Statewide Financial System Program 1 KK 215 Processing and Maintaining Budgets KK 215 Processing and...

Statewide Financial System Program1

KK 215 KK 215 Processing and Maintaining Processing and Maintaining

BudgetsBudgets

KK 215 KK 215 Processing and Maintaining Processing and Maintaining

BudgetsBudgets

Welcome


Refrain from side conversations

Obey building safety rules and regulations

Silence cell phones, PDAs, refrain from checking email

Ask Questions

Take breaks as needed

Ground Rules


Learning Objectives

After completing this course you should be able to:

Describe budgeting in Commitment Control (KK).

Enter budget journals.

Use budget journal entry tools to increase speed and accuracy.

Enter budget transfer journals, including interchanges, quick certificates, and suballocations.

Inquire and report upon budget activity.

Explain the scope of SFS KK training.

Locate additional training materials, job aids, and other useful information.


Training Methodology

Training Steps:

Tell Me – Facts, Concepts, Terms, Definitions. Show Me – Relevant Demonstrations of Process Steps. Let Me – Hands-on practice in User Productivity Kit (UPK) and

Live Environment. Help Me – Facilitator Support.

Training Materials:

Course Presentation. UPK Simulations. Training Exercises and Data Sheets. User Guide and Job Aids.


Agenda

Lesson One: Key KK Terms & Concepts

Lesson Two: Processing Budget Journals

Lesson Three: Using Budget Entry Tools

Lesson Four: Processing Budget Transfer Journals

Lesson Five: Inquiring and Reporting Upon Budgets

Lesson Six: Additional Reporting Job Aids

SFS KK Learning Path


SFS KK Terms & Concepts

In this lesson, you should learn:

Key SFS KK terms and concepts.

Key SFS KK process changes.

Key SFS KK ChartField values.

Key KK processes.

State budget definitions.

Roles by budget ledger.


Business Benefits - Budgeting and Commitment Control (KK)

NY SFS Business Benefits - Budgeting and Commitment Control (KK)


Term / Concept Definition

ChartFields ChartFields can be thought of as “short codes" that represent a longer string of numbers used to categorize financial and budget transactions. Collectively, these basic fields make up the Chart of Accounts (COA). For example: Program, Fund, and Account.

Ledgers Ledgers summarize posted journals for a set of ChartField values by accounting period and fiscal year. Multiple detail Ledgers can be linked together in a Ledger group.

Budget Workflow The automated routing of budget entries for applicable approvals within SFS. The routing is dependent upon the agency and ledger (Appropriation, Segregation, etc.) involved.

SFS Budget Transfer Process

Budget Transfers enable the interchange or transfer of funds from one string of ChartFields (Program, Account, etc.) to a different string of ChartFields within the same agency.

Key Terms and Concepts (1 of 2)



Term / Concept Definition

Budget Check The process of comparing encumbrance and expenditure transactions against remaining budget to determine if a transaction should be allowed to post.

Budget Control In KK, budget control ensures that commitments and expenditures don't exceed budgets.

Budget Track In KK, tracks commitments and expenditures against the budget, regardless of budgeted amounts. A tracked budget will always pass budget checking in a transaction.

SFS Budget Transfer Process

SFS allows for the transfer of budget both inter-agency, between agencies, and intra-agency, within an agency. The definitions for these transfer processes (transfer, interchange, suballocation and apportionment) are being defined. Please refer to the Guide to Financial Operations (GFO) at:

http://www.osc.state.ny.us/agencies/guide/MyWebHelp/

Key Terms and Concepts (2 of 2)



Process Changes (1 of 3)


Old Process New Process

Agencies enter and approve budgets through a paper certificate process.

SFS routes budget journals and transfer entries automatically for approval – there will no longer be a paper approval process.

Budget certificates are completed through a paper process, allowing for all supporting documentation to be forwarded with the actual certificate.

Agencies maintain a manual process following control agency guidelines for routing supporting documentation through the approval process.

Agencies use the CAS COA for budget entries.

Agencies use the SFS COA to make budget entries.

The agency has distinct appropriations and segregations for each federal grant award.

Appropriations and segregations occur at the bill copy level. Individual federal grant awards will be managed as projects.





Agencies cannot view where a budget certificate is in the approval process.

Agencies view where a budget transaction is in the electronic approval process in SFS.

Budgets are entered and maintained by agencies at varying levels of detail in CAS and their own systems.

Agencies define their own operational level budget controls (agency KK ledger) within SFS.

The level of budget detail managed and tracked varies by agency.

SFS maintains appropriation and segregation budgets for all agencies at the bill copy level. Agencies use agency Commitment Control (KK) to manage lower level budget detail.

Agencies may control their budgets within CAS at a lower level detail than bill copy.

Agency KK budget amount are independent of the appropriation and segregation ledgers and must be independently updated when there are changes to appropriations.





Budgets are entered and maintained at varying levels of detail in CAS and agency systems.

Appropriations and segregations are maintained at the bill copy level within SFS. Agencies define their own operational level budget control (Agency KK ledger) within SFS.

The cash ceiling is tracked by DOB examiners and the agencies outside of CAS.

DOB manages spending plans within SFS. DOB examiners determine the budget definition and if the budget requires a hard or soft control for each agency.



At the transactional level, the SFS Chart of Accounts is comprised of two elements:

General Ledger Business Unit (BU) – Defined for each entity that maintains and reports on its own transactional data.

Chartfields – Codes used to categorize financial and budget transactions.

• Statewide chartfield segments include Department, Program, Fund, Account (CAS Object code).

• Agency-specific chartfields include Operating Unit and Product.

The SFS Chart of Accounts may be explored further in the GL 105: Introduction to Chart of Accounts course.

More details about the SFS Chart of Accounts may be obtained at:

http://www.osc.state.ny.us/agencies/guide/MyWebHelp/


Key Processes of SFS KK




15

Differing KK Definitions by Audience

Statewide KK Definitions

DOB KK Definitions

Agency KK Definitions

Appropriations (Parent of Segregations) Spending Plans Lower level of control for agency operational budgetsSegregation (Child of Appropriations)

Cash Control (Loan Language)

Project (Federal Grant Award)

Required Set by DOB Optional



16

Roles by Budget Ledger

Agency DOB OSC

Appropriation / Segregation *

Originator &Approver

Approver Approver &Posting

Agency KK Originator, Approver, & Posting

Inquiry & Reporting N/A

DOB KK Inquiry & Reporting Originator &Posting

N/A

* Agencies, DOB, and OSC have the Inquiry / Reporting role for Appropriation / Segregation Ledger


Learning Exercise

Navigation Refresher Exercise

Follow the step by step instructions to navigate throughout sections of SFS KK pages.

20 min

Note: Please refer to your exercise sheet handouts which contain the data you

need to complete this activity.


Processing Budget Journals


How to enter budget journals

How to submit budget journals for approval



A Budget Journal is an entry made in SFS to record budget-related financial transactions.

Budget Journals are used to establish or change the budgeted amount for controlled or tracked budgets.

Budget Journals post to budget ledgers – whether as an expenditure budget definition or as a revenue budget definition.



Entering budget journals

Submitting budget journals for workflow

Approving budget journals

Transactions


Learning Exercise

Entering Budget Journals

You have been asked to enter a budget journal to segregate appropriation authority.

You will create a new budget journal in SFS, save the budget journal, and write down the Journal ID # for a later exercise.

20 min


need to complete this activity. The job aid can be used to assist you.


Today – Where in Approval is My Transaction?

Supervisor

I signed off on that last week.

Budget Office

I think it crossed my

desk yesterday.

Fiscal Office

I’m not sure I received it yet.

Department

I asked someone else

to look at it.


Understanding the Budget Approval page

When required approvals are complete, the budget journal automatically appears on the worklist of the next approval level, if applicable.

Agency Originator

Agency Approvals

(3)

DOB Approvals

(3)

OSC Approvals

(2)Upload an attachment at thetime of review and approval

Comments can be added to approval page at time of review


Approvals Required at the Highest Level

When users have more than one role in the approval process, the transaction skips lower level approval roles and is approved at highest level.


Learning Exercise

Submitting Budget Journals for Workflow

Locate the budget journal you just created in SFS using your Journal ID#.

After reviewing your journal to make sure the information is complete and accurate, submit your budget journal for workflow.

10 min




Using Budget Entry Tools

In this lesson you should learn:

How to copy budget journals

How to approve budget and transfer journals


Using Budget Entry Tools

Copying budget journals

Approving budget and transfer journals

Transactions


Learning Exercise

Create a Budget Journal

You have been asked to create a budget journal segregating appropriation authority.

20 min




Processing Budget Transfer Journals


How to enter Intra-Agency budget transfers

How to enter Inter-Agency budget transfers



A Budget Transfer Journal is a special type of budget entry which can occur within agencies or between agencies. There are different types of budget transfers within SFS:

Intra-Agency Budget Transfers• An intra-agency budget transfer is within an agency and will be

entered through the Budget Transfer process in SFS.

Inter-Agency Budget Transfers• An inter-agency budget transfer is between agencies and will be

entered through the Interunit Budget Transfer process in SFS.



Entering Intra-Agency budget transfers

Entering Inter-Agency budget transfers

Transactions


Learning Exercise

Entering an Intra-Agency Budget Transfer Journal

You have been asked to create an intra-agency budget transfer journal.

30 min


Inquiring and Reporting Upon Budgets


How to inquire upon budget journal errors

How to review budget overview

How to review budget details


Inquiring and Reporting Upon Budgets

In SFS many transaction types (such as vouchers, purchase orders, and journals) cannot be posted until they pass budget checking.

The budget check verifies that accounting transactions pass budgetary control before they are sent for approval.

When a transaction passes the budget check, it is marked ‘Valid’ and processing can continue. However, if the budget check finds an exception or an error, the transaction fails the budget check and further processing is suspended until the error is corrected.


Inquiring Upon Budgets

Inquiring upon budget journal errors

Reviewing budget overview

Reviewing budget details

Transactions


Additional Reporting Job Aids


How to run the budget status report

How to review the activity log



The budget status report displays all of the Commitment Control ledger amounts (budgeted, pre-encumbrance, expense, collected, and recognized) and the available balance for the budgets that are selected. This report subtotals all accounts that are specified within the specified budget reference subtotal.

The activity log is used to create a one-time, or reusable, inquiry to view transaction lines and affected budgets for budget-checking transactions of a single source transaction type



Running the budget status report

Reviewing the activity log

Transactions


SFS KK Learning Path and Resources


The SFS KK training structure.

Where to find training materials and resources.



SFS KK Training Structure


Training Materials Location and Class Preparation


Location

All Training Courses http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=127:training-courses&catid=83:training-toolkit&Itemid=662

Quick Start Guides http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=138:quick-start-guides&catid=83:training-toolkit&Itemid=678

Job Aids and Reference Materials

http://www.sfs.ny.gov/sfstools/jobAids/job_aid.html

Reporting Toolkit http://www.sfs.ny.gov/index.php?option=com_content&view=article&id=185&Itemid=695


Summary

Having completed this course, you should now be able to:

Describe budgeting in Commitment Control (KK).

Process budget journals.

Use budget journal entry tools.

Process budget transfer journals, including suballocations, interchanges, and quick certificates.

Inquire and report upon budget activity.

Explain the scope of SFS KK training.

Locate additional training materials, job aids, and other useful information.


Thank you for your participation!

Conclusion

Statewide Financial System Program 1 KK 215 Processing and Maintaining Budgets KK 215 Processing and...

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