Enter Allocations, Financial Plans, or Revenue Plans
Allocations are a way of collecting and recording expenditure information for reporting purposes or for online viewing. If an agency does not want to control the recording and collection information at a more detailed level, Grants or Financial Plans may be more appropriate.
Financial and Revenue Plans allow an agency to record projections and to monitor how the actual expenditures and revenues are progressing compared to the projections.
Financial Plans allow an agency to distribute the appropriation at a lower level within the agency than required in the appropriation bill. Financial and Revenue Plans are optional for an agency.
1. Select Alloc/Plans from the main menu.
2. Click the Alloc/Plan tab.
3. Enter an eight character (alphanumeric) document number in the Doc # field.
4. Click the GL Type drop down menu and select one of the following:
Figure 1 - New Allocation, Financial or Revenue Plan
5. Enter an Effective Date or select a date from the calendar.
6. Type a Description and Comments to describe and explain the document. 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.
1. Click Add Row.
Figure 2 - Add row
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
3. Enter the fiscal coding (Amount, the PCA, Index, the Subobject, etc.) as needed. You can enter the codes directly or search for appropriate fiscal codes (see below). Do not use special characters or symbols, including &, ', “, <, and \, in the Description field.
4. Enter or select 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.
5. You can search for a fiscal code in those fields marked with an asterisk (also known as doing a “look up”):
a. Place the cursor in the field and press F3. b. 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 (%). c. Click Find.
a. Place the cursor in the field and press F3.
b. 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 (%).
c. Click Find.
Figure 4- Fiscal Code lookup
d. Click the fiscal code you want to use and the code will be entered automatically. 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.
Figure 45– Automatic fiscal code data entry
6. 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 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.
7. When finished adding the transaction rows, click Save & Continue or Save & Clear.
If you need to start over with a new GL Type, and the document has been saved (but before Distribution Complete), click Delete Document.
9. 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). ). After the document has been released and depending on the approval level required by the transaction codes, it will then be ready for DFM release and SCO Release.
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.
The following transaction codes require an Approval Level 8.
019 GOVERNOR'S HOLDBACK OF AN APPROPRIATION 022 BOARD OF EXAMINER'S REDUCTION OF AN APPROPRIATION 060 ORIGINAL APPROPRIATION & ANNUAL ALLOCATION
The following transaction codes require an Approval Level 3
061 FIRST QUARTER ALLOCATION 062 SECOND QUARTER ALLOCATION 063 THIRD QUARTER ALLOCATION 064 FOURTH QUARTER ALLOCATION 065 NON-COGNIZABLE FUNDS ALLOCATION 068 OBJECT TRANSFER OF ALLOCATIONS BETWEEN OBJECT LEVELS 069 ACTIVITY TRANSFER OF ALLOCATIONS BETWEEN FUNCTIONS/BU 081 ACTIVITY TRANSFER OF ALLOC & FINANCIAL PLAN-BUDGET UNITS 082 OBJECT TRANSFER OF ALLOC & FINANCIAL PLAN -OBJECT LEVELS 083 NON-COGNIZABLE EXP FINANCIAL PLAN/ALLOC 085 EXP FINANCIAL PLAN & ANNUAL ALLOCATION
The following transaction codes require an Approval Level 7
618 NEW FY LOAD PY ENCUMBR ALLOCATION BALANCES - FYE ONLY622 NEW FY LOAD PY PRE-ENCUMBR - ALLOC POST - FYE ONLY
The following transaction codes require an Approval Level 3.
080 EXP FINANCIAL PLAN ONLY 081 ACTIVITY TRANSFER OF ALLOC & FINANCIAL PLAN-BUDGET UNITS 082 OBJECT TRANSFER OF ALLOC & FINANCIAL PLAN -OBJECT LEVELS 083 NON-COGNIZABLE EXP FINANCIAL PLAN/ALLOC 085 EXP FINANCIAL PLAN & ANNUAL ALLOCATION
070 REVENUE PLAN (ESTIMATED REVENUE)