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Enter a Grant, Subgrantee, or Project Budget

Introduction

You can record billable and expendable budgets for both Grants and Projects. Projects can also be used to track subgrantee information. Other budgeting information (e.g., Grant approval form) can be found on the Division of Financial Management web site.

Enter the Document Header Information

1. Select G/P Budgets from the Budgetary menu.

2. Click the G/P Budget tab.

3. Enter an eight character (alphanumeric) document number in the Doc # field.

4. Click the GL Type drop down menu and select a GL type: Grant Budget, Subgrantee Budget, or Project Budget.

Figure 1 - Select a GL type

GP Budget screen with GL Type drop down menu shown

5. Enter an Effective Date or select a date from the calendar.

6. Type a Description and Comments to describe and explain the entry. Do not use special characters or symbols, such as &,',“,<,and \.

7. If your agency uses Group names, select a Group from the drop down menu,.

8. Click Save & Continue or Save & Clear.

Save & Continue will save the document and open a “grid” in which you can add rows of transactions and fiscal coding.
Save & Clear will save the document and clear the screen.

Enter the Fiscal Coding

If you plan on entering more than the default number of 10 rows of transactions, change the number of Rows per page so that all of your transactions can be viewed on one page.

1. Click Add Row.

To use a template that you have created, click the Template drop down menu, select the template, and then click Import.

Figure 2 – To select rows per page or to select a template

GP Budget screen with Rows per page field and the Template drop down menu highlighted

2. Enter a transaction code in the TC field or press F3 to search for a transaction code, and then press TAB or click into another fiscal code field. Other fiscal codes required by the transaction code will be highlighted. Fiscal codes not used by the transaction code will not be available.

Figure 3 - Required fiscal codes are highlighted

GP Budget screen with transaction code and its required field highlighted

3. Enter the fiscal coding (Amount, the PCA, Index, the Subobject, etc.) as needed. Do not use special characters or symbols, such as &,',“,<,and \, in the Description field. You can enter the codes directly or search for appropriate fiscal codes.

4. Enter the PCA or Index and press TAB or click in another fiscal code field, any other related fiscal codes, such as the Budget Unit and Fund, will be entered automatically as long as the PCA or Index have been set up in STARS to do this.

You can also search for a fiscal code in those fields marked with an asterisk (also known as doing a “look up”):

Place the cursor in the field and press F3.
In the “look up” dialog box, enter any combination of search criteria – transaction code number or the title. You can enter just the first few numbers or letters or use the wildcard (%).
Click Find.

Figure 5 - Fiscal Code look up

Budgetary transaction row with PCA field highlighted and PCA lookup window shown

Click the fiscal code you want to use. The code will be entered on the distribution grid. When selecting a PCA or Index, any other related fiscal codes, such as the Budget Unit and Fund, will be entered automatically as long as the PCA or Index have been set up in STARS to do this.

5. To enter another blank row, click Add Row.

To create a duplicate of a row, including the amount and fiscal coding, click Dup next to that row. You can then change the amount and/or a few fiscal codes as needed.
If you enter any codes or rows incorrectly and need to change them, click Undo Updates. Anything you have entered and not saved will be deleted.
To delete a row from the document, click Del next to the row.
If you are entering a large number of rows, click Save & Continue often. If you enter several rows, but do no save your work, and you see a warning message, it is possible that none of your work will be saved.

6. When finished adding the transaction rows, click Save & Continue or Save & Clear. If there are any data entry errors, these will be highlighted for you to correct.

Click Delete Document if you need to start over and the document has been saved (but before Distribution Complete).

7. Click Distribution Complete. The document will then be ready for the agency’s approval and/or release (if approvals have been enabled by the agency).

If the document needs to be changed after the distribution is completed, the Approver will have to undo the approval and set the status of the document to Awaiting Distribution. The Fiscal COder can then make changes.