Details Page for Employees

Use this page to review and update the full budget record for a ledger account. The Details page includes the following information:

Budget control account tied to the Expenditure Ledger record.
Budgeted and actual amounts for the previous three fiscal years.
Budgeted, year-to-date, and projected amounts for the current fiscal year.
Base and new amounts at the three standard approval levels, Requested, Recommended, and Approved.
Projected amounts for four future years.

You can update this information for budgeting purposes. Figures entered in the page's Budget Year and Future Year fields are saved to the Expenditure Budget Process pages for their respective levels.

When you access an account in the Details page, you can itemize the account or add notes using the Notes item on the toolbar.

To display the Details page, search for and list ledger accounts in the Expenditure Budget Process - Requested page, select an account by pointing to the appropriate row of the worksheet, and then click the Details item.

Fields

The Details page’s fields are numeric. Decimal/12,2

Field	Description
Budget Unit	Code for the low-level Organization Chart record tied to this Expenditure Ledger account. Display only.
Account	Code for the expenditure account tied to this Expenditure Ledger record. Display only.
Budget Budget Unit	Key organization tied to the budget control Expenditure Ledger account for the ledger record you accessed. If you do not use parent-child accounting, then this field value matches the code in the Budget Unit field. Parent-child accounting refers to a system where you use “parent” (or control) Expenditure Ledger records to track the expenditures for groups of “child” ledger accounts. Each parent provides a total of all expenditures recorded in its associated child ledger accounts.
Budget Account	Code for the expenditure account tied to the budget control Expenditure Ledger account for the ledger record you accessed. The budget unit and account combination must exist in Budget Preparation’s Expenditure Ledger. If you are not using a budget control account for this Expenditure Ledger record, keep the default values, which are the same as the budget unit and account codes in the first two fields.
Freeze	Selection determining the approval level where the ledger account’s budget figures are frozen. Select: N-Not Frozen D-Requested Level R-Recommended Level A-Approved Level F-Future Level When data is frozen, it cannot be overwritten with the Apply/Move Budget option. However, you can still update frozen ledger accounts in the Expenditure Budget Process pages for the Requested, Recommended, Approved, and Future Year levels.
Active Iteration/Phase	Codes identifying the iterations and phases of the account currently accessed for each of the three standard approval levels: Requested, Recommended, and Approved. If no iteration is loaded for a level, then NONE displays. This field only appears if there are records in Budget Preparation’s Budget Iterations and Phases tables.
Prior Year Budget (3rd, 2nd, and Prior Year)	Budget amounts, if any, for this ledger account in each of the past three fiscal years. The following updates occur when you run the New Budget Year extraction, based on history records in Fund Accounting and Budget Preparation: Prior Year Budget equals the budget in Fund Accounting for this ledger account in the previous fiscal year. 2nd Prior Year and 3rd Prior Year Budget are updated based on the ledger account’s Budget Preparation record for the current fiscal year. The Prior Year and 2nd Prior Year Budget in the current year’s Budget Preparation record become the 2nd and 3rd Prior Year Budget for the record generated from the extraction.
Prior Year Actual (3rd, 2nd, and Prior Year)	Actual expenditure amounts, if any, for this ledger account in each of the past three fiscal years. The following updates occur when you run the New Budget Year extraction, based on history records in Fund Accounting and Budget Preparation: Prior Year Actual equals the total expenditures in Fund Accounting for this ledger account in the previous fiscal year. 2nd Prior Year and 3rd Prior Year Actual are updated based on the ledger account’s Budget Preparation record for the current fiscal year. The Prior Year and 2nd Prior Year Budget in the current year’s Budget Preparation record become the 2nd and 3rd Prior Year Budget for the record generated from the extraction.
Current Year Budget	Budget amount for this ledger account in the current fiscal year. If original budget data was extracted from Fund Accounting, this field shows the original expenditure budget posted for the ledger account in the current year. If current budget data was extracted, this field shows the budget including any budget transfers and adjustments.
Current Year YTD	Actual year-to-date expenditure amount for this Expenditure Ledger account, as of the last extraction from Fund Accounting.
Current Year Estimate	Projected expenditures for the current fiscal year based on the Current Year YTD figure and percentage of the year completed. The system calculates this when the Apply Budget option is run at the Requested Level. For details on this option, refer to the Apply/Move Budget Option > Apply Budget Option section in Expenditure Budgeting for Administrators.
Requested Base	Core expenditures budgeted for this ledger account in the upcoming year at the first standard approval level. A base expenditure is any amount that was also included in last year’s budget. The requested level signifies the expenditures requested for the new year. You can enter the amount, or it can be system-calculated with the Apply/Move Budget option. For information on this option, refer to Expenditure Budgeting for Administrators. Tip: You can also use the Notes Page item to update this field.
Requested New Program	Expenditures your department is requesting for next year that were not included in last year’s budget.
Recommended Base	Core expenditures budgeted for this ledger account in the upcoming year at the second standard approval level. A base expenditure is any amount that was also included in last year’s budget. The recommended level signifies the expenditures that have gone through the first standard level of approval. You can enter the amount, or it can be system-calculated with the Apply/Move Budget option. For information on this option, refer to Expenditure Budgeting for Administrators.
Recommended New Programs	Expenditures for this ledger account that were not included in last year’s budget and have gone through the first standard level of approval.
Approved Base	Core expenditures budgeted for this ledger account in the upcoming year at the final standard approval level. A base expenditure is any amount that was also included in last year’s budget. The approved level signifies the expenditures that have gone through final approval and are ready for posting to Fund Accounting.
Approved New Programs	Expenditures for this ledger account that were not included in last year’s budget and have gone through the final level of approval.
Important	The system combines the Approved Base and Approved New Programs values when the budget is posted to Fund Accounting.
2nd Year - 5th Year Estimate	Projected budget amounts for each of the four years following the budget year. The projections can also be system-generated using the Budget Administrator center’s Apply/Move Budget option. For information on this option, refer to Expenditure Budgeting for Administrators.