entering a program’s original budget

(Financial Reporting for Commission Staff)

TABLE OF CONTENTS

• Entering a Program's Original Budget
• Option 1: Impersonate a Program Staff Member (Involves Less Work)
• Option 2: Create a Reporter Account for the Commission Staff Member Who will be Entering the Budgets

Entering a Program's Original Budget

If Commission staff will be entering each program budget into the platform (rather than program staff themselves), it's important that you follow either of the options below to ensure that the audit trail associated with that budget is correct.

Option 1: Impersonate a Program Staff Member (Involves Less Work)

This option involves a commission staff member impersonating program staff and then making a note in the audit trail that it was someone from the commission who entered the budget.

1. From the left-hand side of your Mission Control, click Reporters, Staff, & Programs. (Your program might refer to program staff not as Reporters, but as Program Directors, Program Staff, or some other term your organization chose.)
    
2. On the right, click Manage reporter accounts.
    
3. Click the name of the reporter who was set up to complete financial reports.
    
4. At the top-right of the next page, click Log In as [Reporter Name]. You’re now impersonating the reporter.
    
5. From the left-hand side of the page, click Financial Reporting.
    
6. On the right, select the relevant program year, select the relevant program (if this person is assigned to more than one program), and click Submit Your Budget.
    
7. On the budget entry page, enter all relevant information from the approved budget.
   
   Section III Note: It’s possible that the auto-calculations may be off by a few cents from what was approved in eGrants. That’s because eGrants focuses only on whole dollars. Please make any necessary adjustments to align with what was approved in eGrants.
   
   
8. At the very bottom of the page you’ll see a section labeled Final Details, along with a text field to add notes. Note here your name and perhaps the reason the commission chose to have a commission representative enter the budget (EG, “Christina Vega impersonated Allison Odiman to enter this budget into the application to reduce workloads on grantee staff.”)
   
   
9. Once you click the Submit for Approval button, at the top right-hand side of the confirmation page, click the highlighted link, leave [reporter name]’s account.
   
   
10. So the program can submit modifications and expense reports, go to your program year’s dashboard and approve the budget. 

 Option 2: Create a Reporter Account for the Commission Staff Member Who will be Entering the Budgets

1. Create a new reporter account.
   
   
2. Assign the reporter to all programs.
    
3. Go to your program year’s dashboard and click a program.
   
   In the Program Enrollment Settings panel, click the Edit link.
     
4. In the pop-up window that’s displayed, add the new reporter to the program.
   
   Follow Steps 3 – 5 for each program.
   
   
5. Log out and log in as the newly-created reporter.
   
   
6. From the left-hand side of the page, click Financial Reporting.
   
   
7. On the right, select the relevant program year, select the relevant program (if this person is assigned to more than one program), and click Submit Your Budget.
   
   
8. On the budget entry page, enter all relevant information from the approved budget.
   
   Section III Note: It’s possible that the auto-calculations may be off by a few cents from what was approved in eGrants. That’s because eGrants focuses only on whole dollars. Please make any necessary adjustments to align with what was approved in eGrants.
   
   
9. At the very bottom of the page you’ll see a section labeled Final Details, along with a text field to add notes. Note here your name and perhaps the reason the commission chose to have a commission representative enter the budget (EG, “Christina Vega impersonated Allison Odiman to enter this budget into the application to reduce workloads on grantee staff.”)
   
   
10. Once you click the Submit for Approval button, at the top right-hand side of the confirmation page, click the highlighted link, leave [reporter name]’s account.
    
    
11. So the program can submit modifications and expense reports, go to your program year’s dashboard and approve the budget.