FY 2009 Budget PreparationBy

Budget Office Staff

Before you Begin

• Microsoft Excel must be installed in your computer prior to start your Budget Development Process. Please contact Help Desk at 974-2255 for help with installation.

• Please set Macro security to Medium in Microsoft Excel 2003 as shown on next slide.

Set Macro Security

Open Microsoft Excel and Click on Tools -> Macro -> Security on the Menu Bar on top of the page as shown. Then the Macro Security Dialogue box will pop up as shown on next slide.

Set Macro Security (Continue)

Select Medium option as shown, then click OK. After you click OK, close Microsoft Excel and begin your FY09 Budget Development Recommendation Process.

FY09 Budget Development Recommendation Process.

• Step 1 : Open Email• Step 2 : Save Attachment (See Instruction)

• Step 3 : Open Budget File saved in Step 2• Step 4 : Enter Data (If making budget reallocations)

• Step 5 : Save Data (if no changes were made go to Step 6)

• Step 6 : Email Back To Budget Office

Step 1 : Open Email

Right Click on Attachment File and Click Save, The save Dialogue Box will pop up as shown in next slide

Reminder:

Budget Email may consist of two files. One is for FY09 Budget Development Recommendation forms and the other one is Position Control. You might get both files or either one, it depends on the organization.

Step 2 : Save AttachmentSelect a location where you can remember to save your file.

Click Save Button when you ready to save the file

Step 3 : Open Budget File in Excel

Open Microsoft Excel and Click Open File icon. Then Open File dialogue box will pop up as shown on next slide.

Step 3 : Open Budget File in Excel (Continue)

From the “Look in” drop down box, select the location where you saved your budget in step 2.

After you locate the Budget file Click Open to access the file. The Security Warning dialogue box will pop up as shown on next slide.

Step 3 : Open Budget File in Excel (Continue)

Click Enable Macros option and Excel file will be opened.

Step 3 : Open Budget File (Continue)

Once you open the File, you should see a Main Menu (See Appendix A) Worksheet that lists links to organizations for your area. If the Main Menu doesn’t appear as your default sheet, click on the Worksheet tab as shown below. You can also navigate to all the organizations by clicking on the worksheet tab.

Excel Worksheet Tabs

Step 4 : Enter Data (Line Item)

Enter your reallocated amount and Source of fund in a yellow shaded area. You will not be able to enter or change anything in this

form except in the shaded area.

If you have extra comments or any specific requirements please note in the extra comment area.

Each Worksheet is generated by Org and Fund. Therefore, if an Org has more than one fund, there will be a separate worksheet for each fund in that Org. (See Appendix B for Sample)

Click Back to Main menu to select other organization or select Worksheet tab on the bottom of Excel Workbook

Step 4 : Enter Data (Continue)

When reallocating, please specify amount and Source of funds as shown. In the example, $500 reallocated amount come from Account 7200.

If you want to decrease budget from FY06 Base, please enter negative sign (-) before the amount in the Reallocated Amount Column as shown. Then the negative amount will have parenthesis around it. Also, please tell us where the budget will go to in the “Source of fund” column as shown. In the example, $500 will go to Account 611172.

For the account code that does not have FY06 Base budget and you want to budget it for FY 2007, please enter the budget amount in the Recommended FY09 Base column as shown. Also, specify the source of fund in Source of funds column as shown

Step 5 : Save Data

If no data were changed just skip this step and proceed with step 6.

Very Important

After you finished entering data to all the organizations, please click the Save icon on top of the page in Microsoft Excel as shown. If the changes are not saved, incorrect information will be referenced to the Budget Office.

Step 6 : Email Budget File back to budget office

In Lotus Notes, Click New Memo Button and New memo page will pop up as shown on the next slide.

Step 6 : Email (Continue)

Send the budget file to budgetoffice@ucok.edu as shown. Attach the budget file from

the location that you saved in step 5 or if no data were entered, select file that you saved from step 2. Click on the Attachment icon and Attachment dialogue box will pop up as shown on next slide.

Step 6 : Email (Continue)

Locate Budget file by clicking on the Look in drop down box and select the budget file as shown.

After you locate the file, Click Create Button to attach budget file in an email as shown.

Step 6 : Email (Continue)

Files will be attached in your email as shown.

Remember if you have Position Control, it will be in a separate file, you must attach those also (See Instruction for Position Control Data Entry on next page).

Click send button to send it back to budget office. Send to budgetoffice@ucok.edu

FY09 Position Control

• Step 1 : Open Email• Step 2 : Save Attachment (See Instruction)

• Step 3 : Open Budget File saved in Step 2

• Step 4 : Enter Data (If there are any corrections)

• Step 5 : Save Data (if no corrections were made go to Step 6)

• Step 6 : Email Back To Budget Office

Step 1 – Step 3

• Repeat Step 1 – Step 3 as instructed in FY09 Budget Development Recommendation Process.

Step 4 : Enter Data (Position Control)

Please review each position and make any necessary corrections in Correction notes column in the shaded area. Extra notes can be noted in the Correction Notes column under the shaded area.

Each organization will have a total for each Account Code on top of the page as shown (This Amount includes all the positions that are spilt to other organizations). Each organization should list the positions that are spilt to other organization as well. See Appendix C for Sample.

Reminder:

Position Control is in a separate file not in the same file as Budget Recommendation Forms (Line item).

Go Back to Main Menu to view other organizations’ Position Control.

Step 5 – Step 6

• Repeat Step 5 – Step 6 as instructed in FY09 Budget Development Recommendation Process.

Contact Information

• Any questions or concerns, please contact Damita Kennedy ext. 2555, Jean Benson ext. 2572 or Judy Courtney ext. 2971 or email budgetoffice@ucok.edu.

• Thank you