Budget Management

District-Clearing FOAPs follow this structure:

Fund: begins with a 1, 3, 4, 5, or 6,

Org: begins with a 3

Account: 4xxx-7xxx (expenses) or 8xxx (revenue)

Program: begins with 0-7 (expenses) or 8 (revenue)

EX: 103001-30001-5220-499900

ASB FOAPs follow this structure:

Fund: 903xxx

Org: 39330 (always)

Account: 4xxx-7xxx(expenses) or 8890 (revenue)

Program: 690200 (expenses) or 880000 (revenue)

EX: 903944-39330-4320-690200.

Co-Curricular FOAPs follow this structure:

Fund: 953xxx

Org: 39340 (always)

Account: 4xxx-7xxx (expenses) or 8890 (revenue)

Program: 693400 (expenses) or 880000 (revenue)

EX: 953978-39340-5884-693400

A "Budget Transfer" is when you are moving or reallocating your existing budget that has already been posted or applied in Banner. For example, if you currently have $1000 budgeted in your Supplies account and you wish to move $100 of that budget from Supplies to Conferences, you would be requesting a Budget Transfer. This type of Budget Journal involves moving your existing, already-allocated budget to a new allocation by reducing some accounts and increasing other accounts. Budget Transfers must always balance between the total amount you are decreasing and the total amount you are increasing. If you are reducing one or more accounts by a total of $450, you must also increase other account(s) by a total of $450. Budget Transfers are always processed as a rounded, whole number. For example, if you need $137.45 more budget in your supplies account, prepare a budget transfer for $138.

Click here for an example of a Budget Transfer

A "Budget Setup" is when you are allocating funds from new grants or new revenue that aren't already posted or applied in Banner. For example, if your department receives a new grant and needs to establish a beginning budget, you would complete a Budget Setup to "setup" this new budget. Additionally, Budget Setup is also used in cases where your budget for the account is based on the amount of revenue received throughout the year. For example, Co-Curricular and ASB accounts have an allocated budget that is based on the current revenue received at the time the budget is set up. If your account currently has $1000 budgeted, but you recently submitted a deposit for $500, that new revenue is not automatically reflected in your budget. A Budget Setup will need to be completed to indicate how you want to allocate the new $500 in revenue that was received.

Click here for an example of a Budget Setup

Budget Transfers - CLASS-Web Instructions (see pages 8-9 for instructions on approving budget transfers in CLASS-Web).

Flowchart: Budget Transfers

1. Log into CLASS-Web.
2. Navigate to the Budget Transfer link under the Financial Information tab.
3. Enter your budget transfer directly in CLASS-Web.
4. Notify your supervisor of the pending Budget Transfer for approval.

Budget Transfers submitted via CLASS-Web are routed from the initiator to the first approver (supervisor), then to Administrative Services. After Administrative Services approves the budget transfer, your changes will reflect in Banner and on CLASS-Web.

Flowchart: Budget Transfers

1. Fill out all necessary information on the Budget Journal Form.
2. Submit the form to your department's Administrative or Executive Assistant for review.
3. Budget Journals under $1,000 require one Administrator approval. Budget Journals of $1,000 or more require Vice President approval.
4. Once final approval is obtained, the Business Office will enter your Budget Journal into Banner. You will receive an automated email with a link to view or download a completed copy of the form.

In addition to the instructions below, you may click here for a helpful PDF on how to view your budget in Banner 9.

1. Log into Banner.
2. Access FGIBDST.
3. Enter your Org, Fund, and Program codes in their respective fields. Leave the Account field blank so that all accounts under your budget are displayed. Also ensure that the Fiscal Year is set to the desired year ("20" is 2019-2020, "21" is 2020-2021, etc.).
4. Press Alt+Pg. Down or click Go
5. Your budget should be displayed for you, sorted by account.
   1. Adjusted Budget: your loaded budget for the Fiscal Year, including any adjustments via Budget Transfers/Journals.
   2. YTD Activity: all currently posted year-to-date transactions for that account.
   3. Commitments: total amount of commitments that are pending and have not yet posted to the account.
   4. Available Balance: the amount of money you have unspent and unencumbered in the account.
   5. Note: accounts will be displayed if there is activity in the account, either from loading the budget, posted transactions to the account, or pending commitments. If you do not see an account code in your budget, this does not mean the account does not exist or that you cannot use it. If you do not have any budget allocated to an account, nor do you have any activity in the account, it will not be displayed. However, once there is activity in the account (from a Budget Transfer, Disbursement Request, etc.), the account will display and reflect the activity.
6. To view specific transactions within an account, highlight the account using your mouse or arrow keys, then click on the amount listed in its respective "YTD Activity" field. Next, press F3 or click "Related" --> "Transaction Detail Information [FGITRND]." This will display all posted transactions for that account. The same steps can be done for Commitments as well.

1. Log into CLASS-Web.
2. Click on the Financial Information tab, then click the Budget Queries link.
   1. Type: "Budget Status by Account."
   2. Click the Create Query button.
   3. Only the following fields should be check-marked:
      1. Adjusted Budget
      2. Year to Date
      3. Encumbrances
      4. Available Balance
   4. Click the Continue button.
   5. Adjust your settings to the following:
      1. Fiscal Year: [select the appropriate year]
      2. Fiscal Period: "14"
      3. Fund: [enter fund code]
      4. Organization: [enter org code]
      5. Account: [leave blank]
      6. Program: [enter program code] (may leave blank if multiple program codes are budgeted)
   6. If you wish, you may save these settings as a query to retrieve at any future time. To do this, enter a label in the Save Query as: field.
      1. Do not click "shared" as this will make your saved query viewable by all CLPCCD employees.
   7. Click the Submit Query button.