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This Job Aid describes the steps to create a Grant Expenditure Budget (BGG194) Transaction. BGG194 is used to set up the budget structure 94 for a Grant when a Program Period is used. There are four levels for budget structure 94: Major Program (Level 1), Program (Level 2), Program Period (Level 3) and Appropriation Unit (Level 4). When this structure is used, levels 1-3 are required and level 4 is optional. CORE is set up with Auto-Generate for Budget Structure 94, i.e., a budget line is automatically created for all four levels when a transaction is processed with any Major Program code; therefore, BGG94 is not required to use Budget Structure 94.
1. Enter BGG194 in the Global Search field.
2. Select Create in the Transaction Catalog page.
3. Enter Dept, check the Auto Numbering, and select Continue to create a new BGG194 draft transaction.
4. All fields in the Header are optional. In order to create consistent budgets across all levels and avoid errors, it is highly recommended that all data entries be made at the lowest selected level, i.e., Appropriation Unit (Level 4, Step 5) or Program Period (Level 3, Step 6) sections with upper levels populated from Smart Budget Rollup.
5. To set up budgets for all four levels, complete the following and skip step 6. To set up budgets through level 3 only, skip step 5 and go to step 6.
a. Select the Appropriation Unit Budget tab.
b. Click on Insert New Line.
c. Click the arrow next to the Action Box to select Action New to set up a new budget line or Modify to change an existing one. Deactivate, Reactivate, and Delete can be selected for specific purposes as indicated by the Action Names.
d. Enter an appropriate Event Type or click on the magnifier to view and search all allowable event types. BG01 and BG03 are the most often used Event Types to establish a new budget or modify an existing one.
You could select the different actions with different event types to modify/deactivate/activate/delete an existing budget. Select action New with the event types below for a new budget line. Select action Modify with the even types below if it is an existing budget line.
BG01 - Adopt an expense budget
BG02 - Allocate an expense budget
BG03 - Amend an expense budget
BG04 - Carry forward an expense budget
BG05 - Revert an expense budget
BG06 - Transfer in an expense budget
BG07 - transfer out an expense budget
BG08 - Deactivate budget line, select action Deactivate
BG09 - Activate budget line, select action Activate
BG10 - Delete budget line, select action Delete
Select OK.
e. Enter Dollar Amount, Increase/Decrease indicator, and required COAs: Department, Major Program, Program, Program Period, and Appropriation Unit. All other fields are optional.
f. Click Save.
g. To enter more lines, repeat steps a-f or use the copy function by clicking the Copy icon on the first line followed by Insert Copied Line. Then make necessary changes to the new lines.
h. After data entries/edits are completed for all lines, click Save, select the three dots menu to Rollup and Validate in order.
6. To set up budgets through level 3 only, complete the following, then proceed with Step 7.
a. Select the Program Period Budget tab.
b. Click on Insert New Line.
c. Click the arrow for the Action box to select Action New to set up a new budget line or Modify to change an existing one. Deactivate, Reactivate, and Delete can be selected for specific purposes as indicated by the Action Names.
d. Enter an appropriate Event Type or click on the green arrow to view all allowable event types. BG01 and BG03 are the most often used Event Types to establish a new budget or modify an existing one.
You could select the different actions with different event types to modify/deactivate/activate/delete an existing budget. Select action New with the event types below for a new budget line. Select action Modify with the even types below if it is an existing budget line.
BG01 - Adopt an expense budget
BG02 - Allocate an expense budget
BG03 - Amend an expense budget
BG04 - Carry forward an expense budget
BG05 - Revert an expense budget
BG06 - Transfer in an expense budget
BG07 - transfer out an expense budget
BG08 - Deactivate budget line, select action Deactivate
BG09 - Activate budget line, select action Activate
BG10 - Delete budget line, select action Delete
e. Enter Dollar Amount, Increase/Decrease indicator and required COAs: Department, Major Program, Program, and Program Period. All other fields are optional.
f. Click Save.
g. To enter more lines, repeat steps a-f or use the copy function by clicking the Copy icon on the first line followed by Insert Copied Line.
h. After data entries/edits are completed for all lines, click Save, Smart Budget Rollup, and Validate in order.
7. Correct errors - if any errors need to be corrected, go to the lowest budget level (Program Period or Appropriation Unit) to make changes to create consistent budgets across all levels and avoid errors. Click Save, Smart Budget Rollup, and Validate again after any changes.
8. Review the budget created at upper levels to confirm all levels are created correctly.
9. Attach necessary backup documentation.
10. Click Submit.
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