Creating a Grant Expenditure Budget (BGG194) Transaction with Budget Control at the Line Level

2. Select Create on 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. 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. Please refer to the job aid: Creating a Grant Expenditure Budget (BGG194) Transaction.

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.

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-dot 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.

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.

8. Review the budget created at upper levels to confirm all levels are created correctly.

10. The following section illustrates how to add Budget Controls at the line level.

a. Return to the header line.

b. Select Load Constraints from the 3 dot menu

11. Review the Tabs at the top. The ability to add budget control is now available at all levels. To add budget control at the appropriation level, select the 3 dot menu to set the line control.

12. Select Violation Actions - Constraint ID 5 –

a. Select the dropdown for Violation Action. No Action, Reject, Require Override, or Warn (Warning) can be selected for specific purposes as indicated by the Action Names. Select Require Override.

b. Select Ok.