How to Fix Budget Checking Errors
The report will be in a spreadsheet format with headers, below the headers will show your budget checking errors, if any. (Comments: This process will typically take between 15 seconds and 2 minutes, depending on how busy the system is. You don't need to do anything else while it is processing. You will also notice that the columns will be too wide. To see all columns on your screen, click the top left corner and the whole screen will be shaded. While pressing control, click the right boundary of any column and move to the left. All the columns will be adjusted. You can also highlight the spreadsheet, go to Format, Column, and then click on “AutoFit Selection.”)
Step 1
Add a correction column on error report
Step 2
To correct errors, use the same steps you have followed in the past, which may be any of the following: • Complete budget transfers and rebudget check; (instructions follow) Fill out the budget transfer form, which is on the Office of Budget and Planning website http://www.brandeis.edu/budgetandplanning/forms.html • If the correction is a change in the charge line, indicate correct charge line in correction column. Send file to Gary Rose and CC: Andrea Giarrusso • Submit request for gift and discretionary budgets. Fill out the form which is found on the Budget and Planning website
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Prepared by the Office of Budget and Planning
http://www.brandeis.edu/budgetandplanning/forms.html, and send to the Budget Office. (Tips: When you are considering transferring budget amounts among budget categories, please make sure you are not requesting a budget amount that is less than what you have expended to date and any additional expenses you expect to charge to that gift.) Once this form is completed send to Andrea Giarrusso in the Office of Budget and Planning via e-mail. • Move previously posted expenses to other chargelines (or chartstrings) through journal entries. Fill out the journal form that is found on the Financial Affairs and Treasury website http://www.brandeis.edu/financialaffairs/forms/controllerforms.html. Send or deliver the form to Financial Affairs and Treasury Office. Notify the Budget Office that a journal has been submitted. Correct the chargeline number(s) or transfer unposted charges to other chartstrings with sufficient budgets by sending the corrections to the Office of Budget and Planning. If the error is going to be corrected by doing a journal entry, indicate journal entry pending and date that it was submitted under the correction column of error report. Send the file to Andrea Giarrusso • For Payroll Budget Checking Errors, the charge line will have to be funded, or, if the charge line is incorrect, a Retroactive Labor Distribution Change Notice - RLDC and a Prospective Labor Distribution Change Notice – PLDCN will have to be completed. The forms are to be submitted to the Financial Affairs Office after being approved by the Budget Office. The RLDC and PLDCN can be found at the Financial Affairs and Treasury website “http://www.brandeis.edu/financialaffairs/forms/payrollforms.html”.
REMINDER: If you intend to move a previously posted expense to another chart string(s), please remember that this process may take one day (or perhaps longer). Therefore, it is helpful to do this journal as soon as possible in advance to prevent or resolve budget checking errors. This point is particularly important when the University is in the process of closing the books. Please let us know the resolution of your errors so that we can clear the budget checking errors through rebudget checking.
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Prepared by the Office of Budget and Planning
Please call the Office of Budget and Planning at ext. 68312 if you have any questions or need additional guidance
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Prepared by the Office of Budget and Planning