Fund Appropriation Business Process

Use the Fund Appropriation business process to capture the allocation of funds to the project. These funds are defined and made available through the Company Funding Sheet.

Characteristics

This is a Project-level business process with a workflow, provided in the system template.

Record Statuses

Approved

terminal status

Canceled

terminal status

Rejected

terminal status

Awaiting_Review

non-terminal status

Pending_Approval

non-terminal status

Sent_for_Revision

non-terminal status

Workflow

The default workflow for the Fund Appropriation business process is set up in a certain way; however, it may be used differently by your organization. Typically, a user with the necessary permissions can create the record and either move it directly to the end step or send it to others for review or approval. The recipients in the second step can take the action of approving or rejecting the record or send it on to others.

Creating a Fund Appropriation Record

Create a Fund Appropriation record by navigating to Budget Management / Fund Appropriation on the Project/Shell tab, or from the Tasks log on the Home tab or relevant Project/Shell tab. Act on an existing Fund Appropriation task that has been assigned to you from the Tasks log.

Complete the Fund Appropriation form and attach related documents, if needed. After completing the form, click Send and select an action in the Workflow Actions list to determine the next step in the workflow. Click Send to route the form to the next assignee.

Note: You must enter a value in all required fields (*) before you can save the form.

  1. Go to your Project tab and switch to User mode.
  2. In the left Navigator, select Budget Management, and then select Fund Appropriation.
  3. On the Fund Appropriation page, click Create. Refer to the tables below to complete the form. You can click Save at any time to save a draft version of the form. Draft versions are stored under Drafts.
  4. To add attachments, click Attach Files on the Attachments tab.
  5. After completing the form, click Send.
  6. On the Workflow Action Details tab, select who should receive this Fund Appropriation.
    • If permitted, you can add users to the CC list. These users will receive a notification about this Fund Appropriation but are not assigned a task.
    • If permitted, you can adjust task due dates for all users, or set individual task due dates for each assignee.
  7. Click Send.
  8. In the Notification window, review the content and click OK.

    The record moves to the next step in the workflow.

Completing the Fund Appropriation Form

Key Information

Key information about this Fund Appropriation is provided below.

Field Name

Access

Description

Title

Required

Enter a title.

Amount

Read-Only

Total amount (sum of amounts for all line items)

Fund Appropriations Version

Editable

This field is optional. In case a previous fund appropriation has been rejected or canceled, you can increment the version in this field.

Due Date

Editable

Target completion date for this record. A default duration has been set by your administrator but can be overridden here for this record.

Financial Summary

The information below gives a snapshot of the current budget and impact of this and other Fund Appropriations.

Field Name

Access

Description

A. Initial Budget

Read-Only

The total amount of all approved initial budget records

B. Previously Approved Budget Changes

Read-Only

The total amount of all previously approved budget changes

C. Current Revised Budget (A+B)

Read-Only

The amount of the revised budget prior to the budget change

D. Funds Previously Appropriated

Read-Only

The total amount of all previously approved fund appropriations in this project

Difference (D - C)

Read-Only

This field shows the difference between the revised project budget amount and the approved funding, to date.

E. Current Request

Read-Only

The funding amount being requested

F. Total Funding upon Approval (D + E)

Read-Only

The total funds appropriated after the approval of this fund appropriation

Difference upon Approval (F - C)

Read-Only

This field shows the difference between the revised project budget amount and the total approved funding of the record.

Funding Period

Specify the dates for this funding allocation. The information here may be used for reporting purposes. Note that any line items added will inherit these dates, but you can override them at the line item level.

Field Name

Access

Description

Funding Use Start Date

Editable

The date when the funding becomes available for this project

Funding Use End Date

Editable

The date when the funding is no longer available for the project

Description

Enter a scope description, assumptions, justification, and anything else needed for this Fund Appropriation.

Field Name

Access

Description

Short Description

Editable

Enter a description of 250 characters or fewer.

Detailed Description

Editable

The detailed information about the short-description field. The field size can be expanded.

Record Information

System information about this record

Field Name

Access

Description

Record Number

Read-Only

System-assigned record number

Status

Read-Only

Record status for a workflow BP record is based on the workflow action preceding the current workflow step.

Creator

Read-Only

Creator of this record

Creation Date

Read-Only

Date that the record was created

Record Last Update Date

Read-Only

Date that the record was last updated

Business Process Record URL

Read-Only

A shareable link to this record, for anyone with the necessary permissions

Project Name

Read-Only

Name of the project

Project Number

Read-Only

Unique Project Number

Additional Information

The Fund Appropriation Additional Information block is reserved for future use by your organization.

Field Name

Access

Description

Fund Appropriation Date Picker UDF 1

Disabled

Reserved for future use by your organization

Fund Appropriation Date Picker UDF 2

Disabled

Reserved for future use by your organization

Fund Appropriation Decimal UDF 1

Disabled

Reserved for future use by your organization

Fund Appropriation Decimal UDF 2

Disabled

Reserved for future use by your organization

Fund Appropriation Date Only Picker UDF 1

Disabled

Reserved for future use by your organization

Fund Appropriation Date Only Picker UDF 2

Disabled

Reserved for future use by your organization

Fund Appropriation Currency Amount UDF 1

Disabled

Reserved for future use by your organization

Fund Appropriation Currency Amount UDF 2

Disabled

Reserved for future use by your organization

Fund Appropriation Picker UDF 1

Disabled

Reserved for future use by your organization

Fund Appropriation Picker UDF 2

Disabled

Reserved for future use by your organization

Additional Notes

The Fund Appropriation Additional Notes block is reserved for future use by your organization.

Field Name

Access

Description

Fund Appropriation Text 255 UDF 1

Disabled

Reserved for future use by your organization

Fund Appropriation Text 255 UDF 2

Disabled

Reserved for future use by your organization

Fund Appropriation Text 255 UDF 3

Disabled

Reserved for future use by your organization

Fund Appropriation Text 255 UDF 4

Disabled

Reserved for future use by your organization

Fund Appropriation Long Text UDF 1

Disabled

Reserved for future use by your organization

Fund Appropriation Long Text UDF 2

Disabled

Reserved for future use by your organization

Consolidating Line Items

Fund Appropriation line items can be consolidated from the following business process: Fund Appropriation

Completing the Fund List tab

General

Specify a funding code for this Fund Appropriation line item.

Field Name

Access

Description

Funding Source

Required

Enter a funding source.

Fund Name

Read-Only

The name of the fund appropriations

Fund Description

Read-Only

The description of the fund appropriation

Fund Year

Read-Only

The year of the fund

Funding Amount

Enter the amount to appropriate for this line item.

Field Name

Access

Description

Amount

Editable

Amount of this line item

Description

Enter additional information specific to this Fund Appropriation line item.

Field Name

Access

Description

Short Description

Required

Enter a description of 250 characters or fewer.

Detailed Line Item Description

Editable

Enter additional detailed information about the line item description field.

Funding Period

Information about the availability of funds being allocated in this line item. The Funding dates are automatically filled with dates from the selected fund. The Funding Use dates specify when those funds are expected to be used within this project. This information might be used for reporting purposes.

Field Name

Access

Description

Funding Start Date

Read-Only

The date when the funding becomes available

Funding End Date

Read-Only

The date when the funding is no longer available

Funding Use Start Date

Editable

The date when the funding becomes available for this project

Funding Use End Date

Editable

The date when the funding is no longer available for the project

Funding Restrictions

Information regarding any restrictions on how these funds can be spent.

Field Name

Access

Description

Fund Restrictions - Description

Read-Only

Additional restrictions on how this fund can be used

Justification

Editable

The justification concerning why this fund can be used on this project, based on the restrictions

Additional Information

The Fund Appropriations Line Item Additional Information block is reserved for future use by your organization.

Field Name

Access

Description

Fund Appropriation Line Item UDF PD 1

Disabled

Reserved for future use by your organization

Fund Appropriation Item UDF Text 255 1

Disabled

Reserved for future use by your organization

Fund Appropriation Item UDF CA 1

Disabled

Reserved for future use by your organization

Fund Appropriation Line Item UDF DA 1

Disabled

Reserved for future use by your organization



Last Published Monday, April 14, 2025