A manual Budget Adjustment Request (BAR) is needed for:
- Budget adjustments in programs that are not in Schools Front End (SFE), e.g. program 13938 – Donations program, and for
- Budget adjustments that include Restricted items – items that require special approval before input in Schools Front End (SFE)
Fields in the manual Budget Adjustment Request (BAR) and how to complete:
Please note that the manual budget adjustment request form dated 022715 includes a description of the information that should be included in each field on the Explanation tab.
- GC* - leave blank
- Budget Line Item
a)1POSITN – Use this line type if the budget adjustment will create, close or change the attributes (hours, days, per week, etc.) of any position (Teacher, Instructional Aide, Teacher Assistant, Clerk, etc). Please note that Community Rep positions and Supervision Aide positions are exceptions to this rule.
b)2OTHS-L–Use this line type if changes are being made to a salary item that is not associated with a position control number (a non-position salary item). Examples of items that would require the use of this line type include Day to Day Substitutes, Professional Expert time, Overtime, and Relief time.
c)3OTH-L–This line type is required for non-salary items such as IMA, equipment, general supplies.
- Fund Center – Please input the school’s location code (e.g. 1008501) in this field.
- Fund Center Name - This field should house the schoolname.
The following five fields identify the funding source in the Standardized Account Code Structure (SACS). If the program code and the commitment item are known this information can be generated by the Fund/Functional Area Translator found in SAP under the Home tab.
- SACS Fund –Please input 010.
- SACS Resource - Four digits that classify revenues and expenditures as Restricted or Unrestricted and as federal, state or local revenue. Please use the Fund/Functional Area translator to generate.
- SACS Goal - Four digits that identify the group of students receiving instructional services. Please use the Fund/Functional Area translator to generate.
- SACS Function - Four digits that describe the activities or services performed. Please use the Fund/Functional Area translator to generate.
- Program - Five digits that identify the allocation source, e.g. 7S046 – Title I or 13027 – General Fund Program.
- Budget Item - Five digits that identify the item being budgeted. For example, when attempting to create a budget line for general supplies please use budget item number 40227. This information can be found on the Estimated Rates Sheets posted on the School Fiscal Services website (sfs.lausd.net).
- Commitment Item - Six digits that also identify the item being budgeted. Previously the object code. For example, 430001 for general supplies.
- Object Name – The descriptive title of the Commitment Item. For example, general supplies.
- Start Date
a)When the budget line item is 2OTHS-L or 3OTH-L, the first day of the fiscal year should be used. For example, in the 15-16 fiscal year, use 07/01/2015.
b)When the budget line item is 1POSITN, enter the start date of the position. For positions that span the entire fiscal year, enter the first day of the fiscal year not the first day of the position’s basis.
- End date
a)When the budget line item is 2OTHS-L or 3OTH-L, the last day of the fiscal year should be used. For example, in the 15-16 fiscal year, use 06/30/2015.
b)When the budget line item is 1POSITN, enter the end date of the position. For positions that span the entire fiscal year, enter the last day of the fiscal year not the last day of the position’s basis.
The following twenty-two (22) fields only need to be completed if the budget line item is 1POSITN.
- Job - 8 digits that identify the employee’s job code. Previously Class Code or Title. (24102676 - Clerk). This information can also be found on the Estimated Rates Sheets or on the Position WithIncumbent Report (PWI) if modifications are being made to an existing position.
- Position Status –Enter "N" if a new position will be created, "C" to close a position, or "M" to modify or change a position’s attributes.
- Temp Position ID - For use by Local District Fiscal Staff only.
- Position Control # - 8 digits that identifya specific position. Please enter if budget adjustment will close or modify a position. This number can be found on the school’s Position With Incumbent (PWI) report.
- ES CAP – Enter "1" if the position’s incumbent will be or is paid hourly. Enter "3" if the position is salaried.
- Personnel Area - Union affiliation plus type of school, etc.
- Personnel Sub Area - Basis plus calendar and 2 place holder. For example, AGXX for an A Basis position. This information can be found on the school’s Position With Incumbent (PWI) report if it is an existing position. It is sufficient to enter something similar to A-Basis, instead.
- Pay Scale Area - Union affiliation, e.g. UT for UTLA
- Pay Scale Group - Schedule or Class Code
- Pay Scale Level - Step
- Pay Scale Type – Enter 1 for Classified positions or 2 for Certificated positions.
- PosInd - Not Applicable
- Misc - Not Applicable
- Rate -Hourly rate. This information can be found on the Estimated Rates Sheet on the School Fiscal Services website (sfs.lausd.net).
- Salary - Monthly rate. This information can be found on the Estimated Rates Sheet on the School Fiscal Services website (sfs.lausd.net).
- Hrs/Day - # of hours worked per day
- Days/Week - # of days worked per week
- FTE -Full Time Equivalent (Days per week/5 or Hours per day/8)
- Benefits - State mandated benefits plus medical
- Funding % - Funding percentage of position
- From - Dollar amount to move from this budget line item
- To - Dollar amount to move fund to this budget line item
- Document Total – From total and To totals must match
- Reason – Please indicate the reason that this budget adjustment is being processed.
Minimum Required Data for a manual Budget Adjustment Request:
Non-Positions (Budget Line Item 2OTHS-L or 3OTH-L):
Fund Center Name & Cost Center
Program Code Name & Program Code
Specific Item Description
Start & End Date
Amount ($)
Reason
Positions (Budget Line Item 1POSITN):
Fund Center Name & Cost Center
Program Code Name & Program Code
Specific Item Description
Start & End Date
Amount ($)
Position Status
Position Control Number (existing positions)
Basis
Hours Per Day
Days Per Week
Funding Percentage
Reason
Please contact your Local District Fiscal Specialist, if there are any questions or concerns relating to the Budget Adjustment Request (BAR) form.
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