FIACCT 03-02_11 Budgets – detail revenue/expense budgets – modifying

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

Purpose

To outline procedures for modifying detail revenue/expense budgets using the BGR45 and BGE44
transaction entry screens in the FINET system. Policies governing detail budgets are discussed in the
FIACCT 03-02.00 – Detail Revenue/Expense Budgets – Overview policy.

Background

Departments are responsible for maintaining their detail revenue/expense budgets and for ensuring that they tie to the related appropriation budgets. They should establish internal procedures, controls, and approvals for modifying both detail and appropriation budgets. Division of Finance approval is not required for modifications to detail budgets.

The revenue budget (BGR45) transaction is used to modify or add new revenue budget lines. The expense budget (BGE44) transaction is used to modify or add new expense budget lines.

For more specific instructions on the above transactions in FINET refer to online FINET Help.

Procedures

Responsibility

Action

Department

When a new detail budget line is needed for a revenue source or expenditure object, the BGR45 and BGE44 transactions will be an “Add” action.
Modification of existing detail budget lines using BGR45 and BGE44 transactions will be a “Modify” action.
a. Follow the department’s internal procedures, controls, and approvals for modifying detail and appropriation budgets.
b. Complete the BGR45 and BGE44 transactions, along with necessary appropriation budget adjustments.
c. Monitor appropriation budgets to detail revenue and expense budgets to make sure that they are in balance and reflect the department’s objectives

Division of Finance

The following situations require modifying detail budgets:

Situation 1: Department-initiated modifications that affect appropriation budgets

These modifications arise from the following factors:

 Increases and decreases in estimated revenues (e.g. dedicated credits, expendable receipts, revenue transfers, and federal revenues).
 Transfer of budget authority between two or more appropriation
budgets within the same line item code. These modifications are necessary for the department to meet its objectives and to provide adequate control and accountability.

Situation 2: Mandated modifications to detail budgets due to beginning balances and supplemental appropriations

The Division of Finance will notify the department when these events occur and will give instructions on how to handle them.

Situation 3: Transfers between detail budgets unrelated to modifications to appropriation budgets

 These modifications arise from the need to shift budgets within the
same line item code and appropriation budget to accurately reflect departmental objectives and to provide adequate control and
accountability.