Embedded Files
Summary: Instructions for Special Bill Entries
Special Bills Process Overview
Special Bills with fiscal impact are entered directly in PB using Budget Layout/Form 110_RY_Legislation. The bills are entered and processed in PB in the following sequence:
Agencies/Departments enter the bill in PB as soon as the bill has been passed by both chambers. All new entries will be at Stage 300 in PB.
Departments are responsible for reviewing bill amounts, updating coding information, requesting new codes, and advancing the requests to Stage 450.
The Office of State Planning and Budgeting (OSPB) will review the request at Stage 450 and advance the bill to Stage 575 after their review.
The Financial Services Unit (FSU) at the Office of the State Controller (OSC) will review the detailed coding of the requests at State 575 and notify OSPB after their review is completed.
OSPB will advance the requests to Stage 900 after being notified by FSU to be interfaced to CORE.
CORE Operations at the OSC will advance the requests to state 950 after PB to CORE interface is completed.
Special bills at Stage 900 in PB with $ amounts will be interfaced to CORE, while those lines for FTEs and estimates of future year expenditures are not interfaced. Revenues and Transfers should not be entered in PB.
Special Bill Deadlines
OSBP will send out emails with specific instructions and deadlines. The following is the general guidance for each year:
May - OSPB guidance for Departments is to enter Special Bills within 10 days of the date the Special Bill is signed.
May - Departments must request new coding for any Special Bill that is passed in the last week of the session.
May - All Special Bills are entered in PB as soon as the bill is sent to the Governor. Notify your OSPB Analyst that Special Bills are entered in PB, the coding is final, and they are advanced to State 450.
May - OSPB Analysts verify the accuracy of the Special Bill entries. All Special Bills are sent to FSU for review.
Please adhere to the deadlines communicated! Both OSPB and OSC are under tight deadlines to ensure all bills are interfaced to CORE before the system rollover; therefore, we appreciate timely and whenever possible, earlier adherence to these deadlines.
Note: Some bills will be final before the end of the session, so please review and advance these bills as soon as possible. Do not wait for a bill to be signed to complete the coding. OSPB will advance these bills to State 575 when completed. If the bills are vetoed, PB admins will advance these to Stage 975 instead of 900 and they will not be loaded to CORE.
PB Special Bills Entry Instructions
In the global navigation bar, confirm Page Code is checked. Enter BUDR and select BUDR Formulate Budget Request
Either search for Code 110* or click on the Code field to find Form 110_RY_Legislation, click APPLY
Select Layout code 110_RY_Legislation to open the budget form.
Click Create to add a new Special Bill entry,
Name: Name of the Special Bill
Legislation Category: This is a drop-down selection with "JBC Budget Package Bill" or "Other Bill"
Organization: enter the one-letter Cabinet Code
Bill Number without "SB" or "HB"
Important: Leave Request Code blank, this field is auto-populated by PB!
Click Save on the top right corner of the screen. Once you save, you should get the message "Action was successful" and an additional tab is created. Select the second tab Budget Lines 1 to enter the budget information for this bill.
Click the Insert ( + ) icon to add a new line
Update and verify the following information:
Organization: Update the Organization code based on your department structure.
Long Bill Line: Update the Program Code. If the bill creates a new Program Code, please email core.help@state.co.us to create a new program code/Long Bill Line.
Appropriation Unit: Update the Appropriation Unit. If the bill creates a new Appropriation Unit, Please request a new code from the State Controller's Office.
Activity and Location Codes: If your department is using these, update the codes, and if not, leave them at 0.
Budget Object: Update the Budget Object based on the final bill.
Fund: Update the fund as listed in the final bill. If the bill creates a new fund, please request the creation of the new fund code from the State Controller's Office.
Fund Type: Update the fund type as listed in the final bill.
Expenditures: Verify the amounts with the final bill amounts. Update any out-year expenditure impacts. The out-year impacts should match the final Legislative Council Staff fiscal note (or the latest version available if a final note has not yet been published). These will not be interfaced to CORE; however, they are used by OSPB for planning purposes.
FTE: The amounts are not interfaced to CORE, but should be in PB if the final bill (and fiscal note for the out-years) lists FTE impact. Make sure to enter "FTE" in both Budget Object and Fund Type.
Justification Line Text: This field is optional.
Use the Duplicate icon to add additional lines with the same coding.
Once the entries are done, click Save & Close.
Once the bill review is complete at the Department level, please advance the stage to 450 and inform your OSPB analyst. To advance the stage of a bill:
Search for the bill number in the form 110_RY_Legislation.
Select the request and click Edit.
Update the State field from "300" to "450" using the dropdown menu.
Click Save & Close from the top right corner of the screen.
Notify your OSPB analyst when you have advanced a bill to State 450. Please title the email "xx-xxx Name of Bill".
To search for a entry that has already been created
search for the Bill Number if a Special Bill has already been entered.
Enter the Bill Number (do not enter HB or SB) and click Search.
You can also enter your one-letter cabinet in the Organization field and click Search to see all bills impacting your department.
Bill Stages
For reference purposes, these are the stages for special bills.
300 - The bill passes the first committee.
450 - Once departments have updated the coding and reviewed bill amounts, they will advance to this stage and inform the OSPB analyst. The OSPB analyst will do the final review and advance the bill to the next stage.
575 - PB Admins will advance to this stage for the State Controller Office review.
900 - Once OSC has completed its review, PB Admins will advance the bill to this stage. The bill is interfaced to CORE during an overnight batch process.
950 - At this stage, the legislation has been interfaced with CORE and is ready for system rollover.
975 - When a bill is postponed indefinitely or vetoed, OSPB analysts will advance the bill to this stage so that it is not interfaced with CORE.
Note: There are additional stages available in PB that departments have the option to utilize internally, however, they are seldom used:
400/405 - The bill is sent to the Governor. Departments will review the bill, request any new coding, and verify the amounts.
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