You can establish budget level hierarchies, specify document numbering schemes, and indicate whether workflow functionality is to be used for document routing in the Define Budget Levels window. As long as the budget levels remain constant from year to year, this setup task does not have to be repeated annually.
You can enable security for accessing and entering budgetary information in the Define Budget Users window. Budget level access can be set for each user, access rights granted to each user, and different access rights granted for transactions at different budgetary levels.
You can establish the Accounting Flexfield segments to which each fund is distributed at each budget level in the Define Budget Distributions window. Budget distributions can also be referred to as the limitation of a fund. Each fund value must be set up in the Define Budget Distributions window.
You can establish different budget transaction types to be used with the transaction type in the Define Budget Transaction Type window. For appropriation transactions, you can also identify advance and transfer transaction types.
Before setting up budget execution, you must:
Complete all required setup steps for Oracle U.S. Federal General Ledger.
All required setup steps for Federal Financials must be completed before beginning budget execution setup. In particular, the steps to define main account codes, treasury account symbols, and appropriation parameters must be completed because those steps define elements used in budget execution. Treasury account symbols, fund values, and categories must be defined in the Fund Attributes window.
Budget levels must be defined and frozen before setting up budget users, budget distributions, and budget transaction types.
User names must be valid names already defined by the system administrator for the Federal Administration responsibility.
To define budget levels, navigate to the Define Budget Levels window.
The following table describes selected fields on the Define Budget Levels window.
| Field Name | Description |
|---|---|
| Level | Number; must be a unique value; indicates the hierarchical order of the budget level. |
| Description | Budget level name. |
| Entry | Automatic or manual numbering system.
Note: If you select Manual, Next Number is disabled. |
| Type | Alphanumeric or numeric numbering types.
Note: If Automatic is selected in the Entry field, the Type field defaults to Numeric and cannot be updated; the Next Number field can be updated. |
| Next Number | Required when you select Automatic Entry and Numeric Type; enter only positive numbers. |
| Freeze | Freezes selections on the window; you cannot edit frozen budget levels.
Note: The Freeze check box relates to budget levels only; users receive a message if budget levels are not frozen. |
| Workflow | Enables budget execution approval workflow functionality; you can enable or disable anytime. Re-verification of Define Budget Users setup is recommended. |
The Define Budget Users window enables transaction entry, modification, and approval based first on the user security group and then the access rights granted for each budget level. Users defined as a Group Superuser can approve transactions created by users belonging to any security group.
Note: You can define a user only under one security group.
To define budget users, navigate to the Define Budget Users window.
The following table describes selected fields on the Define Budget Users window, General tab.
| Field Name | Description |
|---|---|
| Security Group | Security group name, which is usually descriptive of the group, such as a department name or supervisor's name. |
| Description | Security group text description. |
| User Name | User names set up by the system administrator. |
| From | Highest budget level to which user has access.
Note: The access rights only apply to the budget levels to which the user has access. Note: The budget levels entered in the From and To fields indicate the range of budget levels to which the user has access. For example, if five budget levels are defined on the Define Budget Levels window and the user is given access from Budget Level 2 to Budget Level 4, the user has access to Budget Levels 2, 3, and 4, but not 1 or 5. |
| To | Lowest budget level to which user has access to. |
| View | Enables user to view budget data in user's security group for applicable levels. |
| Modify | Enables user to view and modify budget data in user's security group for applicable levels. |
| Approve | If selected, indicates document owner can approve budget execution transactions for the budget access levels. |
| Group Superuser | Enables user to view, modify, and approve budget data in any security group for applicable levels. |
The following table describes selected fields on the Define Budget Users window, Document Routing tab.
| Field Name | Description |
|---|---|
| Default Approver | Default approver must be specified if the document owner does not have authority to approve budget execution transactions for the budget access levels. |
| Change Forward To | If selected, users can change the approver in the Approve Document window. If deselected, default approver is used and the Forward check box in the Approve Document window is not enabled. |
To define budget distributions navigate to the Define Budget Distributions window.
The following table describes selected fields on the Define Budget Distributions window.
| Field Name | Description |
|---|---|
| Treasury Account Symbol | Derived from the Fund Attributes window. |
| Fund Value | Derived from the Fund Attributes window. |
| Apportionment Category Code | Derived from the Fund Attributes window. |
| Direct or Reimbursable Code | Derived from the Fund Attributes window. |
| Freeze Definition | If selected, you cannot modify Budget Distributions fields.
Note: To modify Segments and Default Values once Freeze Definition is selected, first deselect Freeze Definition. |
| Auto Create | If this check box is selected, the Budget Distribution for the TAS expiring single year and multiyear funds will be created for the new fiscal year (FY) when the Create Annual Treasury Account Symbols process is run. |
| Budget Level | Budget level name.
Note: The first budget level is mandatory. Only levels lower than the lowest previously selected level are displayed in the list of values. If the level chosen skips a level, the level that is skipped is subsequently excluded from the list of values. |
| Segments | Indicates whether the values for the Segments of the accounting flexfield are enterable or derived. If derived, indicates where the values are derived. For the first budget level, the values are E (Entry) and D (Default). For all other budget levels, there is an additional value of P (Previous Level). Values can be entered by the user for segments with E. Segments with D and P are defaulted with a value and the default value cannot be changed. If the value is D, the default is derived from the Default Values field on this window. If the value is P, the default is derived from the From Distribution (distribution of the previous level). Note: The balancing and natural account segments are not included. |
| Default Values | Enter default values for the specified Segments. |
To define budget transaction types, navigate to the Define Budget Transaction Types window.
The following table describes selected fields on the Define Budget Transaction Types window.
| Field Name | Description |
|---|---|
| Budget Level | Available budget levels defined on the Define Budget Distributions window. |
| Transaction Type | Transaction Type name. |
| Description | Transaction Type description. |
| Authority Type Code | Available seeded Authority Types are:
Note: This is optional. Designate at the Sub-Type level if sub types are used |
| Rollup Type | Indicates if transaction type is subset of appropriation, deferral, rescission, or warrant.
Note: Rollup Type is enabled and required when the budget level is appropriation or the first budget level. |
| Legislation Indicator | Legislation indicator. Valid values include Appropriation Act, Continuing Resolution, Supplemental Appropriation, and Authorization Act/Other. If the rollup type is Warrant, the legislation indicator is not applicable. |
| Transfer | If selected, indicates that transaction type records an appropriation transfer that involves another federal agency; applicable for the first level only. |
| Advance | If selected, signifies the transaction type captures appropriation advances; applicable for first level only. |
| Public Law Code | Specific public law code related to appropriation. If selected, the Public Law Code field in the Enter Appropriations window becomes required. |
| Sub-Type Required | If selected, indicates that a transaction sub-type is required when this transaction type is selected in the budget transaction window. |
| Enabled | If selected, indicates that a transaction type is available for entry in the budget transaction window. |
| Reduction Type | Specific Reduction Type code related to appropriation. If selected, the Reduction Type Code field in the Enter Appropriations window becomes required. |
| Accounts | Opens the Accounts window. The Accounts window allows users to enter the natural account values for the transaction type record that is selected. This setup is used in the seeded account derivation rules. |
| Default | If selected, the subtype will default on the Budget Execution Transaction windows. |
| Accounts | The natural account values for the trx subtype. |
| Sub-Type | Sub type that is designated for the Budget Transaction type when Sub-type required is checked. |
| Authority Type Code for the Sub-type | Available seeded Authority Types are:
|
| Reduction Type | Specific Reduction Type code related to appropriation. If selected, the Reduction Type Code field in the Enter Appropriations window becomes required for the Sub –type entered. |
| Description | Sub-type description |
| Enabled | If selected, indicates that a transaction type is available for entry in the Budget Transaction window. |
| Accounts | Opens the Accounts window. The Accounts window allows users to enter the natural account values for the transaction sub-type record that is selected. This setup is used in the seeded account derivation rules. |
Related Topics
Oracle U.S. Federal Financials Setup Overview.
Defining Budget Distributions Procedure.