FY 1999 ANNUAL OPERATING BUDGET (AOB)

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					GOVERNOR’S OFFICE OF PLANNING AND BUDGET

Fiscal Year 2007

AGENCY ALLOTMENT INSTRUCTIONS

FY 2007 Allotments Instructions

TABLE OF CONTENTS
INTRODUCTION ................................................................................................................... 1 I. ALLOTMENT INSTRUCTIONS............................................................................................. 1
General Information .................................................................................................................................................... 1 Due Date.................................................................................................................................................................... 1 Program Budgeting .................................................................................................................................................... 1 Data Exchange with PeopleSoft 8.8 ........................................................................................................................... 1 Standard Program Codes............................................................................................................................................ 2

II. INTRODUCTION TO BUDGETNET ALLOTMENT TOOL ..................................................... 2
Requesting BudgetNet Allotment Access .................................................................................................................... 3 System Overview .......................................................................................................................................................... 3 Screen Resolution ...................................................................................................................................................... 4 Logging In .................................................................................................................................................................. 4 BudgetNet Homepage ................................................................................................................................................ 4 Allotment Main Screen ................................................................................................................................................ 5 Allotment Status Box ................................................................................................................................................ 5 Screen Tabs ............................................................................................................................................................... 6 Help / Reporting Problems......................................................................................................................................... 7

III. ALLOTMENT SCREENS .................................................................................................... 7
Agency – Allotment Setup Screen ................................................................................................................................ 7 Agency Entry Screen .................................................................................................................................................. 10

IV. REPORTS ....................................................................................................................... 12
Available Allotment Reports ..................................................................................................................................... 12 Accessing Allotment Reports ..................................................................................................................................... 13

V. SUBMITTING THE ALLOTMENT ...................................................................................... 16
Submittal Process ....................................................................................................................................................... 16 Required Paper Submissions ..................................................................................................................................... 17 Approval Process ....................................................................................................................................................... 17 Requesting the Next Allotment .................................................................................................................................. 18

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INTRODUCTION
This document is organized into five main parts: I. Allotment Instructions – contains allotment instructions II. Introduction to BudgetNet allotment module– provides an overview of BudgetNet, and how the new allotment tool operates III. Allotment Screens – provides data entry instructions for all stages of the allotment process IV. Reports – provides information on how to access and retrieve allotment data from BudgetNet V. Submitting the Allotment – provides information on how to submit the allotment

I. ALLOTMENT INSTRUCTIONS

General Information
State Law in the Official Code of Georgia, Title 45-12-82 to 45-12-85, establishes the state allotment process. The law requires state departments, agencies, boards and authorities to submit an annual work plan or the annual operating budget (AOB) to the Office of Planning and Budget (OPB) to reflect the FY 2007 General Appropriations Act (HB 1027). The allotment must be in compliance with the programs and fund sources established in the AOB as amended. Agencies are to submit the allotment request to OPB no later than five days before the first of the month or quarter. OPB customarily approves quarterly allotment requests of 25 percent of budgeted funds. Allotments are reviewed and approved by OPB and a warrant is executed and signed by the Governor and State Comptroller (Commissioner of Insurance). Beginning with the FY 2007 budget, agencies will request their allotments through a new allotment tool in BudgetNet. Detailed instructions on using the new system are included later in this document.

Due Date
The first quarter allotment for FY 2007 is to be requested by June 15, 2006. This is a change from prior years in order to meet certain testing and data conversion deadlines for the conversion to PeopleSoft 8.8. The cash will not be released from the Treasury until on or after July 3, 2006. Allotment requests are generally processed quarterly and should be submitted to OPB no later than five days before the beginning of the new quarter.

Program Budgeting
HB 1027 appropriates funds to agencies by program. Allotments will be requested by program (not subprogram) and fund source. The allotment process applies to all fund sources – State General, Lottery, Tobacco, Motor Fuel, State Other, Governor’s Emergency Fund (GEF), Federal and Other. All Federal Funds and Other are allotted at these category levels and not at the detailed fund source level.

Data Exchange with PeopleSoft 8.8
The State Accounting Office (SAO) is upgrading the state accounting system, PeopleSoft, from version 7.02 to version 8.8. Version 8.8 is scheduled to go live July 17, 2006. As part of the conversion to version 8.8, SAO is also developing the architecture to accommodate streamlined banking processes and centralized cash management. A new ledger is part of PeopleSoft 8.8 called the Allotment Ledger.

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Once an allotment is authorized by the Comptroller, OPB will be transferring data daily to the PeopleSoft allotment ledger with the latest approved allotment amounts. For a transaction to clear the accounting system, the allotment ledger will be checked for sufficient funds. Initially, all agencies using PeopleSoft 8.8 supported by SAO will have all fund sources set to “TRACK.” Transactions will clear the allotment ledger but a warning will appear where the transaction exceeds the amount of the fund source allotted. As agencies move to the streamlined banking process, two changes occur related to allotments: 1. The definition of allotments will change from a transfer of cash from the treasury to the agency bank account to an “authorization to encumber state funds.” At the time an agency moves to streamlined banking, the percentage of funds “allotted” may be adjusted to meet encumbrance requirements. 2. State funds will be flagged as “CONTROL” so that agencies cannot over-expend the amount of state funds allotted. Non-PeopleSoft (SAO version 8.8) agencies will also enter allotment requests for approval into BudgetNet; the process will be the same through notification of treasury, but no data will be loaded in the SAO PeopleSoft allotment ledger.

Standard Program Codes
The program code structure is also changing in FY 2007 to facilitate statewide data standardization and sharing of financial data by program among OPB, SAO, the House Budget Office and the Senate Budget Office. The first five numbers identify the program. The last two numbers (01-99) identify the subprogram (e.g., 1560100 = Agriculture Education program, 1560101 = Extended Day/Year subprogram, 1560102 = Youth Camps subprogram.) In BudgetNet, programs without subprograms have a program code that ends in 01. In PeopleSoft they will also have a parent program ending in 00 (e.g., BudgetNet program code = 1444501 and PeopleSoft program code = 1444500 and 1444501.) The BudgetNet Allotment tool will show the new program numbers. Allotments are processed at the program level only, not at the subprogram level.

II. INTRODUCTION TO BUDGETNET ALLOTMENT MODULE
Beginning with the 2007 fiscal year, the agency allotment request will be submitted electronically using the new allotment module of the Office of Planning and Budget’s on-line BudgetNet system. BudgetNet is a web-based database designed to reduce or eliminate paper submissions and to provide a centralized database of budget information for all state agencies and programs. BudgetNet is the first enterprise system developed for Georgia state government and provides the necessary workflow tools to process and approve agency allotment requests. Please remember that BudgetNet is under development and is therefore a work in progress. To mitigate our risks, OPB will internally continue to run a parallel paper process this year. If you have suggestions

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for improving BudgetNet please let us know through our electronic Issues Tracking System (ITS).

Requesting BudgetNet Allotment Access
A very limited number of people per agency should have the security clearance to submit an allotment request. Each agency should have in place an “Agency Agreement” authorizing access to BudgetNet. Additionally, each agency should have a designated fiscal officer that is authorized to submit data in BudgetNet. In most cases the person authorized to submit allotments is the same person who is authorized to submit the AOB and amendments to the AOB in BudgetNet. Please inform your OPB analyst who in the agency is authorized to submit an allotment request. The user ID will be the same for all BudgetNet modules. Allotments will have a unique password.

System Overview
The BudgetNet allotment module is designed to work at the appropriation level of agency, program, and fund source. The allotment module is designed to minimize data entry and reduce the calculation errors. The BudgetNet allotment module will be loaded with the latest approved AOB or amendment. Therefore, before entering the first quarter allotment, an agency must have the FY 2007 AOB approved by OPB. The agency enters its allotment request data. Once an allotment is submitted by an agency it cannot be changed unless rejected at some future stage of the approval process. Approvals, authorizations, comments and a warrant number are the only information that is added after an allotment is submitted by the agency. If an allotment needs to be changed it is unsubmitted and returned to the agency for further action; if a warrant has been issued and it needs to be changed, it is rescinded. Once the agency submits the allotment request a pre-check validates that there are enough approved budget funds available to cover the request. The latest approved appropriated amounts (AOB plus all approved amendments) are used to validate that all previous allotments (those with a warrant number) and the current request do not exceed the approved appropriated amount. The OPB analyst and agency are notified via e-mail that the request has been submitted. The previous allotment must be in “Warrant” or “Final” before the agency can submit the next allotment request. The agency submits an allotment request, the OPB analyst and division director review and approve the request and then it goes to the Warrant Officer. The warrant officer will issue a paper warrant and also approve the request electronically. The paper warrant will then be delivered to the Comptroller’s office for a counter signature. The Comptroller’s office will also get the email notification of the allotment request. The comptroller will countersign the paper warrant and electronically authorize the transfer of funds from the treasury. For agencies on PeopleSoft, once the comptroller has authorized the request for transfer of funds and signed the warrant, BudgetNet will update PeopleSoft overnight with the latest approved allotment amounts by agency, program, and fund source. For those agencies not on PeopleSoft, the agency will receive notification of funds transferred as they have been in the past. Until an agency is brought onto the streamlined banking process, all agencies will receive cash allotments from the Treasury for state funds. Once an agency is on streamlined banking, the allotment becomes an authorization to encumber budgeted funds and no cash is transferred to the agency bank account.

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Screen Resolution
BudgetNet was designed for a screen resolution of 1024 by 768 pixels to maximize the display area on the screen. Scroll bars have been added so that users who prefer larger print can set their screen resolution anywhere from 800 by 600 pixels to the recommended 1024 by 768. To adjust the screen resolution, click on the Windows Start button, open the Control Panel, click on Display, select Settings and adjust the screen resolution.

Logging In
1. 2. 3. 4. 5. Go to www.opb.state.ga.us/. Click on OPB BudgetNet from the menu that appears on the left-hand side of the screen. Click on BudgetNet. Enter your “Log-in ID” and password. Click on Login or hit ENTER on your keyboard.

BudgetNet Homepage
The first screen to appear after log-in is the BudgetNet Homepage. This screen provides access to an options menu, a reports menu, and a documents menu.

To work on the FY 2007 Allotment: 1. Under Options, click on Allotments. This will open an additional security screen and the user is asked to enter his or her unique login name and password for allotments. 2. Enter Allotment User ID. The user ID for allotments is the same as the user ID for the other BudgetNet modules. 3. Enter Allotment Password. The allotment password is unique and different from the other BudgetNet modules. 4. The Allotment Main Screen appears.

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Allotment Main Screen
This Allotment Main Screen appears after the user logs on to the allotment module. The agency drop down menu defaults to the agency name based on the security of the user logged in. The fiscal year drop-down menu defaults to FY 2007. To enter a new allotment request, click on the “NEW” button. Allotments status box contains a list of all allotment requests, the allotment number, status, date latest status change occurred, and the warrant number if assigned. To access a saved or prior request, click on the allotment number.

Allotment Status Box
Allotment Number: The allotment number is the quarter and allotment number within the quarter. For example if this is the second allotment in the first quarter the number will be 1-2, the agency enters the “1” in the Allotment setup screen and the system generates the “2.” Status of Data Sets: To provide users with more information about the status of the allotment request, the BudgetNet allotment module contains a status indicator. It is displayed in the allotment list in the
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left frame of the screen. The status types are as follows: 1. Working: this is an allotment that has been created by the agency but not yet submitted to OPB. 2. Submitted: the allotment has been submitted to OPB. 3. Reviewed: the OPB analyst has reviewed the allotment request and passed it on for approval. 4. Approved: the OPB division director has approved the allotment request and passed it on for issuance of a warrant. 5. Warranted: a warrant number has been issued, which means the allotment has been authorized by OPB and passed on to the comptroller (Commissioner of Insurance) for final authorization. 6. Final: the comptroller (Commissioner of Insurance) has authorized the allotment. 7. Rescinded: the allotment has been rescinded. A rescinded allotment is not included in the totals of the programs or agency but is still available for viewing and reports. Date: The date in the Allotment status box is the date the latest status change occurred. Warrant Number: The OPB Warrant Officer assigns the warrant number. If a number is showing, this means that a warrant has been issued.

Screen Tabs
The allotment main screen has seven tabs across the top. Allotment Setup: The agency uses this screen to check the current AOB data and enter the basic information (allotment quarter and percentage to allot) about the allotment. Agency Entry: The agency uses this screen to finalize the requested amounts, enter any comments about the request and submit the request. All users can view details of the allotment on this screen but the data entry action fields are disabled once submitted. OPB Review: OPB analysts use this screen to understand the agency allotment request in relation to the current approved budget and any previous allotment. The analyst uses this for review of the allotment request in summary and passing the allotment request on in the approval process. The OPB analyst can accept the request or un-submit the request and send it back to the agency. OPB Approval: The OPB division director uses this screen to review and approve an agency allotment request at a high level after the analyst has reviewed it. The OPB Division Director can approve the request or un-submit the request and send it back to the agency. OPB Warrant Approval: The OPB warrant officer uses this screen to review, approve and enter the warrant number on the approved allotment request. Special warrants are also initiated from this screen. The OPB warrant officer can issue a warrant for the request or un-submit the request and send it back to the agency. Comptroller Warrant Approval: The Comptroller (Commissioner of Insurance) uses this screen to give

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final authorization for the warrant and notify the Treasury to release funds. The comptroller can either authorize the warrant or reject the request and send it back to the agency. Reports: This is where the user accesses the reports for allotments.

Help/Reporting Problems
Any problems with your log-in process or screen/data entry errors should be reported to OPB using the electronic Issues Tracking System (ITS). ITS can be accessed from the link in the left side of the Allotment Main Menu in the toolbox menu or from the Options Menu on the BudgetNet Homepage. When you click on “Issue Tracking,” a screen pops up allowing you to generate a ticket where you provide details about the problem you encountered. The OPB help desk will manage all issues reported through ITS.

III. ALLOTMENT SCREENS
This section provides both budget and data entry instructions for each screen.

REMINDER
Always save your work before you move to another screen or the data you have entered will be lost!

AGENCY – ALLOTMENT SETUP SCREEN
The agency uses this screen to check the current AOB data and enter the basic information about the allotment. All data entry fields are shaded in yellow. Required Actions:
1. 2. 3. 4. 5. Click the “NEW” button on the left side of the screen to begin a new request. Enter the quarter of the allotment being requested (enter 1, 2, 3 or 4) Enter the percent of funds requested in the allotment Deselect programs that should not be getting an allotment Enter a comment or explanation of the allotment request in text box on left side of screen

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After clicking the “New” button, the first row of the screen shows the agency name, the fiscal year, the current approved budget (i.e. AOB or Amendment 1), the allotment number (1-1), status, date, and a place for the warrant number. The date shown is the date the request was last saved in the status shown. The second row has some data entry fields shaded in yellow: o Quarter - The agency enters the quarter and the system calculates the next allotment number for the quarter. Most agencies will process one allotment per quarter so the allotment numbers will be 1-1, 2-1, 3-1, and 4-1. This is a required data entry field. o Percent – The agency user enters the whole percentage of the currently approved annual budget they would like to request for the allotment. Based on the percentage entered, the system will calculate and show in the program/fund source section of the screen an amount to be allotted. The system will round to the nearest whole dollar and check to assure that the total dollars equal the percentage of the approved AOB. In the case of the last allotment for a year, the system will assure that the calculated amounts plus all previous allotments to date do not exceed the approved AOB plus Amendments by fund source. This is not a required data entry field, but a tool to quickly request that a straight percentage of the budget be allotted. o Remaining – To process the last allotment of the fiscal year, the agency can click this button and the amounts calculated for this allotment will be the remaining amount that has been appropriated through the AOB and amendments less all allotments entered to date. If this button is checked anything in the percentage field is ignored.
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The third section, “Current Status,” of the screen shows the current approved budget in BudgetNet and the year-to-date allotments by fund source. The system also displays the percent and amount of funds available for allotment. On the left side of the screen under the allotment list box is a comment box. This text box is for the agency to enter any needed explanation about the allotment request in case it is not a standard percentage request. The agency user has three buttons at the bottom of the screen. o Clear – allows the user to clear the data entered on this screen before saving. o Save – saves the data and takes the user to the Agency Entry Screen. If any data is entered incorrectly, the system will notify the user of the error in red at the bottom of the screen below the buttons and the field in error will be shaded in red. o Delete – if the allotment has not been submitted this will delete the allotment in its entirety, both the information entered here and what has been entered in the Agency Entry Screen. Once an allotment has been submitted these buttons are inactive. Submitted allotments can only be viewed on this screen. If returning to the Agency Set-Up screen after working in another tab, click on the desired tab then to populate the work area with a request, click on the allotment number hyperlink located in the Allotment list on the left side of the screen (e.g. 1-1).

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AGENCY ENTRY SCREEN
The agency uses this screen to finalize the requested amounts, enter any comments about the request and submit the request. All users can view details of the allotment on this screen but the data entry action fields are disabled once submitted. Required Actions:
1. Adjust requested amounts by program and fund source 2. Save 3. Submit

The top half of the screen is very similar to the Set-Up screen. The screen is populated with the following information: Agency Name, Fiscal Year, Amendment # - the latest approved AOB/Amendment data set entered into BudgetNet, Current Allotment Number, Status, and date. The date field is the date the status changed to what is showing. In the case of “working” it will be the last time the data was saved in the allotment entry screen.

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The current status section shows the current status of the agency’s approved budget and year-to-date allotment requests for the fiscal year. It also displays the amount and percent of funds available for allotment. Programs Requesting Allotment – The Allotment Request section has one row per program open for data entry –“Request Amount.” If a percentage was entered on the set-up screen, then the system populates each row with an allotment amount by fund source. It is calculated for each program and fund source by taking the approved total AOB and amendments and multiplying it by the annual percentage rounding to the nearest whole dollar. All data entry fields are shaded in yellow. The user can change the dollar amounts individually on this screen or can go back to setup and change the percentage so long as the allotment has not been submitted. The amount requested can never be greater than the funds available. If the amount entered is greater than the un-allotted amount the user will get an alert in red and remain on the field. At the bottom of the program list the system shows two rows of amounts by fund source: o Open Balance - $ – This is the remaining amount of funds available for allotment once this request is approved. o Open - % - This is the percentage calculation of the open balance. At the bottom of the Agency Entry Screen are five buttons. o Recalculate: This recalculates the total amounts and open balances for the current allotment. It does not save data. When Recalculate is clicked the system performs a check to make sure that the total allotment – year-to-date plus current request – amount does not exceeded by program and fund source the total AOB plus amendments amount. If for any program or fund source the amount is exceeded the user gets a message and is returned to the input screen. o Clear: Allows the user to clear the amounts entered on this screen if it has not been saved. This does not delete allotment number but it does clear all fund source amounts. o Save: Saves the allotment data entered on this screen. When Save is clicked the system performs a check to make sure that the total allotment – year-to-date plus current request – amount does not exceeded by program and fund source the total authorized in the AOB plus amendment. If for any program or fund source the amount is exceeded the user gets a message, is returned to the input screen, and the data is not saved. The system will notify the user of the error in red at the bottom of the screen below the buttons and the field in error will be shaded in red. o Delete: if the allotment has not been submitted but has been saved this will delete any record of the request and the user must start over. o Submit: This saves the allotment data entered on this screen and performs a check to make sure that the total allotment – year-to-date plus current request – amount does not exceeded by program and fund source the total authorized in the AOB plus amendment. If for any program or fund source the amount is exceeded the user gets a message, is returned to the input screen, and the data is not saved. If the data passes all the validation checks, then a new screen appears with a summary of the

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allotment request by program along with the agency comment box. The agency should enter any additional comments or explanation. The agency should print report 100 Allotment Confirmation to validate that the submit summary matches the report.  Submit to OPB: Once the agency is satisfied that the system correctly captured the allotment request, the user clicks the “Submit to OPB” button. From this point forward the user can see the request on the screens but can not make any changes. Return to Allotments: If the user is not ready to submit, this button takes the user back to the Agency Entry screen.



For a more detailed explanation of the submit process see Section V. below. Once an allotment has been submitted these buttons are inactive. Agencies can view submitted allotments on the Agency Entry screen.

IV. REPORTS
Reports for the allotment process can only be accessed from the allotment module. The allotment module uses different technology than the AOB/amendment system so the report tool will function differently as well.

Available Allotment Reports
The following reports are available in the FY 2007 Allotment System: Schedule Reports:  100 Allotment Confirmation (Available June 1) The following reports will be available by July 2006:  200 Agency Summary  400 State Summary Report by Fund Source  500 Comptroller Agency Allotment History  600 Management Report – Allotment Status  700 Year-to-Date Agency Allotment Summary

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Accessing Allotment Reports
Allotment reports are accessed through the Reports tab at the top of the Allotment Main Menu screen. To run report 100, the Allotment Confirmation Report that is to be signed and sent to OPB, do the following: 1. Click on the Report tab. 2. Select the Agency and Fiscal Year from the drop-down menus on the left side of the screen. 3. Select from the Reports drop-down menu on the left side of the screen the report you want to run (100 Allotment Confirmation Report). 4. The report will appear in the right side of the screen.

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5. At the top of the reports screen is a tool bar that allows the user to :

a.

b. ..

c.

a. Navigate and page through the document b. View the data on the screen at a different resolution by selecting a different % in the drop-down menu. c. Export the report in a variety of formats. The formats are described below: i. XML file with report data – for use when exporting data to a database ii. CSV (Comma delimited) – saves the data in a raw format that can be imported to spreadsheets or database tables iii. TIFF file – Image file format that can be used if PDF is not an option. iv. Acrobat (PDF) file – Recommended format for most reporting v. Web archive – used to save and email report as if viewing the report in a web browser vi. Excel - exports the report in a format that can be easily opened in Excel. 6. Select the report format. For the report that is to be signed and sent to OPB, select report 100 Confirmation Report as an Acrobat (PDF) file. 7. Click the word “Export.” 8. Print the report.

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V. SUBMITTING THE ALLOTMENT Submittal Process
Prior to submission the agency user should run the necessary reports and views to ascertain that the request is what is wanted and to use as hard copy backup as needed. The agency should print report “100 Allotment Confirmation” to validate that the Agency Entry screen amounts match the report. Required Actions: 1. Compare report “100 Allotment Confirmation” with the Submit screen summary and validate that the report matches the amounts in the screen. 2. Click on the “Submit” button located at the bottom of the Agency Entry Screen. 3. Edit or enter any comments in the comment box. 4. Click on the “Submit to OPB” button. 5. Sign and fax Allotment Report 100 to the OPB analyst.

To submit the allotment request the user clicks on the goes to the Allotment Entry tab at the top of the screen. Next, the user goes to the allotment list on the left side of the screen and clicks on the amendment number of the “working” data set that is to be submitted to OPB. The submit button is located at the bottom of the Agency Entry Screen. Click on the Submit Button. This saves the allotment data entered on this screen and performs a check to make sure that the total allotment – year-to-date plus current request – amount does not exceed by program and fund source the total authorized in the AOB plus amendments. If for any program or fund source the amount is exceeded the user gets a message, is returned to the input screen, and the data is not saved. If the data passes all the validation checks, then a new screen appears with a summary of the allotment request by program along with the agency comment box. The agency should enter any additional comments or explanation. Once the agency is satisfied that the system correctly captured the allotment request, the user clicks the “Submit to OPB” button. An email notification is sent to the agency user submitting the request and to the OPB analyst assigned the agency. The allotment cannot be changed from this point on unless the allotment is rejected and is thus un-submitted. The agency should fax or mail the signed confirmation report to OPB. The agency can now only view screens and run reports for this allotment request and can not submit another allotment until this allotment is final. There are two ways to check on the status of a request. First the agency can log into the allotment module and look at the status of the allotment in the allotment list located on the left side of the screen. The second option is to run allotment report 600 Management Report – Allotment Status which shows the status of all agency allotment requests. Any previous allotment requests must be in “Final” status before the next allotment request can
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be submitted.

Who can enter and submit an Allotment? The number of agency users who can enter allotments will be determined by the agency. Agency users will be restricted by user ID and password to the Allotment Setup tab, Agency Entry tab, Reports tab. The process of submitting to OPB will be limited to one or two agency specified users as designated by the agency. The agency fiscal officer should contact the OPB analyst to let OPB know who the personnel are that are authorized to submit an allotment.

Required Paper Submissions
In addition to the electronic submittal, agencies need to sign and fax or mail the signed allotment report 100 Allotment Confirmation.

Approval Process
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After your OPB analyst has been alerted via e-mail that your agency’s allotment has been submitted, the analyst reviews the submittal. You may be contacted with additional questions. Approval is given by the OPB division director and then passed to the OPB warrant officer to validate the request against the current state funds appropriation and to issue a warrant. The warrant officer will issue a paper warrant and also approve the request electronically. The paper warrant will then be delivered to the Comptroller’s office for a counter signature. The Comptroller’s office will also get the email notification of the allotment request. The comptroller will counter sign the paper warrant and in BudgetNet electronically authorize the transfer of funds from the Treasury. Agencies will be notified by email when the comptroller has approved the request. For agencies on PeopleSoft, once the comptroller has authorized the request for transfer of funds and signed the warrant, BudgetNet will update PeopleSoft overnight with the latest approved allotment amounts by agency, program, and fund source. For those agencies not on PeopleSoft, the agency will receive notification of funds transferred as they have been in the past. The agency’s fiscal officer will receive an e-mail when the allotment has received a warrant number. The Department of Audits, and the House and Senate budget offices will also be notified by e-mail each time an allotment is approved.

Requesting the Next Allotment
Once the allotment is approved and in “final” status, the agency can submit the next allotment. An agency can begin working on the next allotment after submitting but cannot submit the new request until the previous request is approved. To initiate an allotment request the agency clicks on the “New” button located in the left side of the screen above the Allotment status box and fills in the fields on the Allotment Set-Up screen.

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FY 2007 Allotments Instructions

FY 2007 AGENCY ALLOTMENT CHECK LIST 1st QUARTER ALLOTMENT DUE TO OPB: JUNE 15
I. □ □ □ Agency Request The AOB must be approved before the first quarter allotment request can be started. Analyst receives e-mail notification from BudgetNet that the AOB is approved. Log into the allotment module and click “NEW” Data entry fields are highlighted in yellow. □ ALLOTMENT SET-UP TAB o Confirm that the “AOB/Amendment” row is the most recently approved budget. (Run report 209 – AOB Agency Summary – Amendment Analysis Worksheet in the AOB report system for a summary of the budget by program and fund source.) o Enter the quarter of the allotment being requested (enter 1, 2, 3 or 4). o Enter the percent of funds requesting in the allotment. o Enter a comment or explanation of the allotment request in text box in left side of screen. AGENCY ENTRY TAB o Adjust requested amounts by program and fund source. Data entry fields are highlighted in yellow. o Save. o Run report 100 Allotment Confirmation and verify that the report displays the intended request correctly. o Submit.

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Submit Process Edit or enter any comments or explanation of the request in the comment box. If the agency is requesting more than 25% per program, then an explanation is required. Confirm that amounts in the submission summary screen are accurate. Click on the “Submit to OPB” button. Select from the Reports drop down menu on the left side of the screen and request report 100 Allotment Confirmation as an Acrobat (PDF) file. Have the agency head or fiscal officer sign report 100 Allotment Confirmation. Fax or mail signed copy to OPB (Parallel paper procedures are in place because this is the first year using the new system.). Agency will get an email confirmation when the request is approved. Agency can monitor the status of the request at anytime by logging into the allotment module.

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Office of Planning and Budget

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v. 6-1-06