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COA/Budget Structure Workshop Agenda

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Presentation on theme: "COA/Budget Structure Workshop Agenda"— Presentation transcript:

1 COA/Budget Structure Workshop Agenda
Chart of Accounts Overview Chartfield Maintenance Commitment Control Overview Budget Control Budget Rules Core-CT Proposed Budget Structures Overview Central/Agency Responsibilities Revenue Budgets Expenditure Budgets Comprehensive Financial Status Report (CFSR) 2004 Budgets Preparation Budget Journal Spreadsheet Next Steps

2 Chartfield 1 Fund Department Account Program SID Project/Grant
Core-CT Chartfields Chartfield 1 Fund Department Account Program SID Project/Grant Chartfield 2 Business Unit Chartfields = Chart of Accounts You’ll be happy to know that we’ve retired most of our COA slides You’ll also be happy to know that this is the final list of Chartfields CF 1 will be called CF1 and not Activity. Avoid confusion with current Activity coding block. CF1 values will move to Projects module in phase 2 and CF1 will be available for another possible use. CF2 will be called CF2 and not Agency Defined CF. Budget Reference is a Chartfield and is here to stay. Not the same as Budget Period, which is always defined as the July to June State FY. Budget Reference

3 Core-CT Chartfields CAS/ SAAAS Field Length Usage Core-CT
Core-CT Field Length Agency 4 Required Fund 5 Department 8 SID 3 Object Program Function Agency Use Account Activity 9 Project/Grant 15 Extension 7 Chartfield 1 6 Proj Activities Chartfield 2 Agency Use Budget Ref These are actual field lengths in Core-CT, not the PeopleSoft maximum field lengths. Project/Grant is now a required Chartfield. It is being used to enable many new Core-CT Budget Structures. Project/Grant is a required CF. Every agency has a “Non-Project” default value to use when an actual project is not being coded. Budget Reference is also a required CF. At this point, there shouldn’t be any more questions about what a CF is and how it’s to be used. Agencies should be finalizing their COA’s to make sure that the things that you want to Budget, Expend, and Report are captured properly. Realignment of COA? Hopefully, not trading in the old COA for a new one.

4 Budget Reference Budget Reference
Used to differentiate year of appropriation, where budgets and expenditures otherwise share the same combination of Chartfield values, e.g. recurring grants Values are defined as the State fiscal year in which the budget is received It is a required Chartfield. More budgets means more budget maintenance Closeout of old or inactive values needs to be communicated to OSC Budget Reference Budget Reference values will be Years……not From -To Periods, Weeks, Months, etc.

5 Budget Reference Carryforward Scenario 1
For budgeted funds and specific non-budgeted funds that are non-lapsing: OSC will bring forward funds Budget Reference changed to match the new year budget period Single budget line will be created combining new and old year

6 Budget Reference Carryforward Scenario 2
For all other non-lapsing funds: OSC will bring forward funds Budget Reference stays the same Multiple budget lines created for each year of appropriation

7 Core-CT Chartfields COA Recap
COA/Budget Structure Framework COA Recap Budget Reference - a required Chartfield. It differentiates budgets and expenditures which share the same Chartfield combinations, but have more than one year of funding open in the same Budget Period. Projects/Grants – now a required Chartfield. It is being used to enable many new Core-CT Budget Structures. Every agency has a “Non-Project” default value to use when an actual project is not being coded. Agency COA Validation - changes submitted by May 2 will be reviewed by the COA Team. Later changes will be handled by the OSC in accordance with the new Chartfield Maintenance procedure.

8 Chartfield Maintenance
Goal: To Ensure Chart of Accounts Data Integrity and System Integration Maintenance is the addition, inactivation, & modification of Chartfield values New values will be Agency & Centrally Defined All values will be Centrally Maintained Each modification to COA values affects various trees (Commitment Control, Reporting, Combination Edits, etc) Soon, there won’t be a COA team. Once in the system, values are not “deleted”…..”inactivated”.

9 Chartfield: Chartfield Value: Chartfield Maintenance Request Form
Tree: Reporting, Budget, ETC Level to be added Attribute: CFDA Number Attribute Value: 12345 Urgency: Emergency Future Effective Date Action Required: New Value Modification to Existing Value Inactivate Existing Value Chartfield: Department Account SID ETC Chartfield Value: Meet Char Length Requirements ABC12345 Form may be Electronic or Hardcopy or Both.

10 Chartfield Maintenance Flow
Combination Edits will be agency responsibility….Not on Chartfield Request Form.

11 Commitment Control Overview
Two Aspects of Commitment Control Commitment Accounting Procurement liabilities are recognized throughout the procurement lifecycle Requisitions  Pre-encumbrances Purchase Orders  Encumbrances Vouchers  Expenditures Budget Control Ensures that commitments and expenditures do not exceed budgets Commitment Control = Commitment Accounting + Budget Control Can’t pay a voucher for more than the PO…..can’t write a PO for more than the approved Requisition (within allowable tolerances).

12 Distribution Lines from Transactions
Commitment Control Overview – Budget Control Budgetary control is enforced on financial transactions through the use of budget ledgers and control options. Budget Checking Process Journal Posting Process Budget Ledgers Distribution Lines from Transactions Journals – GL Requisitions – PO Purchase Orders – PO Vouchers – AP Actuals Ledger Budget Checking of Requisitions…..Requisition Budget Approver? After Chartfield Approval?

13 Commitment Control Overview – Budget Rules
Budget Structures are configured using the following budget rules: Budget Ledgers Budget Control ChartField Budget Key Budget Translations Control Options These are the building blocks of Budget Structures. Budget Structures will be configured by the Core-CT COA Team

14 Commitment Control Overview – Budget Rules
Budget Ledgers Definition: Ledgers which store budget, pre-encumbrance, encumbrance and expenditure balances at the budgeted ChartField level. All budget rules are defined for a budget ledger. Example: Appropriation budget ledger Result: All budgets and transactions posted against the Appropriation budget ledger are controlled by the budget rules defined for the Appropriation.

15 Commitment Control Overview – Budget Rules
Budget Control ChartField Definition: The ChartField used to determine whether or not the budget structure applies to a transaction. A Budget Structure can only have only one Budget Control ChartField. Detailed ChartField values are selected from the designated Budget Control ChartField. Example: Budget Control ChartField  Fund  (GF) 12001 – (Spec Rev) Result: All transactions recorded against these Funds will be subject to this Budget Structure.

16 Commitment Control Overview – Budget Rules
Budget Key Definition: Budget Keys are the ChartFields which are required for all budget journals and all transactions for a given Budget Structure. Example: Budget Keys  Fund  Program  DeptID  Account  SID  Budget Reference Result: All budget journals and transactions for this Budget Structure must have values in these ChartFields.

17 Commitment Control Overview – Budget Rules
Budget Translation Definition: Budget Translations are used to relate transactions to their proper budget. The translation is accomplished through the use of trees. These trees are needed only when the budget is established at a higher level in the ChartField than the transaction level. Example: Budget Translations  Fund  Budget and transact at same level  DeptID  Budget at DOL 40000  Transact at DOL40010 Result: Budget Translation trees required for Department Chartfield to allow the system to “find” the proper budget.

18 Commitment Control Overview – Budget Rules
                                 Commitment Control Overview – Budget Rules Control Options Control: Transactions that exceed the budget will error out during the budget checking process. No further processing can be performed until the transaction error is corrected by an authorized agency user or the budget is overridden by an authorized user. Track: Transactions that exceed the budget will pass the budget checking process and be tracked without exception warnings or error messages. Transactions pass even if budget is for a zero amount. No control budgets at the detailed account level. No exception warning or message on Track Budget

19 Core-CT Proposed Budget Structures - Overview
Central Responsibility Create and maintain Legal Level Budgets Appropriation Bond Authorization Revenue Estimate Allotment Bond Allocation Assoc Revenue Estimate Bond Allotment Agency Responsibility Create and maintain Agency Level Budgets Agency 1 Project 1 Agency 2 Project 2 Project 3

20 Core-CT Proposed Budget Structures - Overview

21 Core-CT Proposed Budget Structures - Expenditure Budgets (Central)
Explanation Required for legislative appropriations, i.e. the General Fund Highest level of budget in Core-CT Created and maintained centrally by OSC Always established as a control budget Budget Reference will capture the State’s fiscal year Appropriation Gregg took out “and most other non-bond funds” from the 1st bullet. Not sure why.

22 State Appropriation Act
Core-CT Proposed Budget Structures - Expenditure Budgets (Central) State Appropriation Act Legislature will continue to appropriate at the traditional Fund/Agency/SID level New slide – sample of Approp Act

23 Core-CT Proposed Budget Structures - Expenditure Budgets (Central)
Appropriation Budget Keys Budget Translation Control ChartField Control CF Value Fund X GF and other Legal Approp Funds DeptID Agency SID Program All Programs Account All Expenditures Budget Reference Discuss Budget Key fields: the Fund Control Chart Field defines the Budget Key fields – fund/deptID/class(SID); these must be non-null and unique combinations

24 Core-CT Proposed Budget Structures - Expenditure Budgets (Central)
Explanation Allotment Required for all appropriated Funds, and for most non-appropriated Funds; companion Federal Funds process continues Created quarterly and maintained centrally by OSC based on OPM approved B-1; B-107s created for transfers/FACs, releases/advances to adjust available funding within SIDs Always established as a control budget “Child” to Appropriation budgets, meaning that budget amounts could differ but not exceed Appropriation Revised 1st bullet; added new bullet (ABS on-line allotment functionality under review)

25 Traditional B1 process to formulate allotment control:
Core-CT Proposed Budget Structures - Expenditure Budgets (Central) Traditional B1 process to formulate allotment control: Fund/Agency/SID control level alternate views showing legacy and new codes front-loaded allotments for selected SID’s data uploaded from ABS to CORE upon submittal View CORE Codes View CAS Codes New slide: sample of B1/Spending Plan and discussion of changes – CLICK to reveal screen with new CORE codes

26 Core-CT Proposed Budget Structures - Expenditure Budgets (Central)
Allotment Budget Keys Budget Translation Control ChartField Control CF Value Fund X GF and other Legal Approp Funds DeptID Agency SID Program All Programs Account All Expenditures Budget Reference

27 Core-CT Proposed Budget Structures - Expenditure Budgets (Central)
The following is an example of an Appropriation and Allotment budget in Core-CT

28 Core-CT Proposed Budget Structures - Expenditure Budgets (Central)
In the event FY2004 begins without an Appropriation Act, temporary allotments will be processed $10,000 New slide – covers “no budget” temp allotments Contingency Plan if Legal Budgets are not approved before July 1: Agencies will create 0 dollar budget journals All budgets will be Track budgets until approved budgets are entered Budget Journals will be adjusted with approved budgets Agencies with Control budgets will be changed from Track $10,000

29 Core-CT Proposed Budget Structures - Expenditure Budgets (Central)
Explanation Required for all legislative bond authorizations Created and maintained centrally by OSC Always established as a control budget Bond Authorization

30 Core-CT Proposed Budget Structures - Expenditure Budgets (Central)
Bond Authorization Budget Keys Budget Translation Control ChartField Control CF Value Fund X Bond Funds DeptID Agency SID Program All Programs Account All Expenditures Budget Reference

31 Core-CT Proposed Budget Structures - Expenditure Budgets (Central)
Explanation Required for all Bond Commission Allocations Created and maintained centrally by OSC Always established as a control budget “Child” to Bond Authorization budget, meaning that budget amounts could differ but not exceed Bond Authorization Bond Allocation

32 Traditional Bond Commission Allocation process continues:
Core-CT Proposed Budget Structures - Expenditure Budgets (Central) Traditional Bond Commission Allocation process continues: agencies submit allocation requests based on approved projects approved agenda items lead to allotments New slide – sample Bond Agenda item

33 Core-CT Proposed Budget Structures - Expenditure Budgets (Central)
Bond Allocation Budget Keys Budget Translation Control ChartField Control CF Value Fund X Bond Funds DeptID Agency SID Program All Programs Account All Expenditures Budget Reference

34 Core-CT Proposed Budget Structures - Expenditure Budgets (Central)
Explanation Required to allot Bond Funds Always established as a control budget “Child” to Bond Allocation budgets, meaning that budget amounts could differ but not exceed Bond Allocation Bond Allotment

35 Core-CT Proposed Budget Structures - Expenditure Budgets (Central)
Bond Allotment Budget Keys Budget Translation Control ChartField Control CF Value Fund X Bond Funds DeptID Agency SID Program All Programs Account All Expenditures Budget Reference

36 Core-CT Proposed Budget Structures - Expenditure Budgets (Central)
The following is an example of Bond Authorization, Bond Allocation, and Bond Allotment budgets in Core-CT

37 Core-CT Proposed Budget Structures - Revenue Budgets (Central)
Explanation Used by OPM and OSC to track Revenues by Revenue Account Created and maintained centrally by OSC Configured as track only Revenue Estimate Control or Track…not sure.

38 Core-CT Proposed Budget Structures - Revenue Budgets (Central)
Revenue Estimate Budget Keys Budget Translation Control ChartField Control CF Value Fund X GF and Special Revenue Funds DeptID All Agencies SID All SID’s Program All Programs Account Detailed Revenue Accounts Budget Reference

39 Core-CT Proposed Budget Structures - Revenue Budgets (Central)
The following is an example of a Revenue Estimate budget in Core-CT:

40 Associated Revenue Estimate
Core-CT Proposed Budget Structures - Revenue Budgets (Central) Explanation Associated Revenue Estimate Used for the Grant Transfer process Created and maintained centrally by OSC Established as track. Control or Track…not sure.

41 Core-CT Proposed Budget Structures - Revenue Budgets (Central)
Associated Revenue Estimate Budget Keys Budget Translation Control ChartField Control CF Value Fund X Federal and Other Restricted Funds DeptID Agency defined SID Program All Programs Account All Grant Transfer Revenue Budget Reference

42 Core-CT Proposed Budget Structures - Revenue Budgets (Central)
The following is an example of an Associated Revenue Estimate budget in Core-CT:

43 Core-CT Proposed Budget Structures - Revenue Budgets (Central)
The following is an example of an Associated Expenditure budget in Core-CT:

44 Detailed Expenditures
Core-CT Proposed Budget Structures - Expenditure Budgets (Agency) Agency Budget Structures For creating agency-defined lower level Department ChartField budgets. For agency “Non-Project” Project ChartField value. Agency Budgets are not tied to Appropriation/Allotment, which are in separate non-linked budget structures. Agency Budgets may be for a different amount than appropriated (e.g. create central reserve), but budget control will ultimately always reside at Appropriation/Allotment. Agency 1 Agency 2 Control or Track Track All Expenditures Detailed Expenditures

45 Clinical Supp Services
Core-CT Proposed Budget Structures - Expenditure Budgets (Agency) The following example demonstrates how an agency may budget at two different department levels using the two proposed agency budget levels. Dept. of Mental Health & Addiction Appropriation Budget Ledger (Control) CT Mental Health Ctr. CT Valley Hospital Agency Budget Level 1 (Control) Clinical Supp Services Administration Agency Budget Level 2 (Track) Patient Care Ambulatory Care Plant Oper Pharmacy Radiology Power Plant Transaction Level

46 Core-CT Proposed Budget Structures - Expenditure Budgets (Agency)
The following example demonstrates how an agency may budget at a high expenditure account level using the agency level 1 budget. Budget Level 1 Budget Level 2 / Transaction Level Expenditures All Accounts General Information Technology IT Services Communications Telephone Installation Local/Long Distance Services Telephone/Network Lines Beeper/ Pager Services Internet Budgeting by Account

47 Core-CT Proposed Budget Structures - Expenditure Budgets (Agency)
Agencies that choose Agency Budgets will have the following options for their non-project related budgets:

48 Core-CT Proposed Budget Structures - Expenditure Budgets (Agency)
Explanation Optional by Agency Agency defined departments, usually higher levels, e.g. divisions, bureaus, facilities, etc. Budgets at all Expenditures Account detail The Project ChartField is a required ChartField. Transactions will need to be coded to the “Non- Project” Project ChartField value. Agency Fiscal Administrative Reviewers will create and maintain agency budgets May be established as control or track by Agency. Must be uniformly control or track for all budgets in this Agency’s budget structure Agency 1

49 Core-CT Proposed Budget Structures - Expenditure Budgets (Agency)
Budget Keys Budget Translation Control ChartField Control CF Value Fund DeptID Agency defined SID Program All Programs Account All Expenditures Project X Non-Project by Agency Budget Reference

50 Core-CT Proposed Budget Structures - Expenditure Budgets (Agency)
The following is an example of an Agency 1 budget in Core-CT:

51 Core-CT Proposed Budget Structures - Expenditure Budgets (Agency)
Explanation Optional by Agency Agency defined Department levels, usually lower levels, e.g. units, cost center, etc Budgets at transaction level Account detail levels, i.e. major/minor The Project ChartField is a required ChartField. Transactions will need to be coded to the “Non-Project” Project ChartField value. Agency Fiscal Administrative Reviewers will create and maintain agency budgets Configured only as track Agency 2

52 Core-CT Proposed Budget Structures - Expenditure Budgets (Agency)
Budget Keys Budget Translation Control ChartField Control CF Value Fund DeptID Agency defined SID Program All Programs Account Project X Non-Project by Agency Budget Reference

53 Core-CT Proposed Budget Structures - Expenditure Budgets (Agency)
The following is an example of an Agency 2 budget in Core-CT:

54 Core-CT Proposed Budget Structures - Expenditure Budgets (Agency)
Project Budget Structures For creating agency Project budgets based on detailed Project ChartField values and agency defined Department Chartfield values. Project Budgets are not tied to Appropriation/Allotment, which are in separate non-linked budget structures. Project Budgets capture multiple funding sources in amounts which could differ from the Appropriation, but budget control will ultimately always reside at Appropriation/Allotment. Project 1 Project 2 Project 3 Control or Track Track All Expenditures Detailed Expenditures Agency defined CF1

55 Core-CT Proposed Budget Structures - Expenditure Budgets (Agency)
Agencies that choose Project Budgets will have the following options for their project related budgets:

56 Core-CT Proposed Budget Structures - Expenditure Budgets (Agency)
Explanation Optional by Agency Detailed Projects and no ChartField 1 (Activity) detail Budgets at all Account level detail Agency Fiscal Administrative Reviewers will create and maintain agency budgets May be established as control or track by Agency. Must be uniformly control or track for all budgets in this Agency’s budget structure Project 1 Control or Track…not sure.

57 Core-CT Proposed Budget Structures - Expenditure Budgets (Agency)
Project 1 Budget Keys Budget Translation Control ChartField Control CF Value Fund DeptID Agency defined SID Program All Programs Account All Expenditures Project X Project Detail by Agency Budget Reference

58 Core-CT Proposed Budget Structures - Expenditure Budgets (Agency)
The following is an example of a Project 1 budget in Core-CT:

59 Core-CT Proposed Budget Structures - Expenditure Budgets (Agency)
Explanation Optional by Agency Detailed Projects with no ChartField 1 (Activity) detail Budgets at detailed Account level values Agency Fiscal Administrative Reviewers will create and maintain agency budgets Established as track. Project 2 Control or Track…not sure.

60 Core-CT Proposed Budget Structures - Expenditure Budgets (Agency)
Project 2 Budget Keys Budget Translation Control ChartField Control CF Value Fund DeptID Agency defined SID Program All Programs Account Project X Project Detail by Agency Budget Reference

61 Core-CT Proposed Budget Structures - Expenditure Budgets (Agency)
The following is an example of a Project 2 budget in Core-CT:

62 Core-CT Proposed Budget Structures - Expenditure Budgets (Agency)
Explanation Optional by Agency Detailed Projects with ChartField 1 (Activity) detail Budgets at All Expenses (no detail) Agency Fiscal Administrative Reviewers will create and maintain agency budgets Established as track Project 3 Control or Track…not sure.

63 Core-CT Proposed Budget Structures - Expenditure Budgets (Agency)
Project 3 Budget Keys Budget Translation Control ChartField Control CF Value Fund DeptID Agency defined SID Program All Programs Account All Expenditures Project X Project Detail by Agency ChartField 1 Budget Reference

64 Core-CT Proposed Budget Structures - Expenditure Budgets (Agency)
The following is an example of a Project 3 budget in Core-CT:

65 Core-CT Proposed Budget Structures - Comprehensive Financial Status Reports
Explanation CFSR New standard CFSR reports will merge Agency 1/Project 1 and Agency 2/Project 2 budget ledgers CFSR reports will capture expenditures, encumbrances, pre-encumbrances, and budgets In order to produce an accurate CFSR, agencies that use Agency and Project budgets will need to budget at the same level of the Department ChartField Three Agency CFSR reporting options: 1. Account detail by SID for all departments 2. Account detail by SID for each department 3. All Accounts by SID for all departments

66 Core-CT Proposed Budget Structures - Comprehensive Financial Status Reports

67 Core-CT Proposed Budget Structures - Comprehensive Financial Status Reports

68 2004 Budget Preparations There are three ways to enter and load budgets into Core-CT’s budget ledgers: Spreadsheet Budget Journals On-line Budget Journals On-line Budget Transfers                                  Budget journals can be created by using the online pages or outside of Core-CT using a customized template to create budget journals in excel. We will discuss each of these processes in detail along with walking you through the exercises. Online Budget Journals and Online Budget Transfers are very similar in process – using the similar header and line pages. We are going to begin by discussing Spreadsheet Budget Journals. Both Central and Agency can enter budget journals online. Spreadsheet Budget Journals are performed primarily by Agencies.

69 Budget Journal Upload Tool

70 Budget Journal Header

71 Budget Journal Lines

72 Budget Journal Spreadsheet Upload
If there is no Appropriations Act: Track Budgets: Agency and Project track budgets can be created for any amount. Control Budgets: Agency and Project Control Budgets cannot be set at zero, presumably should at least equal the temporary Allotment, and could be for the amount of the estimated Appropriation. When the Appropriation Act is passed, adjustments can be done by: 1. Reversing the original spreadsheet journal and entering new journal amounts, or 2. Entering adjusting journal amounts for the amount of the difference.

73 Budget Journal Spreadsheet Upload
Agency responsibilities Create agency defined budget journals Spreadsheet Journal Upload Tool will be posted to website 1st Year (2004 Budgets): Submit to Core-CT for review Future Years: Write Flat File and upload spreadsheet into Core Central responsibilities OSC will enter all legal budget journals 1. Highlight the agency responsibilities in this process a. Overview of the error correction responsibilities agency vs. central – this will be discussed in further detail during the exercises 2. Explain the Flat File naming standard: a. 3 letter agency acronym plus the date (MMDD) plus the two letter initials of the user creating the entry plus a sequential number by day (e.g. -01, -02). For example, if Joe Smith created a journal for DMV on April 1st the file name would be: DMV0401JS1. b. This naming convention has been designed to prevent multiple users at each agency from overwriting each other’s journals (hence the initials). Ensure that no one in your agency has your same initials, and if so, then use a three letter initials where necessary. c. This naming convention also allows a single user to save multiple flat files in one day (hence the sequential number) 3. Re-emphasize the importance of having users who are creating spreadsheet journals do so with a valid Operator ID in the defaults page, because if there is an error this will indicate whom to contact regarding the journal in error.

74 Next Steps Create Spreadsheet Budget Journals – June 6 Contacts:
Finalize Budget Structures – TODAY Create Spreadsheet Budget Journals – June 6 Contacts: Carl Schuh Michael Riggott Bob Krueger Ryan Martin Susan Tangren We will be needing agency spreadsheet budget journals for Agency and Project Budgets by…….. We will need budgets from interfacing agencies by………


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