​Introduction

After an agency approves budgetary transactions, those that require Division of Financial Management (DFM) approval will automatically generate an e-mail message to DFM.

• The DFM analyst will then open the Budgetary application to view and release the transactions to the State Controller’s Office (SCO), or return them to the agency if the transactions need to be corrected.
• After DFM releases the transactions, SCO will view and release the transactions to STARS, or return them to DFM if the transactions need to be corrected.
• If a document is returned to the agency to be corrected, an e-mail is automatically sent to the agency when the document is returned. It is sent to the person who entered the fiscal coding (aka “distribution”), but all agency approvers can view the returned document and associated Notes. However, the document needs to be corrected by the fiscal coder, who then marks itas “Distribution Complete”, and then an Approver should approve and release it to DFM or SCO.
• For agencies 100, 101, 102, 104 and 110, appropriation transactions will route from the Agency to SCO for approval, without going through DFM Release. E-mail notification of the related batch will be automatically sent to SCO.

View and Release

1. From the Budgetary main menu, select DFM Release or SCO Release.

2. Select an agency from the Agency drop down menu. (DFM Release will not include agencies 100, 101, 102,104, or 110.)

3. Click Find.

Figure 1 - Select an agency

4. Click View to view the details of the transactions. (Scroll down if needed.)

Figure 2 - View details

5. Click Release to release the transactions to SCO. (If SCO, release the transactions to STARS).

Figure 3 - Release to agency

Return a Document

1. To return the transactions to the agency for corrections, click Return. Enter comments for the agency to explain why the document ise being returned. Do not use special characters or symbols, such as &,',“,<,and \, in the Notes field.

2. Click Return. (If SCO, return the transactions to DFM.)

• If you have released the document, but realize it needs to be returned, click Unrelease, then return the document.

3. An e-mail is automatically sent to the agency when a document is returned. It is sent to the person who entered the fiscal coding (aka “distribution”), but all agency approvers have access to the returned document and can open the document and notes. However, once the document needs to be corrected by the fiscal coder, marked as “Distribution Complete”, and then approved and released to DFM or SCO.

Figure 4 - Return to agency

Reports

Both DFM Release and SCO Release can run reports to view the status of budgetary documents. The reports will display the fiscal coding as well as the approval history of the documents

1. From the Budgetary main menu, select DFM Release or SCO Release.

2. Click the Reports tab.

3. Click the Agency drop down menu to select an agency.

4. Click the Status drop down menu to select a status.

Figure 5 - Select Status

5. Click PDF Report, TXT Report, or CSV Report to generate a report.