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FY 1999 ANNUAL OPERATING BUDGET (AOB)

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1. 00rvveeerrreeoorreeeenssasneaassonnnaassnnn 39 GENERAL BUDGET INFORMATION The Official Code of Georgia establishes the state budgetary process O C G A 45 12 80 d requires all state departments agencies boards and authorities to submit an Annual Operating Budget AOB to reflect the FY 2008 General Appropriations Act HB 95 to the Office of Planning and Budget OPB The AOB must be in compliance with the appropriated amount by fund source within the appropriated programs established in HB 95 The AOB and supplementary information is due to OPB on or before May 31 2007 Program Budgeting HB 95 appropriates funds to agencies by program rather than by object class however the FY 2008 AOB will reflect program budgets with budget amounts by object class The object class amounts provide a detailed budget plan and should be in accordance with the Governor s Budget Report as amended by the General Assembly Once the AOB is approved transferring funds between object classes within a program is allowed through the amendment process The transfer of funds between programs that is not covered by Section 55 Budgetary Control and Interpretation must be approved through Fiscal Affairs Executive Order or the amended budget process This document contains clarification of language in HB 95 the OPB policies related to the annual operating budget information on new requirements and procedures for the BudgetNet System The
2. ANNUAL OPERATING BUDGET AND AMENDMENTS PoLICIES AND PROCEDURES AGENCY INSTRUCTIONS AND BUDGETNET USER MANUAL FISCAL YEAR 2008 GOVERNOR S OFFICE OF PLANNING AND BUDGET May 2007 Revised June 7 2007 TABLE OF CONTENTS GENERAL BUDGETINFORMATION 200 bett taa at ae aaa aa tae aaa aaaseaae saaa asse aoosaoosenonssaooesoosssnososoosnonn 2 REFERENCES TO FY 2008 APPROPRIATIONSBILL HB 95 LANGUAGE eee e er eerearannsanonnnennonnnn 2 AOB POUC JES et secrets ke a w n aa ko de it a ies 3 CHANGES TO THE STATE CHART OF ACCOUNTS 2 et tteaaertatteasassensaaeasensennenneasonneeosonnennnnn 3 IMPLEMENTATION PLAN FOR NEW INITIATIVES cccccccccceeseeeeceeeceeeecceceeeeeeeaeeeeceeeeeeeeeaueueseeeeeeanenes 4 STRATEGIC PLANNING AND THE AOB Q ceccecccccceseeeeeeceeceeeeececeeeceeecenseeceeeeeeeaueaeeeeeeeeeeaueneeeeeeeaaanens 4 PREPARING THE ANNUAL OPERATING BUDGET ccccecececceeceeeeceeeceeeeeesaeeeaeeeaneeaeesaees 5 GETTING STARTED PROG RAM STRUC TURE AND FUND SOURCES ccccccccceceeeeeeeeeeeeeeeeeeeeeees 5 STANDARD PROG RAM CODE GS bb tett eee tttteeee eee aaa teat teaeaeeeaootoooeeeeasssootteesesesesssssoooooooeesassssoooonnnnnn 5 STARTING DATASET FOR BUDGETNET DATA ENTRY uuu cccccceeeeceeeccececeeeeeceeeceeeauenecseeeeeeeeaueaeeeeeseeeaaaes 5 STATUS OF DATA SE sciences do aces a seta steno ket ida aa evs ae Me ex den eta eat 6 SUBMITTING THE AOB REQUIRED PAPER SUBMISSIONS cccccccceeeeeeeeeeceeeeeeceeeeeee
3. STARTING DATASET FOR BUDGETNET DATA ENTRY Each agency will select a starting point for entering the FY 2008 AOB into the OPB budget database BudgetNet Three starting dataset options exist e Cut off amendment for FY 2008 budget development e Governor s FY 2008 budget recommendation e No data pre loaded all data must be entered manually Please submit a ticket through our electronic Issues Tracking System ITS notifying OPB of the data set your agency will utilize Once the dataset has been rolled forward the agency may begin making modifications to this dataset so that 1t conforms to HB 95 FY 2008 AOB Instructions STATUS OF DATA SETS To provide users with more information about the status ofthe AOB or an amendment BudgetNet now contains a status indicator It is displayed in the header of each screen and on certain status reports The status types are as follows 1 Working The data set is open and being worked on by the agency This is the only status that does not display on the screen 2 Submitted The data set has been submitted to OPB 3 Reviewed The data set has been reviewed by the OPB policy analyst 4 Approved The data set has been approved by the OPB division director SUBMITTING THE AOB REQUIRED PAPER SUBMISSIONS In addition to entering the budget in BudgetNet the following are required to be submitted to OPB as part of the AOB e Personal Services Project
4. Additional documentation may also be sent via e mail or regular mail 10 When you click Run Submission if you have a pop up block enabled in your Internet browser you must disable it at this point In many cases you can disable the pop up block by holding down the control key at the same time as you click Submission If that does not work please consult your department s IT support person 11 A signature page appears Print the signature page and file at your agency The signature page will not appear if your fund sources from the object class schedules and the federal and other funds schedules do not match In that case you must correct the problem before you submit The signature page will not appear 1f you have a pop up block enabled The signature page can also be accessed through the reports menu under AOB gt Confirmation Reports Report 327 NORCO ACO ee BudgetNet will send an e mail to the agency s fiscal officer and OPB analyst stating that the AOB has been submitted The status will change to Submit and the submission date is entered FY 2008 AOB Instructions 29 APPROVAL PROC After your OPB analyst has been alerted via e mail that your agency s AOB has been submitted the analyst reviews the submittal Final approval is given by the OPB division director The agency s fiscal officer for BudgetNet purposes will receive an e mail when the AOB has been approved Status chang
5. Sub Totals and Totals section 1 Annual rati 1 Agency Department of Audits 8 Accounts Submit Date m Program 0850200 Audits and Assurance Services Review Date Sub program 0850203 Audits of Local Education Agencies Regional Libraries Approve Date 3 A Data Set FY08 AOB Status s R A m o a Fo Fund y 300 301 Y 303 if 304 305 Y 306 ponn 312 Y Other 8 Unique Federal Other i Mi j L Distribution PS ROE MYPurch Equip Comp Chrgs Real Estate Telecom Contractual Services Object Classes Funds Funds kenz 307 Schedule of Telecommunications People Soft Code amp Category x Vendor Name Description Current New Total 871000 Voice Data Communication Services To Pay GTA Invoices AGTA a 79 449 0 79 449 O 4 372000 Voice Data Communication Services Vendors other than GTA 4 Other a 14597 0 14 597 A Select one Vix a a Ss 0 0 A Select one vix a a si 0 0 A Select one Mix a a si 0 0 A Select one Vix la a si 0 0 A Select one Mix ja a si 0 0 X asterisks indicates mandatory field TOTAL 94 046 0 94 046 Recalculate Save sal FY 2008 AOB Instructions 22 SCHEDULE OF CONTRACTUAL SERVIC ES 312 Policy List on this schedule planned expenditures for professional services per diem and fees and contracts as recommended in the Governor
6. 3 Browse ttachment 4 Browse fees Browse Upload Back to Ticket h FY 2008 AOB Instructions 33 Click the Browse buttons and navigate to the file you want to upload Once you have selected the ticket s click the Upload button The page will refresh to show the file s you have attached See below k Once you have finished attaching files click the Back to Ticket button You will return to the ticket information page There you can make additional changes or exit out ofthe ticket by clicking Save Exit or Cancel Uploads Attachment 1 Attachment 2 Attachment 3 Attachment 4 Attachment 5 ticket image bmp FY 2008 AOB Instructions 34 AMENDMENTS TO THE AOB GENERAL INFORMATION Throughout the fiscal year an agency may amend its AOB to realize additional funds or appropriately align the budget based on later information Ata minimum an agency should submit an amendment to their AOB when changes occur in the availability of federal or other fund sources and upon execution of an amended appropriations act Amendments also include internal transfers between object classes in subprograms and programs Amendments are submitted to OPB for the OPB Director s review and approval Proposed changes to an OPB POLICY FOR AMENDMENTS 1 The official approved version of the agen
7. 599000 Lapse Factor 0 0 0 517000 Personal Liability 0 0 0 598000 Pay for Performance 0 0 0 525000 Payroll Shift 0 0 0 519000 Workers Compensation 3 546 0 3 546 SubTotal 192 479 0 192 479 TOTAL 6 149 775 0 6 149 775 Si m o FY 2008 AOB Instructions 15 SCHEDULE OF REGULAR OPERATING Supplies and Materials EXPENSES 301 Repairs and Maintenance Equipment not required on inventory Policy Water and Sewage Some agencies have sub object classes that are solely Energy used by their agency To have these specific sub object Rents Other than Real Estate classes in the database please contact your OPB policy analyst Insurance and Bonding Freight Data Entry Postage Enter the amount charged to each of the following sub m Other Operating Expenses object classes Travel Motor Vehicle Expenses Totals for instructions please see the Calculating Publications and Printing Sub Totals and Totals section 1 Annual Operating Budget Agency Department of Audits 8 Accounts Submit Date De Program 0850200 Audits and Assurance Services Review Date J N A Sub program 0850203 Audits of Local Education Agencies Regional Libraries Approve Date y a a Data Set FY08 AOB Status S i R I A A j t Fund faoo fsory 303 304 305 306 307 312 Other amp Unique Federal Other i Distribution PS ROE MY Purch Equip Comp Chrgs RealEstate Tel
8. AOB Toolbox Main Menu Nannen i lt Tools The Toolbox is a useful feature of BudgetNet and is located on the Agency AOB Amendment Homepage The toolbox provides links to the BudgetNet Homepage Main Menu reports FY 2008 AOB Instructions Manual Issues Tracking System discussed below under Help Reporting Problems AOB instructions manual and on screen views On screen views allow users to see real time snapshots of their summary data The object class views provide the following information Current Total Current Change and New Total For the original AOB users will see any changes they make in the Current column The Change column will be activated for amendments There are three views available for the AOB Budget Changes by Fund Source View V9021 shows agency program or subprogram amount changes by agency fund sources and data set Data is pulled from the ES Fund Distribution screen by parent or individual sub program Agency Object Class View V9019 shows changes to agency object class amounts agency fund sources position counts as well as changes to the motor vehicle count when amending the AOB Program Object Class View V9028 shows changes to program and subprogram object class amounts program fund sources position counts as well as changes to the motor vehicle count when amending the AOB The user can select a parent program or an individual sub program
9. Calculating Sub Totals and Totals section 3 Annual Operating Budget agency Program Sub program Data Set Department of Audits amp Accounts 0850501 Administration FY08 AOB Submit Date Review Date Approve Date Status s R A f Yi rf if 303 304 305 306 307 em s Select a Program 0850301 Legislative Services 312 A Y rf f r 1 300 301 Distribution Ps ROE MYPurch Equip Comp Chrgs RealEstate Telecom Contractual Services Object Classes if Other amp Unique fFederal f Other Funds Funds Program Fund Source bs Brain 8 Spinal State Injury 1 Program General Federal Other Trust ai Subprogram Total Funds Funds Funds Funds Fund Current Program Base 0 0 0 0 0 Changes to the Base 10850301 Legislative Services 117 379 117 379 0 0 o Sub Total 117 379 117 379 0 0 0 NEW TOTAL 117 379 117 379 0 0 0 Recalculate Save FY 2008 AOB Instructions 13 SCHEDULE OF PERSONAL SERVICES 300 Policy The Schedule of Personal Services is used to explain planned expenditures for personal services in FY 2008 based on the appropriations in HB 95 Most agencies will use the PeopleSoft Next Fiscal Year Personal Services Projection report or a similar type projection as supportive information for the personal services projection for FY 2008 The effective date for the projection should be April 30 2007 To use a projection other than PeopleS
10. Instructions 10 AOB SCHEDULES ACCESSING THE SCHEDULES If you are not already logged in to BudgetNet 1 Go to www opb state ga us 2 Click on OPB BudgetNet from the menu that appears on the left side of the screen Click on BudgetNet w 4 The log in screen appears Enter your Log in ID and password 5 Click on Login or hit ENTER on your keyboard 6 The BudgetNet Homepage appears Once you are logged in to BudgetNet 7 Under Options on the BudgetNet Homepage click on AOB Amendment Options 8 Click on FY08 9 Click on Annual Budget Amendments 10 The Agency AOB Homepage appears applicable select agency 11 Select the Budget Year FY08 and Data Set AOB Operating REMINDER 12 13 14 Click on Show Program List Select a program or subprogram Click on the fund distribution or object class account code tab across the top of the screen to begin data entry All required data entry fields have a red asterisk Hold your mouse over the blue triangle next to a data entry field and the name of the field will appear Note that you can enlarge the window that the schedule appears in by dragging the vertical dividing line between the schedule and the left part of the screen to the left To access object class schedules for a different program or subprogram you must first select that program or subprogram from the program list If a program has sub programs you can o
11. Program 0850200 Audits and Assurance Services Review Date Sub program 0850203 Audits of Local Education Agencies Regional Libraries Approve Date Data Set FY08 AOB Status s 1 2 y gt y 307 312 f y gt rf f Fund 300 301 303 304 305 E Distribution PS Y Remove Appropriations Category Fund Code All x i al Select One Y al la Select One vle al i la Select One vie al a Select One Se li al Select One Vie al asterisks indicates mandatory field 1 ou ROE MY Purch Equip CompChrgs RealEstate Telecom Contractual Services Objec rf rw her amp Unique Federal Other ki t Classes gt gt gt Annual Operating Budget Schedule of Other Funds Name of Other Fund Purpose Description Change Current New Total a ki 0 0 al Js 0 0 al s 0 0 al E 0 0 al s 0 0 TOTAL 0 0 0 ACCUMULATED TOTAL 0 0 0 DIFFERENCE BETWEEN TOTAL AND ACCUMULATED TOTAL 0 0 0 Recalculate Save FY 2008 AOB Instructions REPORTS ACCESSING AOB REPORTS Reports can be accessed either from the Reports menu on the BudgetNet Homepage or from the toolbox on the Agency AOB Homepage Clicking BudgetNet Reports will bring you to the Reports Menu that provides three report categories Annual Operating Budget Budget Development and Strategic Plan and Performance Measures Instead of using the menu the user now can type in a report number and click o
12. Tracking System ITS REQUESTING BUDG EINET AC CESS Each agency should have in place an Agency Agreement authorizing access to BudgetNet Any agency that does not have access should contact its OPB policy analyst OPB must also have a Request for Access on file for each individual user To add a user agencies should l Go to the OPB www opb state ga us website at 2 Click on OPB BudgetNet 3 Click on the Request for Access document listed 4 Print and complete form 5 Fax form to OPB s Security Coordinator Bruce Zents at 404 656 7916 6 Agencies users will be notified by e mail when a password has been assigned Questions about passwords and security as well as requests to revoke individual user access should also be addressed to Bruce Zents phone 404 656 6512 SYSTEM OVERVIEW BudgetNet is designed to work at the lowest point of entry All budget data must be entered in object class schedules at the program or subprogram level Agencies will capture fund sources by program or subprogram on the fund distribution screen BudgetNet is designed to minimize data entry For the AOB this is accomplished by allowing each agency the option to roll a data set forward as the starting point for AOB data entry Once a data set has been rolled forward agencies make modifications to the data set until it conforms to HB 95 FY 2008 AOB Instructions 7 Screen Resolution BudgetNet w
13. Type of Change Database Required Entry Select from the drop down menu Add Delete or Adjust If PeopleSoft or other approved projections are not used select Add from the drop down box to reflect all budgeted positions Position Type Database Required Entry Select from the drop down menu Regular or Time Limited Position Number Enter the number associated with the position Title of Budgeted Position Enter the title of the budgeted position effected by the change Authorized Position Count Enter changes to authorized position count Current Salary Enter salaries to be added deleted or adjusted FICA ERS Retirement TRS Retirement and Health Insurance Enter the cost for each of these items in the boxes provided Changes to Other Sub object Classes or Accounts Enter the cost for each of the following sub object classes and any additional sub object classes that are unique to your agency Overtime Temporary Help Personal Liability No charge for FY 2008 Unemployment Insurance DOAS Risk Management will provide your agency a premium rate for FY 2008 Workers Compensation DOAS Risk Management will provide your agency a premium rate for FY 2008 m Merit System Assessments Calculate using 147 00 per budgeted position and enter the amount Pay for Performance Enter the appropriated amount of the employee salary increases effective January
14. budgeted amount Totals for instructions please see the Calculating Sub Totals and Totals section FY 2008 AOB Instructions Ld Department of Audits amp Accounts 0850200 Audits and Assurance Services Sub program 0850203 Audits of Local Education Agencies Regional Libraries Approve Date FY08 AOB Submit Date Review Date Status OR Fund i 300 L Distribution PA a pa 303 Schedule of Motor Vehicle Purchases Other amp Unique Object Classes Transaction Type Vehicle Type Make Description Use Title of Individual User x x A Select one a ja jw a Select one Ms a Seectone Vv al Mix a A Select one a ja pe a Select one Mix alSelectone via mix a lal Select one ap la bw al Select one Vis al Selectone val je al A Select one a ja pe a Select one sele a Select one va Me A Select one A ja al Select one Mix a Selectone a Viza asterisks indicates mandatory field EA Authorized Motor Vehicle Count SCHEDULE OF EQUIPMENT 304 Policy List all equipment with a unit price of 5 000 or more in object class 304 List equipment currently covered by lease purchase contracts showing basic terms including effective date number of months monthly payments and FY 2008 cost of each contract or agreement Also use this schedule to record equipment acquired under
15. budgets should demonstrate how the agency plans to fund and deliver services toward accomplishing the agency strategic vision and accomplishing the strategic goals FY 2008 AOB Instructions 4 PREPARING THE ANNUAL OPERATING BUDGET GETTING STARTED PROGRAM STRUCTURE AND FUND SOURCES Agencies should identify changes between FY 2007 and FY 2008 to the program and fund source structure Once these changes are identified the agency should notify their OPB analyst The analyst will then work with the OPB IT division to bring the agency s FY 2008 AOB budget structure into compliance with HB 95 Agencies must use an OPB ITS ticket to communicate any structural change requests including adding new fund sources to the drop down menus changing program subprogram and object class structures For agencies on SAO PeopleSoft changes to program structure made to BudgetNet must be coordinated with PeopleSoft In some cases the agency may choose to enter and track its budget in BudgetNet at the program level and post expenditures at the subprogram level in PeopleSoft For those agencies not using PeopleSoft any structural changes must be done in their internal accounting system and in BudgetNet Once the correct structures are in place the agency may begin input of the AOB into BudgetNet Changes to subprogram structure must occur in the AOB and are approved by OPB as part of approval process Once the AOB is approved f
16. can also print the page out to a local printer to have your ticket on file To view the status of a submitted ticket click on IT S Ticket History located on the BudgetNet Homepage or contact the Help Desk via e mail at Helpdesk opb state ga us Be sure to include your ticket number in the e mail Please use a separate ticket for each issue question or suggestion you may have Uploading Files with Tickets ITS also provides the ability to attach files to a ticket to provide additional information in support of a ticket If you take a screen shot and save it to a file or have a detailed write up for a suggestion in a document you can attach these files to your ticket Click the Save Attachment s button to go to the UpLoad page The Ticket Attachments page will display all current ticket information plus provide you the ability to attach documents See the image below FY 2008 AOB Instructions 32 Ticket Attachments Ticket Description 84 Error Application Office of Planning amp Budget Financial Management System Category Screen Display Joe Smith Subject Information Goes Here Enter your detailed explaination here Medium Not Started Assigned To Group Assigned To Employee Due Date Date Created 4 20 2005 10 07 28 AM by Donald Cowan Last Modified 4 20 2005 10 07 28 AM by Donald Cowan Attachment 1 click Browse and select the file to upload Attachment 2 Browse Attachment
17. the total number of motor vehicles assigned to the program sub program approved in the Governor s Budget Report and changed by the appropriations act If motor vehicles are not authorized enter 0 Motor Vehicles to be Purchased Transaction Type Database Required Entry Select from the drop down menu Additional Replacement or Reduction Additional Vehicles Motor vehicles that increase the number of motor vehicles for an agency and are authorized in the appropriations bill Replacement Vehicles Motor vehicles recommended in the agency s budget for replacement Reduction this category may be used in amendments Quantity Database Required Entry Enter the number of vehicles to be purchased An agency may list multiple purchases of the same vehicle make on one line e g purchase 10 Ford F 150s Use of Vehicle Database Required Entry Select from the drop down menu Pool available for use by agency employees or Individual assigned to an individual Vehicle Type Database Required Entry Select vehicle type from the drop down menu Make Select the make from the drop down menu Description Use Enter the description use of the vehicle Reason for Purchase Database Required Entry Enter the reason from the drop down menu Title of Individual User Enter name of User Required entry when Use of Vehicle is entered as Individual Current Enter the
18. 1 2008 Lapse Factor This entry is made in order to balance to the amount appropriated for personal services Enter negative amounts for delayed hiring and turnover Sub Totals and Totals for instructions please see the Calculating Sub Totals and Totals section FY 2008 AOB Instructions 14 Annual G Agency Department of Audits 8 Accounts Submit Date Program 0850200 Audits and Assurance Services Review Date Sub program 0850203 Audits of Local Education Agencies Regional Libraries Approve Date Data Set FY08 AOB Status s AA a AA pa o a ann PEA Position Current Retirement Retirement Health Count Salay F LC A ERS TRS Insurance FRIN TOT BASE 0 4 420 248 338 149 460 142 0 738 757 1 537 048 5 957 296 FRINGES Current Retirement Retirement Health TOTAL Salary F LC A ERS TRS Insurance A A l la A OA _ A al a xa A lal A A la lal lal la Jal al la xa la la E AR a a A la A A la 0 0 0 0 0 0 ry field 0 4 420 248 338 149 460 142 0 738 757 1 Changes to Other Subobject Classes or Accounts IR 511000 Overtime 0 i 513000 TemporaryiCasual Labor 15 650 so 19 650 Ei 518000 Unemployment 7 008 se 7 008 A 520000 Merit System Assessments 11 314 0 11314 524000 Qther 150361 0 150 961
19. 33 e Federal Funds Schedule 321 Agency Federal Funds Data Export 340 e Other Funds Schedule 322 Agency Other Funds Data Export 341 e Other amp Unique Object Class Schedule 324 Agency Other amp Unique Object Class Data Export 342 Confirmation Reports e AOB Data Set Confirmation Report 327 Management Reports e AOB Amendment Status Report FY08 331 Statewide Reports Hour Minute Y am Y e AOB Amendment Federal and Other Funds Detail FY08 316 e AOB Amendment All Funds FY08 317 e Statewide Fund Source Detail FY08 315 Summary Reports e Agency Summary Reports o Agency Program Report FY08 345 Previously a VIEW Amendment Analysis Worksheet e Agency Summary Amend Analysis AOB Agency Summary Amendment Analysis Worksheet Appropriation Bill Format 329 e Program Summary Amend Analysis AOB Amendment Analysis Worksheet Summary by Program 330 e Changes by Object Class Excel Data Export FY08 343 Fund Source Excel Data Export FY08 344 Appropriated Federal Funds Transfer FYO8 328 The number in front of each schedule corresponds to a state account code Each report is assigned a unique number in parentheses which should be included in any communication concerning reports with OPB technical staff Keep in mind that the report number may be different from one fiscal year to the next Remember that all available views can be cop
20. 66 0 15 66 Revenue Alcohol amp Tobacco Officers A gents 474 15 66 0 15 66 Natural Resources Conservation Rangers 462 15 66 0 15 66 GBI Officers and Agents 471 15 66 0 15 66 Natural Resources Deputy Conservation Rangers 462 12 16 0 12 16 Revenue Special Investigators 474 12 16 0 12 16 Corrections Probation Officers NSW0467 10 41 0 10 41 Pardons and Paroles Parole Officers NSW0465 10 41 0 10 41 3 Other Court of Appeals Judges 432 8 84 0 8 84 Supreme Court Justices 438 8 84 0 8 84 The rates listed apply to regular salary amounts of members of the Employees Retirement System Do not include night pay differential or overtime payments in the retirement fringe benefit calculation 4 Teachers Retirement System 9 28 FY 2008 AOB Instructions 39
21. A REPORT FORMAT 4 El Management Reports Select an El Statewide Reports m Select a El Summary Reports Process El Amendment Analysis Worksheet Agency Summary Amend Analysis Year Select a Dataset Program Summary Amend Analysis Report A Changes by Object Class Excel Data Export Agency SELECT AN AGENCY v Type SELECT A PROCESS TYPE v Budget i SELECT A DATA SET v Report B Fund Source Excel Dump Do Not Report C Flex Language Analysis Show Sub programs Budget Development Reports Strategic Plan and Performance Measures Email Notification l Desired 4 26 2007 Finish Date L Desired Finish Time List of Reports The following reports are available for the FY 2008 AOB Schedule Reports e 300 Personal Services Schedule 201 Agency Personal Services Data Export 332 e 301 Regular Operating Schedule 309 Agency Regular Operating Data Export 334 e 303 Motor Vehicle Purchases Schedule 310 Agency Motor Vehicle Data Export 335 e 304 Equipment Schedule 311 Agency Equipment Data Export 336 e 305 Computer Charges Schedule 312 Agency Computer Charges Data Export 337 e 306 Real Estate Rentals Schedule 313 Agency Real Estate Data Export 338 e 307 Telecommunications Schedule 319 Agency Telecommunications Data Export 339 e 312 Contractual Services Schedule 320 Agency Contractual Services Data Export 3
22. BLLIP System Data Entry Type of Space Database Required Entry Select type of space from the drop down menu Ownership of Space Database Required Entry Select from the drop down menu Lease Non State Lease State Landlord Name Enter the name of the landlord For space owned by the state and leased by the Georgia Building Authority enter GBA If an agency sub leases space from another agency enter that agency name If the space is owned by the agency no entry is required Description Enter the number for leased space or as listed on the BLLIP report Current Database Required Entry Enter the appropriated amount for real estate rentals by program Note that this is not a calculated field Totals for instructions please see the Calculating Sub Totals and Totals section FY 2008 AOB Instructions 21 SCHEDULE OF TELECOMMUNICATIONS 307 Policy Provide the planned expenditures for GTA and non GTA voice and data communication services Data Entry PeopleSoft Code and Category Database Required Entry Select the category from the drop down menu Vendor Name If known enter the name of the vendor e g GTA Description Enter a description if Vendor Other than GTA is selected from the PeopleSoft Code and Category drop down menu Current Enter the cost for each telecommunications entry Totals for instructions please see the Calculating
23. EN TOTAL AND ACCUMULATED TOTAL 0 0 0 Recalculate Save FY 2008 AOB Instructions 25 SCHEDULE OF OTHER FUNDS Policy The Schedule of Other Funds should be completed before all expenditures are allocated on the object class schedules Data Entry Appropriations Category Database Required Entry Select the appropriate category that complies with HB 95 from the drop down menu To conform to HB 95 one of the following categories must be selected from the drop down menu for each Other Fund e Agency Funds Other Funds Research Funds Records Center Storage Fee Indigent Care Trust Fund Public Hospital Authorities Prior Year Funds o Prior Year Funds State General Funds Prior Year Funds Motor Fuel Funds Prior Year Funds Tobacco Funds Prior Year Funds Lottery Funds Prior Year Funds Brain and Spinal Prior Year Funds Governor s Emergency Funds Prior Year Funds Other 000000 INGOV Health Insurance Payments INGOV Other Intra State Government Transfers INGOV Retirement Payments INGOV Self Insurance Trust Fund Payments e INGOV Medical Services Payments Other Agencies Some fund sources may contain an INGOV prefix to identify the other fund sources that are intra state government transfers in HB 95 Fund Code Enter the five digit PeopleSoft fund source code Multiple entries may be made against the same fund source using the fund code to distinguish t
24. Favorites Tools Help le Gr Go o RS Y Bookmarks 379 blocked Check y AutoLink Send tov settings Goog D R amp Snagit ES e A gt k amp Lore BudgetNet Main Menu a 6 dh Page Tools OFFICE OF PLANNING AND BUDGET FINANCIAL MANAGEMENT SYSTEM BUDGET NET Welcome to the State of Georgia s Office of Planning and Budget 4 OPTIONS D E Logout already logged in lt AOB Amendment Options 4 FYOZ a EYOS 4 lt Allotments lt Budget Development Options lt Budget Net Reports lt Report Queue Status REPORTS LINKS C Accessing BudgetNet DOCUMENTS a AFYOS FYO7 Instruction Manuals lt FYO7 Instruction Manuals lt AFYO7 FYO8 Budget Instruction AP gt Exo8 Instruction Manuals FYOS AOB Amendment Instructions 4 Schedule of Capital Outlay Major Mai 4 Schedule of Unique Object Classes 4 Implementation Plan for New Initiatives or Enhancements intenance amp Repair lt Captial Outlay Budgeting System Strategic Plan Options lt Performance Measure Options lt Update Personal Agency Information Issues Tracking System State Accounting Office To part data entry If applicable select agency from the drop down box in the top left corner Only agencies that the user has security clearance t
25. PLEMENTATION PLAN FOR NEW INITIATIVES As part of the FY 2008 AOB agencies will be required to provide OPB an implementation plan for new initiatives or enhancements included in HB 95 The OPB analyst will provide a list to the agency of enhancements that will require an implementation plan Provide the following information on the Implementation Plan for New Initiatives and Enhancements schedule included with these instructions 1 Budget or spending plan by program Identify additional funds anticipated for the initiative Explain all future costs for the initiative 2 Implementation timeline Identify the key milestones and deliverables by quarter 3 Identify the performance measures and targets associated with this initiative 4 Workforce plan How many new positions will be part of the initiative Describe the mix of new staff versus contractors who will deliver services and any associated hiring and training issues 5 Impact on facilities Explain how the new initiative impacts current facilities and space 6 Impact on IT services Identify any technology requirements for successful implementation Prepare a separate schedule for each initiative or enhancement Implementation plans are due to OPB May 31 unless otherwise specified by the OPB analyst STRATEGIC PLANNING AND THE AOB The AOB is the agency s financial plan and should ultimately support the agency s strategic plan The program
26. PPENDIX A Standard Cost Data for FY 2008 Personal Services Fringe Benefits Rates FICA Tax rate 7 65 o 6 2 OASDI rate maximum amount of annual earnings in 2007 subject to tax 97 500 o 1 45 Medicare rate no salary cap Retirement Employer Contribution Rate 1 Old Plan members 5 66 Exceptions are as follows Health Insurance 18 534 of salary amounts for K 12 teachers funded through the State Board of Education 22 843 of salary amounts for all other state employees This includes regular semi monthly pay overtime night pay incentive pay and termination pay for accrued annual leave and compensatory time earned under the Fair Labor Standards act provision Department Reporting Retirement GTLI Total Unit Rate Public Safety Uniform Division 466 9 70 0 9 70 Revenue Alcohol amp Tobacco Officers A gents 474 9 70 0 9 70 Natural Resources Conservation Rangers 462 9 70 0 9 70 GBI Officers and Agents 471 9 70 0 9 70 Natural Resources Deputy Conservation Rangers 462 7 41 0 7 41 Revenue Special Investigators 474 7 41 0 7 41 Corrections Probation Officers NSW0467 5 66 0 5 66 Pardons and Paroles Parole Officers NSW0465 5 66 0 5 66 2 New Plan Members 10 41 Exceptions are as follows Department Reporting Retirement GTLI Total Unit Rate Public Safety Uniform Division 466 15
27. Views open up in separate browser windows Use the minimize maximize close buttons DI x in the top right hand corner of the screen to customize the view You can keep a view open during data entry To see updated numbers in the view save your data and FY 2008 AOB Instructions 9 then simply click on the refresh button B on the Internet Explorer navigation bar Views can be copied into Microsoft Excel From Edit on the Internet Explorer toolbar first select Select All Control A and then Copy Control C Open up an Excel worksheet Click on Edit on the toolbar and select Paste Special When prompted select HTML For information about reports see the Reports section of this document The toolbox also contains a link to the FY08 AOB instruction manual Both Reports and the AOB Instruction Manual can also be accessed from the BudgetNet Homepage Help Reporting Problems Report problems with your log in process or screen data entry errors to OPB using the electronic Issues Tracking System ITS ITS can be accessed from the toolbox on the Agency AOB Homepage or from the Options Menu on the BudgetNet Homepage When you click on Generate a Support Ticket a screen pops up allowing you to generate a ticket where you provide details about the problem you encountered The OPB help desk will manage all issues reported through ITS See the Issues Tracking System section of these instructions for more information FY 2008 AOB
28. an installment purchase agreement Non IT Equipment expenditures less than 4 999 should be charged to Regular Operating Expenses 301 as stated in the State Chart of Accounts SCOA Data Entry Purchase Type Database Required Entry Select the transaction type from the drop down menu Additional Replacement or Multi Year On going Purchase Option Database Required Entry Select the purchase option from the drop down menu Lease or Rent or Purchase Equipment Category Database Required Entry Select the category from the drop down menu Description Describe the use of the equipment if leased or rented enter the terms of the lease Quantity Enter the number of units leased or purchased Current Enter total cost of lease or purchase Note that this is not a calculated field Totals for instructions please see the Calculating Sub Totals and Totals section 1 Annual ating Bi Agency Department of Audits amp Accounts Submit Date m Program 0850200 Audits and Assurance Services Review Date q k Sub program 0850203 Audits of Local Education Agencies Regional Libraries Approve Date p 4 A Data Set FY08 AOB Status E IR A a ee 2 Fund 300 301 312 Other amp Unique Federal Other l E Distribution PS 303 If 305 306 307 ROE MY Purch Equip Comp Chrgs RealEstate Telecom Contractual Services Object Classes Funds Funds A 304 Sch
29. as designed for a screen resolution of 1024 by 768 pixels to maximize the display area on the screen Scroll bars have been added so that users who prefer larger print can set their screen resolution anywhere from 800 by 600 pixels to the recommended 1024 by 768 To adjust the screen resolution click on the Windows Start button open the Control Panel click on Display select Settings and adjust the screen resolution Logging In 1 Go to www opb state ga us 2 Click on OPB BudgetNet from the menu that appears on the left hand side of the screen 3 Click on BudgetNet 4 Enter your Log in ID and password 5 Click on Login or hit ENTER on your keyboard BudgetNet Homepage BudgetNet Homepage The first screen to appear after log in is the BudgetNet Homepage This screen provides access to an options menu a reports menu and a documents menu To work on the FY 2008 AOB 1 Under Options click on AOB Amendment Options 2 Click on FYOS 3 Choose the desired action Annual Operating Budget Amendments Submit to OPB Pre check Agency AOB Homepage This screen appears after the user selects AOB Options the year and Annual Operating Budget Amendments from the BudgetNet Homepage It is the starting point for data entry OPB BudgetNet Main Menu Microsoft Internet Explorer provided by Office of Planning and Budget So http 167 193 134 246 Applications OPB_FMS main asp vil silx tej File Edit View
30. ation should default to your email address on file in BudgetNet but can be changed to send the report notification to someone else Enter desired finish date and desired finish time Click Schedule Batch Report 5 The offline report submission confirmation screen appears From this screen click on links to the report queue report filters BudgetNet Homepage or select a different report from the left hand side of the screen You will be notified by e mail when the report is available in the Report Queue You can access your report by clicking the link in the e mail notification or by going to the Report Queue Status on the BudgetNet Homepage On each line of the report queue the is a sign Click on the sign and the following information about the report is displayed in a dropdown Report Format Agency and Amendment Type The last item can vary by report To return to the Agency AOB Homepage from reports you will need to go back to the BudgetNet Homepage Click HERE to return Home go to Options select AOB Options and then FY08 FY 2008 AOB Instructions 27 OFFICE OF PLANNING AND BUDGET FINANCIAL MANAGEMENT SYSTEM BUDGET NET Reports Menu Report Categories Report Number 329 E AOB Select a Filters for AOB Agency Summary Amendment Analysis Worksheet Appropriation Bill Format FYO8 329 report El Schedules El Confirmation Reports Format Report SELECT
31. bmitting and ITS Ticket The will greatly simplify you entry screens views and reports Data Entry The program fund source screen may be accessed two ways 1 Select the agency and data set Click the fund distribution tab Select a parent program that is comprised of sub programs from the drop down list Load fund source data on this screen for all sub programs Totals will appear at the program level 2 Select the agency and data set Click on Show Program List on the left side of the screen Select a program or sub program and tabs for all schedules will appear on the right side of the screen Note that the program list does not allow users to select a program if it contains sub programs Click on Recalculate to view updated totals and Click on Save to save your data to the database Note After completing the Fund Source entries for the AOB run report 317 to determine if the fund source entries are in balance with the Appropriation Bill by Program and Fund source Ifthey are the next logical step is to complete all detailed Federal and Other Fund entries You can next run report 316 to see if the Federal and Other Details tie out with the Appropriation Bill If they do you are ready to enter your object class detail by program and have valid numbers to check against This is merely a suggestions agencies are free to enter data in whatever order they so desire Sub Totals and Totals for instructions please see the
32. change New Total Total Displays the total federal funds entered on the Schedule of Federal Funds Accumulated Total Displays the federal funds from the Program Fund Source screen Difference Between Total and Accumulated Total Total should match Accumulated Total Ifnot the system will alert the user by displaying the difference in red BudgetNet will not allow the agency to submit the AOB until the difference is resolved Totals for instructions please see the Calculating Sub Totals and Totals section Annual Operating Budget Department of Audits amp Accounts Submit Date Program 0850200 Audits and Assurance Services Review Date Sub program 0850203 Audits of Local Education Agencies Regional Libraries Approve Date Data Set FY08 AOB Status s R A Vi f Fund 300 301 303 304 305 306 307 312 E Distribution PS Y a gen Other amp Unique Other ROE M Purch Equip Comp Chrgs RealEstate Telecom Contractual Services Object Classes Funds Funds Schedule of Federal Funds An C x Fund Code Purpose Description _Current Change New Total A Select One Ye al a 0 0 Al Select One v al La 0 0 a Select One x al al 0 0 li Al Select One Y ix a Lal i 0 0 j A Select One v x a al 0 0 asterisks indicates mandatory field TOTAL 0 0 0 ACCUMULATED TOTAL 0 0 0 DIFFERENCE BETWE
33. cy budget is the latest approved AOB as amended in the OPB BudgetNet system BudgetNet is the system of record for all agency budgets 2 Amendments that reconcile the budget in the agency s financial system with the official approved budget in the OPB BudgetNet system should be submitted on at least a quarterly basis 3 Agencies must maintain an annual operating budget that reflects the best estimate of federal and other funds for the fiscal year Agencies can adjust their estimate by amendment during the fiscal year The final amendment shall reflect the final spending plan to the extent possible 4 Agencies must explain the impact of each amendment on the programs that are involved The explanation should detail why the amounts are changing and how the additional or reduced funding will impact program services performance and goals 3 Transfers of state funds between programs must be approved only through the fiscal affairs process or amended appropriations act 6 An electronic signature by the agency head or fiscal officer or his or her designee is required to authorize submission of an amendment A paper signature is not required approved AOB must be made through an amendment submitted via BudgetNet Agencies may amend in additional federal and other funds as needed Instructions for preparing and submitting amendments using BudgetNet are available on the OPB website www opb state ga us Once OPB approves an agenc
34. cy must submit an amendment to its budget to reflect actual or estimated receipt of other funds 4 State funds previously budgeted and reserved by the State Accounting Officer from a prior fiscal year and expected to be spent in the current fiscal year shall be amended into the current fiscal year budget as Other Funds Prior Year Funds xxx where xxx specifies the fund source as follows e Prior Year funds State General Funds Prior Year funds Motor Fuel Funds Prior Year funds Tobacco Funds Prior Year funds Lottery Funds Prior Year funds Brain and Spinal Prior Year funds Governor s Emergency Funds e Prior Year Funds Other 5 Revenue planned to be expended shall be amended into the agency budget Transfers Between Agencies EXO 1 If a transfer of a program is part of a general legislative bill not the appropriations act an executive order must be issued to outline the transfer A transfer by executive order must be a stand alone amendment identified as Governor s Executive Order A copy of the executive order must be included in the approved amendment and retained in the OPB file The transfer between budget units is operationalized through an amendment to the AOB of all agencies involved 2 Where the appropriations act is not clear or conflicts with general law the OPB Director will determine the appropriate transactions 3 When transfers occur the OPB Director or his her d
35. e computer charge if a lease enter the terms of the lease Vendor Name If known enter vendor name Cost Type Database Required Entry Select Development or Production Development costs are associated with the planning design or development of a new IT system or the revamping of an existing IT system Production costs are associated with the operation or maintenance of an existing live IT system Transaction Type Database Required Entry Select from the drop down menu GTA or Other Current Enter the amount Totals for instructions please see the Calculating Sub Totals and Totals section 1 Annual Operating Budget Agency Department of Audits amp Accounts Submit Date D Program 0850200 Audits and Assurance Services Review Date Je Sub program 0850203 Audits of Local Education Agencies Regional Libraries Approve Date ee Data Set FY08 AOB Status s i A fe f gt f f f P f CNI Fund if 300 if 301 303 if 304 5 306 307 Y 312 Other amp Unique Federal Other 7 j ROE MY Purch Equip Comp Chrgs Real Estate Telecom Contractual Services Object Classes Funds Funds A A Distribution PS ti 305 Schedule of Computer Charges IT Expenses L Remove 3 People Soft Code amp Category of Charge Charge Option Description Vendor Name Cost Type Transact
36. ecom Contractual Services Object Classes Funds Funds A gt B 301 Schedule of Regular Operating Expenses Sub object class or Account Current Change New Total 640000 Travel 180 105 0 80 105 612000 Motor Vehicle Expenses 25 850 0 25 850 613000 Publications and Printing so 0 0 614000 Supplies and Materials 28 660 0 28 660 615000 Repairs and Maintenance 20671 0 20 671 2 616000 Equipment not req on inventory so 0 0 617000 Water and Sewage 975 0 975 618000 Eneray 20 150 0 20 150 619000 Rents Other than Real Estate 2 246 0 2 246 620000 Insurance and Bonding 2 884 0 2 884 622000 Freight 11 797 0 1 797 627000 Other Operating Expenses 38 936 0 38 936 611000 Postage 6 289 0 6 289 TOTAL 228 563 0 228 563 Recalculate Save FY 2008 AOB Instructions 16 SCHEDULE OF MOTOR VEHICLE PURCHASES 303 Policy For the purpose of completing the Motor Vehicle Purchases schedule a motor vehicle shall be defined as any motorized vehicle that carries an operator and in most cases can carry passengers regardless of price Most motor vehicles are licensed road worthy vehicles Included in the motor vehicles definition are airplanes helicopters water craft and golfcarts ATVs and other small motorized transportation Additional accounts and sub accounts have been added by SAO to the State Chart of Accounts to more specifica
37. ed for the new fiscal year Occasionally fiscal affairs transfers may be a later amendment amendment 2 or 3 as long as it is included in the base used to develop the next year budget FY 2008 AOB Instructions 35 3 Fiscal affairs amendments for the current year shall be processed before the OPB deadline for the final state funds amendment Federal Funds Amendments FOF 1 Federal fund grants identified in the appropriations act shall be spent on that program Additional funds new grants not anticipated by the appropriations act or funds that can be legally used in multiple programs may be amended to any program Federal funds that were included in the appropriations act but not received should be amended out 2 Federal funds not identified in the appropriations bill are managed by the agency in accordance with the purpose for which the funds were granted 3 Federal direct funds shall include those funds that are received directly from federal agencies using the fund source identifier 10xxx 29xxx as defined in the State Accounting Procedures Manual Federal direct funds shall be amended into the receiving agency s budget as Federal Funds 4 Federal indirect funds shall include those funds that are received from organizations both within and outside of State government and are accounted for using the fund source identifier 30xxx 39xxx as defined in the State Accounting Procedures Manual Federal indirect fund
38. edule of Equipment Remove pi ao Purchase Type Purchase Option Equipment Account Category Description of Equipment Quantity Current ChangeNew Total y A Replacementx A Purchase A 821000 T Equipment A ad 92 410 0 92 410 al Select One M x A Select One Vx al Select One via Jal El 0 0 lal Select One vle al Select One v al Select One Y lx A Jal E 0 0 1 al Select One iv al Select One iv al Select One Va al lal 0 0 A Select One M x a Select One V a Select One visa Jal Is 0 0 al Select One M x a Select One V x al Select One mea la 0 0 Ak asterisks indicates mandatory field TOTAL 92 410 0 92 410 FY 2008 AOB Instructions 19 SCHEDULE OF COMPUTER CHARGES IT EXPENSE 305 Policy Included in this schedule is information on the program s total computer charges and IT expenses A detail break out of sub accounts assigned to this class is defined in the SCOA Using the proper account expenditures of less than 4 999 for computer supplies rental of computer equipment and repairs and maintenance should also be charged to Computer Charges IT Expense as stated in the SCOA Data Entry PeopleSoft Code and Category of Charge Database Required Entry Select the category from the drop down menu Charge Option Database Required Entry Select from the drop down menu Lease or Purchase Description Enter a brief description ofth
39. eeeeaueeeeseeeeenanes 6 APPROVED BUDG ETIN THE PEOPLESOFT PROG RAM LEDGER uuu cecececccccccceeeeeeeeeeceeeeeeeeeeeeeeeeeens 6 INTRODUCTION TO BUDGETNET ccccecceecceecceecceeecacececceeecasecceceeeceeeeeeeaueeaeesanesanss 7 REQUESTING BUDG ETNETACCESS ccccccssesseseccecssessessesssceeceucsussucesesucsursussetsessacsacsutsatsatsansensaneeeeeess 7 SYSTEM OVERVIEW ene eti bebi cache een dead a end Deeb Na dwa ol kw n n a W kapa kw DOZ e Be a n k sa KR ae 7 AOB SC HED WLES as 11 ACCESSING THESE HEDULES ete ct eos n sek kaban wee tied tia 11 PROGRAM FUND SOURCE bbtttaaeeaaataaanaaanaaaatttttaaaaaaaeaaennnnnnnasssootteasasoosnnnasonoooonessssnsnnnnnnnnnnansnnnnnnnn 13 SCHEDULE OF PERSO NAL SERVIC ES 300 Liiiaeettttteaeeeeaaaeaatttteeeaeeeoootooooeeeesssooooooeeesassssoooononannnn 14 SCHEDULE OF REG ULAR OPERATING EXPENSES 30I1 Litteeeeretttrrteeeeesettooesooesessssooooooooaasassssanonnonn 16 SC HEDULE OF MOTOR VEHICLE PURC HASES 303 cccccececceeceeeeceeeeeeceeeeeeeeeeeeeeeeeeaueaeeeeeeeeueaeees 17 SC HEDULE OF EQ UIPM ENT 304 niiata tee a aea Sera Naaa tat kos Vaude AE easain 19 SCHEDULE OF COMPUTER C HARG EY IT EXPENSE 305 ccoococccccccccccnnnnconcnnnnnnnnonnccnnnnnnnnnnanncnnnnnns 20 SC HEDULE OF REAL ESTA TE 306 L00teeeaeettttttee aaa ttttaeaeaeaaeaeaottteoeeeeoooooeosssaeassreeoeeeoeeeessssooonononanoonn 21 SCHEDULE OF TELEC OMMUNICA TIO NS 307 ccccccccccecesceseeeceeceeeseceeeeeceeeceuaeeeeeeeeeeauaueeeees
40. eeeneaeees 22 SC HEDULE OF CONTRACTUAL SERVIC ES 312 00 ecccecccccccccseeeceeecceceeeeeeeeeeeeeeaueceeeeueeeeeeaueeeeeseeenans 23 SC HEDULE OF UNIQUE OBJ ECT CLASSES c cccccococcconononcnnnonencnnononononoconononononnnnnnnnnnnncnnnnnnncnanennnncannnss 24 SC HEDULE OF FEDERAL FUNDS bb ceccceccecccccceeceeeceeeeceecueeceeeceeeceneuueeeeseeeeauauseeeeeeeeeeauaeseseeeenaenenees 25 SC HEDULE OF OTHER FUNDS i a tate aeae aaa aaesoottoeeeeeeoooooeeoeseeesosoeoooeooeseeasssoooonononnan 26 REPO RIS Ak at ot kk AN 27 ACCESSING AOB REPORTS cccccccccccecceccceeceecececeeeseeeeeeceeeeaueaseeeeeeeeeeaueeeeeseceeauaaeeeeeeeeeesauaaseeeeeeseees 27 SUBMITTING TRE AO B3 die yote taa ote kk a 29 SUBMITTA PRO G ESS cuatri rai 29 APPROVAL PROCESS rin di ad a lic an As e in eee 29 ACCESS TO YOUR NEXT DATA SET AMENDMENT cccceceeceeecceceeeeceeeceeeeeeaeeeeeeeeeseeeeaueneeeeeenenaes 29 ISSUES TRACKING SYSTEM ITS siccescsac cis ee ke ccs canted a kn bave e as ponn kanse pase 31 OPB ISSUES TRAC KING SYSTEM bik aaa aaa eras 31 AMENDMENTS TO THE AO Bi adds 35 GENERAL INFORMA TO Nico dt dada cacao 35 OPB POUCY FOR AMENDMENTS 0 cccccccccceeeeeeeeeceeceeeseeeceeceeeauaeceeeeeeeeeeeaueueeseeecauaauceeeeeeeeeaaanenees 35 AMENDMENT TYRES ui dit 35 OPB POLICY FOR SPECIFIC AMENDMENT TYPES ccccccccnnnnccccnnnnnnnnnancnonononononanancnnnnnnnnnnnnnnnnnnnnnnnnn 35 APPENDIX e a aaa ee sacs on sos cass 39 Standard Cost Data for FY 2008 Personal SEIVICES
41. em vi x Reported By Your E Mail Prerana Karve OPB Subject Subject Information Goes Here Content FMS Requires the following information Enter your details explaination Agency Name Budget Year DataSet Name Report Number Optionally you can provide Program Name Sub program name Schedule name Priority Medium Status Not Started Assigned To Group Assigned To Employee Due Date Po S Figure 1 Ticket FY 2008 AOB Instructions 31 Table 1 contains a short explanation for each field in the ticket Field Name Explanation Ticket The number assigned to the ticket once it is saved Ticket Type Select whether you are reporting an error asking a question making a suggestion or any other option in the drop down Default is Error Application What application this ticket refers to BudgetNet Internet OPB Intranet GLIS COBS etc This will already be filled out for you Category Select what category applies to the ticket is it about a report a screen display etc Reported By Please enter your name and e mail if not already populated so that you can be contacted regarding this ticket Your e mail Enter your e mail address It is a required field Subject mandatory field Enter the subject of the ticket For example Report 68 Content Type in your question suggestion or issue Y
42. es to Approved with the date The House and Senate budget offices will also be notified by e mail each time a data set is approved in BudgetNet ACCESSTO YOUR NEXTDATA SET AMENDMENT Once OPB approves an agency s AOB the agency may request access to their next data set amendment one The request form is located on the BudgetNet Homepage Click AOB Amendments click FY08 and then click Add Next Amendment You get the following message Your request for another amendment has been sent You will be notified when the amendment is open and ready for agency use A Welcome to the State of Georgia s Office of Planning and Budget C OPTIONS D Logout already logged in AOB Amendment Options 4 FYO7 4 FYO8 A Annual Operating Budget Amendments 4 Submit to OPB Pre Check A Analyst AOB Amendment Reviewed a a Division Director AOB Amendment Add Next Amendment Budget Development Options roval a Allotments a a Strategic Plan Options a Performance Measure Options a Update Personal Agency Information Issues Tracking System Generate a Support Ticket REPORTS Budget Net Reports lt 4 Report Queue Status LINKS 4 State Accounting Office y DOCUMENTS J lt Accessing BudgetNet lt 4 FY05 Instruction Manuals 4 AFYOS FY06 Instruction Manuals 4 AFYO6 FYOT Instruction Manuals P 4 AFYOT FYO8 Budget Instruction EYO7 Instruct
43. esignee will facilitate and broker the transition and budget transactions among the involved parties 4 After the executive order has been signed and issued both the sending and the receiving agencies should process their amendments within the same timeframe FY 2008 AOB Instructions 36 5 Program transfers to another agency should be reflected in both the sending and the receiving agency s budget by the cut off amendment for the next fiscal year budget development Governor s Emergency Funds EXO The Governor s Emergency fund is made up of state funds that are managed by the Governor and may be used to respond to unanticipated expenses The Governor may allocate the funds in any manner except that the following three restrictions apply e The funds must be allocated to a state agency or budget unit e The funds may not replace otherwise budgeted funds and e The funds may not create a continuing obligation for the state Once the Governor has authorized the allocation of emergency funds the funds are transferred from the Governor s Emergency Funds program to the specified receiving agency as a Governor s Emergency Funds fund source Agencies must submit their Governor s Emergency Funds amendments as a stand alone amendment Type EXO Agencies must submit their Governor s Emergency Funds amendments within a short time period after the Governor has authorized the funds Appropriated Federal Funds Transfe
44. etail in the appropriations bill is the level of budgetary control and is the level of reporting requirement OPB will summarize any federal fund sources that are not in the appropriations bill as federal funds not itemized for reporting purposes Agencies may adjust appropriated amounts of detail federal fund sources in 3 ways 1 Agencies may amend in federal funds collected in excess of the total amount of the specific fund source appropriated to the agency 2 Agencies may de amend amend out federal funds not earned by the agency and 3 Agencies may increase the appropriated amount of a particular federal fund source by 50 by transferring the amount from another program funded by the same federal fund source Calculation of the amount transferred is based on the stated amount in the Appropriations Act Other Funds Agency funds and Intra state governmental transfers are classified as Other Funds for purposes of the AOB Agency funds and intra state governmental transfers are listed in the bill for information purposes only and do not constitute appropriations The AOB must include a total for Other Funds that equals the sum of agency funds and intra state governmental transfers listed in HB 95 however the AOB is NOT required to match the detailed fund FY 2008 AOB Instructions 2 sources for other funds listed in HB 95 Budget amendments should contain the agency s best estimate of other funds to be
45. he Use Name of Other Fund and Purpose Description to provide further clarification Name of Other Fund If non state or agency funds is selected under Category enter the name of the fund source Purpose Description Enter additional information about the fund source any Current Data entry for the AOB Enter the amount of the fund Change Data entry for amendments only Enter the change amount New Total Calculated field Total Displays the total other funds entered on the schedule of other funds Accumulated Total Displays the other funds from the program fund source screen Difference Between Total and Accumulated Total When the other funds schedule is complete Total should match Accumulated Total If not the system will alert the user by displaying the difference in red BudgetNet will not allow the agency to submit the AOB until the difference is resolved BudgetNet users may run the submit pre check at anytime to determine if a program is in balance The pre check validation process compares the total amounts on the Program Fund Source Screen to the total amounts entered on the object class schedules and the federal and other fund detail schedules See Section titled Submitting the AOB for instructions on running a pre check nature of the fund This is not a required field agency Department of Audits amp Accounts Submit Date
46. his information allows OPB to ensure that expenditures conform to both the letter and the intent of the General Assembly and Governor in the approved appropriations acts T Once the AOB is approved changes to fund sources fund transfers between object classes and fund transfers among subprograms within a program may occur only through the amendment process 8 Agencies shall maintain an amended annual operating budget that reflects the best estimate of federal and other funds for the fiscal year and may adjust their estimate by amendment during the fiscal year The AOB as amended shall reflect the final spending plan to the extent possible Programs and Subprograms 9 OPB creates the Program and Subprogram names and accompanying seven digit identifier Should the agency require new program codes it must contact OPB prior to entering the budget into BudgetNet PeopleSoft or the agency s accounting system 10 Subprograms are established by OPB in consultation with the agency and are not published in the appropriations bill or Governor s Budget Report Subprograms are used to provide detailed tracking of budgets and or expenditures within large complex programs 11 Changes to subprogram structure must occur in the original AOB and are approved by OPB as part of approving the AOB Once the AOB is approved further changes to program subprogram structure will only be permitted by an amended appropriations act or by written appr
47. ied into Excel These and additional reports are also available for the amendment process FY 2008 AOB Instructions 28 SUBMITING THE AOB SUBMITIAL PROCESS Before you submit the AOB run a pre check All BudgetNet users have access to run a pre check on data sets Only authorized BudgetNet users usually the fiscal officer can submit data sets The pre check currently has three purposes 1 It checks to see that federal and other funds totals from the fund distribution screen matches the totals on the federal and other funds detail schedules 2 It checks to see that your fund distribution totals by program subprogram match the sum of the total funds on all the object class schedules by program subprogram 3 It will alert you if there are any negative fund balances However it will not prevent you from submitting the AOB To run a pre check 1 Go to the BudgetNet Homepage 2 Click on AOB Amendment Options under Options Click the fiscal year FY08 Click Submit to OPB Pre Check A filter screen appears Select your agency Select the data set FY08 AOB From the option dropdown select Pre Check 8 Click Run Submission Pre Check ASON Og The pre check will result in one of the following two messages All programs have passed the validation process Your FY 08 data set may now be submitted to OPB Or The programs listed below did not pass the submit to OPB validatio
48. ion e Capital Outlay schedule for cash funded projects e Implementation plans for new initiatives or enhancements and e Other supporting information such as expenditure plans for activities budgeted through unique object classes APPROVED BUDGETIN THE PEOPLESOFT PROG RAM LEDGER OPB sends the appropriated fund source amounts by program by agency from the approved AOB from BudgetNet to PeopleSoft in an overnight process No object class or subprogram data is sent The amounts appear in the Program Ledger in PeopleSoft the next day FY 2008 AOB Instructions 6 INTRODUCTION TO BUDGETNET The AOB and amendments will be submitted electronically using the Office of Planning and Budget s on line application called BudgetNet Currently in its fourth development phase BudgetNet is a web based database designed to eliminate paper submissions and to provide a centralized repository of budget information for all state agencies and programs BudgetNet is the first enterprise wide financial system developed and successfully implemented for Georgia state government Enhancements to the FY 2008 version of BudgetNet include designation of amendment type when submitting and modifications of the reports functionality Please remember that BudgetNet is under development and is therefore a work in progress We want to hear from you If you have suggestions for improving BudgetNet please let us know through our electronic Issues
49. ion Manuals lt 4 Captial Outlay Budgeting System Ki FY 2008 AOB Instructions 30 ISSUES TRACKING SYSTEM ITS OPB ISSUES TRACKING SYSTEM The Issues Tracking System ITS allows users to create tickets to file trouble reports ask questions or raise issues When users click on the ITS button they are taken directly to the ticket entry screen They enter the pertinent data and click on submit The initial ticket is not assigned It is the OPB help desk s responsibility to periodically review the tickets check that all information that is needed has been supplied and assign them for resolution Tickets are initially assigned to one ofthree teams design development or support As tickets go through this process an ITS internal log is used to record what is done Once a ticket has been addressed the history of the ticket is maintained in the database Following are directions for creating and submitting a ticket In order to do this you will create a Ticket which can be accessed by clicking on the Generate a Support Ticket link on the BudgetNet Homepage or in the toolbox on the Agency AOB Homepage This will open a second browser window with an empty ticket which will look similar to Figure 1 Main Menu Ticket OPB Issues Tracking Test Ticket A e d 4 Ticket Type Error Application Category Office of Planning amp Budget Financial Management Syst
50. ion Type Change ri All x x Current New Total a 814000 Supplies amp Materials A Purchasex a a lA Production A Otherx 22 980 0 22 980 l A 815000 Repairs amp Maintenancex la Purchasex a a la Production A Other 49 072 0 49 072 la 816000 Equipment Under Capitalization Threshhold la Purchasex a a A Productionx A Otherx 41 075 0 41 075 1 lA 863000 Software Not Capttalized x la Purchasex a a LA Production A Otherx 3712 9712 i la 864000 Software Maintenance amp Support aPurchases la a la Production A Others s se 125 so 68 126 al Select one venn a Select one vi al al A Select one Si ja Select one x 0 0 a Select one a Select one v x a al al Select one Vi al Select one i sa 0 A Select one Y x al Select one Y x al al al Select one M al Select one Y x 0 0 A Select one Y x a Select one Y x al a Select one al Select one w x 0 0 Aj Select one Y x a Select one Y x al al Aj Select one M al Select one Y x 0 0 asterisks indicates mandatory field TOTAL 190 965 0 190 965 a Recalculate Save FY 2008 AOB Instructions 20 SCHEDULE OF REAL ESTATE 306 Policy All leased real estate cost by the agency must be included on this schedule The program budget should reflect planned expenditures for the fiscal year OPB will access information on owned space and many of the details on leased space using the
51. lly budget and expense motor vehicle purchases These additional sub accounts are reflected on this schedule under the Vehicle Type tab For motor vehicles costing less than 4 999 agencies should use the sub accounts under account 701000 For vehicle purchases costing 5 000 or more agencies should use the sub accounts under 722000 The generic sub account 722001 should no longer be used If additional sub accounts should be added for a vehicle type not contemplated please contact SAO Some agencies that have historically budgeted heavy mechanized equipment as motor vehicles should now budget those items as equipment using the accounts under class 304 For purposes of the Motor Vehicle Count only road worthy motorized vehicles that are licensed and carry passengers are included in the vehicle count and considered part of the state fleet All leased vehicles are included in the motor vehicle count Any vehicle purchased and used by a state agency regardless of the fund source used to purchase that vehicle should be included in the Motor Vehicle Count Before the agency may purchase a vehicle they must show sufficient funds in the Motor Vehicle Purchase object class under the program s for which the vehicle will be used Data Entry There are two separate unrelated counts of motor vehicles that must be entered into BudgetNet as described below Authorized Motor Vehicle Count Database Required Entry Enter
52. n Get Report The filters screen then opens for the selected report Reports are available in three formats PDF Excel Spreadsheet Report Format or Excel Spreadsheet Raw Format The two latter formats allow users to export data to Excel Users who want to manipulate the data in the reports should select Excel Raw Format To access reports from the BudgetNet Homepage or the agency toolbox 1 Click BudgetNet Reports 2 Under report categories click on next to AOB 3 The AOB Reports menu appears Select the desired report from the menu Ifa report has multiple options you must click the sign to display the options Click on the desired report 4 A filter screen appears Please note that the filter screens can vary by report What follows is a representative example Each filter has a drop down box Follow the instructions and select the desired options from the drop down lists Select a Report Format Choose from PDF Excel Spreadsheet Report Format or Excel Spreadsheet Raw Format Select an Agency If applicable choose an agency Note that this option only appears for users who work with multiple agencies Select a Process Type Budget Year Select FY08 AOB Amendment Select a Data Set Select FYO8 AOB Select a Program Select the desired program from a list of the department s programs Include Attached Agencies If applicable check the box Email Notific
53. n Please correct the problems and run this again The submit process will not function if these discrepancies are not corrected All errors must be corrected before the data set can be submitted to OPB There are three possible errors listed under this message 1 The following programs have discrepancies between the fund distribution total and the object class totals 2 The following programs have discrepancies between the other fund distribution total and the other fund detail schedule totals 3 The following programs have discrepancies between the federal fund distribution total and the federal fund detail schedule totals You could have any one or all of these messages on a pre check If you receive the second message correct the problem and repeat steps 1 7 for the pre check If you receive the first message you are ready to submit or if you receive a message that reads The following programs have negative fund source balances and those balances are correct you are ready to submit To submit your AOB to OPB 1 Go to the BudgetNet Homepage 2 Click on AOBAmendment Options under Options Click the fiscal year FY08 Click on Submit to OPB Pre Check A filter screen appears Select your agency Select the data set FYO8 AOB From the option dropdown select Submit Click on Run Submission Pre Check Once the Pre Check runs again a comment box appears Use this space to annotate your AOB
54. nly select a sub program from the list The server will time out your session and log you off within 45 minutes if you do not communicate with it Communication with BudgetNet means e Clicking save show program list or the tabs across the top of the screen e Selecting a dataset program or subprogram Clicking any of these resets the 45 minute clock If the server logs you off you will not be notified that you have been logged off until you communicate with the server again If the server logs you off you will lose any data added since your last communication REMEMBER TO SAVE FREQUENTLY FY 2008 AOB Instructions 11 Action Buttons Most schedules contain the following action buttons that serve important functions Remove All Left column header Click to delete all detail records from the schedule Click Save and then Confirm to delete the data Remove Left column Click the box in front of the row you want to delete Click save and then confirm to delete the data Remove and Remove All do not appear on the ROE and Other amp Unique Object Class schedules Recalculate Click to update calculated data on the screen Note that clicking the recalculate button does not save the data Save Click to recalculate and save data If you do not click the save button prior to accessing another screen schedule you will lose your data Always remember to freq
55. ny unique object classes Capital Outlay Major Maintenance and Repairs 309 See Template Schedule of Capital Outlay Cash Funded Projects Enter the amount of cash funded capital outlay on the scheduled provided Complete the supplemental schedule to provide a description of each project funded Each project should be identified as either Capital Outlay or Major Maintenance and Repairs Transfers 314 Enter the expenditures that are budgeted for the purpose of being transferred to another state entity Grants and Benefits 315 Enter the expenditures for payments outside of state government to individuals communities and other organizations Unique Object Classes See Template Schedule of Unique Object Classes Enter the budgeted amount for the unique object class Complete the attached supplemental schedule to provide a brief description of each unique object class Totals for instructions please see the Calculating Sub Totals and Totals section Sub program 0850203 Audits of Local Education Agencies Regional Libraries Data Set FY08 AOB 4 f if 300 if 301 if 303 if 304 if 305 if if 307 if ROE M Purch Equip Comp Chrgs Fund 306 L Distribution PS Real Estate E 309 Capital Outlay 0 314 Transfers 0 315 Grants and Benefits 0 Current 7 Annual Operating Budget n Agency Department of Audits amp Accounts Submit Date R Program 0850200 Audits and Assurance Services Re
56. o see will appear in this list 2 Select the budget year from the drop down box in the top left hand corner Internet 3 Select a data set FYO8 AOB from the drop down box 4 Click Show Program List for a list of agency programs and subprograms 5 Select a program or subprogram from the list Remember that data entry occurs at the lowest level if a program has subprograms data FY 2008 AOB Instructions 8 entry will only be possible at the subprogram level Note The Fund Distribution screen is the only screen that allows a user to load the fund sources at once for all sub programs associated to a specific parent 6 Tabs with object classes and class codes appear across the top right hand side of the screen The tabs link users to the schedule for the respective object class To begin data entry select the Fund Distribution tab Agency AOB Amendments Homepage Governor s Office of Agency Distribution followed by object class schedules and federal or other funds Annual Operating Budget Department of Audits amp Accounts Planning amp Budget Program BUDGET NET Sub program Data Set FY08 AOB Agency arty em Department of Audits amp Accounts i Submit Date P Review Date Approve Date yo Status s l R l A Budget Year Process FY08 AOB Amendment vi Data Sets FYOBAOB__ Mi Show Program List List of Programs Department of Audits amp Accounts FYO8
57. oft contact your agency s assigned OPB policy analyst for approval Please submit one 1 copy of the personal services projection with your AOB Adjustments or position changes such as new authorized positions that are not included on the report projection error corrections and all other personal services expenditures should be recorded on the Schedule of Personal Services See Appendix A for a listing of Standard Cost Data for FY2008 Personal Services Data Entry Schedule of Personal Services Base Enter the total for the program or subprogram for each of the following as applicable Authorized Position Count Current Salary FICA ERS Retirement TRS Retirement and Health Insurance TOTAL Click on the Save or Recalculate button This calculates the sum of Total Fringes and the sum of Current Salary plus Total Fringes Changes to Salary and Fringes for PeopleSoft users Changes to Personal Services projections are reflected in this section List positions to be added and then list positions to be deleted after July 1 2007 Enter adjustments or position changes such as new authorized positions in the Appropriations Act that are not included and correct errors in the projections Position changes that affect more than one position with the same title may be grouped Enter positive numbers to add positions negative numbers to delete positions and 0 if there is no change to the position count
58. onal Servicesx A Professional Services A Per Diem A 851000 Professional Technical Services Computer Tx A Professional Services a Select One M a Select One Mx a al Select One al Select One vie al i al Select One v a Select One vil al a Select One M a Select One Via a Select One M a Select One Vea A asterisks indicates mandatory field Funds Description x Annual Operating Budget 312 Schedule of Contractual Services Number of Consecutive Vendor Original Effective Years Funded Current Change New Total a A 7 1 2006 a0 112 106 0 12 106 la A 7 1 2006 a0 30 200 0 30 800 leal al el ai S 0 0 x al al a si so so Je af al ki ao fok so so lx al al e Zs so so al al ad J g so so TOTAL 42 906 0 42 906 Recalculate Save FY 2008 AOB Instructions 23 SCHEDULE OF UNIQUE OBJ ECTCLASSES Policy The following common object class and any unique object classes assigned to the program are found on this schedule Please contact your OPB policy analyst to add or delete any unique object classes OPB policy analysts may request additional information regarding the detailed budget plan for unique object classes This documentation should be provided to the OPB analyst as part of the AOB submission Data Entry Current Enter the amounts budgeted for each object class listed on the schedule Capital outlay transfers grants and benefits and a
59. our application may require specific information in order for us to be able to process your ticket efficiently These instructions will appear to the left of the content field Please provide the necessary information and explain the issue giving as many details as possible If an error message appeared please be sure to include it in its entirety Table 1 Ticket Fields Table 2 contains a short explanation about the buttons Button Name Action Save Saves the ticket and refreshes screen with saved edits Save Attachment s Saves the ticket then opens up new page to allow user to attach a file e g a screen shot to the ticket for additional information See additional instructions in the next section Uploading Files with Tickets Save Exit Saves the ticket and closes the window Duplicate This button appears once the ticket is saved Clicking on it will create a copy of the ticket you just entered without the subject When you have multiple issues that are similar you can duplicate the ticket and modify the information that requires modification Cancel Closes the ticket without saving it Table 2 Buttons In order to keep a reference of the ticket you have created please click the Save button first This will save the information you have entered refresh the page and assign your ticket a number Save this number for your records if you want to follow up on the ticket later You
60. oval of the OPB Director or Deputy Director 12 Subprogram name changes are permitted during the fiscal year as long as the associated seven digit identifier is not changed Object Classes 13 Unless otherwise provided in the appropriations act OPB shall define and determine the object classes assigned to an agency for budgeting purposes 14 For purposes of AOB and amendments budgets will be tracked by program fund source and object classes In some cases OPB may require budget information by account within an object class 15 New unique object classes must be approved by the OPB Director or OPB Deputy Director Working with the agency the OPB analyst or Division Director shall determine the common object classes appropriate for a given program CHANGES TO THE STATE CHART OF ACCOUNTS The State Accounting Office SAO and OPB are continuing to work to reduce the number of accounts currently being used in state government The plan is to implement a new chart of accounts over the next two fiscal years and to map all accounts to a specific object FY 2008 AOB Instructions 3 class When fully implemented accounts will reflect a commodity or service purchased Motor Vehicle Purchases Additional sub accounts have been added to the State Chart of Accounts SCOA for FY 2008 to account for the various types of motor vehicles See the Motor Vehicle Purchase schedule section below for more information IM
61. rs AFF Agencies may increase the appropriated amount of an appropriated detail federal fund source by 50 by transferring the amount from another program funded by the same appropriated detail federal fund source Calculation of the amount transferred is based on the stated amount in the Appropriations Act The federal funds in the appropriations bill are Federal Funds Not Itemized Temporary Assistance for Needy Families Block Grant TANF Social Services Block Grant Child Care and Development Block Grant Foster Care Title IV E Maternal and Child Health Services Block Grant Medical Assistance Program Preventive Health and Health Services Block Grant Community Mental Health Services Block Grant Prevention and Treatment of Substance Abuse Block Grant Federal Highway Administration Highway Planning and Construction State Children s Insurance Program Community Services Block Grant Low Income Home Energy Assistance TANF Block Grant Unobligated Balance CCDF Mandatory and Matching Funds NEW TANF Transfers to Child Care Development Fund NEW Appropriated Federal Funds Transfers amendments must be submitted to OPB as a stand alone amendment Internal Transfers ITN The agency should maintain an approved budget that reflects the agency spending plan by program and object class subprogram if applicable Amended Appropriations Bill AFY 1 The agency must submit an amendmen
62. s budget report and changed by the General Assembly These detailed expenditures by sub account are identified in SCOA Data Entry Type Database Required Entry Select from the drop down menu Bid Pass Through Per Diem or Sole Source Account Category Database Required Entry Select from the drop down menu Description Database Required Entry Enter a brief description and purpose of the contract Vendor If known enter name of vendor Original Effective Date Database Required Entry Enter the date of the original agreement with the vendor that is providing the service Number of Consecutive Years Funded Enter the number of years this vendor was hired for the same service Current Enter the budgeted amount Totals for instructions please see the Calculating Sub Totals and Totals section agency Department of Audits amp Accounts Submit Date Program 0850200 Audits and Assurance Services Review Date Sub program 0850203 Audits of Local Education Agencies Regional Libraries Approve Date Data Set FY08 AOB Status s 1 R I A 4 gt f f f f gt f Fund 300301 303 IF 305 r amp Unique Federal Other 3041 a YO 3o f_ 307 3 Othe ROE MV Purch Equip Comp Chrgs RealEstate Telecom Contractual Services Object Classes E Distribution PS Y g Remove g Type Account Category All x x A Per Diem A 651000 Professi
63. s shall be amended into the receiving agency s budget as Federal Funds if the receiving agency is responsible for reporting to the grantee on the use of the funds as required by the federal grantor federal expenditure restrictions remain intact In order to ensure that agencies continually update their federal fund receipts before approving an allotment OPB will analyze expenditures and revenues by fund source by program If the expenditures from federal funds appear to be significantly out of line with the budget the agency may be required to submit an amendment to update the approved budget Other Funds Amendments FOF 1 Funds received by an agency as payment for services provided to a second agency should be amended to the receiving agency s budget as other funds All intra agency transfers intra governmental transfers are considered a type of other funds 2 Federal indirect funds where no specific requirement exists to provide federal reporting are considered non Federal and shall be amended in as Other Funds on the other funds schedule and shall be accounted for using the unrestricted funding source 60xxx 89xxx when such funds are from an organization outside of State government or the intra state organization non federal funding source 90xxx 97xxx when such funds are from organizations within State government as defined in the State Accounting Procedures Manual 3 An agen
64. se instructions can be accessed electronically on the OPB website at http www opb state ga us by 1 double clicking on the word Budget or by 2 double clicking on the Menu item OPB BudgetNet or by 3 clicking on BudgetNet at the bottom of that screen Documents are on the right hand side REFERENCES TO FY 2008 APPROPRIATIONS BILL HB 95 LANGUAGE Supplanting of State Funds Section 50 expresses legislative intent regarding the use of State funds appropriated to replace a contemplated loss of Federal funds Salary Adjustments Section 53 provides for a salary adjustment The general salary increase is 3 effective January 1 2008 Pre K K 12 teachers and bus drivers have different effective dates Additional information is provided to continue efforts to bring certain job classifications up to market benchmarks Budgetary Control and Interpretation Section 55 expresses legislative intent regarding the structure of the appropriations bill and what the level of budgetary control is for audit purposes State Funds The AOB must comply with the stated appropriation for the program at the lowest level of detail for State General Funds Lottery Fund Proceeds Tobacco Funds Motor Fuel Funds and Brain and Spinal Injury Trust Fund These state funds may only be adjusted or transferred between programs in the amended budget process or by approval of a fiscal affairs committee Federal Funds The lowest level of d
65. spent in each program Agencies should prepare the AOB using the Other Funds sources that were used in FY 2007 The State Auditor will conduct the audit of each state agency in accordance with this Budgetary Control and Interpretation policy and will report any violations to the Appropriation Committees of the House and Senate the State Accounting Officer as well as the Director of the Office of Planning and Budget AOB POLICIES l By May 31 all state departments agencies boards and authorities shall submit an AOB to OPB to reflect the general appropriations act and the agency financial plan for the next fiscal year 2 The AOB must be in compliance with the programs and fund sources established in the appropriations bill OPB may adjust the agency s AOB so that it conforms to the appropriations act or return it to the agency for revision 3 The AOB shall reflect the program or subprogram budgets by object classes 4 The program structure approved in the AOB shall be maintained as the official structure for the duration of the fiscal year unless adjusted in the amended appropriations act or by executive order By Schedules and supplementary information are considered the AOB or financial plan and periodic work program see OCGA 45 12 82 of the state entity or budget unit and shall govern expenditures 6 Object class schedules fund source schedules and other supplementary information are required by OPB T
66. t that reflects only the approved changes in the amended appropriations bill as a stand alone amendment 2 Amendments reflecting the amended appropriations bill must be processed prior to any amendments for fiscal affairs transfers that are approved after the bill passes and is signed 3 Amended appropriations amendments for the current year must be processed before the OPB deadline for the final state funds amendment General Assembly and Judicial Branch Amendments for the legislative and judicial branches shall be approved as submitted unless they violate OCGA 45 12 78 b FY 2008 AOB Instructions The following provides an overview of the amendment process by amendment type TABLE 1 Amendment Type Submit as a Initiated by Stand Alone Executive Appropriation Fiscal Affairs Order Agency FAA Fiscal Affairs YES XXX FOF Federal and or Other XXX Funds ITN Internal Transfers alignment of funds among object XXX classes and subprograms within a program EXO Governor s Executive Order YES XXX AM Amended Appropriations YES XXX a Appropriated Federal Funds YES XXX ransfers The clean up amendment is not an amendment type in BudgetNet but a common term used for the amendment that makes adjustments to the AOB in federal and other funds and by object class to more accurately reflect the starting budget for the fiscal year FY 2008 AOB Instructions 38 A
67. uently save your data Note that availability of action buttons varies from schedule to schedule Once a data set is submitted to OPB the save button no longer appears on the screen when viewing that particular data set Entering Budgeted Amounts In the FY 2008 AOB agencies will use the Current column in each schedule to load total funds for each object class and sub object class account For amendments the Current column will be locked and any changes to the current approved AOB will be entered in the Change column BudgetNet will automatically add five rows once the existing rows are populated and saved All sub totals and totals are calculated fields Click Recalculate or Save to display updated amounts REMINDER Always save your work before you move to another schedule or the data you have entered will be lost FY 2008 AOB Instructions 12 PROGRAM FUND SOURCE Policy Initially all fund sources are loaded when data sets are advanced from the cutoff amendment used for budget development however the AOB must reflect both program structure and fund sources as captured in HB 95 Submit an ITS ticket to add or remove any fund sources to comply with HB 95 Fund sources by program are captured on the program fund source screen Capturing fund sources at the object class level is no longer a requirement of OPB Reminder you can turn off fund sources not used by your agency by su
68. urther changes to program subprogram structure will only be permitted by an amended appropriations act or by written approval of the OPB Director or Deputy Director Agencies should be aware that due to changes in the state chart of accounts not all schedules will be populated with prior year data Should an agency choose to advance a data set the following schedules will be populated e Fund Distribution Personal Services Regular Operating Expenses Equipment Real Estate Rentals Other and Unique Object Classes The following schedules will not contain prior year data and agencies will begin AOB data entry with blank screens Motor Vehicle Purchases Contractual Services Computer Charges IT Expenses Voice and Data Communications Federal Funds Other Funds STANDARD PROGRAM CODES The program code structure in FY 2008 has been standardized to facilitate sharing of financial data by program among OPB SAO the House Budget Office and the Senate Budget and Evaluation Office The first five numbers identify the program The last two numbers 01 99 identify the subprogram e g 1560100 Agriculture Education program 1560101 Extended Day Year subprogram 1560102 Youth Camps subprogram In BudgetNet programs without subprograms have a program code that ends in 01 In PeopleSoft they will also have a parent program ending in 00 e g BudgetNet program code 1444501 and PeopleSoft program code 1444500 and 1444501
69. view Date Approve Date Status s l R l A 312 For v U Federal Other Telecom Contractual Services Object Classes Funds Funds Schedule of Unique Object Classes Change New Total 0 0 0 0 0 0 Recalculate Save FY 2008 AOB Instructions 24 SC HEDULE OF FEDERAL FUNDS Policy The FY 2008 AOB Federal Funds screen has a drop down menu of the federal fund sources and CFDA number that have typically been used by the agency in the past If the CFDA and name are not in the agency list contact the BudgetNet helpdesk to add CFDA codes and names that are needed The sum of all federal funds listed must be in balance with the total federal funds entered on the Funds Distribution screen A special report will be available for amendments that filter the data entered by the agency and show the federal funds in the format of the appropriations act by program Data Entry CFDA and Federal Grant Title Database Required Entry Select the CFDA code from the drop down menu Fund Code Enter the five digit PeopleSoft fund source code Multiple entries may be made against the same CFDA fund source This is not a required field y Agency Purpose Description Describe the purpose of the federal fund Current Data entry for the AOB Enter the amount of the fund Change Data entry for amendments only Enter the change amount New Total Calculated field Current
70. y s AOB the agency may request access to their next data set amendment one The request form is located on the BudgetNet Homepage Click AOB Amendments click on FY08 and then click on Add Next Amendment You get the following message Your request for another amendment has been sent You will be notified when the amendment is open and ready for agency use AMENDMENT TYPES During the fiscal year the agency may amend its budget for a variety of reasons see Table 1 on page 38 The agency must identify what type ofamendment is being submitted in BudgetNet The notation SA indicates that these amendments are stand alone amendments and only the authorized changes should be included the amendment The agency can select from the following Amendment Types when submitting an amendment in BudgetNet e Fiscal Affairs FAA SA e Governor s Executive Orders EXO SA e Appropriated Federal Funds Transfer Amendments AFF SA e Amended Fiscal Year Appropriations AFY SA e Federal and Other Funds FOF e Internal Budget Transfers ITN OPB POLICY FOR SPECIRC AMENDMENT TYPES Fiscal Affairs Amendments FAA l The agency must submit an amendment that reflects only the approved fiscal affairs transfer These amendments must net to zero by fund 2 In most cases the fiscal affairs transfers for the new fiscal year should be submitted to OPB as the firstamendment after the AOB is approv

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