Document Returned By DFM or SCO

If the Division of Financial Management (DFM) or the State Controller’s Office (SCO) returns a budgetary document to an agency, they will add notes explaining what is needed to fix the document.

An e-mail is sent automatically 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.

The document needs to be corrected by the fiscal coder, marked as “Distribution Complete”, and then approved and released to DFM or SCO.

1. Open the Budgetary application, and select the Status tab. The Status column description will indicate which document has been returned.
  • If you search for a document by a Group name, all group names will be available in the drop down menu. However, for example, you may search for an Allocation and select a group name, but not find any documents because the group name you selected applies only to Appropriation documents.

Figure 1

Status screen with one row highlighted 

2. Click the red Notes button and follow the instructions provided by SCO.

Figure 2

A document screen with red notes button highlighted and notes text box shown 

3. To correct the “header” information (description, comments, etc.) and the fiscal coding, an Approver must click Undo Approval, select the status, Awaiting Distribution, and then click Save.

Figure 3

Approval screen with Undo Approval button highlighted and a pop up windows shown 

4. The Fiscal Coder can then corrrect the document and mark it Distribution Complete. The document will then be ready for the agency’s approval and/or release.