Allotments Budget Structure

Design

Allotments are used to manage agencies’ budgets at a level lower than Appropriations. The Allotments Budget Structure provides agencies flexibility to allot to the agency-specific ChartFields (Organization, Project, Contract, Grant, OA1, and OA2) in addition to the Key ChartFields (Fund, Budget Entity, Category) in the Appropriations, Releases, and Reserves Budget Structures. Each agency has the opportunity to select the allotments budget structure control option, which are noted as follows:

• Track with Budget Option – Transactions that exceed allotments will issue a Warning but proceed and subsequently be checked against the appropriations, releases, and reserves structures.
• Control Option – Transactions that exceed allotments will issue a Budget Exception and require resolution (i.e., transaction cannot be completed until the resolution is completed).

Agencies define the combination of ChartFields and the level of budgetary control that best fits their agency’s business and the manner in which they record transactions. For example, agencies can create an allotment for a contract by selecting the agency-specific ChartField of Contract.

The following design considerations are applied to the Allotments budget structure:

• Allotment budget journals are created and maintained by the agencies.
• The Account Type is “Expenditure” so expenditure transactions with the specified Key ChartFields are subject to the Allotment Budget Structure.
• The Budget Calendar is set to “Annual” to configure Budget Year, mirroring the State of Florida Fiscal Year.
• The Allotments Budget Structure is configured as a child to the parent Appropriations Budget Structure.

Maintenance

The Allotments Budget Structure is configured and maintained by DFS and used by agencies to define the level of control for their agency.

Version History