Approve and Release an Allocation, a Financial Plan, or a Revenue Plan

Approve an Allocation, Financial Plan, or Revenue Plan

The Allocation, Financial Plan, or Revenue Plan documents can be released by users who have been assigned by the administrator as Approvers. (If no Approvers have been assigned, but Release users have, the documents can be released by them so that, if required by the transaction codes, DFM can review and release the documents to SCO.)

1. On the Status screen, and click Select next to the Allocation, Financial Plan, or Revenue Plan document. (If you do not have appropriate permissions to approve a document, a message will be displayed stating so.)

  • On the Status screen, all group names will be available to search for, even if a group does not apply to that particular type of document. So, for example, you may search for an Allocation by a group name and not find any documents, because that group name applies only to Appropriation documents.

Figure 1 - Status

Approval Status screen with several documents shown 

2. Click the attachment icon under the Atch column to review any attached documents.

3. Check a check box next to a fiscal code Title to display and review the title in the distribution grid.

Figure 2 - Fiscal Code Titles

Approval screen with the Budget Unit Title check box and Budget Unit Title columns highlighted 

4. Click View History to display the names of people who have distribution/approval history with the document.

Figure 3 - View History

Approval screen with View History button highlighted and History pop up screen shown 

5. If the document needs to be corrected, click Undo Approval, select the status to return the document to (e.g., Awaiting Distribution), and then click Save.

6. If the document is satisfactory, click Approve.

Release a Document

The Allocation, Financial Plan, or Revenue Plan documents can be released by users who have been designated with Release authority. (The screens are similar to the Approval steps – see above.)

1. On the Status screen, and click Select next to the Allocation, Financial Plan, or Revenue Plan document.

  • On the Status screen, all group names will be available to search for, even if a group does not apply to that particular type of document. So, for example, you may search for an Allocation by a group name and not find any documents, because that group name applies only to Appropriation documents.

2. If necessary, check a check box next to a fiscal code Title to display the title in the distribution grid.

3. If necessary, click View History to display the names of people who have distribution/approval history with the document.

  • If the Effective Date on an Appropriation or Allocation document is July 1 or later, but the document is saved before July 1, any entry (including transactions imported from a template) with transaction code 010, 060, 061, 062, 063, 064, 070, 080, or 085 should default to July’s budget fiscal year when the document is saved. For any other TC, the BFY defaults to the current BFY.

4. If the document needs to be corrected, click Undo Approval, select the status to return the document to (e.g., Awaiting Distribution), and then click Save.

5. If the document is satisfactory, click Release. The document will be assigned a batch number and will be uploaded to STARS at the end of business day.

6. If the transaction code requires DFM or SCO approval, it will be assigned a batch number when the document is released to DFM or SCO. If the document is returned to your agency by DFM or SCO, the batch number will be deleted.