Creating a Program Phase Expenditure Budget (BGP193) Transaction for a Project

1. Enter BGP193 in the Global Search field. 

2. Select Create on the Transaction Catalog page.

3. Enter the Dept

4.  Check Auto Numbering

5. Click Continue  

1a. Select the Appropriation Unit tab

2a. Click "+" to Insert a New Line.

3a. Click the arrow for the Action box to select New to set up a new budget line or Modify to change an existing one. 

4a . Enter the appropriate Event Type.

• BG01 and BG03 are the most often used Event Types to establish a new budget or modify an existing one.

• 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

5a. Enter Dollar Amount, Increase/Decrease indicator, and required COAs: Department, Major Program, Program, Phase and Appropriation Unit. 

• All other fields are optional.

6a. Click Save.

• To enter more lines, repeat steps 1a-6a within the Appropriation Unit section.

7a. Click Rollup Lines
8a. Click Validate

1b. Navigate to the Phase Section tab.

2b. Click "+" to insert a New Line.

3b. Click the Arrow for the Action box to select New to set up a new budget line or Modify to change an existing one. 

3b. Enter the appropriate Event Type.

• BG01 and BG03 are the most often used Event Types to establish a new budget or modify an existing one.

• 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

3b. Enter Dollar Amount, Increase/Decrease indicator and required COAs: Department, Major Program, Program, and Phase. All other fields are optional.

4b. Click Save.

• To enter more lines, repeat steps 1b-4b.

5b. Click Rollup Lines

6b. Click Validate

• Correct errors - if any errors need to be corrected

  • Go to the lowest budget level (Phase or Appropriation Unit) to make changes to create consistent budgets across all levels and avoid errors. 

  • Click Save, Rollup Lines, and Validate again after any changes.

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

7. Attach necessary backup documentation.

8. Click Submit