Enter ​Allocations, Financial Plans, or Revenue Plans

​Introduction

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.

Enter the Document Header Information

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:

  • Allocation
  • Financial Plan
  • Revenue Plan

Figure 1 - New Allocation, Financial or Revenue Plan

Allocation, Financial, or Revenue Plan 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 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.

  • 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.
  • Click Delete Document if you saved the document (before Distribution Complete) and need to start over with a different GL Type.

Enter Fiscal Coding

1. Click Add Row.

  • To use a template, click the Template drop down menu, select the template, and then click Import.
  • If you need to enter 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.

Figure 2 - Add row

Allocation, Financial, or Revenue Plan screen with Add Row button 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

Allocation, Financial, or Revenue Plan transaction row with the Transaction code and required fields 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.

Figure 4- Fiscal Code lookup

An Appropriation document showing a PCA code lookup screen  

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

Allocation, Financial, or Revenue Plan screen  transaction row with fiscal codes entered

​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.

  • 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.

7. 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.
  • If the Effective Date on the document is July 1 or later, but the document is saved before July 1, any TC 060, 061, 062, 063, 064, 070, 080, or 085 entered should default to July’s fiscal year (including transactions imported from a template) when the document is saved. For any other TC, the BFY defaults to the current BFY.

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.

Change a Document After Distribution is Complete

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.

Allocation Transaction Codes

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 ONLY
622 NEW FY LOAD PY PRE-ENCUMBR - ALLOC POST - FYE ONLY

Financial Plan Transaction Codes

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

Revenue Plan Transaction Codes

The following transaction codes require an Approval Level 3.

070 REVENUE PLAN (ESTIMATED REVENUE)