Budget Document Long (BDL)

1

• Budget Document Long (BDL)
• Preparation Process
• FY 09-10

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, 2010.
• The BDL process begins before new funds for FY
  2009-10 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 Group (first 8 numbers) Budget Category (Sub-Account)
Fund Group    
14 023500 50
3
General InformationAccount Groups

• BDLs are required for the following funds
• 14 State Appropriated Funds (EG)
• 18 Service Areas
• 19 Designated (Local) Funds
• 29 Auxiliaries
• 
  
• 30 Gifts (do not require BDLs)
• 26 Grants (do not require BDLs)

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 Orth
_at_4343 Maria Alvarez _at_4556 Marta Petiton _at_4346
5
Before Getting StartedKnow Your Accounts, BHG
Command

• DEFINE DOCUMENT STATUS FOR A UNIT- LONG
  SESSION - BHG Year 08 09
• Command BHG Account __________ Misc
  0235000________ Month Feb
• 
  
• Department BUDGET OFFICE
  
• Display all units reporting to 0235000 _
  
• Display only budgeted account groups _
  
• Bud Acct Grp Document Status Bud
  Acct Grp Document Status
• ---- -------- ---------------------- ----
  -------- ----------------------
• 14023500 Final Approval
  14039902 Final Approval
• 14023501 Final Approval
  14195120
• 14023502
  14199520
• 14023505
  14199921 Final Approval
• 14023700 Final Approval
  14199922 No Document Exists
• 14029906 Final Approval
  14199923 Final Approval
• 14029909 Final Approval
  14199924 Final Approval
• 14029910 Final Approval
  14680570 Final Approval
• 
  
• - Account Group is budgeted
  

6
Getting Started Creating BDL for Next Year

• 1. Type BDL in the command field - ltENTERgt
• 2. Type the account number - ltENTERgt
• This is the view for prior year BDL.
• Change the Year to 09-10 - ltENTERgt
• A blank Coversheet will appear.
• 4. Type NEW in the Action field - ltENTERgt
• A new BDL has now been created with a new DOC ID
  representing the FY 09-10 budget, review and
  modify as needed.

7
BDL Cover Sheet
DEFINE BUDGET RECOMMENDATION FORM LONG
SESSION - BDL Year 09 10 Command BDL
Account 14123400__ Misc 001____________
EID ________

Status Created -- COVER SHEET --
Document-ID V3BDL999724

Action ___ Summary 14-1234-00 BUDGET
RECOMMENDATIONS LONG-SESSION Created
by. 03/18/09 by ANITA POLENDO (KGAXP) -- phone
458-6615 Title...... Department Of
Budget Budget-Group 14123400
2009-10 LONG-SESSION

Orig-Budget Document-Amt Sections X
_ 1. Summary of Budget Group
660,000 760,000 X _ 2.
Line-Items Faculty Salaries 500,000
600,000 X _ 3. Line-Items Admin
Prof Salaries 100,000 100,000
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)

Sample
8
Cover Sheet Action Field Options
Enter a "?" in the Action field to view options
available.  A pop-up window with a list of
Actions will appear on the screen.
Action Description
NEW Create a NEW document.
ROU Display how this document has been ROUTED.
NOT Display document NOTES.
VER VERIFY that the document is correct.
PRT PRINT the document.
FYI Send document copy to person FOR YOUR INFORMATION.
FYA Approve and route to person or desk FOR APPROVAL.
DEL DELETE this document.
APP APPROVE to sign this document and route forward.
RPA RETURN to prior approver
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 9
-------------------------------------------------
-------------------------- Budget-Group
14-1234-00 DEPT OF BUDGET
Screen 1 of 1

Appropriation Sub Original
Adjusted Recommend Obj-Cd Cd Description
Acct Budget Budget 09-10
-Inc --- ---------------------- ----
----------- ----------- ----------- ------- X _
2A FACULTY SALARIES 01 500,000
600,000 600,000 9120
_______________________
20.0 _____________________
__
_ 1A ADMINISTRATIVE AND 02 100,000
100,000 100,000 9123 PROFSSIONAL
SALARIES___
0.0 _______________________
_ 3A
CLASSIFIED PERSONNEL 10 50,000
50,000 50,000 9123
_______________________
0.0 ______________________
_
_ 3B WAGES 20 10,000
10,000 10,000 9127
_______________________
0.0 (PF2Add new
Sub-Acct)Bud-Grp-Totals 660,000
760,000

11
New Sub-Accounts
Action ___ All Other Expenditure
Sub-Accts Section 05 of 9
--------------------------------------------------
----------------------------- Budget-Group
14-1234-20 -DEPT. OF BUDGET Total
nbr. Accts 2 (PF4Page back)
Start List at Sub Acct 05 App Cd 2E
Appropriation Sub
Original Adjusted Recommend Obj-Cd Cd
Description Acct Budget
Budget 09-10 -Inc --
------------------------- ---- -----------
----------- ---------- ---- _ 4A MAINTENANCE
AND OPERATION 05 50,000 50,000
50,000 9153 _________________________
0.0
_________________________
_ 5A
TRAVEL___________________ 08 10,000
10,000 10,000 9129
_________________________
0.0 ___________________
______
_ __ __
___________
_________________________
___________________
______
(PF2Add new Sub-Acct) Bud-Grp-Totals
160,000 160,000

• Enter the recommended amount on this screen.

12
Section 2Faculty Salary Line Items
gtgtType in an option next to the Line-Item or press Enter to page forward.ltlt Action ___ Budget Recommendations for Line-Items Section 02 of 9 --------------------------------------------------------------------------- Budget-Group 14-1234-00 Sub 01 Faculty Salaries Start List at 16_________ View 1 of 4 Item JobCd-Title/EID/Name Pcnt Beg End Ba Current New Inc ---- -------------------- ------ ---- ---- -- -------- -------- ---- 0010 Professor _ 0016 HWP1234 10000 0901 0531 09 RATE 68100 68100 Henrietta W Potter (TT) AMOUNT 68100 68100 0010 Professor _ 0017 RTK5678 10000 0901 0531 09 RATE 65400 65400 Robert T Kirkland (TN) AMOUNT 65400 65400 (PF2 gt Add a new Line-Item) Sub-Acct Total 600,000
13
Salary Line Item Options Faculty, AP,
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 2Faculty Salaries

• 
  

Detail Entry for a Line-Item in Account
14-1234-0001 Item 0016 Section 02
--------------------------------------------------
---------------
Previous Recommended Recommended for
09-10

EID........... hwb1234 Henrietta W Potter
hwp1234 Henrietta W Potter Job-Class-Code
0016 Prof And Dept Chair 0016 Prof And
Dept Chair Begin/End MMDD 0901 / 0531
0901 / 0531
Percent-Time.. 10000
10000 Rate..........
68100 Prior 68100
Calc-Stipend 68100 Amount........ 68100
Yr Amt 68100 68100 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....
_ 08-09 09-10
-Inc Nepotism......... Basis
Rate Type-Rate Basis Rate (Dec)
Prof-Emeritus.... _ 68,100
TOTAL 68,100 3.1
Phased-Retirement _ 10 68,100
ACADEMIC 10 68,000 3.1
Modified-Service. _
ADMIN-PROF
Footnotes........
CLASSIFIED


15
Section 3Administrative Professional

• Detail Entry for a Line-Item in Account
  14-1234-0009 Item 0001 Section 03
• ------------------------------------------------
  -----------------
• Previous Recommended
  Recommended for 09-10
• 
  
• 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.. 10000
  10000
• Rate.......... 90000 Prior
  90000 Calc-Stipend 90000
• Amount........ 90000 Yr Amt 90000
  90000 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
• 08-09 09-10 -Inc
  Nepotism.........
• Basis Rate Type-Rate Basis Rate (Dec)
  Prof-Emeritus.... _
• 90,000 TOTAL 90,000 4.4
  Phased-Retirement _
• ACADEMIC
  Modified-Service. _

16
Section 4Classified Salaries
Detail Entry for a Line-Item in Account
14-1234-0010 Item 0006 Section 04
--------------------------------------------------
---------------
Previous Recommended Recommended for
09-10

EID........... cd4567 Clara Daye
cd4567 Clara Daye Job-Class-Code 3668
Records Tech II 3668 Records Tech II
Begin/End MMDD 0901 / 0831 PosID
1005AT 0901 / 0831 PosID 1005AT
Percent-Time.. 10000
10000 Rate..........
35000 Prior 35000
Calc-Stipend 35000 Amount........ 35000
Yr Amt 35000 35000 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....
_ 08-09 09-10
-Inc Nepotism......... Basis
Rate Type-Rate Basis Rate (Dec)
Prof-Emeritus.... _ 35,000
TOTAL 35,000 3.0
Phased-Retirement _
ACADEMIC
Modified-Service. _
ADMIN-PROF
Footnotes........ 12 35,000
CLASSIFIED 12 35,000 3.0


17
Sections 5 All Other Expenditure Sub-Accounts
DEFINE BUDGET RECOMMENDATION FORM LONG
SESSION - BDL Year 09 10 Command BDL
Account 14123400__ Misc 001____________
EID ________

Status APPROVED -- COVER SHEET --
Document-ID V3BDL999724

Action ___ Summary 14-1234-00 BUDGET
RECOMMENDATIONS LONG-SESSION Created
by. 03/18/09 by ANITA POLENDO (KGAXP) -- phone
458-6615 Title...... Department Of
Budget Budget-Group 14123400
2009-10 LONG-SESSION

Orig-Budget Document-Amt Sections X
_ 1. Summary of Budget Group
660,000 760,000 X _ 2.
Line-Items Faculty Salaries 500,000
600,000 X _ 3. Line-Items Admin
Prof Salaries 100,000 100,000
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)

Sample
18
Expenditure Sub-Accounts
Action ___ All Other Expenditure
Sub-Accts Section 05 of 9
--------------------------------------------------
----------------------------- Budget-Group
19-1234-00 -BUDGET Total nbr. Accts
12 (PF4Page back)
Start List at Sub Acct 09 App Cd 2D
Appropriation Sub Original
Adjusted Recommend Obj-Cd Cd
Description Acct Budget Budget
09-10 -Inc -- -----------------------
-- ---- ----------- ----------- ----------- ----
X _ 2D RESERVE FOR 11
0 0 2,476 9123
ADMINISTRATIVE AND_______
RESEARCH
SALARIES________
_ 3D LONGEVITY PAY
09 367 367 460 9118
_________________________
25.3
_________________________
X _ 3B WAGES______________
______ 20 50,000 50,000 26,480
9129 _________________________
(47.0)
_________________________
_ 2F FRINGE BENEFITS
10 52,000 52,000 50,000
9130 _________________________
3.8
_________________________
(PF2Add new Sub-Acct)
Bud-Grp-Totals 340,007
391,761
NEW
19
Section 6 Revenue Sub-Accounts
Income, Transfers, and Beginning Balances.

• 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

NEW
20
Revenue Sub-Accounts Contd

• 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 7General Budget Group Information
Action ___ General Budget Group
Information Section 07 of 9
--------------------------------------------------
----------------------------- Budget-Group
14-1234-00
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 00349000000
Mark-to-Exclude-from-Final-Budget _
Unit-Code...... 1234000 gt Page-Skips... 000
Mark-if-Fac-Roster _ Grant-Type..... _
Mark-if-Research-Fac-Roste
r _ Gift-Type...... _

Designated..... _


Dept-Footnote.. _____________________
_____________________________________


22
BDL Reconciliation (EG)
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
23
BDL Reconciliation (Non EG)
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
Expenses
Section 6 Revenue Sub-Accts Income
Transfers Beg
Balances
Revenue
Section 7 General Budget Group Information
Section 8 Reconciliation Section 9
Departmental Codes
24
Section 8 Reconciliation
gtgt Reconciliation is in balance. Press ENTER to
continue.ltlt Action ___
Reconciliation for Budget Group 14-1234-00
Section 08 of 9 -------------------------------
------------------------------------------------
Original 08-09 Budget Amt for Budget Group
1,428,192 SUBTOTAL
Commitment Allocation Amts gt
-120,363 SUBTOTAL Departmental
Transfers gt 500
TOTAL ALLOWABLE
1,308,329 Sub-Acct
Adjustment Description Amount
by Whom Date 01 FR 14-5678-2001 SUPL
INCR H.POTTER______ 4,000 KGAXB
2009-03-29 10 FR 19-1234-1010 A.BOYD
INCR_____________ 5,000 KGCXD
2009-04-19 09 FR 14-4321-1009 R.KIRKLAND
RETIREMNT(50) 37,464 KGEXF 2009-04-20






SUBTOTAL Adjustments
Entered Above 117,508
ADJUSTED ALLOWABLE
1,425,837 Total 09-10
Document Amount for Budget Group 1,425,837
Reconciliation Balance
over/(under) budget 0

A balanced budget must be submitted.
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)
• BDLs will route to next appropriate approver
  until reaching the budget office.

26
BDL Hands-on Workshops

• Join budget staff to work on your BDLs at one of
• the scheduled workshops
• HSS 2.02.02
• Wed, April 1st 9 1200 noon
• Mon, April 6th 9 1200 noon
• Tue, April 7th 1 400 p.m.
• Downtown Classroom FS 2.134E
• Thu, Apr 2nd 9 1200 noon

27
Budget Contacts
Office of Budget Planning Development
Mary Simon Senior Director X4344 Mary.Simon_at_utsa.edu
Eva Burnett Associate Director X6631 Eva.Burnett_at_utsa.edu
Anita Polendo Budget Analyst III X6615 Anita.Polendo_at_utsa.edu
Eunice Chen Budget Analyst III X4230 Eunice.Chen_at_utsa.edu
Sharmin Momen Budget Analyst II X4345 Sharmin.Momen_at_utsa.edu
Budget.office_at_utsa.edu
28
Questions