When the total amount adopted or amended for a budget line should not increase availability, but a portion should that is often not a consistent percentage, the Allocation amount is a good option for reserving budget authority. Implementing this type of reservation involves using a formula for Original Budget or Current Budget that does not add in amounts for Adopted, Amended, or both. Instead the Allocated amount is added.
To make this type of reservation requires a budget document to allocate the portion that should be available, as opposed to specifying how much should be reserved. To release the amount reserved requires another budget document to allocate the remainder. A guideline is recommended to keep allocations from exceeding the amount field being allocated.
The following example provides steps to establish the budget with baseline Event Type ID's and the amount of availability at each step for Original Budget and Current Budget. The sample demonstrates that this type of reserve is one done by users with budget document security. The calculation of Original Budget in this example is the sum of Allocated. Adopted amounts should not increase Original Budget. The calculation of Current Budget is Original Budget plus Amendments.
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Budget Document 1 |
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Line # |
Budget Event Type |
Amount |
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1 |
Adopt Expense Budget (BG01) |
$10,500.50 |
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Budget Line |
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Adopted |
Allocated |
Amendments |
Original Budget |
Current Budget |
|
$10,500.50 |
$0.00 |
$0.00 |
$0.00 |
$0.00 |
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Budget Document 2 |
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Line # |
Budget Event Type |
Amount |
|
1 |
Allocate Expense Budget (BG02) |
$7,500.00 |
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Budget Line |
||||
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Adopted |
Allocated |
Amendments |
Original Budget |
Current Budget |
|
$10,500.50 |
$7,500.00 |
$0.00 |
$7,500.00 |
$7,500.00 |
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Budget Document 3 |
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Line # |
Budget Event Type |
Amount |
|
1 |
Amend Expense Budget (BG03) |
$2,000.00 |
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Budget Line |
||||
|
Adopted |
Allocated |
Amendments |
Original Budget |
Current Budget |
|
$10,500.50 |
$7,500.00 |
$2,000.00 |
$7,500.00 |
$9,500.00 |
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Budget Document 4 |
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Line # |
Budget Event Type |
Amount |
|
1 |
Allocate Expense Budget (BG02) |
$3,000.50 |
|
Budget Line |
||||
|
Adopted |
Allocated |
Amendments |
Original Budget |
Current Budget |
|
$10,500.50 |
$10,500.50 |
$2,000.00 |
$10,500.50 |
$12,500.50 |