Standard Budget Ledger Resources
The files below should be downloaded to your local drive and not be opened directly from your browser. Creating Standard Budget Ledger journals requires the following two files to be in the same directory, preferably in a folder on the C:\ drive of your computer.The first file, UCF SBL JournalTemplate Prod.xlsm is for creating and maintaining budget journals for the Draft and Final ledgers. The second file, JRNLMCRO.xlam is a companion file the template needs in order to function properly.
To download, RIGHT CLICK on each link and click on Save Target As:
- SBL Reports Update Presentation (11/13/15) Budget Focus Group meeting)
- University Budget Process Flowchart
Frequently Asked Questions (FAQs)Click on each question below for more information.
Q1. How do I know which report to run?
A1. For assistance, please see the "Selecting your Standard Budget Ledger Report" Addy Note.
Q2. How do I run a Standard Budget Ledger report in UCF Financials?
A2. For assistance, please see the "How to Run a Standard Budget Ledger Report" Addy Note.
Q3. How can I approve my own budget journal?
A3. If you have the Standard Budget Approver (SBA) code on the Departmental Authorization List (DAL), then you can approve your own journals within your own Journal Source. Otherwise, the approval of one’s own journal is not permitted. For more information, see the FBU 130 UCF Financials Budgeting Tools webcourse.
Q4. How do I change the date on a journal that I have already imported into UCF Financials?
A4. Once an offline journal has been imported, you cannot change the date. You can however copy the journal in UCF Financials, then edit the date on the Journal Entry Copy page, and delete the original.
Click OK when you have changed the date, then submit as usual. Once you’ve submitted the copied journal with the corrected date, you will need to delete your old journal. Delete only once you’ve submitted your corrected journal. For more information, please see the "Deleting a Journal" Addy Note.
Q5. How do I find the Budget Allocation Tool?
A5. You must run the Budget Allocation Final report in UCF Financials to generate the Budget Allocation Tool. (See the "How to Run a Standard Budget Ledger Report" Addy Note for these steps.
For more information, please see the "Standard Budget Ledger: Budget Allocation Tool Training Guide".
Q6. My user ID is not listed on the Offline SBL Journal Template.
A6. Check the Departmental Authorization List (DAL) to ensure that you have the Standard Budget Creator (SBC) code. If you do, and your NID does not appear on the offline SBL template, please contact the Financials Service Desk for assistance.
Q7. My journal was approved last week, but F&A has not yet posted it. What should I do?.
A7. You can verify that your journal is still pending approval in UCF Financials by checking the approval status on the approval tab. The approval status should be “pending approval”, with an approver listed under approval history. If your journal does not have this status, this means there was an error during the creation or submission of your journal.
If it has been longer than 2 – 3 business days, please contact the budget office at firstname.lastname@example.org.
Q8. I am getting the following error message when I try to submit my journal. How do I proceed?
A8. This message indicates there is an issue with the security setup. Please contact the Financials Service Desk for assistance.
Q9. How much budget should I keep in contingency?
A9. The contingency should represent budget that is not expected to be used during the current fiscal year. For non-E&G departments, it represents the unit/ department’s general operating reserve. For E&G departments, it may represent the general operating reserve as well as other operating or carry forward funds committed for expenditures anticipated in future years.
While reserve requirements for each unit and department will differ, best practice suggests an organizational unit (or VP Org) maintain a general operating reserve in a range of 3% to 7% of its base budget in contingency. The unit may choose to maintain its contingency in a limited number of centrally held/ reserve departments or across departments within the organizational unit. During your allocation process, discuss this with the budget official for your area to agree on how this will be managed.
Q10. How do I transfer funds that I have already allocated?
A10. Create an SBL Journal with a journal date of the transfer, and transfer from one budgetary account to another. Please note: you can only transfer funds within the current quarter or month that you are in, and are not able to draw from future or past quarters or months.
Q11. Where can I find the difference between the permanent, temporary and adjustment type transfers? What is the appropriate use for each?
A11. Adjustment, Permanent, and Temporary are scenario types when doing a budget transfer in the Standard Budget Ledger.
• Use Adjustment for a budget transfer that allocates funds from the Contingency Account (700000) to a budget category in a single department. For example: Allocation.
• When transferring among Departments, Functional Groups, or Academic/Business Units in the same Organizational Unit, use Adjustment, Temporary, or Permanent as directed by your department or area.
• When transferring between Organizational Units or Divisions, select Temporary if it is a one-time transfer, and Permanent if it is a transfer in which the budget will become part of the receiving departments budget in future fiscal years.
For these instructions and more information, please see the Addy Note "Using the SBL to Create an Online Budget Transfer", or the Addy Note "Using the SBL Offline Journal Template to Create a Budget Transfer".