Correcting Budget Exceptions

• ReferencesReferences

  • OBM Travel Rule
  • Travel and Expenses SAFE Policy

Agency Fiscal Staff are responsible for correcting budget exceptions so that Travel Authorizations and Expense Reports can be processed. It is important to correct budget exceptions promptly because Expense Reports cannot be created (from the approved Travel Authorization) or reimbursed (after passing FSS review) if budget exceptions exist.

Budget exceptions can occur at two points in the travel and expense process:

• Prior to travel, after the traveler's supervisor approves the Travel Authorization; or

• Prior to reimbursement, after the Expense Report passes through the OBM Financial Shared Services (FSS) review process.

Documents in budget exception status will automatically be picked up and re-budget checked by the next scheduled batch process until a valid budget status is achieved. Budget exceptions can be corrected by making ChartField changes.

Steps for Travel Authorizations and Expense Reports

Fiscal Staff review and correct budget exceptions for Travel Authorizations and Expense Reports. The example below cover steps for Correcting Budget Exceptions for Travel Authorizations. However, the exact steps can also be applied to Correcting Budget Exceptions for Expense Reports.

• myOhio.gov > MY WORKSPACE > Travel, Expense and Approvals > Self Service > Manager Tasks > Review TA Budget Exceptions

1. Select the applicable expression(s) from the Search Criteria.

2. Enter the Department as the agency's three-letter acronym (e.g., DAS).

3. Click Search.

   • Or click Search without entering search criteria to view all travel authorizations.

   • A list of travel authorizations displays that generated errors when going through budget check.

• Travel authorizations that have generated warnings (rather than errors) will not prevent creation of an Expense Report.

4. Select appropriate travel authorization from the Search Results.

• The Budgets with Exceptions page displays providing detailed information on what is causing the exception.

5. Click Details icon (magnifying glass).

   • The Expense Travel Authority Line Drill Down screen displays with the transaction line details that are in error and where in the Travel Authorization process the exception occurred.

6. Click OK.

• The Budgets with Exceptions screen will return.

7. Click the "Go To...""Go To..." under Transfer.

   
   

8. Click the Go to Budget ExceptionsGo to Budget Exceptions link.

   
   

• The Commitment Control Budget Exceptions page displays.

9. Click Save after Chartfield changes.

10. Click Notify to send a notification.

    • A Send Notification page will display.

11. Complete the Notification Details.
12. Click OK.
13. Repeat the steps above to resolve any additional budget exceptions for the additional expenses.