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. Middlebury College FY16 Budget Process: Budget Development 1.

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Presentation on theme: ". Middlebury College FY16 Budget Process: Budget Development 1."— Presentation transcript:

1 . Middlebury College FY16 Budget Process: Budget Development 1.

2 Important Web Links Budget Office – Go/budget office or Self Service Banner (SSB) – Go/BW or Online Form for Additional Funding - uest uest Commonly Used Account Information – 2

3 Important Contact Information Elissa Morton Director of Budget and Financial Planning 802-443-5092 Sue Lalumiere Assistant Director, Budget 802-443-5725 Christopher West Financial Systems Specialist 802-443-5592 Sarah C. Larocque Budget Analyst 802-443-5395 3

4 Important Terms SSB also referred to as Self Service Banner or Banner web Index refers to a sub section of a FOAPAL: Fund, Org, Account, Program (Location Code if applicable). Note: Please be aware that an org may have many Indexes associated with it Reallocation refers to moving budget dollars from one account code to another account code 4

5 Reallocation Overview of the Reallocation Period – This is ONLY for the reallocation process: January 19, 2015 – February 6, 2015 As a change from past years there will only be one phase to work in instead of three as was the case last year. You will be working in BUD16 Use the Change Value column to enter the amount to change the budget by NOT the total amount that you want budgeted Use minus signs (a negative number) to reduce a budget. No sign is necessary (a positive number) to increase a budget Enter text notes for each change, in the following format “*Initials – mm/dd/yy- Explanation including the word account. Enter approval information if applicable. Example : *SCL-1/15/15-Moved $100 from account 710520 to account 704150 (Refer to Appendix A, Step 13). Please note account, fund, or org, as appropriate 5

6 6 IMPORTANT - Do NOT delete a budget line using the “Delete Record” column. If you do not want a budget in that account, simply change the budget to zero Click on the Calculate button first to enter your changes and to review them If the changes you made are incorrect or further reallocation is necessary click on the “Re- query” button to undo your most recent unsaved changes Use the Summary Totals at the bottom of the screen to double check the changes you made. There is an account summary for each of the phases. (Refer to Appendix A, Step 18) Use the Post button when everything has been reallocated and you are ready to save your changes. (Refer to Appendix C) Banner Web will pre-populate with the account information that you last used, so be sure to double check the account segments that appear before moving on to the next step WARNING - You will be timed-out in Self Service Banner (SSB) after 30 minutes of inactivity. You will lose your changes for those items that were entered but not calculated or posted

7 List of Appendices Appendix A – Signing onto Self Service Banner (SSB) Appendix B – Reallocations Appendix C – Adding new accounts to your budget Appendix D – Save and Post Appendix E – Online Form for Additional Funding 7

8 Appendix A Signing onto Self Service Banner (SSB) Step 1) SSB can be accessed directly from the Middlebury College and MIIS homepages. Type in go/bw or Into your web browser. Login is required. Enter your employee ID number and pin. Click on the Login button. Click on Finance Information. 8

9 Step 2) Click on Budget Development Menu. 9

10 Step 3) Budget Worksheet: Making Reallocations Click on the Create Budget Worksheet button 10

11 Step 4) Click on Create Query. 11

12 Step 5) Do not check any of the boxes. Leave them blank and click on Continue. 12

13 Step 6) Enter in the Chart of Accounts (1), the Budget ID (FY2016), the Budget Phase (BUD16) and either your Index or individual codes (fund, org, account, prog, activity, location) 13

14 Step 7) For BUD16, check to Include “Revenue Accounts”, “Labor Accounts”, “Expenses” and “Deleted Items” 1 14

15 Step 8) The resulting screen clears the Index field and populates the Fund-Org-Program fields. You can also manually enter the Fund-Org-Prog codes. At this point, you will save the query. Click into the field to the right of “Save Query as” and enter the phase name and Index code for your future reference. Then click on Submit. Note : Saving query will allow you to continue working on it at a later time. Naming convention : “Phase + Org # + Index”. The Index is optional. See below for example.. 15

16 Step 9) After clicking submit in step #8 the Budget Development screen opens up with account detail. The resulting screen requires scrolling. The top section shows the results of the parameters that you have entered.. 16

17 Step 10) As you scroll down, you will see your FY16 budget in Account order for the selected phase.. 17 Please do NOT delete!

18 Step 11) At the bottom of this screen, you will find an Account lookup feature for entering new budget lines, the action buttons for submitting changes, and summary totals.. 18

19 Step 12) You reallocate budget dollars using the Change Value field. Use a minus sign, such as -75.00, to reduce a budget as shown. To increase a budget, just enter the number: 75.00. Note: be sure to enter here the amount to change by, not the new budget total.. 19

20 Step 13) Click on the Account Code to bring up the Text Box for notes. The top “Print” section will appear on reports run by the Budget Office as documentation. Be sure to enter your name, date, amount of change and the from-and-to account codes in the following format: “*Initials-mm/dd/yy-Explanation including the word account in front of the account numbers your are using for reallocation” Do not use the “No Print” section. Click Save. 1 20

21 Step 14) To Exit, click on either the X or the [Exit budget text page] line. Note: you will need to press “calculate” at the next screen.. 21

22 Step 15) Enter the other side of the reallocation – the account to be increased. Reminder: enter text for each change that you make. (Refer to Steps 13 and 14). 22

23 Step 16) Click on the Calculate button. This will enter your changes for your review. Your changes are not being saved yet! The Requery button will “undo” your most recent unsaved changes.. 23

24 Step 17) The Proposed Budget and New Budget columns show the new budget total. The Base Budget column retains the original starting budget. The Cumulative Change column sums all changes in that line. 24

25 Step 18) In the bottom section, you can also see the results of your changes. Note in this example the Net Result = 0.00. Please check the result carefully to make sure that you have reallocated the funds as you intended.. 25

26 Appendix B Reallocations Step 1) Please note that this is a separate step from reallocating money from existing account lines. To add a new budget account, use the Account/Program Code lookup section. First, click on the title itself, Account/Program Code lookup. If you already know the account number you can skip to step 5. 26

27 Step 2) Select Account from the Code Type drop-down box. 27

28 Step 3) Type in part of the title criteria you want to budget, surrounded by % signs to use the search function. Change the Maximum rows to return to return 100 and Execute Query. Please note that the query results will likely be less than 100.. 28 Reminder: you can access a list of account codes and definitions at the following link:

29 Step 4) Now you see the result(s) of your search. Make note of the desired account code and Close Window. There is no automatic population from this screen.. 29

30 Step 5) (Note: if you already know the account code, you can start at step 5) Manually enter this account code into the Account field and enter the Proposed Budget amount, making sure that Permanent Budget is showing. Then, click on Calculate. 30

31 Step 6) This newly budgeted account is now inserted in numerical order among the existing budget accounts, and says NEW in the Status column. Click on the Account code and add Text Notes (See Appendix A, step 13) as before, for each change. Be sure to enter your name, date, amount of change and the from-and-to account codes.. 31

32 Step 7) Remember to check the Summary Totals! In this example, the total is out of balance by $100, so another budget’s total must be reduced by $100 in order to keep the net change to $0.. 32

33 Step 8) Go back to the Accounts and reduce the desired budget to offset the new budget added. Enter Text Notes (Refer to Appendix A step 13). Click on Calculate. Again, this will enter your changes but not save them.. 33

34 Appendix C Save and Post Step 1) Once your budget reallocations are done, click Post to save your changes. Your changes are not saved until you click on the Post button. **Important Note** “Calculating” first, reviewing, and then “Posting” is the best way to insure that you have not unintentionally added to or reduced your budget. 34

35 Step 2) Please note that the Text column changes from an “N” to a “Y” to indicate that text exists on that line.. 35

36 Step 3) Where changes have been made, the Proposed Budget amount is a link. Click on the link to see the history of changes made to the budget.. 36

37 Step 4) When you are done with your budget reallocations, close the session by clicking on EXIT.. 37

38 Step 5) When you return to either make more reallocations or to review your work during the reallocation period, you may Retrieve Existing Worksheet Query by clicking on the drop-down menu and selecting your saved query.. 38

39 Appendix D Budget Development Query: Viewing Next Year’s Budget Step 1) The Budget Reallocation window is open from January 20, 2014 – February 7, 2014. After this time you can no longer change or reallocate your budgets for the next fiscal year. You can, however, still view them. Return to the Budget Development section, but this time click on the Create Budget Development Query option. 39

40 Step 2) Click on Create Query. If you have previously created the Budget Development Query, you can Retrieve a saved query.. 40

41 Step 3) Check the Base Budget and Cumulative Change checkbox, and click on Line Item Detail. Then Continue. 41

42 Step 4) Enter in the Budget ID, the Budget Phase, and the Index or account codes. Check the applicable boxes for the information you want to see as seen below. Save Your Query As Phase + Org# + Index (Index is optional). Click on Submit to populate Fund-Org-Prog codes if entering Index, and then click on Submit again. 42

43 Step 5) Here you will see next year’s Base budget, the Proposed budget, and cumulative Changes. If Text exists, you can click on View to read the text notes 1 43

44 Step 6) Where changes have been made, the Proposed budget is a link. Click on the link to see the history of changes to the budget. 44

45 Step 7) You can download budget data to Excel. Click Download Selected Ledger Columns. 45

46 Step 8) An Excel spreadsheet will appear automatically. Scroll to the far right to see all of your data. Save to your files as Phase + Org# + Index (Index is optional). To close, click on the Excel window’s X. Scroll to the Right 46

47 Step 9) Save Query as: with this query saved you will be able to access it later in the year, or even in future years for reference. Note: the saved query is a moment in time and might not reflect the final approved budget.. 47

48 Step 10) To close out of BannerWeb securely, click on the EXIT link at the top of any screen.. 48

49 Appendix E (Part 1 of 2) Online Form for Additional Funding Use the following link - udgets/additional_funding_request udgets/additional_funding_request There is one link for all types of additional funding requests Important note: Please be aware that there are limited resources to fund additional requests. You will be notified after the May Board of Trustees meeting as to whether or not the request has been approved 49

50 Appendix E (Part 2 of 2) Online Form for Additional Funding A Budget Request can fall into one of the following categories: – Non-Academic Capital Equipment Request – Incremental Computer or Software Request – Additional Funding Request (not including Academic Equipment) – Compensation Request for funding that does NOT include positions that go through the Merit increase process – Compensation Request for funding for a New full or part-time position 50

51 51 Please feel free to contact the Budget Office if you have any questions Elissa Morton Director of Budget and Financial Planning 802-443-5092 Sue Lalumiere Assistant Director, Budget 802-443-5725 Christopher West Financial Systems Specialist 802-443-5592 Sarah C. Larocque Budget Analyst 802-443-5395 Thank you!

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