BFY18 Department Budget Loading Options and Procedures

Agencies must fill out the New Year Profiles Approval form and submit it to their GAO liaison no later than April 10, 2017.  The form can be found on the AFIS Information page at /afis/afis-information.  Agencies will be allowed to choose their department budget loading method for BFY18 to either create an Auto-Generate Budget, a Roll-Forward Budget with the prior year’s budget amounts or a Roll-Forward Budget with a status of draft.  If your agency does not respond, the BFY18 department budget loading structure will default to the same department budget loading structure that is set up for BFY17.  Please review the below procedures to determine which method you would like to utilize.

Keep in mind that all constraints are being turned off for budget structures 92, 93 and 95, but agencies can still choose to manually change the constraints for these structures.  If agencies wish to use constraints similar to BFY17, Constraint ID 61 needs to be changed to Require Override on all lines and levels needing that control.  Agencies can look at the BUDLCON table to review the constraints.

Auto-Generate Budget 

This method may be used for budget structures 92, 93 and 95.  The auto-generate function tracks an agency’s spend without requiring a budget to be loaded.   If your agency elects auto-generate, your BFY17 budget will not roll into BFY18.  Instead, the applicable budget screen will be populated as spend increases for your agency.  If your agency chooses this method, fill out the AUTO-GENERATE BUDGET section on the New Year Profiles Approval form.  Be sure to select which REQBUD by choosing YES in the Auto-Generate drop down.

NOTE: GAO recommends the Auto-Generate option method for agencies using budget structures 92, 93, or 95.  Agencies can select this method and it will track spend without requiring the budget documents.  This method relaxes the budget document requirement and will allow an agency to enter the projected budget amounts at a later date.

The budgets generated using the Auto-Generate method will not show up on Budget related reports in infoAdvantage.  However, spend tracking can still be obtained in expenditure related reports (such as AP-N338).  Agencies may also view the budget information using the online screens such as BQ92LV4.

Roll-Forward Budget with Prior Year’s Budget Amounts in Final/Submit Status

This method may be used for budget structures 91, 92, 93 and 95.  The roll-forward budget with prior year’s budget amount option will roll BFY17 budgets to BFY18 with a status of final.  The Current Budget amount will be the only amount rolled forward.  The agency will need to manually create budget modification documents, if changes are needed to budgeted dollar values.  If your agency chooses this method, fill out the ROLL-FORWARD BUDGET section on the New Year Profiles Approval form.  Be sure to select which REQBUD by choosing NO in the Draft drop down.

Roll-Forward Budget in Draft Status

This method may be used for budget structures 91, 92, 93 and 95.  The roll-forward budget option will roll BFY17 budgets to BFY18 with a status of draft.  Agencies will then need to update the amounts in the budget documents and submit the documents to workflow.  If your agency chooses this method, fill out the ROLL-FORWARD BUDGET section on the New Year Profiles Approval form.  Be sure to select which REQBUD by choosing YES in the Draft drop down.

If you have any questions or require additional information, please contact your AFIS liaison.