Creating a Reimbursable Phase Budget (BGPHR) Transaction for a Project with Budget Control at the Line Level
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Process:
This Job Aid describes the steps to create a Reimbursable Phase Budget (BGPHR) Transaction and apply the budget controls for a project.
BGPHR is used to set up the budget for a project when Reimb Budget Structure 40 is selected for a Major Program. There are 2 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.
The statewide budget control is not turned on for budget structure 40, but the line-level control can be set up with a BGPHR transaction. Given that both levels are required for a reimbursable project, the best-recommended practice is to set up the budget control at the Funding Line level if you select to use this function. To create a BGPHR transaction and apply the budget control at the line level, please follow the steps below:
1. Follow the Job Aid titled “Creating a Reimbursable Phase Budget (BGPHR) Transaction for a Project'' to create the BGPHR transaction. Correct errors and validate the BGPHR transaction, but DO NOT submit yet.
2. Make sure you perform the Budget Roll Up BEFORE you start the steps below. You won’t be able to perform the Budget Roll Up after the constraints are loaded since it will REMOVE the upper level budget constraints.
3. Go to the BGPHR header and select Load Constraints.
4. The budget constraints will be loaded for both Phase Expense Controls and Program Expense Controls.
5. To apply the budget control at the Funding Line level. Note: This is the recommended level to set up the budget control.
a. Go to the Phase Expense section, and select the 3 dot menu to set the line control
b. Then, go to the Phase Expense Control section. Three constraints are available.
c. Select Edit with Grid to update the violation action setting for each constraint. Each constraint has four Violation Actions (No Action, Reject, Require Override and Warn) for selection. The recommendation is to set the Violation Action to Require Override for Constraint ID 5 - Available to Obligate Only. You could ignore the Constraint ID 27 and 1 since they are not relevant to the budget control function. Save.
d. Repeat steps 5.a to 5.c for all funding lines. Save.
e. DON’T perform Budget Roll Up.
6. To apply the budget control on the Funding Priority Level. Note: this is an optional level to set up your budget control and can be skipped.
a. Go to the Program Expense section, and select the funding priority line and set the line control from the 3 dot menu
b. Then, go to the Program Expense Controls section. Three constraints are available.
c. Select Edit with Grid to update the violation action setting for each constraint. Each constraint has four Violation Actions (No Action, Reject, Require Override and Warn) for selection. The recommendation is to set the Violation Action to Require Override for Constraint ID 5 - Available to Obligate Only. You could ignore the Constraint ID 27 and 1 since they are not relevant to the budget control function.
Click OK.
d. Repeat step 6.a to 6.c for all funding priority lines. Save.
e. DON’T perform Budget Roll Up.
7. Once all the constraints are set up, attach backup documents, Validate the BGPHR transaction and Submit.
