UT TYLER

1
UT TYLER

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

Ron Rippe and Sheryl Dennis Business
Affairs/Budget Office
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.

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 UTT
  Administration Mainframe
• DEFINE log-on ID and password

For log-on related problems or concerns, contact
DEFINE Administration Staff Julie Hicks _at_7150
5
Before Getting StartedKnow Your Accounts, BHG
Command

• DEFINE DOCUMENT STATUS FOR A UNIT- LONG
  SESSION - BHG Year 08 09
• Command BHG Account __________ Misc
  6200000________ Month FEB
• 
  
• Department VP - BUSINESS AFFAIRS
  
• Display all units reporting to 6200000 _
  
• Display only budgeted account groups _
  
• 
  
• Acct Acct
  
• Bud Acct Grp Document Status Bud
  Acct Grp Document Status
• ---- -------- ---------------------- ----
  -------- ----------------------
• 12621029
  19620097
• 12621100
  19620098 Final Approval
• 12621101
  19621005 Final Approval
• 12621102
  19621006 Final Approval
• 14499900 Final Approval
  19621009 Final Approval
• 19620040
  19621015 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 14999900__ Misc 001____________
EID ________

Status Created -- COVER SHEET --
Document-ID V6BDL999999

Action ___ Summary 14-9999-00 BUDGET
RECOMMENDATIONS LONG-SESSION Created
by. 03/18/09 by JANE DOE (WTJD) -- phone
566-9999 Title...... Department Of
Budget Budget-Group 14999900
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
NOTE Most 14 accounts will only have salaries
for UT Tyler
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.
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
14-9999-00 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 9129
_______________________
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
14-9999-00 -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 50 50,000 50,000
50,000 9153 _________________________
0.0
_________________________
_ 5A
TRAVEL___________________ 75 10,000
10,000 10,000 9161
_________________________
0.0 ___________________
______
_ __ __
___________
_________________________
___________________
______
(PF2Add new Sub-Acct) Bud-Grp-Totals
60,000 60,000

• Enter the recommended amount on this screen.

12
Section 2Faculty Salary Line Items
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
14-9999-0001 Item 0016 Section 02
--------------------------------------------------
---------------
Previous Recommended Recommended for
09-10

EID........... ms1234 Mary Smith ms1234 Mary
Smith Job-Class-Code 0007 Professor
0007 Professor 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 _ 09 68,100
ACADEMIC 09 68,000 3.1
Modified-Service. _
ADMIN-PROF
Footnotes........ _
CLASSIFIED


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Section 3Administrative Professional

• Detail Entry for a Line-Item in Account
  14-9999-0009 Item 0001 Section 03
• ------------------------------------------------
  -----------------
• Previous Recommended
  Recommended for 09-10
• 
  
• EID........... ab1234 Abigail Boyd
  ab1234 Abigail Boyd
• Job-Class-Code 0119 Dir, Academic Computing
  0119 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. _

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Section 4Classified Salaries
Detail Entry for a Line-Item in Account
14-9999-0010 Item 0006 Section 04
--------------------------------------------------
---------------
Previous Recommended Recommended for
09-10

EID........... cb4567 Clara Barton
cb4567 Clara Barton 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


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Sections 5 All Other Expenditure Sub-Accounts
DEFINE BUDGET RECOMMENDATION FORM LONG
SESSION - BDL Year 09 10 Command BDL
Account 14999900__ Misc 001____________
EID ________

Status APPROVED -- COVER SHEET --
Document-ID V6BDL999999

Action ___ Summary 14-9999-00 BUDGET
RECOMMENDATIONS LONG-SESSION Created
by. 03/18/09 by Jane Doe (WTJD) -- phone
566-9999 Title...... Department Of
Budget Budget-Group 14999900
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
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Expenditure Sub-Accounts
Action ___ All Other Expenditure
Sub-Accts Section 05 of 9
--------------------------------------------------
----------------------------- Budget-Group
19-9999-03 -BUDGET Total nbr. Accts
12 (PF4Page back)
Start List at Sub Acct 20 App Cd 3B
Appropriation Sub Original
Adjusted Recommend Obj-Cd Cd
Description Acct Budget Budget
09-10 -Inc -- -----------------------
-- ---- ----------- ----------- ----------- ----

X _ 3B WAGES____________________ 20
50,000 50,000 26,480 9129
_________________________
(47.0)
_________________________
_ 2F FRINGE BENEFITS
14 52,000 52,000 50,000
9130 _________________________
3.8
_________________________
(PF2Add new Sub-Acct)
Bud-Grp-Totals 340,007
391,761
NOTE 14 Accounts will not have Fringe Benefits
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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 I1 Sub-account 93 Gift
  Income
• Appropriation Code I1 Sub-account 94
  Investment Income
• Appropriation Code I1 Sub-account 95
  Operating Income
• Appropriation Code I1 Sub-account 96
  Miscellaneous Income

20
Revenue Sub-Accounts Contd

• Transfers
• Debt Service transfers
• Appropriation Code E2
• sub-account 95 - Debt Service on Construction
• Transfers FROM - Appropriation Code T1
  sub-account 95 only
• Transfers TO - Appropriation Code T2 sub-account
  95 only
• Beginning Balance
• BB Appropriation Code with 98 sub-account

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Section 7General Budget Group Information
Action ___ General Budget Group
Information Section 07 of 9
--------------------------------------------------
----------------------------- Budget-Group
14-9999-00
Budget-Grp-Short-Title
-DEPT OF BUDGET_______________________________
Budget-Grp-Title DEPARTMENT OF BUDGET
_______________________________
________________________________________________
____________
__________________________________________________
__________ (PF2 - Add new employee as
Dept-Head)
Dept-Head-EID... rt4464_ ROBERT T LUNDY
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...... 9999000 gt Page-Skips... 000
Mark-if-Fac-Roster _ Grant-Type..... _
Mark-if-Research-Fac-Roste
r _ Gift-Type...... _

Designated..... _


Dept-Footnote.. _____________________
_____________________________________


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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 14-9999-00
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.LUNDY
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 Done by Budget Office

• 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
Budget Contacts
Office of Budget Planning Development
27
Questions