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Redesign Status Flashback

Curiosity got the better of me... comparing where we were a year ago to where we are today.  Wow!  A big shout-out to everyone involved in the amazing progress.. you all deserve a huge pat on the back!  Thank you!!

Budgeting Changes

Budgeting in the Redesign is very versatile with options available in both Core>Accounts>Expenditure and the Budgeting menu. Most of you have established your temporary figures for FY2021 whether you applied them via a Budget Scenario last fiscal year or this year.  But now what?  Do you need to change your temporaries to permanent amounts if you don't have any changes?  And what if you do have changes to make... how do you go about making them?  Let's first explain the APPLY options under the Proposed Amounts grid first and then tackle these questions one-by-one.

Temporary Amounts

When you apply temporaries via the Proposed Amounts grid, the 'temporary' transaction type (image below) is selected.  The amounts applied will become the initial budgets for the fiscal year specified.  The Update the GAAP Original Estimate amounts is checked by default meaning the current expendable/receivable amount [Initial amounts + (CO Enc) +/- Adjustments] will be applied to your GAAP Original Estimate figures.  If you do not want your GAAP amounts updated, uncheck the box.  The effective date defaults to July 1st indicating the temporary figures are as of the beginning of the fiscal year.. you cannot change the date.  Full Year is checked by default indicating the temporary amounts hold true for the entire year.  If the temporary figures may change during the year, you have the option of unchecking the full year box before applying.  

Temporary Amount FAQs

• How can I tell if my initial figures are temporary?

  • The report definition Budget Transactions – Initial Estimates (found in the Public Shared USAS-R Report Library) displays changes made to expenditure accounts initial estimates and the Revenue Transactions - Initial Estimates displays changes made to revenue accounts initial estimates.  Here is an image of the report displaying changes made after temporary amounts have been applied.  The type is called 'TempInitial' and (GAAPInitial if updating the GAAP amounts too).  If the full year was checked, it will be indicated on the report. 

• What if I need to change a temporary amount and have already applied them?  What are my options?  If your temporary figures are still on the proposed amounts grid, make any necessary changes in the grid and re-apply them.  They will overwrite the existing temporary amounts and if re-running the Budget Transactions - Initial Estimates

Permanent Amounts

When applying permanent amounts, the 'permanent' transaction type (image below) is selected.  If you have existing temporary amounts, they will be overwritten with the applied permanent amounts.  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 Estimate figures.  The effective date and Full Year enforce the permanent figures are as of the beginning of FY2021 and hold true for the entire year.

Permanent Amount FAQs

• Will my permanent amounts overwrite my temporary figures?   
• How can I tell if my initial budget figures went from temporary or permanent?
• My permanents are complete but I have a handful of amounts to change. How do I handle this?
• I received a new grant and created the associated expenditure accounts?  How do I enter my initial amounts?
• My temporaries were approved and no changes needed.  Do I need to make them permanent?

Adjustments

When applying adjustments during the fiscal year, the 'adjustment' transaction type (image below) is selected.  Adjustments will not update the initial figures.  Instead, the newly updated  FYTD expendable/receivable amount is handled via additions/deductions made to the account.  The Update the GAAP Original Estimate amounts is unchecked by default.  If the GAAP amounts should be overwritten on the accounts with the new expendable/receivable amount, check the box.  On the GAAP Extract, the GAAP 'original budget' will stay intact but the newly updated amount from the adjustment will be recorded on the 'revised budget' amount on the extract.  The effective date must be manually entered so the adjustment amounts are recorded for that time period.

Adjustments FAQs

• What's the difference between applying an adjustment in Proposed Amounts and creating an adjustment on an expenditure account?

Narrative Data for USAS-R Certification Reports

Classic's USACERT programs allowed the user to enter the narrative data within the program itself.   The narratives for USAS-R's Appropriation Resolution and Certification/Appropriation programs are not available when running the report.  Instead, sample narrative documents (in Word format) including such details as the date/time/location, explanation of the report, Board members adopting, and provided signature lines are included in the Certification reports in the user documentation (and linked below).  You can download a narrative document and customize with your district information which can then be attached to the appropriate certification report.

Please click on the following links to download their associated narrative document.

• Certificate of Available Balances Narrative
• Amended Official Certificate of Estimated Resources Narrative
• Appropriation Resolution Narrative