---
title: "Navigating the Budget Construction Document"
canonical: "https://kb.uconn.edu/space/FPB/10942119974/Navigating%20the%20Budget%20Construction%20Document"
format: markdown
---
Users can navigate the Budget Construction (BC) document.

> ℹ️ To learn how to access and open a BC document, see [Understanding the Budget Construction Selection Screen](https://uconn.atlassian.net/wiki/spaces/FPB/pages/10942119950).

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BC documents *never* enter workflow or routes for approval. If the **Status** at the top right corner of the document says *FINAL*, the document will remain in this status during the entire budgeting cycle. Access to edit the BC document is given by pushing the document down to a lower level in the organization hierarchy related to the Account associated with the BC document. This is discussed in more detail in the [System Information Tab](#NavigatingtheBudgetConstructionDocument-_System_Information_Tab) section.   
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When you open a BC document, the first step is to check whether you have the ability to update the document by verifying the *"Edit access granted"* message at the top of the screen. If you do not see the message, the document is not at the level you are responsible for, meaning you can view but not edit the document.  
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System Information Tab

The **System Information** tab on the BC document is broken down into four sections. 

### System Information

- Contains the information and attributes regarding the Account or Account/Sub-Account combination associated with the BC document.
- Identifies the source Fiscal Year – the system used to pull General Ledger balances to populate the funding lines by object code on the document.

### Next Year Information

- Includes the Fiscal Year of the current budget cycle.
- Includes organization hierarchy information for the Account associated with the BC document.

### Approval Level Data

- Displays the Current Level in the organization hierarchy where the document is and the Organization at the level.
- Level Chart/Org UC-0000: represents the Office of Budget & Planning regardless of the Current Level value listed.
  - Only the BC Processor of the organization listed in the Level Chart/Org field has edit access to the BC document.

### Controls

- Allows BC Processors to pull up or push down a BC document within the related organization hierarchy. To push down or pull up, use the dropdown list to select the appropriate level, and then click the **Push Down** or **Pull Up** button.
  - A BC Processor can only **Push Down** a BC document if they have edit access granted.
  - A BC Processor can only **pull up** a BC document if they are assigned to an organization higher in the organizational hierarchy than the Current Level listed on the document and can only pull up to their assigned organization.

> ✅ To learn how all documents within an organization can be pushed down or pulled up at the same time, see [Pushing Down by Organization](https://uconn.atlassian.net/wiki/spaces/FPB/pages/10942120110/Pulling+Up+and+Pushing+Down+BC+Documents#_Pushing_Down_by) and [Pulling Up by Organization](https://uconn.atlassian.net/wiki/spaces/FPB/pages/10942120110/Pulling+Up+and+Pushing+Down+BC+Documents#_Pulling_Up_by).> Macro (anchor)

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Revenue and Expenditure Tabs

The funding lines for object codes on the BC document are split into two different categories:

1. **Revenue**
2. **Expenditure**

All funding lines related to revenue object codes (object codes with Object Types *IN*) can be found under the **Revenue** tab, while the funding lines related to expenditure object codes (object codes with the Object Types *EX*) can be found under the **Expenditure** tab.

The Revenue and Expenditure tabs contain several columns of information. See the table below for column details.

|  |  |
| --- | --- |
| ***OBJECT** | Displays the object code being budgeted. Loaded based on base budget and/or actuals posted to the account in the previous fiscal year. |
| **SUBOBJECT** | Displays the sub-object code being budgeted. Loaded based on base budget and/or actuals posted to the account in the previous fiscal year. |
| **Prior Year Actual Amount** | Displays the accumulated total for Actuals (Balance Type *AC*) posted to the General Ledger in the Prior Fiscal Year for the object code.   
<u>*Example*</u>*: If the budgeting cycle is for FY22, data in this column is from FY20.* |
| **Current YTD Actual Amount** | Displays the accumulated total for Actuals (Balance Type *AC*) posted to the General Ledger in the Current Fiscal Year-To-Date for the object code.   
<u>*Example*</u>***:**** If the budgeting cycle is for FY22, data in this column is from FY21.* |
| ***Base Budget** | Displays the Base Budget (Balance Type *BB*) posted to the General Ledger in Prior Fiscal Year for the object code. The Current Budget balance for an Account is not considered during the budgeting cycle. |
| ***Requested** | This field is pre-populated with the amount displayed in the **Base Budget** amount field. To update the amount, simply click on the **Requested** field and type in the new amount (must be a whole number). This differs from budgeting for salaries. |
| **% Change** | Displays the calculated difference between **Base Budget** amount and the **Requested** amount. |
| ***Total Requested FTE** | Displays the total FTE (Full-Time Equivalent) count for permanent salary object codes. This column is displayed under the Expenditure tab only. |

### Revenue Tab

The Revenue tab allows you to display, create, update, and delete BC revenue funding lines. It is used for three purposes.

- For the Office of Budget & Planning to load the budget control amount to 2-Ledger Account using object code **4100** – *FY Permanent Budget (BO use only)* and **4101** – *FY Fringe Rate Adj Bdgt (BO use only)*.
- To budget other revenues an account may receive directly, including fees, sales, and other income.
- To record transfers from other accounts.

> ℹ️ For more information, see [Budgeting for Transfers Between Accounts](https://uconn.atlassian.net/wiki/spaces/FPB/pages/10942120015/Transfers#_Budgeting_for_Transfers).

### Expenditure Tab

The Expenditure tab allows you to display, create, update, and delete BC expenditure funding lines. This is where most of your work during the budget cycle occurs.  
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 The Expenditure tab is broken into three different sub-sections.

- Salary
- Fringe Benefit
- Contractual/Commodities

#### Salary

The Salary section includes funding lines for salary object codes. Salary object codes include the following:

|  |  |  |
| --- | --- | --- |
| **5110** | Regular Payroll - Classified | Budgeted by Position |
| **5111** | Regular Payroll - Faculty | Budgeted by Position |
| **5112** | Regular Payroll - Other Professional | Budgeted by Position |
| **5230** | Payroll - Durational/Temporary | Budgeted in Aggregate |
| **5231** | Payroll – Other Special Payroll | Budgeted in Aggregate |
| **5232** | Payroll - Faculty Summer Pay | Budgeted in Aggregate |
| **5233** | Payroll – Adjunct Faculty | Budgeted in Aggregate |
| **5240** | Payroll - Student Labor | Budgeted in Aggregate |
| **5245** | CWS Payroll - Student Labor (CWS only) | Budgeted in Aggregate |
| **5250** | Payroll - Graduate Students | Budgeted in Aggregate |
| **5260** | Payroll - Post Doctorate Students | Budgeted in Aggregate |
| **5310*** | Payroll - Snow+Ice Differential | Budgeted in Aggregate |
| **5320*** | Payroll - Accrued Vacation | Budgeted in Aggregate |
| **5330** | Payroll - Allowances | Budgeted in Aggregate |
| **5340*** | Payroll - Holiday Pay | Budgeted in Aggregate |
| **5350*** | Payroll - Lump Sum Payments | Budgeted in Aggregate |
| **5360*** | Payroll - Longevity | Budgeted in Aggregate |
| **5370** | Payroll - Overtime | Budgeted in Aggregate |
| **5380*** | Payroll - Shift Differential | Budgeted in Aggregate |
| **5390*** | Payroll - Accrued Sick | Budgeted in Aggregate |

> ⚠️ Do not budget collective bargaining increases (CBIs) in these object codes on 2-Ledger accounts. CBIs are funded by the Office Budget & Planning throughout the year.

To learn more about budgeting for salary object codes, see the following sections of this document.

- [Budgeting by Position for an Account](https://uconn.atlassian.net/wiki/spaces/FPB/pages/10942120020/Budgeting+for+Salaries#_Budgeting_by_Position_1)
- [Budgeting by Position for an Organization](https://uconn.atlassian.net/wiki/spaces/FPB/pages/10942120020/Budgeting+for+Salaries#_Budgeting_by_Position)
- [Adding a TBA Position](https://uconn.atlassian.net/wiki/spaces/FPB/pages/10942120077/To+Be+Announced+TBA+Positions#_Adding_a_TBA)

#### Fringe Benefit

The Fringe Benefit section includes funding lines for fringe benefit object codes. The system is designed to automatically generate and update these funding lines based on the object codes and amounts entered in the Salary section. <u>There is no need to update this section manually.</u>

Fringe Benefit object codes include the following:

|  |  |
| --- | --- |
| **5391** | Payroll - AAUP 1% Buyback |
| **5610** | Fringe Benefits - Classified (5110) |
| **5611** | Fringe Benefits - Faculty (5111) |
| **5612** | Fringe Benefits - Other Prof (5112) |
| **5630** | Fringe Benefits - Duration+Temp (5230) |
| **5631** | Fringe Benefits – Other Special Payroll (5231) |
| **5632** | Fringe Benefits - Faculty Summer Pay (5232) |
| **5633** | Fringe Benefits – Adjunct Faculty (5233) |
| **5640** | Fringe Benefits - Student Labor (5240) |
| **5650** | Fringe Benefits - Grad Students (5250) |
| **5660** | Fringe Benefits - Post Doctorate Students (5260) |
| **5670** | Fringe Benefits - OPS |

#### Contractuals/Commodities

The **Contractuals/Commodities** section includes funding lines for non-compensatory object codes.  
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 The following pooled object codes have been created for budgeting purposes only:

|  |  |  |
| --- | --- | --- |
| **ANC1** | Animal Care Pool - Budget Only | ANCR |
| **DUE1** | Dues And Memberships Pool - Budget Only | DUES |
| **SUB1** | Subscriptions Pool - Budget Only | SUBS |
| **FEE1** | Fees Pool - Budget Only | FEES |
| **INS1** | Insurance Pool - Budget Only | INSR |
| **RNT1** | Rentals And Leases Pool - Budget Only | RENT |
| **SER1** | Services Pool - Budget Only | SERV |
| **SUP1** | Supplies Pool - Budget Only | SUPP |
| **TEL1** | Telecommunications Pool - Budget Only | TELE |
| **TRN1** | Transp/Motor Vehicles Pool - Budget Only | TRNS |
| **EMP1** | Emp/Student Payments Pool - Budget Only | EEPM |
| **OTH1** | Other Expenses Pool - Budget Only | OTHX |
| **FNA1** | Financial Aid Pool - Budget Only | FINA |
| **TRV1** | Travel Pool - Budget Only | TRAV |
| **ENR1** | Energy/Utilities Pool - Budget Only | ENER |
| **EQC1** | Equipment Pool - Capital - Budget Only | EQCP |
| **EQN1** | Equipment Pool- Non-Capital - Budget Only | EQNC |
| **EQL1** | Equipment Pool - Library - Budget Only | EQLB |

> ℹ️ To learn more about mass updating the Requested field for Contractuals/Commodities object codes, see [Importing Requested Amounts for Revenues, Contractuals/Commodities and Transfers](/wiki/spaces/FPB/pages/10942120007).

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## Using the "Show Zero Requested" Button> Macro (anchor)



You may notice that the **Sub-Totals** or **Total** **Amounts** on the Revenue/Expenditure tabs do not sum correctly. This happens if you budget by pool, and the actual expense is posted on a non-pool object code.

In the example below, the amounts listed for the prior year and current year-to-date for each Contractuals/Commodities line item (EQN1, FEE1, SER1, etc.) do not equal the Contractuals/Commodities Expenditure Sub-Totals.  
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When this occurs, use the **show zero requested** button at the top left of the page to display funding lines that have actuals in the **Prior Year Actual Amount** and/or **Current YTD Actual Amount** columns but do not have<u> an amount in the </u><u>**Base Budget**</u><u> column</u>.   
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## Using the "Adjust by Percent" Functionality> Macro (anchor)



The **Revenue** and **Expenditure** tabs both contain the **Adjust by Percent** functionality. This functionality on the Budget Construction document can be used for all funding lines under the Revenue tab (except transfers) and only the Contractuals/Commodities funding lines on the Expenditure tab.

> ℹ️ For more information regarding the Adjust by Percent functionality for Salary funding lines, see [Budgeting by Position for an Organization](https://uconn.atlassian.net/wiki/spaces/FPB/pages/10942120020/Budgeting+for+Salaries#_Budgeting_by_Position).

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For Expenses, this functionality should be used to make a flat adjustment to Contractuals/Commodities funding lines only.

1. Simply enter the percentage amount you would like to adjust the funding lines by. You can increase the funding by entering a positive number or decrease the funding by entering a negative number. Percentages with up to two digits following the decimal point are allowed.
2. Click **Apply**. The adjustment calculation will be made using the **Base Budget** amount. The adjusted amount will be populated in the **Requested** field.   
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## Using the "Projected Fund Balance" Tab> Macro (anchor)



The Projected Fund Balance tab displays on all BC documents. The tab is located below the Expenditure tab.  
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Upon submission of the budget, a projected fund balance must be entered in at least one account of each sub-fund, representing the aggregate projected fund balance for the entire sub-fund within the organization. You may enter a projected fund balance for each account.

The **Projected Fund Balance** tab contains four fields.

- **Projected Beginning Fund Balance:** Enter the projected fund balance the account (or entire sub-fund within the organization) will have at the beginning of the fiscal year that is being budgeted.
- **Revenue Totals:** The amount listed in this field is derived from the **Revenue** tab and will automatically update if funding lines are updated on the **Revenue** tab.
- **Expenditure Totals:** The amount listed in this field is derived from the **Expenditure** tab and will automatically update when funding lines are updated on the **Expenditure** tab.
- **Ending Fund Balance:** The value in this field is automatically calculated by the system upon the entry of a **Projected Beginning Fund Balance** amount and the BC document being saved.
  - **Ending Fund Balance** = Projected Beginning Fund Balance + Revenue Totals – Expenditure Totals

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