Helpful Resources

Helpful Resources

Standard Budget Ledger

 

The following resources related to the Standard Budget Ledger (SBL) will be available until Workday goes live; however, as of July 1, 2021, SBL reports are no longer supported by UCF Financials. These reports will not reflect accurate data for report dates past June 30, 2021. For up-to-date information, use Workday Adaptive Planning to run reports containing budget information.

The files below should be downloaded to your local drive and not be opened directly from your browser. Creating Standard Budget Ledger journals requires the following two files to be in the same directory, preferably in a folder on the C:\ drive of your computer.

The first file, UCF SBL JournalTemplate Prod.xlsm is for creating and maintaining budget journals for the Draft and Final ledgers. The second file, JRNLMCRO_WS.xlam is a companion file the template needs in order to function properly.

Failure to download and use the updated files below will likely result in an error when attempting to upload journals.

To download, RIGHT CLICK on each link and click on Save Target As

As of November 2019, Microsoft Windows 10 is required to upload offline journals. 

Other Budget Resources

Frequently Asked Questions

How can I approve my own budget journal?

If you have the Standard Budget Approver (SBA) code on the Departmental Authorization List (DAL), then you can approve your own journals within your own Journal Source. Otherwise, the approval of one’s own journal is not permitted. For more information, see the FBU 130 UCF Financials Budgeting Tools webcourse.

How do I change the date on a journal that I have already imported into UCF Financials?

Once an offline journal has been imported, you cannot change the date. You can however copy the journal in UCF Financials, then edit the date on the Journal Entry Copy page, and delete the original.

Click OK when you have changed the date, then submit as usual. Once you’ve submitted the copied journal with the corrected date, you will need to delete your old journal. Delete only once you’ve submitted your corrected journal. For more information, please see the “Deleting a Journal” Addy Note.

How do I find the Budget Allocation Tool?

You must run the Budget Allocation Final report in UCF Financials to generate the Budget Allocation Tool. (See the How to Run a Standard Budget Ledger Report” Addy Note for these steps.

My user ID is not listed on the Offline SBL Journal Template.

Check the Departmental Authorization List (DAL) to ensure that you have the Standard Budget Creator (SBC) code. If you do, and your NID does not appear on the offline SBL template, please contact the Financials Service Desk for assistance.

My journal was approved last week, but F&A has not yet posted it. What should I do?.

If you have the Standard Budget Approver (SBA) code on the Departmental Authorization List (DAL), then you can approve your own journals within your own Journal Source. Otherwise, the approval of one’s own journal is not permitted. For more information, see the FBU 130 UCF Financials Budgeting Tools webcourse.

I am getting an error message "Cannot submit this journal for approval because no valid approval rule found for BU UCF01. (5010.150." when I try to submit my journal. How do I proceed?

This message indicates there is an issue with the security setup. Please contact the Financials Service Desk for assistance.

How much budget should I keep in contingency?

The contingency should represent budget that is not expected to be used during the current fiscal year. For non-E&G departments, it represents the unit/ department’s general operating reserve. For E&G departments, it may represent the general operating reserve as well as other operating or carry forward funds committed for expenditures anticipated in future years.

While reserve requirements for each unit and department will differ, best practice suggests an organizational unit (or VP Org) maintain a general operating reserve in a range of 3% to 7% of its base budget in contingency. The unit may choose to maintain its contingency in a limited number of centrally held/ reserve departments or across departments within the organizational unit. During your allocation process, discuss this with the budget official for your area to agree on how this will be managed.

How do I transfer funds that I have already allocated?

Create an SBL Journal with a journal date of the transfer, and transfer from one budgetary account to another. Please note: you can only transfer funds within the current quarter or month that you are in, and are not able to draw from future or past quarters or months.

Where can I find the difference between the permanent, temporary and adjustment type transfers? What is the appropriate use for each?

Adjustment, Permanent, and Temporary are scenario types when doing a budget transfer in the Standard Budget Ledger.

  • Temporary or Permanent – select either temporary or permanent scenario when transferring budget between org units or divisions (example: transferring budget between College of Business and College of Science departments)
  • Adjustment – select adjustment scenario for all other journals which do not transfer between org units or divisions (example: allocating budget between salary category and contingency category in the same department, or moving budget between different departments in your unit)

For these instructions and more information, please see the Addy Note “Using the SBL to Create an Online Budget Transfer“, or the Addy Note “Using the SBL Offline Journal Template to Create a Budget Transfer“.

I ran an SBL report to review budget data for a date after June 30, 2021. It does not reflect accurate information. What should I do?

The SBL tree was discontinued as of July 1, 2021. Any data for dates past June 30, 2021, will be incorrect for reports run from UCF Financials. To obtain accurate information, run a report in Workday Adaptive Planning. For more information view the Adaptive Planning Level and Account Hierarchies webpage and the Knight Vision Adaptive Planning webpage.