This document is meant to give users an overview of the Fund Intention, Spending Policy and Grant Budget objects, fields and automation used in the processes.

• Fund Intention
• Spending Policy Code
• Spending Policy Entry
• Spending Policy Entry Line
• Grant Budget Entry & Grant Budget Transaction
• Grant Budget Balance

The Fund Intention is a way to carve out a percentage of the Budget to be used for specific causes. Currently, each Fund has just one Fund Intention. Fields include:

• Fund (GAU)
• Percentage
• Fund (Custom)
• Major Purpose
• Subprogram Area
• Description/Purpose
• The Fund Coding section is a group of formula fields pulling from the Fund record

Fields include:

• Spending Policy Description
• Rate
• Number of Qtrs to Average
• Begin Lookback from Period
• Rounding
• GL Account Reporting Group
• GLAV2 (Fund Restriction)

The purpose of this record is to direct the creation of the Spending Policy Entry Lines. Spending Policy Entry records connect the Ledger, Spending Policy Code and the G/L Year Spending Policy to each Fund with the same Spending Policy Code. An automated process will then generate the Spending Policy Entry Lines.

Fields Include:

• Ledger
• G/L Year Spending Policy is Based
• Spending Policy Code: Choose from the available records.(March – 4% 20 Qtr Average, March – 5% 12 Qtr Average, September 4% 20 Qtr Average)
• Calculation Basis
• Status
• Budget Entry Date
• Budget Entry Description
• Current Fund Type
• Entity
• Fund
• Sub Entity
• Fund Family
• Spending Policy Completed by
• Spending Policy Completed Date

Once the Spending Policy Entry record is created, click the “Calculate Spending Policy” button to create the Spending Policy Entry Lines. Spending Policy Lines are a “preview” of what the Grant Budget will look like. This process can take some time to run. The user who runs it will receive an email when it’s finished. As the process begins to run, Spending Policy Entry Lines begin to populate in the related list on the Spending Policy Entry record.

The Spending Policy Entry Line is the record indicating the Budget year, base amount, budget amount and Fund. It is created by clicking the “Calculate Spending Policy” button in the Spending Policy Entry record. Each fund will have a Spending Policy Entry Line for each year. As mentioned above, the Spending Policy Entry Lines populate as the process creates the records. An email will indicate when the process is finished. This is a preview for the Budget but no Journal Entries or Budget records have been created at this point.

If you are satisfied with how the Spending Policy Entry Lines look, click the “Create Budget Entry” button to create the Grant Budget Entry records for the funds. This is the plan for spending for the year. NOTE: If a Spending Policy Entry Line has a Budget Amount = $0, no Grant Budget Entry record is created.

Fields include:

• Fund (Custom)
• Fund (this is GL Accounting Variable 1)
• Budget Year: the fiscal year
• Fund (GAU)
• Base Amount
• Budget Amount

When this process is complete, the Spending Policy Entry record will show Status=Complete and the Spending Policy Completed by user is populated along with the Spending Policy Completed Date field is populated.

As described above, the Grant Budget Entry record is created in the Spending Policy Entry record and is the budget record for the fund and the result of the Spending Policy showing the budgeted amount for the year. Grant Budget Entry is visible from the Fund (GAU). Grant Budget Entry links the Fund and Fund Intention and shows the budget for the year.

Fields include:

• Fund
• Fund Intention
• Fund Intention Description
• Entry Description
• Amount
• Date
• Status

Grant Budget Transaction links the Fund, Fund Intention, Grant Budget Entry and Fund Expenditure records. This shows the Fund Expenditures from the actual Fund (the grants paid out of the fund). Posting the Grant Approval creates the Grant Budget Transaction record. It’s essentially the subledger keeping track of the Grant Budget. The fields include:

• Amount
• Posting Date
• Fund
• Fund Intention
• Fund Intention Description
• Grant Budget Entry
• Fund Expenditure

The Grant Budget Balance record indicates the Fund and Fund Intention and it shows the year, carryover balance, Budget/Spending Amount along with Paid Disbursements and other calculated fields. This record is visible as a related list of the Fund (Custom).

Fields include:

• Fund
• Fund Intention
• Year
• Carryover Balance
• Budget/Spending Amount
• Paid Disbursements
• Ending Balance
• Pending Distributions
• Ending Balance Less Pending