Modify an Existing Capital Project Budget

Purpose:  Use this document to modify an existing Capital Project budget in ctcLink.

Audience:  Finance/Grant Fiscal Staff.

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

  • ZZ PC Local Configuration
  • 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.

Navigation: Project Costing > Budgeting > Budget Detail

  1. The Budget Detail search page displays. Enter the Business Unit.
  2. Enter or search for the Project.
  3. Select the Search button and the Budget Detail page displays.
  4. Select the Budget Items icon on the appropriate activity and the Project Budget Items window displays.
    1. In the Spread Option drop-down field, select Adjust by Amount.
      1. Add an additional line(s) by selecting the Add a New Row [+] icon(s).
      2. If you need to move funds from one budget item to another, add two lines - one line to remove funds from one budget item and second to add the budget to the new budget item.  
    2. Enter or lookup the new Project Budget Item for each appropriate line.
    3. Enter the new Budget Adjustment amount for each appropriate line.
Select budget items icon and enter new budget info.
  1. Select the General Ledger Detail tab and the General Ledger Detail tab displays.
    1. Enter the appropriate chartstring information.
    2. Select the Distribute Budget button.
    3. Select the OK button and the Budget Detail page displays. Notice that the Budget is still not eligible for finalization (yellow caution triangle).
  1. Select the Even Spread button on each appropriate line. You will now notice the Budget is eligible for Finalization (green check mark).
  2. Select the Save button.
Budget detail page with the Even Spread buttons highlighted for recently created rows. The Save button and Budget Plan link is also highlighted.
  1. Select the Budget Plan hyperlink and the Budget Plan page displays.
    1. On the Budget Plan page, select the Finalize tab.
    2. Select the Finalize icon.
    3. A message window displays 'Budget Plan Finalization has been processed.' Select the OK button and the Budget Plan page displays.
    4. Select the Process Monitor hyperlink to view the status. Please refer to the Process Schedule Request steps for further instructions.
Budget plan page on the Finalize tab with the Finalize tab, Finaliza button, and Process Monitor hyperlink highlighted.

Once the Process Monitor indicates Success and Posted, navigate back to the Budget Plan and Budget Details pages to review. Enter or search for your Project ID number and then select the Search button.

Select the General Ledger Detail tab to view posted ChartField values on the Project Budget Items page. Note these fields are 'grayed' out or 'posted'. Note the Total Budget is the SAME. A successful budget modification should have zero editable or open boxes. If you have editable/open boxes, check your ChartString for missing field values.  

  1. Process complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial Via Panopto

View the external link to Modify an Existing Capital Project Budget. This link will open in a new tab/window.