parameters BUDGET_IN_WHOLE_DOLLARS and BUDGET_IN_THOUSAND_SHOW_DECIMAL are both set to false, you cannot enter decimals in the Amount field. That is, you can only add or subtract funding by integral multiple of 1000.

    Description

    Optional description of the new approved budget line.

  4. Click Done.

    A confirmation dialog appears. If you confirm the update, it cannot be removed.

Allocating budget

  1. In the Allocations section, select a program content to which you want to allocate budget.
  2. Click Allocate Budget.
  3. Complete all required fields in the Allocate Budget window.

    Be aware of the available budget per fiscal year. You cannot allocate more than the budget limit.

  4. Click Done.

(Bottom-up budgeting) Viewing and updating program budget

When the program uses bottom-up budgeting strategy, you can update budget for the program, and budget of the program content is rolled up to the program, becoming a part of the program budget.

Viewing budget

  • To view budget totals of all fiscal years, check the data in the top rectangle.

    Total Self-Funded Budget is the total budget added in the program level.

    Total Rolled Up Budget is the total budget rolled up from the program content.

    Total Budget is the sum of total self-funded budget and total rolled up budget.

  • To view details of budget added in the program level for a specific fiscal year, select the year in the Fiscal Year filter. The Self-Funded Budget section refreshes to display the budget added for the program in that year.

  • To view details of budget rolled up from the program content for a specific year, select the year in the Fiscal Year filter. Check the Rolled Up Budget section.
  • To view details of self-funded budget and rolled up budget for all fiscal years, select View All in the Fiscal Year filter.

Updating budget

See Updating budget for detailed instructions.