Budgets

Policy

FIACCT 03-01_12 Budgets- deactivating/reactivating appropriation budgets

Effective: July 1, 1994
Revised: February 19, 2021
Reviewed: March 27, 2021

Purpose

To provide step-by-step procedures on deactivating/reactivating an existing appropriation budget.


Background

Deactivating an appropriation budget due to overspending, revenue shortfalls, etc. does not delete the budget or any corresponding information. It does, however, prevent future expenditure/revenue transactions from posting against it.


Procedures

I. Deactivating an Appropriation Budget

Responsibility

Action

Division of Finance

  1. Notify the department in writing if it has been determined that an appropriation budget should be deactivated due to overspending, revenue shortfalls, legislative changes, etc.
  2. Request the department to prepare a BGAA transaction in FINET as described below.
  3. Review and process transactions the department entered.

Department

  1. Enter a BGAA transaction in the FINET system. Using the BGAA entry screen, the following selections must be made:
    ACTION = “Deactivate”
    EVENT TYPE = “BG08”

    For all deactivations, the department must enter a justification in the Description field on the BGAA entry screen that explains why the appropriation budget is being deactivated.
  2. Notify the Division of Finance by email or memo of the transaction and provide the document number.

II. Reactivating an Appropriation Budget

Responsibility

Action

Department

  1. Enter BGAA transaction in the FINET system. Using the BGAA entry screen, the following selections must be made:

    ACTION = “Activate”
    EVENT TYPE = “BG09”

    For all reactivations, the department must enter a justification in the Description field on the BGAA entry screen that explains why the appropriation budget is being reactivated.
  2. Notify the Division of Finance of the transaction by email or memo and provide the document number.

Division of Finance

  1. Review and process the department entered transaction(s).

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