Information Technology Services

Documents must have a successful budget check to post to the Commitment Control ledgers. Budget errors will prevent documents from posting and must be corrected. Budget warnings can be disregarded and will not prevent documents from posting. Documents that have not passed budget check and contain budget errors can be found through the eProcurement, Travel and Expenses or Commitment Control menus.

Requisitions –

• Main Menu –> eProcurement –> Manage Requisitions

Search for requisitions with a Budget Status of ‘Error in Budget Check’

Search for requisitions with a Process Status of ‘Errors Exist’

Search will return requisitions with budget errors for all DeptIDs and all ledger groups

Select by Requisition ID or scroll through the Search Results to find requisitions with Ledger Group of KK_DEP_REV or KK_DEP_EXP for state and local funds

Common Exceptions include –

    No Budget Exists

    Required key CF is blank

Expense Sheets –

• Main Menu –> Travel and Expenses –> Travel and Expense Center

         Check the budget status for budget errors when creating or modifying an expense sheet

• Main Menu –> Commitment Control –> Review Budget Check Exceptions –> Travel and Expenses –> Expense Sheet

Search for expense sheets with a Process Status of ‘Errors Exist’

Search will return expense sheets with budget errors for all DeptIDs and all ledger groups

Select by Report ID or scroll through the Search Results to find expense sheets with Ledger Group of KK_DEP_REV or KK_DEP_EXP for state and local funds

Budget errors occur when a document contains an account string that does not have a zero budget line for the corresponding account class. Budget lines may not exist if –

• the DeptID-Fund-Program combination is not valid, or
• the account class is not one that has the budget line automatically created.

Zero budget lines are automatically created by the Budget Office for the following account classes for valid DeptID-Fund-Program combinations at the beginning of the fiscal year and as new DeptIDs are requested.

To correct budget errors –

• Verify that the DeptID-Fund-Program combination on the document is valid. If the combination is not valid, correct the document and resubmit for budget checking.
• Determine whether a zero budget line exists for the corresponding account class. If a budget line does not exist and the account class is appropriate for the fund and expense, contact the Budget Office to request the budget line be added. 

Verify DeptID-Fund-Program Combination –

• Run PSFinancials Speedchart Key and Chart Fields report in Business Objects

Search on DeptID to find the valid Fund-Program combinations for the DeptID

DeptID 3030300, Fund 4700, Program I010 is the only valid combination for the DeptID

DeptID 1000160, Fund 2500, Program F003 is the only valid combination for the DeptID

Note – More than one valid combination may exist if a DeptID is used for both state and local funds

• Main Menu –> Commitment Control –> Review Budget Activities –> Budget Details

Search on Department to find the valid Fund-Program combinations for the DeptID

Search Results will return only the valid DeptID-Fund-Program combinations

DeptID 3030300, Fund 4700, Program I010 is the only valid combination for the DeptID

DeptID 1000160, Fund 2500, Program F003 is the only valid combination for the DeptID

Determine if Zero Budget Line Exists –

• Main Menu –> Commitment Control –> Review Budget Activities –> Budget Details

Search on Department, Fund and Program to find the account classes with zero budget lines

Use Ledger Group KK_DEP_REV for revenue account classes and KK_DEP_EXP for expense account classes

Search Results will return only accounts with zero budget lines

A budget line does not exist for account class 770, Scholarships, for DeptID 3030300, Fund 4700, Program I010 for 2013

A budget line does not exist for account class 770 for DeptID 1000160, Fund 2500, Program F003 for 2013

Find Revenue and Expense Account Classes –

The Tree Viewer can be used to find revenue and expense account classes if the account class for the account is not known.

• Main Menu –> Tree Manager –> Tree Viewer –> Budget Details

Search for KK_ACCT_SPRING tree

Select ‘Expand All’ to display accounts within account classes for Revenues and Expenses

730, Operations, is the account class for account 739125, Internal Expense Allocation

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