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TxEIS Budget Processing for

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1 TxEIS Budget Processing for 2014-2015
The Budget checklist is provided to help users accurately process the previous year budget and finance data to create a new budget. Region 18 ESC Information Systems

2 TxEIS Business Enhancements
TRS 1.5% Contribution Effective September 1, 2014 all TRS reporting entities that do not contribute to Social Security for their TRS-eligible employees are required to make a new monthly contribution to TRS in accordance with Senate Bill The following changes will be applied to the TxEIS Human Resources application to accommodate this new monthly TRS contribution. HR > Tables > Taxes/Deductions > TRS Rates: A new field will be added for School Year 2015 to input the the 1.5% contribution. The field will be labeled “TRS Adjust Sal Emplr Rate.” The rate from September 2014 through August 2015 is 1.5%. This rate will be applied to all TRS Eligible employees (employee had TRS Gross during the reporting month) who are not FICA eligible (based on current setting in Pay Info). Release – April 2014 The reporting entity must pay 1.5% on ALL compensation that is TRS eligible, unless the position is subject to the adjusted state minimum salary schedule.  For those employees the reporting entity must pay 1.5% on ALL TRS eligible compensation up to the adjusted state minimum.

3 TxEIS Business Enhancements
TRS 1.5% Contribution HR > Next Year > Interface NY Payroll to NY Budget: This function will be changed to calculate and budget the new expense amount. The amount will be reported and accumulated separately on the employee report so the district can know the amount to be budgeted for this new expense. Expense distribution will be based on the eligible accounts with the 6146 object code. Release – April 2014 HR > Reports > HR Reports > TRS Reports: A new report will be added that will allow the user to calculate this new expense and interface to Finance. This will be expected to be calculated at the end of the reporting month (similar to HRS4000-Stat Min TRS 373). This report will also be added as a pre-post version to Payroll Processing so that the districts can understand the proposed amount of the expense associated to the current payroll. Expense account to be used will be based on the eligible distribution history records associated to the employees (G, O, S and A account types) with the object code of A new column will be added to pay history to capture the amount of the expense for the salary adjustment (similar to the TRS 373 Above State Base expense). Release – Summer 2014

4 TxEIS Business Enhancements
Finance > Inquiry > General Ledger Inquiry: Ability to isolate data on the GL inquiry screen by accounting period. Release – Summer 2014 Finance > Maintenance > Postings: Add an option for certain users to be able to add accounts without exiting the postings screen. Release – Summer 2014 Finance > Reports > Finance Reports > Journals, Checks, Detail Ledgers > FIN1750 – Year to Date Checks Payments Lists AND FIN1800 – Year to Date Check Register List: Add parameter for posting period. Release – Summer 2014 Budget > Inquiry > Budget Account Codes Inquiry: Add an option to exclude 61XX account codes. Release – Summer 2014

5 Overview By law, the budget must be prepared by a date set by the state board of education, currently August 20th for districts with a September-August fiscal year and June 19 th for districts with a July-June fiscal year. Only revenues (5XXX) and expenditures (6XXX) are budgeted. Asset, liability, and equity accounts are balance accounts which will be carried into next year’s books when actual revenues and expenditures are closed; therefore, there is no need to budget for them. This will take place when the End of Fiscal Year checklist is completed.

6 Helpful Resources Financial Integrity Rating System of Texas (FIRST) should be considered when budgeting, as the indicators will be used to assess the district (http://www.tea.state.tx.us/index4.aspx?id=3864 ). District Improvement Plan (DIP) and Campus Improvement Plans (CIPs) should also be considered and integrated into budget planning. The Financial Accountability System Resource Guide also provides information on budgeting: Lastly, your auditors are always a good reference.

7 TxEIS Budget Application
Provides the district with flexibility when preparing the budget. The budget can be built from scratch or current year information can be used as a base to generate amounts for the next year budget. The amounts can be increased or decreased by a given percentage or amount, or transfer the same amounts. The Budget application consists of three levels of budget processing: requested, recommended and approved. Once the recommended budget has been approved, it can be posted directly to the general ledger in the Finance application. Throughout the year, amendments to the budget may be made through the Budget Amendment Request (BAR) system in Finance or by posting to the Journal Budget tab. 4th Bullet: The Budget application consists of three levels of budget processing: requested, recommended and approved. This allows the district to analyze the requested budget and develop the recommended budget for next year without affecting the current year budget or the general ledger. 5th bullet: Once the recommended budget has been approved, it can be posted directly to the general ledger in the Finance application. This eliminates manual entry of these accounts and opening balances, assuring that the values entered are accurate.

8 Budget Years There are three years worth of data being kept at any one time. At this time in February 2014, you should have the following in Budget: Last Year Closing : Expenditures or Amended Budget (choice in initialization) This Year Original : Approved Budget This Year Amended : Amended Budget as of the last update This Year Actual : Actual Revenue/Expenditures as of the last update Next Year Requested : budget requests from schools and departments Next Year Recommended : budget work area prior to approval Next Year Approved : final budget Before we get started, please be sure you are logged into File ID N; we will be working in File ID N throughout this entire process. Also, we recommend you complete each backup when prompted.

9 Step 1: Update Budget Go to the Utilities > Update Budget Data page to update the amended and actual columns in the 2014 budget with GL File ID ‘ ’ ending audited totals. This step prepares last year’s budget to be stored in another File ID for later reference. From the drop-down menu, select From GL File ID and then click Retrieve. Update Column, check the Amended and Actual boxes. Account Code section is optional. Include Inactive - By selecting this option, inactive accounts in Finance will be pulled into the budget. Use Crosswalk - By selecting this option, any crosswalks you have built in Budget will be applied as accounts and amounts are updated from Finance to Budget. Only Existing Budget Accounts - By selecting this option, only accounts currently in the Budget application will be updated. Other accounts in Finance will not be pulled into the Budget application. Accounting Period, select Current, if the current month and next month are the same. If current month and next month are different, select Next. Object Description, select one of the following options: Description from GL (New Account Codes) – By selecting this option, any accounts not currently in the budget will come in with the description from Finance. Accounts being updated that are in both Budget and Finance will keep the description currently in Budget if different from the description in Finance. Description from GL (All Account Codes) – By selecting this option, all accounts in the budget, as well as new accounts coming in, will have the description that is in Finance. Description from Budget Object Code Table – By selecting this option, any accounts not currently in the budget will come in with the description from the Budget Object Code table. Accounts being updated that are in both Budget and Finance will keep the description currently in Budget if different from the description in Finance. Click the double arrow to move all funds to the right side of the window. For the most part, you should see fiscal year 3 funds on the left and fiscal year 4 funds on the right. Click Execute.

10 Step 1: Update Budget After you click Execute a preview window will display. You must click Process for the changes to take affect. NOTE: If you receive a budget error report that says XX does not exist, you must add that part of the account code to the appropriate tab on the Tables > Accounts Codes page and then repeat this step. When prompted, create a backup.

11 Step 1: Comparison

12 Step 2: Save Budget Go to the Utilities > Copy Current to New File ID page to save last year’s budget ( ) to File ID ‘4’ to reference at a later date, if needed. From the dropdown menu, select New File ID 4. You may see funds for several different fiscal years because this screen is reading from the account code table, not from accounts that are in the budget. Click Select All to select all funds or manually select each fund. Click Execute. NOTE: You will receive an error message if you already have a File ID 4 for the school year. You will need to go to Utilities > Delete by File ID to delete File ID 4 and then repeat this step. When prompted, create a backup. You will now have File ID in the dropdown, which will match the budget.

13 Step 3: Update Budget Options
Go to the Tables > District Budget Options page to update the Budget Options table with dates for the Budget. School Year: Enter The Cutoff Dates are optional. If you enter a cutoff date for Requested, Recommended or Approved, once that date has passed, you will no longer be able to enter budget information on that tab. If you are the only person entering budget information and will be working only on the Approved tab, it is recommended that you enter January 1, 2014 for the Requested and Recommended cutoff dates. By entering a cutoff date that has already passed, the fields on the Requested and Recommended tabs will be grayed out to keep you from accidentally entering data on them. Check the Capture Original Budget Flag box, so when the budget is moved to Finance, it posts as the original budget and not the amended budget. Click the Save.

14 Step 4: Reinitialize Budget
This process is run when the final budget has been adopted and posted to the general ledger. When reinitializing budget data, you can specify the funds you wish to shift, or you can select all funds. The following changes are made: Place either the This Yr Amended or This Yr Actual column (your choice) in the Last Yr Closing column. Move the Next Yr Approved column to This Yr Original Budget (Current Yr) column. Zero out This Yr Amended and Actual, and Next Yr Approved columns, so the budget building process can begin.

15 Step 4: Reinitialize Budget
Go to the Utilities > Reinitialize Budget Data page to reinitialize your budget columns. Amt to use as Last Yr Closing Amt, choose either This Yr Expenditures or This Yr Amended Budget, depending on what you want the budget reports to show. Use the double arrow to move all funds to the right side of the window. Click Execute.

16 Step 4: Reinitialize Budget
After you click Execute a preview window will display. You must click Process for the changes to take affect. When prompted, create a backup.

17 Step 4: Comparison

18 Step 5: Create a Backup Go to the Utilities > Export by File ID page to create a backup of File ID ‘N’. Select File ID N on the left side of the window. Click the single arrow to move it to the right side of the window. Click Execute. Select Yes to continue. Enter a backup password. Click Save. When the Save window displays, select the location to where the backup should be saved.

19 Step 6: Copy Finance Tables
Go to the Utilities > Clear/Copy Budget Tables > Copy Finance Tables to Budget page to copy the account code table from Finance to Budget. Prior to completing this step, you may go to Finance > Tables > Account Codes to clean up tables before you copy them to Budget. Click the double arrow to move each table to the right side of the window. The Preview Data box is optional. By checking this box, a preview window of each table will appear before they are copied to Budget. You must click Process at the TOP of each window for the changes to take effect. Click Execute. When prompted, create a backup.

20 Step 7: Add FY ‘5’ Funds Go to the Utilities > Mass Change Account Codes > Fund/Year page to add Fiscal Year ‘5’ funds to the Account Code table. Click the double arrow to move all funds to the right side of the window. You may see funds for several different fiscal years if you have not cleaned out the account code table for previous years, which is not a problem. Click Execute.

21 Step 7: Add FY ‘5’ Funds After you click Execute a preview window will display. You must click Process for the changes to take affect. When prompted, create a backup.

22 Step 8: Change Account Codes
Go to the Utilities > Mass Change Account Codes > Mask Crosswalk page to change the Account Codes from Fiscal Year ‘4’ to Fiscal Year ‘5’. From Mask, change the digit that represents the fiscal year in the account code to a 4. To Mask, change the digit that represents the fiscal year in the account code to a 5. Object Description select one of the following: Existing Code Description from Budget – By selecting this option, the existing description from the current budget will remain. New Object Description from Object Table – By selecting this option, the description in the budget will be replaced with the description in the Budget Object Code table. Options are not required at this time. Click Execute.

23 Step 8: Change Account Codes
After you click Execute a preview window will display. You must click Process for the changes to take affect. When prompted, create a backup. NOTE: If you receive a budget error report that says XX does not exist, you must add that part of the account code to the appropriate tab on the Tables > Accounts Codes page and then repeat this step.

24 Step 8: Comparison

25 Step 9: Clear Next-Year Requisitions
If you do NOT use Next-Year Requisition, skip to Step 10. Go to the Utilities > Clear Move NYR Requisitions to CYR page to clear Next-Year Requisitions. PO Date: Leave blank. Select the option to Clear Next Year Requisitions Only. Click Execute. If there are next year requisitions to be deleted, after you click Execute a preview window will display. You must click Process for the changes to take affect. When prompted, create a backup.

26 Step 10: Delete Funds OPTIONAL: Go to the Utilities > Delete Funds page to delete any funds you do not want in Budget. Use the single arrow to move each fund, if any, you want to delete from the budget to the right side of the window. The funds you want to keep should be listed on the left, and the funds you want to delete should be listed on the right. Click Execute.

27 Step 10: Delete Funds After you click Execute a preview window will display. You must click Process for the changes to take affect. When prompted, create a backup. NOTE: Funds will NOT be deleted if there are any Requisitions that have not become a Purchase Order OR if there is an account code that is tied to a Purchase Order where the encumbrance has not been reversed.

28 Step 11: Clear Budget Tables
OPTIONAL: Go to the Utilities > Clear/Copy Budget Tables > Clear Budget Tables page to clear the Budget Simulation Tables and/or Budget Crosswalk Tables. Select Clear Simulation Tables to remove all data from the simulation tables. Select Clear Budget Crosswalk Table to remove all data from the crosswalk tables. Click Execute. When prompted, create a backup.

29 Step 12: Update Budget Go to the Utilities > Update Budget Data page to update the CYR amended and CYR actual columns in Budget from Finance. This step pulls in your most recent totals from Finance for comparison on reports. NOTE: You may repeat this step as often as needed as Finance changes. From the drop-down menu, select From GL File ID C and then click Retrieve. Update Column, check the Amended and Actual boxes. Account Code Include Inactive - By selecting this option, inactive accounts in Finance will be pulled into the budget. Use Crosswalk - By selecting this option, any crosswalks you have built in Budget will be applied as accounts and amounts are updated from Finance to Budget. Only Existing Budget Accounts - By selecting this option, only accounts currently in the Budget application will be updated. Other accounts in Finance will not be pulled into the Budget application. Check this option ONLY on the 1st run; after the 1st run leave unselected. Accounting Period, select Current, if the current month and next month are the same. If current month and next month are different, select Next. Object Description, select one of the following options: Description from GL (New Account Codes) – By selecting this option, any accounts not currently in the budget will come in with the description from Finance. Accounts being updated that are in both Budget and Finance will keep the description currently in Budget if different from the description in Finance. Description from GL (All Account Codes) – By selecting this option, all accounts in the budget, as well as new accounts coming in, will have the description that is in Finance. Description from Budget Object Code Table – By selecting this option, any accounts not currently in the budget will come in with the description from the Budget Object Code table. Accounts being updated that are in both Budget and Finance will keep the description currently in Budget if different from the description in Finance. Click the double arrow to move all funds to the right side of the window. For the most part, you should see fiscal year 4 funds on the left and fiscal year 5 funds on the right. Click Execute.

30 Step 12: Update Budget After you click Execute a preview window will display. You must click Process for the changes to take affect. When prompted, create a backup.

31 Step 12: Comparison

32 Step 13: Update User Profiles
If you do NOT restrict users in Budget to certain accounts, skip to Step 14. If you do restrict users in Budget, you have two options to update their user profiles. OPTION 1: Allows you to manually update each users’ accounts. OPTION 2: Allows you to update multiple users by fund. You can use this utility if you have multiple users whose User Profile contain the Fiscal Year for specific funds (i.e. 199/4).

33 Step 13: Update User Profiles
OPTION 1: Go to the Tables > User Profiles page to update the accounts each user can access.

34 Step 13: Update User Profiles
OPTION 2: Go to the Utilities > Mass Update User Accounts by Fund page to update multiple users by fund.

35 Step 13: Comparison OPTION 2

36 Step 14: Delete Zero Balance Accounts
OPTIONAL: Go to the Utilities > Mass Delete Zero Balance Accounts page to delete any funds with a zero balance account. NEW: You have two options to run this utility: OPTION 1: Select CY Original, CY Amended and CY Actual amounts must also be zero for an account to be deleted to delete fund/year with zero balance accounts that have a zero amount in the following columns: Current Year Original Current Year Amendment Current Year Actual OPTION 2: Leave CY Original, CY Amended and CY Actual amounts must also be zero for an account to be deleted un-selected to delete fund/year with zero balance accounts that have a zero amount in all the following columns: Last Year Expend Next Year Requested Next Year Recommended Next Year Approved Select the Fund/Year accounts to mass delete for the next fiscal year. Click Execute.

37 Step 14: Delete Zero Balance Accounts
After you click Execute a preview window will display. You must click Process for the changes to take affect. When prompted, create a backup.

38 Step 15: Mass Lock/Unlock Funds
OPTIONAL: Go to the Utilities > Mass Lock Unlock Funds page to Lock or Unlock funds. NOTE: By using a full mask of the account code and selecting Execute all account codes will be unlocked. This is used to protect account codes and amounts from being changed when developing the next year's budget. Budget accounts that are locked cannot be updated or changed on the Budget maintenance pages by either Budget users or through the Interface NY to Budget process in Human Resources. Enter Account Code. Action field select: Lock to lock all accounts with the selected element from any changes. Unlock to unlock all accounts with the selected element and allow changes. Click Execute.

39 Step 15: Mass Lock/Unlock Funds
After you click Execute a preview window will display. You must click Process for the changes to take affect. When prompted, create a backup.

40 Step 16: Create a Backup Go to the Utilities > Export by File ID page to create a backup of File ID ‘N’. Select File ID N on the left side of the window. Click the single arrow to move it to the right side of the window. Click Execute. Select Yes to continue. Enter a backup password. Click Save. When the Save window displays, select the location to where the backup should be saved.

41 Step 17: Enter 2014-2015 Budget Data
File ID N in Budget is now ready for amounts. The amounts can be entered using one of the following two methods: Method A allows starting figures to be populated quickly based on last year’s budgeted amounts or actual expenditures. Initial amounts are populated automatically based on the simulations you create and then can be adjusted as needed. Method B entails entering an amount for each amount code manually.

42 Step 17: Enter 2014-2015 Budget Data
Method A: Auto-populate budget columns from simulation table. Go to Utilities > Mass Increase/Decrease Account Codes to create the simulation. Enter a Simulation Name. Enter a Simulation Description. Select a Base Column to use for calculations: Last Yr Closing This Yr Original Budget This Yr Amend Budget This Yr Actual Next Yr Requested At the bottom of the window click the +Add. Enter as little or as much of the account code as needed. In the Operator field, click the dropdown to select the operator function (Multiply, Add, Equal or No Change) that is applied to the simulation. Click Save and then Execute.

43 Step 17: Enter 2014-2015 Budget Data
After you click Execute a preview window will display. You must click Process for the changes to take affect. At this point, you are only creating the simulation, you are NOT populating the budget amounts.

44 Step 17: Enter 2014-2015 Budget Data
Go to Utilities > Budget Level Processing to populate budget amounts. Choose the tab you want update with the simulation (Requested, Recommended, or Approved). Select the simulation. Click Execute.

45 Step 17: Enter 2014-2015 Budget Data
After you click Execute a preview window will display. You must click Process for the changes to take affect. Now you are populating the budget amounts. When prompted, create a backup. NOTE: This step can be repeated as needed. Keep in mind, each time a simulation is executed, it will overlay the prior simulation with the new information.

46 Step 17: Comparison

47 Step 17: Enter 2014-2015 Budget Data
Method B: Manually enter budget information by going to Maintenance > Budget Data Or Maintenance > Budget Data – Quick Entry. Maintenance > Budget Data page allows users to update the following fields: Account Code Amount (Next Yr Requested, Next Yr Recommend, or Next Yr Approved) Description Maintenance > Budget Data-Quick Entry page ONLY allows users to update the amount field (Next Yr Requested, Next Yr Recommend, or Next Yr Approved). Reminder: Payroll accounts (61XX) are not displayed on the Requested tab.

48 Step 18: Move Budget to Approved
If amounts were entered on the Requested or Recommended tabs in Maintenance, go to Utilities > Budget Level Processing > Copy Level page to move the amount to the Approved tab. NOTE: Amounts must be moved to the Approved tab before they can be interfaced to Finance. From Level, select the tab that contains the amounts you wish to move. To Level, select the tab you wish to populate with the From Level amounts. Click Execute. NOTE: If you use Campus Level Budgeting, you will need to move the Requested amounts to the Recommended tab prior to moving the amounts to the Approved tab. For more information on Campus Level Budgeting, go to our website Services > TxEIS > Online Training to view the Campus Level Budgeting video tutorial.

49 Step 18: Move Budget to Approved
After you click Execute a preview window will display. You must click Process for the changes to take affect. When prompted, create a backup.

50 Step 18: Comparison

51 Step 19: Budget Reports Go to Reports > Budget Reports page to print reports as needed to verify your data.

52 Information Systems Department
QUESTIONS??? Information Systems Department Christina Aranda – Information Systems Business Consultant Phone: Melinda Arguello – Information Systems Business Consultant Phone:


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