Budgets

Policy

FIACCT 03-02_12 Budgets – detail revenue/expense budgets – deactivating/reactivating

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

Purpose

To outline procedures on deactivating 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

If it is determined that future transactions should be prevented from posting against a budget line, FINET provides the capability to deactivate that budget line for both revenue and expense budgets. Deactivating a budget line does not delete it; deactivating merely prevents future transactions from posting against the budget line. A deactivated detail budget can be reactivated with the proper authorization.

Users with the FINET security access to change the BGR45 and BGE44 transactions can enter a deactivating or reactivating budget transaction in FINET. Furthermore, those with approval authorization for revenue and expense budget transactions can approve the deactivation or reactivation transaction. A department should use caution when establishing data entry and approval procedures.

To make all revenue and expense budget lines for a given unit inactive, the entire unit can be deactivated by submitting form FI 151 – Request For Unit Setup. Use the same form to reactivate a unit.

For more specific instructions on the BGR45 and BGE44 FINET transactions, refer to online FINET Help
or contact the Finance Support Center.


Procedures

I. Deactivating a Budget Line

Responsibility

Action

DAS Division of
Finance &
Department

Determine that a budget line should be deactivated to prevent future posting against it. If the DAS Division of Finance makes this determination, it will notify the department in writing.

Department

Enter a revenue budget (BGR45) transaction or expense budget (BGE44) transaction as appropriate to deactivate the budget line.
For BGR45/BGE44 deactivate transactions, the following fields must be entered:

ACTION = “Deactivate”
EVENT TYPE = “BG08”
Enter all coding block fields.
DESCRIPTION: Please enter a justification and purpose for the
deactivation.

II. Reactivating a Budget Line

Responsibility

Action

DAS Division of
Finance &
Department

Determine that a budget line should be reactivated to allow future posting against it. If the DAS Division of Finance makes this determination, it will notify the department in writing.

Department

Enter a revenue budget (BGR45) transaction or expense budget (BGE44) transaction as appropriate to reactivate the budget line.

For BGR45/BGE44 reactivate transactions, the following fields must be
entered:

ACTION = “Reactivate”
EVENT TYPE = “BG09”
DESCRIPTION: Please enter a justification and purpose for the
reactivation.