Budget Document Long (BDL) Preparation Process FY Eva Burnett and Anita Polendo Budget Planning and Development

2 General Information The processing of the BDL documents creates the departmental operating budgets for the upcoming fiscal year beginning September 1, 2009 through August 31, The BDL process begins before new funds for FY are known. Therefore, the BDL documents are populated with prior year Original Budgets + any new permanent transfers (i.e. funds) and considered a “status quo” budget. In order to establish a BDL document, the budget group must exist. Each division may have additional requirements and deadlines pertaining to the BDL process. Consult with your financial area representative, as appropriate. Budget Group (first 8 numbers) Budget Category (Sub-Account) Fund Group

3 General Information Account Groups BDL’s are required for the following funds: 14 – State Appropriated Funds (E&G) 18 – Service Areas 19 – Designated (Local) Funds 29 – Auxiliaries *************************************************** 30 – Gifts (do not require BDL’s) 26 – Grants (do not require BDL’s)

4 General Information To create a BDL a user needs: Workstation that has access to DEFINE, the UTSA Administration Mainframe DEFINE log-on ID and password For log-on related problems or concerns, contact DEFINE Administration Staff Cynthia Maria Marta

5 Before Getting Started Know Your Accounts, BHG Command *DEFINE DOCUMENT STATUS FOR A UNIT- LONG SESSION - BHG Year: Command: BHG Account: __________ Misc: ________ Month: Feb ======================================================= Department: BUDGET OFFICE Display all units reporting to : _ Display only budgeted account groups: _ Bud Acct Grp Document Status Bud Acct Grp Document Status * Final Approval * Final Approval * Final Approval * Final Approval * Final Approval * No Document Exists * Final Approval * Final Approval * Final Approval * Final Approval * Final Approval * Final Approval * - Account Group is budgeted

6 Getting Started Creating BDL for Next Year 1.Type BDL in the command field - 2.Type the account number - This is the view for prior year BDL. 3.Change the Year to A blank Coversheet will appear. 4.Type NEW in the Action field - A new BDL has now been created with a new DOC ID representing the FY budget, review and modify as needed.

7 BDL Cover Sheet *DEFINE BUDGET RECOMMENDATION FORM: LONG SESSION - BDL Year: Command: BDL Account: __ Misc: 001____________ EID: ________ ============================================================================== Status: Created -- COVER SHEET -- Document-ID: V3BDL Action: ___ Summary: BUDGET RECOMMENDATIONS: LONG-SESSION Created by.: 03/18/09 by ANITA POLENDO (KGAXP) -- phone: Title......: Department Of Budget Budget-Group: ** ** LONG-SESSION Orig-Budget Document-Amt Sections: X _ 1. Summary of Budget Group 660, ,000 X _ 2. Line-Items: Faculty Salaries 500, ,000 X _ 3. Line-Items: Admin & Prof Salaries 100, ,000 X _ 4. Line-Items: Classified Salaries 50,000 50,000 X _ 5. All Other Expenditure Sub-Accts 10,000 10,000 X _ 6. Revenue Sub-Accts: Income Transfers Beg Balances X _ 7. General Budget Information X _ 8. Reconciliation _ 9. Departmental Codes (Press "PF5" for Default Codes)

8 Cover Sheet Action Field Options ActionDescription NEWCreate a NEW document. ROUDisplay how this document has been ROUTED. NOTDisplay document NOTES. VERVERIFY that the document is correct. PRTPRINT the document. FYISend document copy to person FOR YOUR INFORMATION. FYAApprove and route to person or desk FOR APPROVAL. DELDELETE this document. APPAPPROVE to sign this document and route forward. RPARETURN to prior approver Enter a "?" in the Action field to view options available. A pop-up window with a list of Actions will appear on the screen.

9 BDL Sections The BDL document contains nine sections for updating and creating budget lines. Section 1 – Summary of Budget Group Sections 2, 3 & 4 - Salary Line-Items Section 2 - Faculty Salaries Section 3 - Administrative & Professional Salaries Section 4 - Classified Salaries Section 5 – All Other Expenditure Sub-Accts Section 6 – Revenue Sub-Accts: Income Transfers Beg Balances Section 7 – General Budget Group Information Section 8 – Reconciliation Section 9 – Departmental Codes

10 Section 1 Budget Summary Action: ___ Budget Group Summary of Accounts Section 01 of Budget-Group: DEPT OF BUDGET Screen 1 of 1 Appropriation Sub Original Adjusted Recommend Obj-Cd Cd Description Acct Budget Budget %-Inc X _ 2A FACULTY SALARIES , , , _______________________ 20.0 _______________________ _ 1A ADMINISTRATIVE AND , , , PROFSSIONAL SALARIES___ 0.0 _______________________ _ 3A CLASSIFIED PERSONNEL 10 50,000 50,000 50, _______________________ 0.0 _______________________ _ 3B WAGES 20 10,000 10,000 10, _______________________ 0.0 (PF2=Add new Sub-Acct)Bud-Grp-Totals 660, ,000

11 New Sub-Accounts Enter the recommended amount on this screen. Action: ___ All Other Expenditure Sub-Accts Section 05 of Budget-Group: DEPT. OF BUDGET Total nbr. Accts: 2 (PF4=Page back) Start List at Sub Acct: 05 App Cd: 2E Appropriation Sub Original Adjusted Recommend Obj-Cd Cd Description Acct Budget Budget %-Inc _ 4A MAINTENANCE AND OPERATION 05 50,000 50,000 50, _________________________ 0.0 _________________________ _ 5A TRAVEL___________________ 08 10,000 10,000 10, _________________________ 0.0 _________________________ _ __ __ ___________ _________________________ (PF2=Add new Sub-Acct) Bud-Grp-Totals: 160, ,000

12 Section 2 Faculty Salary Line Items >>Type in an option next to the Line-Item or press Enter to page forward.<< Action: ___ Budget Recommendations for Line-Items Section 02 of Budget-Group: Sub: 01 Faculty Salaries Start List at 16_________ View: 1 of 4 Item JobCd-Title/EID/Name Pcnt Beg End Ba Current New %Inc : Professor _ 0016 HWP RATE: Henrietta W Potter (TT) AMOUNT: : Professor _ 0017 RTK RATE: Robert T Kirkland (TN) AMOUNT: (PF2 ==> Add a new Line-Item) Sub-Acct Total: 600,000

13 Salary Line Item Options – Faculty, A&P, Classified Type ? next to line item for available options. Enter the OPTION you wish to perform on this Line-Item: _ Option Description E View budget EMPLOYMENT (cross references) for the person G Get an assigned EID for Line-Item H View HISTORY of recommendations for a Line Item J View COLLAPSED JOB-CODE information (Classified only) B Change the Line-Item to a BLANK LINE C COPY an entry to a new Line-Item entry D DELETE the line-item recommendation F View/Update the FOOTNOTES of a Line-Item I Delete all Line-Items within Sub-Acct N View/Update employee information L Change the entry back to the LAST APPROVED Values X View/Update the ITEMIZED DETAIL of Line Item Z UN-DO the Deletion of a Line Item

14 Section 2 Faculty Salaries Detail Entry for a Line-Item in Account: Item: 0016 Section Previous Recommended Recommended for EID : hwb1234 Henrietta W Potter hwp1234 Henrietta W Potter Job-Class-Code: 0016 Prof And Dept Chair Prof And Dept Chair Begin/End MMDD: 0901 / / 0531 Percent-Time..: Rate : Prior Calc-Stipend: Amount : Yr Amt: Override: _______ Months (Basis): 09 L/A-Type: 09 L/A-Type: __ Reason-Code...: _ Associated-EID: ________ Override-Sort-Order: _ Tenure-Status....: TN Current New Budget Admin-Officer....: _ %-Inc Nepotism : + Basis Rate Type-Rate Basis Rate (Dec) Prof-Emeritus....: _ 68,100 TOTAL 68, Phased-Retirement: _ 10 68,100 ACADEMIC 10 68, Modified-Service.: _ ADMIN-PROF Footnotes : + CLASSIFIED

15 Section 3 Administrative & Professional Detail Entry for a Line-Item in Account: Item: 0001 Section Previous Recommended Recommended for EID : ab1234 Abigail Boyd ab1234 Abigail Boyd Job-Class-Code: 0861 Dir, Academic Computing 0861 Dir, Academic Computing Begin/End MMDD: 0901 / 0831 PosID: 100MM 0901 / 0831 PosID: 100MM Percent-Time..: Rate : Prior Calc-Stipend: Amount : Yr Amt: Override: _______ Months (Basis): 12 L/A-Type: 12 L/A-Type: __ Reason-Code...: _ Associated-EID: ________ Override-Sort-Order: Tenure-Status....: __ Current New Budget Admin-Officer....: X %-Inc Nepotism : Basis Rate Type-Rate Basis Rate (Dec) Prof-Emeritus....: _ 90,000 TOTAL 90, Phased-Retirement: _ ACADEMIC Modified-Service.: _ 12 90,000 ADMIN-PROF 12 90, Footnotes : CLASSIFIED

16 Section 4 Classified Salaries Detail Entry for a Line-Item in Account: Item: 0006 Section Previous Recommended Recommended for EID : cd4567 Clara Daye cd4567 Clara Daye Job-Class-Code: 3668 Records Tech II Records Tech II Begin/End MMDD: 0901 / 0831 PosID: 1005AT 0901 / 0831 PosID: 1005AT Percent-Time..: Rate : Prior Calc-Stipend: Amount : Yr Amt: Override: _______ Months (Basis): 12 L/A-Type: 12 L/A-Type: __ Reason-Code...: _ Associated-EID: ________ Override-Sort-Order: Tenure-Status....: __ Current New Budget Admin-Officer....: _ %-Inc Nepotism : Basis Rate Type-Rate Basis Rate (Dec) Prof-Emeritus....: _ 35,000 TOTAL 35, Phased-Retirement: _ ACADEMIC Modified-Service.: _ ADMIN-PROF Footnotes : 12 35,000 CLASSIFIED 12 35,

17 Sections 5 All Other Expenditure Sub-Accounts *DEFINE BUDGET RECOMMENDATION FORM: LONG SESSION - BDL Year: Command: BDL Account: __ Misc: 001____________ EID: ________ ============================================================================== Status: APPROVED -- COVER SHEET -- Document-ID: V3BDL Action: ___ Summary: BUDGET RECOMMENDATIONS: LONG-SESSION Created by.: 03/18/09 by ANITA POLENDO (KGAXP) -- phone: Title......: Department Of Budget Budget-Group: ** ** LONG-SESSION Orig-Budget Document-Amt Sections: X _ 1. Summary of Budget Group 660, ,000 X _ 2. Line-Items: Faculty Salaries 500, ,000 X _ 3. Line-Items: Admin & Prof Salaries 100, ,000 X _ 4. Line-Items: Classified Salaries 50,000 50,000 X _ 5. All Other Expenditure Sub-Accts 50,000 50,000 X _ 6. Revenue Sub-Accts: Income Transfers Beg Balances X _ 7. General Budget Information X _ 8. Reconciliation _ 9. Departmental Codes (Press "PF5" for Default Codes)

18 Expenditure Sub-Accounts Action: ___ All Other Expenditure Sub-Accts Section 05 of Budget-Group: BUDGET Total nbr. Accts: 12 (PF4=Page back) Start List at Sub Acct: 09 App Cd: 2D Appropriation Sub Original Adjusted Recommend Obj-Cd Cd Description Acct Budget Budget %-Inc X _ 2D RESERVE FOR , ADMINISTRATIVE AND_______ RESEARCH SALARIES________ _ 3D LONGEVITY PAY _________________________ 25.3 _________________________ X _ 3B WAGES____________________ 20 50,000 50,000 26, _________________________ (47.0) _________________________ _ 2F FRINGE BENEFITS 10 52,000 52,000 50, _________________________ 3.8 _________________________ (PF2=Add new Sub-Acct) Bud-Grp-Totals: 340, ,761

19 Section 6 Revenue Sub-Accounts Income For Designated Funds (19 accounts) Appropriation Code I1 only must be used for Estimated Income Sub-account 95 – Operating Income Sub-account 96 – Miscellaneous Income For Auxiliary Funds (29 accounts) Appropriation Code IA – Non-fee Revenue sub-account 95 sub-account 96 Appropriation Code I1 sub-account 95 – Operating Income sub-account 96 – Miscellaneous Income Appropriation Code IT – Sub-account 92 - Fee Income Appropriation Code I0 – Sub-account 93 – Gift Income Appropriation Code I0 – Sub-account 94 – Investment/Interest Income Income, Transfers, and Beginning Balances.

20 Revenue Sub-Accounts – Cont’d Transfers Debt Service transfers Appropriation Code E2 sub-account 90 - Debt Service on Construction sub-account 91 - Debt Service on Equipment Financing Transfers FROM - Appropriation Code T1 sub-account 98 only Transfers TO - Appropriation Code T2 sub-account 98 only Beginning Balance BB Appropriation Code with 98 sub-account

21 Section 7 General Budget Group Information Action: ___ General Budget Group Information Section 07 of Budget-Group: Budget-Grp-Short-Title: -DEPT OF BUDGET_______________________________ Budget-Grp-Title: DEPARTMENT OF BUDGET _______________________________ ____________________________________________________________ (PF2 - Add new employee as Dept-Head) Dept-Head-EID...: rk4464_ ROBERT T KIRLAND Dept-Head-Title: DIRECTOR OF DEPARTMENT OF BUDGET__________________ __________________________________________________ Remarks: __________________________________________________________ + __________________________________________________________ For Budget Office Use Only Budget-Grp-Seq#: Mark-to-Exclude-from-Final-Budget: _ Unit-Code......: > Page-Skips...: 000 Mark-if-Fac-Roster: _ Grant-Type.....: _ Mark-if-Research-Fac-Roster: _ Gift-Type......: _ Designated.....: _ Dept-Footnote..: __________________________________________________________ +

22 BDL Reconciliation (E&G) Section 6 – Revenue Sub-Accts: Income Transfers Beg Balances Section 7 – General Budget Group Information Sections 2, 3 & 4 - Salary Line-Items Section 2 - Faculty Salaries Section 3 - Administrative & Professional Salaries Section 4 - Classified Salaries Section 5 – All Other Expenditure Sub-Accts Section 1 – Summary of Budget Group Section 8 – Reconciliation Section 9 – Departmental Codes

23 BDL Reconciliation (Non E&G) Sections 2, 3 & 4 - Salary Line-Items Section 2 - Faculty Salaries Section 3 - Administrative & Professional Salaries Section 4 - Classified Salaries Section 5 – All Other Expenditure Sub-Accts Expenses Revenue Section 6 – Revenue Sub-Accts: Income Transfers Beg Balances Section 7 – General Budget Group Information Section 8 – Reconciliation Section 9 – Departmental Codes Section 1 – Summary of Budget Group

24 Section 8 Reconciliation A balanced budget must be submitted. >> Reconciliation is in balance. Press ENTER to continue.<< Action ___ Reconciliation for Budget Group Section 08 of Original Budget Amt for Budget Group 1,428,192 SUBTOTAL: Commitment & Allocation Amts > -120,363 SUBTOTAL: Departmental Transfers > 500 TOTAL ALLOWABLE 1,308,329 Sub-Acct Adjustment Description Amount by Whom Date 01 FR SUPL INCR H.POTTER______ 4,000 KGAXB FR A.BOYD INCR_____________ 5,000 KGCXD FR R.KIRKLAND RETIREMNT(50%) 37,464 KGEXF SUBTOTAL: Adjustments Entered Above 117,508 ADJUSTED ALLOWABLE 1,425,837 Total Document Amount for Budget Group 1,425,837 Reconciliation Balance: over/(under) budget 0

25 Final Steps Verify BDL document with Action VER and make any necessary corrections. APP (approve) and PRT (print) a departmental copy for office records. (Another option is to print screens) BDL’s will route to next appropriate approver until reaching the budget office.

26 BDL Hands-on Workshops Join budget staff to work on your BDL’s at one of the scheduled workshops: HSS Wed, April 1 st 9 – 12:00 noon Mon, April 6 th 9 – 12:00 noon Tue, April 7 th 1 – 4:00 p.m. Downtown Classroom – FS 2.134E Thu, Apr 2 nd 9 – 12:00 noon

27 Budget Contacts Office of Budget Planning & Development Mary SimonSenior Eva BurnettAssociate Anita PolendoBudget Analyst Eunice ChenBudget Analyst Sharmin MomenBudget Analyst

28 Questions