A budget level is part of a budget structure. Each budget structure must have at least one budget level. Each budget level is composed of one to many Chart of Accounts elements that are grouped together to determine how individual budgets are defined at that level. For example, a budget level can consist of a Fund, Department, and Object. Budget levels form a strict hierarchy such that lower budget levels must contain all of the Chart of Accounts elements of the higher level, as well as at least one additional defining Chart of Accounts element.
The defined budget levels for a structure can be viewed in a summary form in a grid at the bottom of the Budget Structure (BUDST) page. Updates are not allowed to levels on that page, but can be accomplished under the Budget Level Update link. As with the definition of a structure, there are items in the definition of a level that should match development results of a level and others that are configurable online.
The page for updating information on budget levels is a multi tab page with one tab for level information and four tabs for budget linking information. The linking information is discussed in detail in the ”Budget Linking” section.
Level Name - A required text field is provided to supply a level name to be used in reporting. It is helpful for this name to match the name displayed in the online query for the budget level. Changes to the name field on the Budget Level Update page do not flow through to the entry for the budget level found on Page Search or to the title seen at the top of the inquiry page for that budget level. Changing those items is a different effort. The first can be done on the Application Page Registration (APGS) table. The second is an HTML change.
Level Short Name - A required short text field is provided to supply a level short name to be used in reporting. It is helpful for this name to match the name displayed in the online query for the budget level, or at least be an abbreviation for that online name.
Presence Optional - When a level of a budget structure should not be required to be found by accounting transactions, it is selected as Presence Optional. This will instruct the Budget Posting Routine not to return an error that a budget line could not be found for a required budget structure for an accounting document. This indication is allowed at any budget level except the first level of a structure. In such a case, the entire structure would be optional and should not be listed on the Required Budget (REQBUD) table. If the option is selected for a budget level, all levels below that level must be marked presence optional, as updates cannot skip budget levels.
If a level marked as Presence Optional needs to be changed to Required, steps have to be taken besides just changing the level option. Systems Assurance 1 will report false out of sync conditions at the upper levels higher than the newly required level without work. One way to avoid the additional step is to not run SA1 for prior Budget Fiscal Years, while making the budget level change at the beginning of a BFY before any updates in that BFY. If that is not possible, then budget lines have to be rebuilt at the newly required budget level in prior budget years that are still being assured. This does require that the new COA at that budget level has always been used, although not required for budgeting.
Auto Generate when Presence Optional - When checked, this flag supplies a means to enable auto generation of budget lines at a budget level marked as Presence Optional. When unchecked, accounting documents do not generate any budget lines if the level is optional. When checked, if the accounting document has enough chart of accounts (COA) to generate a budget line at the optional level, it will. If not enough, then a line is not generated and no error is issued. Changing this flag from unchecked to checked will most likely result in out of sync conditions in the System Assurance 1 report. The reason is that COA combinations used before the flag was checked would not have generated a budget line. After checking the flag, a line is generated the first time the COA combination is used. Systems Assurance 1 then reports all activity for the COA combination before the creation of the budget line as out of sync.
Auto Generate Severity - This field is an optional severity set at a budget level to alter the base severity of message generation for A2538 – ‘New Budget Line Created’. Values include: Information, Warning, and Error. Severe is shown but is not allowed. A blank value is also available when the option is not taken at a particular budget level and setup on the Messages (MESG) page will be used. If set to Error and that error should be an overrideable one, then the Auto Generate Override Level field should be set. Use of this severity allows for greater or lesser control for budget line generation at a particular budget level. If generation should be easy except for a certain level, then the MESG page should be set to Informational or Warning. Then settings for that level should be Error with an override level. All other levels would be left blank, or set to equal the MESG page. Setup can be done in reverse if desired as well.
Auto Generate Override Level - This field is an optional override level set at the budget level to alter the base severity of message generation for A2538. Values include integers between 0 and 10 as well as (blank), which is the default. Use if this field is only made when the Auto Generate Severity field is also populated for the budget level with a value of Error. If that severity field is left blank or set to another value, then the override level field will not be allowed.
COA Elements - This column seen on the BUDST page does not have an equivalent on the Budget Level Update page because the list of elements is an item that was defined during the construction of that budget structure and cannot be changed by an online field.
CGI Advantage Financial is delivered with a number of budget structures of various types. Development of these structures has occurred as the software has grown. That development has followed a set of baseline standards, which also have grown as new functionality has been developed in the budgeting area.
Below is a list of the recommended budget structures available. The first table contains information on the type of budget structure, number of levels and key values which define those levels. Information in this first table is a combination of data from the Budget Structure and Budget Level tables discussed in the previous two sections. The second table contains information for any unique features available in a structure that vary from standards.
|
ID |
Name (Document Code) |
Type |
Level |
Keys |
|
3 |
KY Expense Budget (BGE3) |
Exp |
1 |
BFY, CAFR Fund Type, Cabinet, Function Group |
|
|
|
|
2 |
BFY, CAFR Fund Type, Cabinet, Function Group, Function Type, Fund Type |
|
|
|
|
3 |
BFY, CAFR Fund Type, Cabinet, Function Group, Function Type, Fund Type, Object Type |
|
11 |
Phase-Specific Reimbursable (BGRE) |
Reimb |
1 |
Department, Major Program, Program, Phase, Funding Profile, Funding Priority |
|
|
|
|
2 |
Department, Major Program, Program, Phase, Funding Profile, Funding Line |
|
29 |
OC Expense Budget (BGEX) |
Exp |
1 |
BFY, Fund, Department, Appropriation |
|
|
|
|
2 |
BFY, Department, Appropriation, Unit, Object |
|
30 |
OC Revenue Budget (BGRV) |
Rev |
1 |
BFY, Fund, Department, Unit, Revenue Source |
|
31 |
Appropriation and Allotment (BGAA) |
Exp & Rev |
1 |
BFY, Fund, Department, Appropriation |
|
32 |
Expense Budget 32 (BGEB) |
Exp |
1 |
BFY, Fund, Department, Appropriation |
|
|
|
|
2 |
BFY, Fund, Department, Appropriation, Object Class |
|
33 |
Revenue Budget 33 (BGREV) |
Rev |
1 |
BFY, Fund, Department, Appropriation |
|
|
|
|
2 |
BFY, Fund, Department, Appropriation, Revenue Class |
|
34 |
Revenue Budget 34 (BGRVSRC) |
Rev |
1 |
BFY, Fund, Department, Unit, Appropriation |
|
|
|
|
2 |
BFY, Fund, Department, Unit, Appropriation, Revenue Source |
|
35 |
Appropriation (BGAB) |
Exp & Rev |
1 |
BFY, Fund, Department, Division |
|
|
|
|
2 |
BFY, Fund, Department, Division, Appropriation |
|
36 |
Program Expense (BGPE) |
Program |
1 |
Department, Major Program |
|
|
|
|
2 |
Department, Major Program, Program |
|
37 |
Program Phase (BGPHE) |
Program |
1 |
Department, Major Program |
|
|
|
|
2 |
Department, Major Program, Program |
|
|
|
|
3 |
Department, Major Program, Program, Phase |
|
38 |
Grant Budget (BGPDE) |
Program |
1 |
Department, Major Program |
|
|
|
|
2 |
Department, Major Program, Program |
|
|
|
|
3 |
Department, Major Program, Program, Program Period |
|
39 |
Reimbursable Grant Budget (BGPDR) |
Reimb |
1 |
Department, Major Program, Program, Program Period, Funding Profile, Funding Priority |
|
|
|
|
2 |
Department, Major Program, Program, Program Period, Funding Profile, Funding Line |
|
40 |
Phase Reimbursable Budget (BGPHR) |
Reimb |
1 |
Department, Major Program, Program, Phase, Funding Profile, Funding Priority |
|
|
|
|
2 |
Department, Major Program, Program, Phase, Funding Profile, Funding Line |
|
41 |
Expense Budget 41 (BGE41) |
Exp |
1 |
BFY, Fund, Department |
|
|
|
|
2 |
BFY, Fund, Department, Unit, Object |
|
42 |
Revenue Budget 42 (BGR42) |
Rev |
1 |
BFY, Fund, Department |
|
|
|
|
2 |
BFY, Fund, Department, Revenue Source |
|
43 |
Expense Budget 43 (BGE43) |
Exp |
1 |
BFY, Fund, Department, Appropriation |
|
|
|
|
2 |
BFY, Fund, Department, Appropriation, Bureau, Object |
|
44 |
Expense Budget 44 (BGE44) |
Exp |
1 |
BFY, Fund, Department, Appropriation |
|
|
|
|
2 |
BFY, Fund, Department, Appropriation, Group, Object |
|
|
|
|
3 |
BFY, Fund, Department, Appropriation, Group, Object, Unit |
|
45 |
Revenue Budget 45 (BGR45) |
Rev |
1 |
BFY, Fund, Department, Appropriation |
|
|
|
|
2 |
BFY, Fund, Department, Appropriation, Group, Revenue Source |
|
|
|
|
3 |
BFY, Fund, Department, Appropriation, Group, Revenue Source, Unit |
|
46 |
Revenue Budget 46 (BGR46) |
Rev |
1 |
BFY, Fund, Department, Revenue Source |
|
|
|
|
2 |
BFY, Fund, Department, Revenue Source, Sub Revenue Source |
|
|
|
|
3 |
BFY, Fund, Department, Revenue Source, Sub Revenue Source, Function |
|
47 |
Task Order Budget 47 (BGP47) |
Program |
1 |
Department, Major Program |
|
|
|
|
2 |
Department, Major Program, Program |
|
|
|
|
3 |
Department, Major Program, Program, Task Order |
|
80 |
Expense Budget (APEB) |
Exp |
1 |
BFY, Fund, Department, Appropriation |
|
|
|
|
2 |
BFY, Fund, Department, Appropriation, Unit, Object |
|
|
|
|
3 |
BFY, Fund, Department, Appropriation, Unit, Object, Activity |
|
|
|
|
4 |
BFY, Fund, Department, Appropriation, Unit, Object, Activity, Function |
|
ID |
Name |
Notes |
|
3 |
KY Expense Budget |
Budget levels1 and 2 display Total Current (Budget) and Total Adopted amounts lower level lines, which summarize like amounts from lower level lines. Level 2, which has allotment functionality, shows three unique amounts that do not use system functionality for formula definition: YTD Unexpended Accrued amount that is the summary of the like amount on allotment lines up through the current allotment period Total Allotted - sum of Current Budget from allotment lines YTD Allotments - sum of Current Budget from allotment lines through the current allotment period Summary pages exist for levels 1, 2, and 3 (ESUM3L1, 2, & 3). Without Fund, Appropriation, Appropriation Type, or Department to define budget lines, selection criteria on the Parameters for Budget Roll Process table are limited. |
|
11 |
Phase-Specific Reimbursable |
Structure 40 is similar in structure, with the only difference being that structure 11 shows only Awarded and Expected Revenue amounts in the Budget Amounts section as the reimbursement process uses only Awarded, and Expected Revenue is often used for reporting purposes. Federal Appropriation is displayed and inferred from Funding Line. |
|
29 |
OC Expense Budget |
Supports multi-year (BFY 9999) budgeting A summary page exists for level 2 (ESUM29L2) Only a single ’Transfers’ amount, the Transfers Out amount with a different label, is displayed so no event type should be used that uses a posting code that will update Transfers In. Amounts for Purchase Reservations, Reversions, Reservations, Original Budget, Unexpended Cash, and Unexpended Accrued are not displayed but exist. Informational fields for Manager, Start Date, End Date, and House Bill Number are not displayed, but exist. Budget Linking is available to link Collected Earned Revenue from structure 30. Reads Extended/Standard Budget option on Application Control Standard will update Appropriation Inference (APPRINF) or Appropriation and BFY Inference (APBYINF) Standard will limit the use of an Appropriation value to once per BFY at level 1 Standard will limit the use of BFY, Fund, Department, Unit, and Object combinations at level 2 Extended has neither limitation Extended does not update any Appropriation inference table Extended will update Budget Fiscal Year Inference (BFYINF) when multi-year (BFY = 9999) line created. |
|
30 |
OC Revenue Budget |
A summary page exists for level 2 (RSUM30L1) Only a single ’Transfers’ amount, the Revenue Transfers Out amount with a different label, is displayed so no event type should be used that uses a posting code that will update Revenue Transfers In. Amounts for Billed Unearned/Deferred Revenue, Collected Unearned/Deferred Revenue, Reversions, and Original Budget are not displayed but exist. Informational fields for Manager, Start Date, End Date, and House Bill Number are not displayed, but exist. Budget Linking is available to link Collected Earned Revenue to structure 29. |
|
31 |
Appropriation and Allotment |
Supports multi-year (BFY 9999) budgeting Amounts for Reservations and Original Budget are not displayed but exist. An amount, Total Budget, exists to further summarize Original Budget and Current Expected Revenue. Allotment functionality exists. No amounts are shown in the inquiry grid sections. |
|
32 |
Expense Budget 32 |
Supports multi-year (BFY 9999) budgeting. No amounts are shown in the inquiry grid sections. |
|
33 |
Revenue Budget 33 |
Supports multi-year (BFY 9999) budgeting Amounts for Transfer In, Transfer Out, Reversions, and Original Budget are not displayed but exist. No amounts are shown in the inquiry grid sections. |
|
34 |
Revenue Budget 34 |
Supports multi-year (BFY 9999) budgeting Amounts for Reversions, and Original Budget are not displayed but exist. Only a single ’Transfers’ amount, the Revenue Transfers Out amount with a different label, is displayed so no event type should be used that uses a posting code that will update Revenue Transfers In. No amounts are shown in the inquiry grid sections. |
|
35 |
Appropriation |
Supports multi-year (BFY 9999) budgeting. Budget Reserve is not displayed but does exist. No amounts are shown in the inquiry grid sections. |
|
36 |
Program Expense |
Amounts for Reversions, Budget Reserve, Transfer In, and Transfer Out are not displayed, but exist. An informational field for House Bill Number is not displayed, but exists. No amounts are shown in the inquiry grid sections. |
|
37 |
Program Phase |
Amounts for Billed Unearned/Deferred Revenue and Budget Reserve are not displayed, but exist. An informational field for House Bill Number is not displayed, but exists. |
|
38 |
Grant Budget |
Amounts for Billed Unearned/Deferred Revenue and Budget Reserve are not displayed, but exist. An informational field for House Bill Number is not displayed, but exists. |
|
39 |
Reimbursable Grant Budget |
An amount for Billed Unearned/Deferred Revenue is not displayed, but exists. Federal Appropriation is displayed and inferred from Funding Line. An informational field for House Bill Number is not displayed, but exists. |
|
40 |
Phase Reimbursable Budget |
An amount for Billed Unearned/Deferred Revenue is not displayed, but exists. An informational field for House Bill Number is not displayed, but exists. |
|
41 |
Expense Budget 41 |
Linked to budget structure 42 level 2 for Collected Earned Revenue Informational fields for Manager, Start Date, End Date, and House Bill Number are not displayed, but exist. |
|
42 |
Revenue Budget 42 |
Linked to budget structure 41 level 2 for Collected Earned Revenue An amount for Billed Unearned/Deferred Revenue is not displayed, but exists. Only a single ’Transfers’ amount, the Revenue Transfers Out amount with a different label, is displayed so no event type should be used that uses a posting code that will update Revenue Transfers In. |
|
43 |
Expense Budget 43 |
Supports multi-year (BFY 9999) budgeting. Informational fields for Manager, Start Date, End Date, and House Bill Number are not displayed, but exist. |
|
44 |
Expense Budget 44 |
Supports multi-year (BFY 9999) budgeting Summary pages exist for levels 2 & 3 (ESUM44L1 & 2) Ability to leave level 3 presence optional, but require for certain Groups with the Budget 44 Level 3 Requirements (RB44L3) table. Reads Extended/Standard Budget option on Application Control Must not have level 3 as presence optional if Standard Standard will update Appropriation Inference (APPRINF) or Appropriation and BFY Inference (APBYINF) Standard will limit the use of an Appropriation value to once per BFY at level 1 Standard will limit the use of BFY, Fund, Department, Unit, and Object combinations at level 3 Extended has neither limitation Extended does not update any Appropriation inference table Extended will update Budget Fiscal Year Inference (BFYINF) when multi-year (BFY = 9999) line created. |
|
45 |
Revenue Budget 45 |
Supports multi-year (BFY 9999) budgeting. Summary pages exist for levels 2 & 3 (RSUM45L1 & 2). Ability to leave level 3 presence optional, but require for certain Groups with the Budget 45 Level 3 Requirements (RB45L3) table. Only a single ’Transfers’ amount, the Revenue Transfers Out amount with a different label, is displayed so no event type should be used that uses a posting code that will update Revenue Transfers In. |
|
46 |
Revenue Budget 46 |
Only a single ’Transfers’ amount, the Revenue Transfers Out amount with a different label, is displayed so no event type should be used that uses a posting code that will update Revenue Transfers In. |
|
47 |
Task Order Budget 47 |
Amounts for Billed Unearned/Deferred Revenue and Budget Reserve are not displayed, but exist. An informational field for House Bill Number is not displayed, but exists. |
|
80 |
Expense Budget |
Supports multi-year (BFY 9999) budgeting Summary pages exist for levels 2, 3, & 4 (ESUM80L2, 3, & 4) Reads Extended/Standard Budget option on Application Control Standard will update Appropriation Inference (APPRINF) or Appropriation and BFY Inference (APBYINF) Standard will limit the use of an Appropriation value to once per BFY at level 1 Standard will limit the use of BFY, Fund, Department, Unit, and Object combinations at level 2 Extended has neither limitation Extended does not update any Appropriation inference table Extended will update Budget Fiscal Year Inference (BFYINF) when multi-year (BFY = 9999) line created. |