9.2 Modifying Project Budgets

Purpose:  Use this document to modify Program Project budgets in ctcLink.

Audience:  Finance/Grant Fiscal Staff.

You must have at least one of these local college managed security roles:

  • ZZ Project Cost Entry-Maint
  • ZZ Project Costing Processing

You must also set these User Preference Definitions:

If you need assistance with the above security roles or User Preference Definitions, please contact your local college supervisor or IT Admin to request role access.

NOTE: This is for a Project that is NOT attached to a Grant. At times, after a Project is awarded, a budget modification is needed.  

The budget modification needs to be completed within the Project Costing Module as to keep the Project and Commitment Control in synch.  

Therefore it is NOT suggested to modify the budget within the Commitment Control Module.

Modifying Project Budgets

Navigation:  NavBar > Navigator > Project Costing > Budgeting > Budget Detail

  1. The Budget Detail search page displays.
  2. Enter Business Unit.
  3. Enter Project.
  4. Select Search.
Budget Detail search page
  1. The Budget Detail page displays.
  2. Select the Budget Items icon.
Budget Detail page
  1. The Project Budget Items window displays.
  2. Select Spread Option = "Adjust by Amount".
  3. Add an additional line by selecting the Add a New Row [+] icon.
  4. Enter the new Project Budget Item.
  5. Enter the new Budget Adjustment amount.
  6. Select the General Ledger Detail tab.
Project Budget Items page
  1. The General Ledger Detail tab displays. Notice the Account auto populates from entering the Project Budget Item.
  2. Enter the appropriate Accounting Distribution or ChartString; i.e. the Operating Unit, Fund Code, Department, Class and Appropriation.
  3. Select Distribute Budget.
select distribute budget on project budget items pagelet
  1. A warning message window displays.  Read it.
  2. Select Yes.
Warning message window
  1. The warning message window disappears.
  2. Select OK to return to the Budget Detail screen.  (Notice the Undistributed Adjustment amount).
select OK on project budget items page
  1. The Budget Detail page displays.
  2. Notice that the Budget is still not eligible for finalization (yellow caution triangle).
Budget Detail page
  1. Select the Even Spread button.
  2. Select Save.
Budget Detail page
  1. You will now notice the Budget is eligible for Finalization (green check mark!).
  2. Select Budget Plan hyperlink to return to Budget Plan.
Budget Detail page
  1. The Budget Plan page displays.
  2. Select the Finalize tab.
  3. Select the Finalize icon.
Budget Plan page
  1. Select the Process Monitor link to view the status of the submitted process requests.  The process is finished when the Run Status = "Success".  Please refer to the Process Scheduling QRG for instructions.
Finalize tab
  1. A successful budget adjustment will reflect the changes where the Total Distributed Budget = Finalized Amount.
total distributed budget equals finalized amount
  1. Process complete.