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ctcLink Accounting Manual | 20.20.20 Commitment Control (Budget Module - KK)

Commitment Control (KK) enables colleges to actively control expenditures against authorized budgets with the following features:

  • Create and maintain control budgets (Entering a Budget Journal)
  • Check actual transactions, i.e. actual expenditures and revenues, against control budgets (Budget Check Journals and Vouchers)
  • Check future financial obligations against control budgets (Budget Check, Purchase Requisitions and Purchase Orders)
  • Check control budget versus actual expenditures that determine residual spending authority (Budget Overview)

Ledger Groups

Data exists in multiple Ledger Groups as shown in table below.

Ledger Group Description Ledger Group Type
ACT_KK Activity Budget Expense
CC_DEPT Com Cntrl Department Budget Expense
CC_ENC Detail Encumb Ledger Group Expense
CC_ORG Com Cntrl Organizational Budgets Expense
CC_REV Revenue Budgets Expense
CC_SUM om Cntrl Summary Budgets Expense
PROJECT_KK Grants and Projects Budgets Expense
Expand All

When control budgets are set up in Commitment Control, they are associated with a specific Budget Period, Business Unit (BU), Operating Unit (OU), Appropriation Index (Fund), Program Code (Class), Organization Code (Dept) and General Ledger Account.

20.20.20.a.1 Manual Entry or Adjustment a Non-Project Budget

Colleges may manually enter, adjust or correct budgets in ctcLink. For most colleges this is not an efficient method of recording the initial budget but would likely be used to correct errors or make adjustments.

For the step-by-step processes for entering or adjusting budgets, or identifying and correcting errors see the ctcLink Reference Center Commitment Control (KK)

It is also possible to create the budget using an Excel budget template and uploading to ctcLink.

20.20.20.a.2 Uploading a Non-Project Budget

It is also possible to create the budget using an  Excel Budget Import template and uploading to Commitment Control. The format for the template MUST NOT be modified in any way for the process to work successfully.

Step 1: Update the Header. You must complete the following fields:

  • Business Unit: must reflect your college BU, i.e. WAxxx
  • Journal Date: the date used for posting
  • Description: how the upload is identified
  • Current Effective Date: usually the beginning of the fiscal year

Step 2: Enter Data Fields

  • Data Flag for Lines: Enter an ā€˜Lā€™ for each row of data
  • Account: This is the account of the budget. It can be account level or roll-up, depending on level of budgeting your college chose
  • Department ID: the department where the budget resides
  • Fund Code: This is the appropriation index
  • Class: This the NACUBO (Program Code)
  • Budget Period: This is the fiscal year of the budget
  • Foreign Amount: This is the amount you wish to budget
  • Line Description: This is the same as the header description
  • Base Currency Amount: This is the amount you wish to budget, it should match the Foreign Amount

Step 3: Save File as CSV

  • Save the file to an accessible location on the college network as a CSV file type (comma delimited).
  • Do Not Open file after saving!

Step 4: Upload the Budget Template

Step 5: Post Uploaded Budget

Budgets for grants, projects and contracts are entered in the Project Costing Module.

20.20.20.b.1 Reimbursable Grant

Reimbursable grant budgets are initially created during the creation of the grant proposal and can be modified prior to generating the grant award in ctcLink.

See the step-by-step process for creating a cost reimbursable proposal beginning with Step 21 in the ctcLink Reference Center.

The F&A (Indirect Cost Rate) and Pricing Setup section allows the college to set up the proposed/allowed indirect rate type and amount.

When the grant is awarded, the college should follow the step-by-step process for establishing the final budget.

20.20.20.b.2 Fixed Price Grant

The process for creating a fixed price grant budgets are similar to the cost reimbursable grants.

See the step-by-step process in the ctcLink Reference Center for creating a fixed price grant proposal beginning with Step 29. Entering the proposed budget instructions begin after Step 38.

The F&A (Indirect Cost Rate) and Pricing Setup section allows the college to set up the proposed/allowed indirect rate type and amount.

When the grant is awarded, the college should follow the step-by-step process for establishing the final budget.

20.20.20.b.3 Prepaid Grant/Contract

The process for creating a prepaid grant/contract are similar to the cost reimbursable and fixed price grants.

See the step-by-step process in the ctcLink Reference Center for creating a prepaid grant or contract proposal beginning with Step 6.

The F&A (Indirect Cost Rate) and Pricing Setup section allows the college to set up the proposed/allowed indirect rate type and amount.

When the grant/contract is awarded, the college should follow the step-by-step process for finalizing the budget.

 

Page Manager: slocke@sbctc.edu
Last Modified: 3/16/23, 4:35 PM

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