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This Job Aid describes the steps to create a Phase Reimbursable Budget (BGPHR) Transaction for a Project.
BGPHR is used to set up the budget for a project when Reimbursable Budget Structure 40 is selected for a Major Program. There are two levels for budget structure 40 and both are required for a reimbursable project. Level 1 includes Department, Major Program, Program, Phase, Funding Profile and Funding Priority. Level 2 also includes Funding Line in addition to those at Level 1.
1. Enter BGPHR in the Global Search Field
2. Select Create on the Financial Transaction page.
3. Enter the Dept, check the Auto Numbering and Select Continue to create a new BGPHR draft transaction.
4. All fields in the Header are optional. In addition to the Header, there are 2 sections for each level, with one required to enter budget detail information.
Budget control on line level is optional. If you need to setup line level budget controls, please refer to the job aid: Creating a Reimbursable Program Budget (BGPDR) Transaction for a Grant with Budget Control at the Line Level
5. Set up required budget details at both the Funding Line and Funding Priority levels.
Go to the Phase Expense section (Funding Line Level).
Click on the "+" to insert a new line.
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 also be selected for specific purposes as indicated by the Action Names.
Enter an appropriate Event Type or click on the Search and Select Even Type button to view all allowable event types. The Event Type has to match the Action code. BG22 is the only event type to use together with New/Modify Actions to increase or decrease the budget.
Use event type BG08 for Deactivate Action
Use event type BG09 for Reactivate Action
Use event type BG10 for Delete Action
Enter Dollar Amount, Increase/Decrease indicator and required COAs: Department, Major Program, Program, Program Period, Funding Profile, Funding Priority and Funding Line. The other fields are optional.
Click Save.
To enter more lines, repeat steps or copy the first Line by clicking the 3 dot menu followed by the paste button to Insert Copied Line button.
After necessary data entries/changes are completed for all lines, click Save, Click 3 dot menu and choose Rollup Lines, and Validate in order.
Correct errors - if any errors need to be corrected, make the changes in the Phase Expense section (Funding Line level) in order to create consistent budgets across two levels and avoid errors. Click Save, Smart Budget Rollup and Validate again after any changes.
Click the Program Expense section to review the budget lines created at the Funding Priority Level.
Setting up the Line Level Budget Control is optional.
Attach necessary backup documents.
Click Submit.
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