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Document Storage - Michelle - move to October issue.

Employer Distribution - Andrea

Making Temporary Budgets Permanents in USAS   

If you adopted your Temporary Appropriations on or before July 1st, you may now be getting ready to finalize the budget by adopting your permanent appropriations which are due prior to October 1st.  In order to determine if these appropriations were actually applied in the USAS application as Temporaries or Permanents, let's first download the report definitions from the Public USAS Reports Library to help us.  The link to the Public USAS Reports Library can also be found under the USAS application’s Help menu.

After downloading these report definitions and importing them into the USAS menu Report>Report Manager, you can generate these reports and view the changes made to the account's initial estimates when the proposed amounts were applied in USAS.   By viewing the report's ‘TYPE’ column, you can determine the type of transaction that was applied.  The report will show whether these amounts were applied as Initial Temporary (full year or not full year) or the permanent transaction types.   

• Transactions Initial Estimates.rpd-json 
• Revenue Transactions - Initial Estimate.rpd-json

Let's take a look at the menu options when Applying the Proposed Amounts in USAS as well as how the above report definitions can help determine the applied Budget/Revenue Transaction Types.   

If you selected the Transaction Type of Temporary when you applied the Proposed Amounts, the amounts applied became your (temporary) Initial budgets for the fiscal year chosen and on this report, they will be labeled TempInitial.  During the user's selection when Applying these Proposed Amounts, the Update the GAAP Original Estimate Amounts is checked by default and will apply the current expendable/receivable amounts  [Initial amounts + (CO Enc) +/- Adjustments] to your GAAP Original Budget figures on the accounts and note these as GAAPInitial on the report.  If you do not want your GAAP amounts updated, uncheck the box.  If Full Yearwas left checked, this indicated the temporary amounts hold true for the entire year whereas if the temporary amounts were going to change during the year, you could have unchecked the full year box before applying.  The Replaced column indicates whether or not the temporary amounts were replaced with a permanent amount.  

Now that the Type of transaction has been determined, if no changes to the Temporary amounts are needed, it is up to the User to decide if they want to apply these amounts as Permanent amounts in the USAS application.  The Initial amounts will not change on the account, but can show on certain reports that include the TYPE like the report above.  When applying Permanent amounts, the Transaction Type of Permanent should be chosen and the temporary amounts on the accounts will be overwritten.  When you select the Transaction Type of Permanent, the Update the GAAP Original Estimate Amounts is checked by default and cannot be changed, enforcing the current expendable/receivable amount will be applied to your GAAP Original Budget on the account.  The report above reflects the changes made as the user applied their Temporary figures (TempIntial).  The GAAPInitial indicates that the checkmark was selected to Update the GAAP Original Estimate Amounts and the Full Year checkbox indicates for the Full Year.  The report also reflects the Replaced box check marked next to the temporary amount (TempInitial) signaling that the temporary amount has been replaced with a Permanent (Initial) amount.  If the checkmark was set on the Update the GAAP Original amounts during your temporary posting, when applying permanents, the GAAP 'original budget' on the account remains unchanged; however, the GAAP 'revised budget' amount reflects the permanent figure on the GAAP Extract.   

You may wonder what happens if there are adjustments already posted to the accounts as you apply your Permanent amounts.  Whether these Adjustments were posted under the Core<Accounts or the Proposed Amounts grid with the Transaction Type of Adjustment, these will not affect the initial figures. Instead, the account figures are updated via additions/deductions on the account which updates the FYTD expendable/receivable amounts.   When applying Adjustments via the Proposed Grid, you must select the effective date for these adjustments and the Update the GAAP Original Estimate amounts is Amounts is unchecked by default; however, if the GAAP amounts should be overwritten on the accounts with the new expendable/receivable amount, check the box.  The GAAP Original Budget will stay the same but the GAAP revised budget on the GAAP extract will reflect the adjustment. 

Therefore, using the above example, the Temporary Initial and GAAP Initial was $10,000 for the full year, a positive adjustment of $500 was made and the Permanent amount for $12,000, my expendable amount will be $12,500 (new Initial figure of $12,000 + $500 positive adjustment)    

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