Date of Record

Default is the date the system accepts the document. Enter the date ( mm dd yy ) that you want associated with these records, usually the current date. Do not enter a future date.

Accounting Period

Default is inferred from Date of Record . If you want this document recorded in another accounting period, enter the desired, open period ( mm yy ). You cannot enter future periods.

Budget FY

Required. Enter the last two digits of the budget fiscal year to which this document applies.

Fund

Required. Enter the fund budgeted to pay for the objects entered in this document. See Fund Index (FUND) for valid values. If you are modifying existing lines, this field must match the fund originally entered. If units of appropriation are entered on the lines, this fund must match the funds assigned to the appropriation.

Agency

Required. Enter the agency budgeted to buy the objects listed in this document. Refer to Agency Index (AGCY) and Fund Agency Index (FAGY) for valid values. Ensure that these values are valid for the budget fiscal year. If you are modifying existing lines, this field must match the agency originally entered. If units of appropriation are entered on the lines, this agency must match the agency assigned to the appropriations.

Total Revised Budget

Required. Enter the total of all Revised Amounts in whole dollars.

Calculated Revised Budget

Display only. This field displays the system-computed revised amount budget.

Action

Required. Valid values are:

Add [A]

Add new lines to the budget or reactivate an inactive line.

Modify [C]

Change the budgeted positions, description, or the two amount columns in active lines.

Deactivate [D]

Deactivate a line so that you cannot make any further obligations against it. The line is then deleted from the next year's budget by the new year initialization program.

Full Modify [S]

Change description, revenue source references, budgeted positions, spending control indicator, sub-object option, amounts, or series number.

Org

Conditional. Required if Expense Budget Organization Option on Fund Agency Index (FAGY) is Y (required on budget and accounting). Leave this field blank if the Expense Budget Organization Option on Fund Agency Index (FAGY) is N (optional on accounting).

Leave this field blank if both the Expense Budget Organization Option and the Appropriation Organization Option on Fund Agency (FGY2) are Optional on Accounting [N] .

Refer to Organization Index (ORGN) for valid values. If you are modifying existing lines, this organization code must match the organization code that was originally entered.

Appr Unit

Required. Enter the Program Budget Unit element for the items listed on this voucher. See Program Reference Table (PRFT) for valid values. The Appropriation Program element and Allotment Program element will be inferred from PRFT based on Program Budget Unit.

Activity

Conditional. Can only be entered if Expense Budget Activity Option on Fund Agency Index (FAGY) is Y (required on budget and accounting). Enter a valid activity from Activity Index (ACTV).

Function

Conditional. Required if Expense Budget Function Option on Fund Agency Index (FAGY) is Y (required on budget and accounting) or A (required on accounting) for this fund/agency combination. Otherwise this field must be left blank. The function entered must be valid on Function (FUNC). If you are changing an existing line, this code must match the previously assigned function.

Object

Required. Enter the object being budgeted for. Refer to Object Index (OBJT) for valid values within the budget fiscal year.

Sub-Object Required

Default is No [N] . Select Yes [Y] if you want to require sub-object codes on accounting documents that are recording expenditures against this budget line. (Sub-objects provide more detail for reporting purposes.) Use default if you do not want to require sub-objects on accounting documents. On a previously entered line, to change to Yes [Y] , select Full Modify [S] in Action and select Yes [Y] in this field. To change from Yes [Y] to No [N] , select Full Modify [S] in Action and select Reset to No [*] .

If you are reactivating a line, enter this field as described above.

Spending Control

Default is No [N] . Enter Yes [Y] if you want to override Expense Budget Control Option on Fund Index (FUND) for this line only. Yes [Y] means that even though the fund is not subject to budget control, spending for the object defined in this line is restricted to the revised budget amount.

To change a previously entered line to Yes [Y] , select Full Modify [S] or Modify [C] in Action and select Yes [Y] in this field. To change from Yes [Y] to No [N] , select Full Modify [S] in Action and select Reset to No [*] .

If you are reactivating a line, enter this field as described above.

Budgeted Positions

Optional. For reporting purposes only. Applies to personal services lines only. Enter the number of job positions budgeted for in this line. Up to six digits can be entered and the system assumes two decimals. For example, to enter 5 positions, you must enter 500 .

To change a previous entry, select Full Modify [S] in Action. To change a previous entry to blank, select Full Modify [S] in Action and enter an asterisk ( *) in this field. If you are reactivating a line, enter these fields as described above.

Series Number

Not used in MARS.

Revenue References

Optional. For reporting purposes only. Enter up to three revenue source codes. Refer to Revenue Source Index (RSRC) for valid values. To change a previous entry, select Full Modify [S] in Action . To change a previous entry to blank, select Full Modify [S] in Action and enter an asterisk ( * ) in this field. If you are reactivating a line, enter these fields as described above.

Revised Amt

Conditional. Required if adding a new line or modifying an amount. Otherwise this field is optional. Enter amounts in whole dollars. If a negative budget is desired for a reimbursable object, enter the negative amount using the minus sign followed by the amount; for example, - 00 . For negative budgets, enter RE in this field; do not use the minus sign.

If modifying a previous entry and Expense Budget Control Option on Fund Index (FUND) is C (full control), the new Revised Amount cannot be less than the amount currently obligated against the budget line.

Inc/Dec Amount

Conditional. Required if Revised Amount is filled in. Enter the unsigned difference between the revised budget amount and the existing amount. (You can get the existing amount from Expense Budget Inquiry (Extended) (EEX2)). On new lines, this amount is equal to the revised amount entered. Enter amounts in whole dollars. Otherwise, leave this field blank.

Description

Optional. If blank when adding a new line, the system uses the description entered on Object (OBJ2).

To modify a previous entry, select Modify [ C ] or Full Modify [ S ] in Action and enter the new description exactly the way you want it to appear on reports. To modify a previous entry to blank, select Full Modify [ S ] in Action and enter an asterisk ( * ) in this field.

If you are reactivating a line, enter this field as described above.