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Easing Your Budgeting Conscience

Most of you have established your temporary figures for FY2022.  If you are ready to make those temporary amounts permanent figures, you may ask yourself how do I go about doing that? Do I have to make them permanent if I don't have any changes? Wait, did I make them permanent in the first place? How can I find out what I selected when I applied them several months ago? No worries, we have the answers for you.

Let's back up to when you applied temporaries via Budgeting>Proposed Amounts. If the 'temporary' transaction type (below) was selected, the amounts applied became the initial budgets for FY2022.  If the Update the GAAP Original Estimate amounts box was left checked, the FY2022 expendable/receivable amount were applied to your GAAP Original Estimate figures.  If unchecked, the GAAP Original Estimate figures were left blank.  The effective date defaults to July 1st indicating the temporary figures are as of the beginning of FY2022... you cannot change the date.  If Full Year was left checked, this indicated the temporary amounts hold true for the entire year.  If temporaries were going to change during the year, you could have unchecked the full year box before applying.  


Q: I'm ready to apply permanents.  Can I somehow confirm I ran temporaries originally? 

A: If you have FY2022 initial amounts in Core>Accounts, you applied them. However, does not currently record temporary amounts.   The Budget Transactions Initial Estimates.rpd-json and Revenue Transactions - Initial Estimate.rpd-json in the USAS-R Public Reports Library can help you though.  For example, when downloading the Budget Transactions definition to your report grid and generate the report,  the temporary amounts are denoted by the TempInitial type.  If GAAP Original Estimates were applied as well, and 'full year' was checked, it will also be denoted on the report.

  


Q: How do I apply permanents?

A: When applying permanent amounts, the 'permanent' transaction type (below) is selected.  If you have existing temporary amounts, they will be overwritten with the applied permanent amounts.  The Update the GAAP Original Estimate amounts is checked by default and cannot be changed, enforcing the current expendable/receivable amount will be applied to your GAAP Original Estimate figures.  The effective date and Full Year enforce the permanent figures as of the beginning of FY2022 and hold true for the entire year. 

To confirm your permanents were applied, review the in Core>Accounts.  You can also re-run the Budget Transactions Initial Estimate report again to view the updates made.  In our example, the 'TempInitial' will contain a checked box indicating it has been replaced with an 'Initial' figure.  This should match the initial amount on the account.  The GAAP Original estimate will be updated as well; however, it will show as a GAAPAdjustment containing the amount of the update.  In our example, the GAAPInitial was $103 and the GAAPAdjustment of $147 (147+103 = $250) which is new GAAP Original Estimated figure displayed on the account.



Q: My temporaries were approved and no changes needed.  Do I need to make them permanent on the system?

A: That's your choice if you want them marked as permanent (initial) type in the system.  The initial amount will not change on the account.  However, when viewing budget transactions or running the SSDT Budget Transaction or one of the Public Library Budget Transactions reports, the different types of budget transactions will be displayed for each account.  If you would prefer the temporary amounts (TempInitial types) to show as permanent (Initial types), promote the scenario used for the temporary amounts and apply them using the permanent transaction type.  Your amounts will remain the same but a permanent budget transaction has been posted against it (and will be listed in ).  As for your GAAP amounts, if you set your GAAP Original amounts during your temporary posting, when applying permanents, the GAAP 'original budget' remains unchanged, however, the GAAP 'revised budget' amount on the GAAP Extract reflects the permanent figure.


Miscellaneous Budgeting Q & A's

QuestionAnswer
I posted my permanents and realized some of them are incorrect.  I have a handful to change. How do I handle this?If the accounts are still in your proposed amounts grid, make the necessary changes in the grid and re-apply as permanents. 
I received a new grant this month and created the associated expenditure accounts?  How do I enter my budgeted amounts? You can use the ' Budget Adjustments' option in the expenditure account (Core>Accounts) to post adjustments in order for the amounts to be reflected in a specific (open) period. 
I would like to apply my proposed amounts as permanent.  However, I've already made some adjustments for specific accounts.  Will my adjustments (additions/deduction amounts) be overwritten? No, any +/- adjustments made to the expenditure account will not be affected.  For example, if my temporary initial estimate is $1000 and I've made a positive adjustment of $500, if I now post a permanent initial amount for $2000, my expendable figure will be $2500 (new initial estimate of $2000 + $500 positive adjustment).
After proposed amounts are applied, why do they remain in the proposed amounts grid? Is there an advantage to leaving them in there?We call the proposed amounts grid the 'working area' where you can add, delete or edit proposed amounts.  Once the amounts have been applied, you have the option of removing them easily by checking the top box on the grid (to select all) and click Delete.  This will basically wipe out the grid.  However, if you choose to leave the proposed amounts in the grid, it may be helpful in circumstances where you need to make changes and apply them as permanent figures or adjustments later in the year.

Useful links:


Did You Know?

Tips on Archiving an Employee

(tick) TIP #1

USPS-R has the capability of archiving (concealing) an employee by going to the Core>Employee record and checking the Employee Archived box under the General section.

When an employee is archived, this will “hide” the employee from view on the following Core screen options

  • Dashboard
  • Adjustments
  • Attendance
  • EMIS Entry
  • Compensation
  • Leaves
  • Pay Distributions
  • Payroll Accounts
  • Payroll Item
  • Position 

The employee and the associated position/compensations will not be included when a collection is processed for EMIS reporting purposes. Marking the employee as archived will prevent every record from being in the collection.  

(tick) TIP #2

An archived employee will not pull into the Payroll Processing and cannot be added through Adjustments.

(tick) TIP #3

Currently, there is the capability to archive specific Compensation records associated with an employee and allow the Employee record to remain unarchived.  NOTE: If the Compensation is to be reported to EMIS for the fiscal year, it must NOT be archived until after the EMIS fiscal year reporting has been completed.

(tick) TIP #4

To view an archived employee on any particular screen, the    box can be checked and this will then show all archived employees along with current employees on the grid.



REDESIGN STATUS

557

Sites Live on Redesign

126

Total Wave 8 Sites

17

Participating ITCs

662

Total Districts Participating


Please view the Current List of Districts & Status to see a comprehensive list of school districts along with their ITC, implementation status and the wave they are scheduled to migrate from Classic to Redesign.

The following terminology is used to determine where in the implementation process the entity is currently at:

  • Implementing: The ITC is running test imports and balancing reports on the entity.  The district and ITC are working to schedule dates to begin dual processing and go live.

  • Paralleling: The entity is inputting all production transactions into both Classic and Redesign.

  • Live: The entity is using Redesign for production processing; no parallel processing is being performed;  Classic is available in 'read-only' mode.


Did You Know?

The Appropriation Resolution report, found under the Periodic menu, now automatically generates a Recap report separated by a page break!  The Recap report will by default, but the user may also uncheck the box to have the Recap report sort by Fund/SCC.  There are user tooltips that explain both options that can be found when hovering over the option.  Along with the grand total for all appropriations, the Recap report will also be grouped by fund classification, fund type, and then by fund with subtotals included at each level. 






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