Decentralized Processing of Budget Transactions
prepared by Budgetary Services

DEFINITION: Decentralized processing is a method in CUFS that allows for decentralized data entry of documents for undesignated general funds (A001) without the end user having the ability to actually process the document. This process will be in place for changes made in lieu of submitting an A123 when the following conditions are met. Restrictions placed on passwords prevent processing at the departmental or vice presidential level. In accordance with the Board of Trustee regulations, review will occur at the vice presidential level by viewing the document on the CUFS suspense file (SUSF). Final review and approval will occur in the Budget Services Office.

INCLUSIONS:

                        Zero balancing transactions within area/unit up to $100,000
                        One time changes
                        Establishment of new budget lines at zero
                        Deactivation of invalid budget lines
                        Add 'Y' Spending Control Indicator (Full Control)
                        Remove 'Y' Spending Control Indicator (Eliminate Full Control)

EXCLUSIONS:

                        One time changes to or from any central reserve account
                        One time budget reductions
                        Permanent changes

SCENARIO:

Departments needing to change a budget amount within the above restrictions can complete the change at their own workstations in lieu of completing an A123. The VP office/representative will review the transactions for their area daily from the SUSF table. The Budget Services Office reviews the documents following the VP review. All this will be completed in one business day.

REPORTING:

In accordance with Board of Trustee rules, the Executive Director must review and approve all budget transactions for undesignated general funds. Since forms will not be required under this procedure, a report of transactions must be provided to the VP for Finance from the Budget Services Office including a description of the transactions.

MISCELLANEOUS:

All documentation, training, telephone support, and reporting will be handled by the Budget Services Office. Documents necessary for this process will include the EB and ET documents.

BENEFITS:

Allows for fast entry into CUFS. Eliminates duplicate work between the departments and Budget Services Office as departments can enter a document just as quickly as they can type or write a form. Utilize CUFS in a sophisticated manner to give us accurate and timely budget information.

MISCELLANEOUS INFORMATION

TO GET TO THE DATA ENTRY STARTUP SCREEN

1. TYPE CUF AT THE UCCC NETWORK SCREEN AND PRESS ENTER.
TYPE CUFS AND PRESS ENTER

2. AT THE FRONT END MENU, TYPE 1 (TABLES), YOUR USERID AND PASSWORD; THE
PRESS ENTER

TO DELETE DOCUMENTS

1. TO DELETE A DOCUMENT, TYPE A ‘D’ IN FUNCTION AND PRESS ENTER

LEAFING FROM A DOCUMENT TO TABLES

When processing EB or ET documents, leafing to tables will help process the document when problems are encountered. Some examples of why to leaf include needing to look up a budget or an expended amount or a proper function code.

LEAFING INSTRUCTIONS:

1. HIT HOME KEY TO GET TO ACTION LINE

2. ENTER 'L' FOR LEAF IN THE ACTION LINE, PRESS SPACE BAR ONCE AND TYPE THE
TABLE ID

3. IF NECESSARY, TYPE IN THE ACCOUNT CODE OF THE LINE IN QUESTION AND PRESS
ENTER