Budget Control

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Budget Control
Overview

Budget Check is a part of Commitment

Control. It is a process that ensures
available budget exists for a given
expense/transaction.
A budget checking error occurs when an
expense is posted with insufficient or
nonexistent budget.

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Session Agenda
Budget Control Overview
Budget Exceptions Handling
Solutions
Timeline
Case Studies
IDT Journals
Budget Transfer Journals
Spreadsheet Journals
Requisitions
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Session Goals

Define Exception Handling

Review Exception Handling Rules
and Guidelines
Review Case Studies
Provide Action Plan

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What are Budget Errors?

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Budget Check Error Types

Warnings
Budget Control

Budget Check Categories

Errors

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Types of Errors

Exceeds Control Budget

No Budget Exists
Budget Check Categories

Errors
Exceeds Non-Control
Budget

Budget is Closed Date out

of Bounds

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Budget Control Activity

Budget Control is active for the following:
IDTs and
Spreadsheet Journals
Expense Reports
Travel Authorizations

Purchase Orders
Vouchers
Budget Journals

Payroll and Campus Solutions transactions not

enabled

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Handling Exceptions

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Actions to Correct Budget

Checking Errors
Error

IDT Journal

GL Journal

Budget Journal

Vouchers

Travel Expenses

Exceeds Control Budget

Update journal
with alternative
cost center or
perform budget
transfer to
increase
funding.

Reply to budget
checking
exception email
with alternative
cost center or
perform budget
transfer.

Update journal with

alternative cost
center or update
the transfer
amount to the
available budget in
the source cost
center.

Provide Accounts
Payable with an
alternative cost
center or perform
budget transfer to
increase funding.

Provide Accounts
Payable with an
alternative cost center
or perform budget
transfer to increase
funding.

No Budget Exists
Exceeds Non-Control
Budget
Budget is Closed to
Transactions
Budget Date is Out of
Bounds**
Exceeds Budget Tolerance

**If you have documentation that your

charge is within the grant period,
contact your grant specialist.

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Actions to Correct Budget

Checking Errors
Error

IDT Journal

Exceeds Control Budget Update journal with alternative

cost center or perform budget
No Budget Exists
transfer to increase funding.
Exceeds Non-Control
Budget
Budget is Closed to
Transactions
Budget Date is Out of
Bounds**
Exceeds Budget
Tolerance
**If you have documentation that your charge is
within the grant period, contact your grant
specialist.
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Error

GL Journal

Exceeds Control Budget Reply to budget checking

exception email with alternative
No Budget Exists
cost center or perform budget
Exceeds Non-Control
transfer.
Budget
Budget is Closed to
Transactions
Budget Date is Out of
Bounds**
Exceeds Budget
Tolerance
**If you have documentation that your charge is
within the grant period, contact your grant
specialist.
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Actions to Correct Budget

Checking Errors
Error

Budget Journals

Exceeds Control Budget Update journal with alternative

cost center or update the
No Budget Exists
transfer amount to the available
Exceeds Non-Control
budget in the source cost center.
Budget
Budget is Closed to
Transactions
Budget Date is Out of
Bounds**
Exceeds Budget
Tolerance
**If you have documentation that your charge is
within the grant period, contact your grant
specialist.
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Actions to Correct Budget

Checking Errors
Error

Vouchers

Exceeds Control Budget Provide Accounts Payable with

an alternative cost center or
No Budget Exists
perform budget transfer to
Exceeds Non-Control
increase funding.
Budget
Budget is Closed to
Transactions
Budget Date is Out of
Bounds**
Exceeds Budget
Tolerance
**If you have documentation that your charge is
within the grant period, contact your grant
specialist.
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Actions to Correct Budget

Checking Errors
Error

Travel Expenses

Exceeds Control Budget Provide Accounts Payable with

an alternative cost center or
No Budget Exists
perform budget transfer to
Exceeds Non-Control
increase funding.
Budget
Budget is Closed to
Transactions
Budget Date is Out of
Bounds**
Exceeds Budget
Tolerance
**If you have documentation that your charge is
within the grant period, contact your grant
specialist.
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Actions to Correct Budget

Checking Errors
Error

Requisition in eProcurement

Exceeds Control Budget Copy the requisition into a new

cart and add an alternative cost
No Budget Exists
center or perform budget transfer
Exceeds Non-Control
to increase funding.
Budget
Budget is Closed to
Transactions
Budget Date is Out of
Bounds**
Exceeds Budget
Tolerance
**If you have documentation that your charge is
within the grant period, contact your grant
specialist.
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Notifications

Finance and
Procurement

Department
Reviewer

PCard, Travel, AP Vouchers

and Service Center Billing

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Clearing Exceptions

If a Cost Center has a budget exception

that is three business days old and
no alternative cost center is submitted, the
transaction automatically posts to the
Division/School Cost Center.

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Cost Center Available

Balance

Budget Control
at the Cost
Center level

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Clearing at Month-end

At month-end if a cost center with budget

exceptions is not corrected by the
departmental month-end close deadline
(the 2nd business day of the following
month), the transaction automatically
posts to the Division/School cost center.

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Clearing at
Month-End
Pg 3

The Division/School needs to transfer

the cost from the Division/School
clearing cost center to an alternative
cost center within 10 business days
once you receive the month-end close
notice.

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Case Studies?

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Exception Handling Steps

Pg 3

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Notifications Example

Greetings,
The following errors occurred while processing the attached transactions. Find the cost centers associated with your User ID on
the attached file. Please provide a correction within the next 3 business days but no later than the departmental month-end
close deadline, the 2nd business day of the following month.
If a correction cannot be provided within the specified time frame, the transaction will be posted to the School/Division Heads
central cost center for future correction. Any transactions recorded to the central cost center must be transferred to an
appropriate cost center within 10 business days of the month-end close.
If you have any questions about the attached errors, please reply to this email and we will assist in any way possible. Your
immediate attention is appreciated and thank you in advance!

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Budgets Overview

Can you expect an Exception

Error?
How do we resolve this?

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Review Available Budget

The Budgets Overview
balance compares planned
activity (the budget) to actual
activity
The Available Fund Balance
represents the real net
funding in a Cost Center

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IDT Journal Exception Example 1

IDT Journal

Journal 141524
1. How do you handle Exception Error?
2. What are the steps we need to use?

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IDT Journal Exception Example 1

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IDT Journal Exception Example 1

What will you do to correct this

Exception?
How do we resolve this?
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IDT Journal Exception Example 1

What will you do to correct this

Exception?
How do we resolve this?
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IDT Journal Exception Example 1

What will you do to correct this

Exception?
How do we resolve this?
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Youll need to edit the IDT

Journal! The goal is to show
V on Budget Status.

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IDT Journal Exception Example 1

Open this journal and click E

What will you do to correct this
Exception?
How do we resolve this?

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IDT Journal Exception Example 2

Journal 141531
1. How do you handle Exception Error?
2. What are the steps we need to use?

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IDT Journal Exception Example 2

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Budget Journal Example

Budget Transfer
Journal
Journal 141522
1. What does the error mean?
2. What are the steps we need to use?
3. Why not a Budget Adjustment Journal?

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 What will you do to correct this

Exception?
How do we resolve this?
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Spreadsheet Journal Example

What notification will you
receive for Service Center,
PCC, Travel, related Budget
Exceptions?

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Spreadsheet Journal Example

What notification will you
receive for Service Center,
PCC, Travel, related Budget
Exceptions?

Greetings,
The following errors occurred while processing the attached transactions. Find the cost centers associated with your User ID on the
attached file. Please provide a correction within the next 3 business days but no later than the departmental month-end close deadline,
the 2nd business day of the following month.
If a correction cannot be provided within the specified time frame, the transaction will be posted to the School/Division Heads central cost
center for future correction. Any transactions recorded to the central cost center must be transferred to an appropriate cost center within
10 business days of the month-end close.
If you have any questions about the attached errors, please reply to this email and we will assist in any way possible. Your immediate
attention is appreciated and thank you in advance!

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Spreadsheet Journal Example

What notification will you
receive for Service Center,
PCC, Travel, related Budget
Exceptions?

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Requisition Example

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Contacts

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Contacts
www.utdallas.edu/budget

www.utdallas.edu/afr

www.utdallas.edu/procurement

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Summary

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Summary Exception Handling Steps

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Summary Possible Errors

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Summary What you got out of today

How can you apply what you learned?

What are the most frequent Errors you
think youll see?

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