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Home > Performance Budgeting > Using Include/Exclude Budget Lines functionality during Budget Development
Process
The include/exlude functionality provides the ability for line item data that has been entered into a budget layout form to be either included or excluded from the total request. Updates can be made as the budget request goes through different stages throughout the budget development process.
The include/exclude functionality has been added as a new feature to the following budget layout forms on the Budget Form Tab 1:
020_RY_BASE_ADJ
030_RY_REQUESTS
035_RY_REQUESTS_CAP
060_CY_SUPPLEMENTALS
066_CY_SUP_CAPITALS
070_RY_BUDGET_AMENDS
076_RY_BA_CAP
When the Include/Exclude check box is selected on the Budget Layout for the respective data tab the drop-down field indicates whether the budget line amount is included or
excluded from the Total amounts and posting. Drop down values are:
• Yes - The budget line amount is included in the Total line
• No - The budget line amount is excluded in the Total line
Steps to use:
In this example, we are demonstrating the functionality in budget layout 030_RY_REQUESTS , budget request code 23406.
Page Code: BUDR
In the Code Field, enter 030*
Select Apply to see Budget Requests
On the Budget Layout Selection page, in the grid actions section, use the Select button to open the page to the budget requests
Search for the budget request layout. Options for searching include: search by Request Code, Organization, Name, Bill Number, Stage, and Draft Mode.
Use the “*” if you only know part of the name or code.
Select the search button
Once the budget request shows in the Grid Actions section, navigate to the 3-dot menu in the line action menu, select edit. Navigate to the Expenses tab.
In this example, at the start all grid lines are included in the totals.
Once the budget request shows in the Grid Actions section, navigate to the 3-dot menu in the line action menu, select edit. Navigate to the Expenses tab.
In this example, at the start all grid lines are included in the totals.
For example, when the Budget Request Layout form is advanced to OSPB for review, it is decided that the request for line 7 for $6000 in the Request year and $6500 in out year 1 and $6550 in out year 2 should not be included in the November 1 Governor's request.
The OSPB analyst will follow these steps:
Select the line and update the Include field to ‘No’ by using the dropdown arrow.
Enter an explanation for not including the line in the budget request totals, for example
“Need additional justification for including this amount in the current request year.”
Select the Save button.
Note: The total amounts for this budget request have been reduced by the amount of line 7.
Best Practice for Modifying an Amount
If a request line is approved, but then the amount had to be modified, the BEST Practice to follow are these steps:
Copy the line using the Duplicate functionality in the Grid menu
Adjust the amount in the new line. Include a notation for the change in the Justification Line
Text, for example “OSPB recommends increasing this line because justification supports a higher amount.”
Update the original line to include ‘No’
Select the Save button.
Note: The Justification Text Line field is required when updating an amount.
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