The first step in setting up Budget Management is to determine the setup (2-step or 3-step) and if you want Revenue Funds enabled. Click here if you have not yet made this decision. The next step is to determine your additional settings and customizations, which are described in detail below. Note: it’s important to contact your Campus Consultant for assistance with setting up your budget process. This article should only be used as a guide when working within your umbrella’s budget settings.
To begin, select the Admin dropdown in the top right of the screen, select your umbrella, hover over Requests, select Budgets, and then choose Settings from the toolbar on the left side of the page. The settings are divided into different sections that are described in detail below.
|Process Setup||Determine the structure of your budget process. Click here for more information.|
|Current Budget Period||Determine the current budget period. The period you select will become the default view for both you and portal administrators when viewing requests. Additionally, you have the option to restrict all new budget requests to the current period. This setting will ensure all new budget requests will go to the selected period. This does not prevent organizations from making spending and payment requests on already approved budget requests.|
|Review Process||At a later point in the budget settings, you can populate reviewers that are automatically added to requests. Determine if you want to automatically send the email notification to these reviewers. This is recommended if you do not plan on ordering your reviewers. If you do not opt in to automatically begin the review process, you’ll need to visit each request and manually click to send the email notification.|
|Instructions for Requests||Set up custom instructions that will appear at the top of the page when organizations fill out new budget requests. You can customize a different set of instructions for each type of request. You do not need to populate the custom instructions if you aren't using one of the request types of the Budget Management System. For example, if you're not using Revenue Funds, organizations won't be making withdrawal and deposit requests so those custom instructions may be left blank.|
Customize the names of budget periods under which requests can be submitted. Each period can be locked, preventing budget requests from being processed (including spending and payment requests). Mark a budget period as “current” under the General tab or by editing the budget period.
If you would like to archive requests for your office and organizations, make sure to lock a budget period rather than delete it. Organizations will be able to look back on previous budget periods and see what money was requested, approved, and paid.
Customize the funding sources that are relevant to your budget process. As you approve budget requests, you can decide which funding source the money will come from. The Disabled tag allows you to remove funding sources that are no longer in use.
Customize the categories that organizations must choose from for each major budget item on new budget requests. Like budget periods, you can lock categories so they cannot be used any further. Another important feature is the ability to tie forms to specific categories. This will prompt the user to complete the form if they select that budget category. Hover over the wrench icon on the right side of the page and click edit. On this page, you’ll see the option to choose a form from the dropdown. These forms pull from the Budget Forms tab located on the left side of the page.
Line Item Categories
Customize the line item categories that organizations must choose from on new budget requests. These line item categories come after the major budget item category. In a general sense, these are the specific items for which users are asking money. An example of a line item category is food related expenses or transportation costs. Line item categories can be disabled if they are no longer being used. Additionally, you can determine if the line item category should only appear if a major line item category is chosen. For example, you could setup a line item category labeled “Car Rental” that will only be shown if the organization chooses the “Travel” budget category. Just click the wrench icon on the right side of the page and edit the request to apply it to specific budget categories.
Establish reviewers that will be added to incoming budget requests. These reviewers will be prompted to approve or deny the content of the request. Reviewer decisions do not give final approval on a request; only an umbrella budget administrator can make that decision. Any comments that a reviewer makes on a request will not be visible to the organization. These comments are only visible to umbrella admins and other reviewers included on the request.
These reviewers function the same as form reviewers. The difference is that you can set up rules that have to be met in order for a reviewer to be added to a request. For example, you can decide to only include someone on a request if the budget category is “Travel” and the amount requested is more than $500. Click here for a walkthrough of budget reviewers and creating rules.
Budget forms can be tied directly to budget and payment categories. When an organization creates a request and selects a category with a form, they’ll be prompted to complete that form in full before they can submit the request as long as questions in the form are required. Forms must be created in this section, not the Forms tool in your umbrella portal. After you create a form, you can tie it to a budget or payment category by navigating to those tabs, edit a category, and then select the form from the dropdown.
Customize the categories that your organizations will be using for payment requests and withdrawal requests (if you’re using the Revenue Funds tool). Require a form on a payment category by editing the category then choose the form from the dropdown. Additionally, you can enable a vendor list for each of the categories. This will provide organizations a list of vendors to choose from. You can customize this list through the Vendors tab on the left side of the page.
Establish a list of campus-approved vendors that can be attached to payment categories. You can enter the contact information and vendor ID for each unique vendor. If you opt to display vendors on a payment category (through the Payment Categories tab), it will prompt organizations to select a vendor before they can submit the request. If an organization wants to use a vendor that’s not on your list, they’ll be provided the option to manually enter the vendor’s information.
Determine who should receive an email notification for incoming submissions. You can set different users based on the type of request, whether it's the initial budget request or payment requests on already submitted budgets.