To facilitate the need to utilize carryover budgets in a timely fashion there are two options.
The first option is to request a partial budget upload for a single item. This can be accomplished by completing the “Request for Partial Budget Upload” form and submitting it for approval to the College
Business Office and forwarding it to the Budget Director at the District Office.
The second option is to upload a percent of the carryover budget using the “Carryover Budget Upload
Request and Check List” form. It must be completed by the cost center manager or designee and verified by the College Director of Business and Administrative Services. The amount requested can be a percentage of the carryover amount or 100% of the carryover amount. In completing this form the following information must be verified and used to determine the carryover amount.

Current year award amount must be verified.

Time/length of award must allow for funds to be spent passed June 30 th of the current fiscal year.

Estimated expenditures must include all expenses recorded in PROMT, along with any outstanding invoices that need to be paid.

Estimated expenditures must also include any payroll that has not posted to PROMT and any payroll adjustments being requested.

If indirect costs are allowed, the indirect calculation must be reflected in the total expenditures.
Once the balance is calculated and verified, either the budget upload spreadsheet or a budget journal should be completed along with the Carryover Budget Check List and forwarded to the Budget Director at the District Office for review and upload into PROMT.
Carryover budgets cannot be entered into PROMT until the tentative budget has been approved by the board. This approval is usually the last board meeting in June. Calculation can be done and forwarded to the District Office prior to the board’s approval, however, they will not be reflected in the tentative budget. July through September is the time in which the District is closing out all of the prior year activities, there is a year-end calendar developed and distributed outlining the dates in which items are to be completed. Although the dates are usually very similar, please use that calendar to assist in the preparation and planning for your carryover calculations.
Verification after the books are closed:
It is imperative that after the books are closed, that a follow-up is done to verify that the amounts that were uploaded as the carryover are correct.
11/19/2014 3:21 PM
Carryover budget upload request

Project Number: _____________
Project Name: _______________
College : ___________________
Request to load $___________________________________
To the following account string:
______________________________________________________________________
________________________________________________________
Project/Cost Center Manager
________________________________________________________
Director of Business and Administrative Services
________________________
Date
Received and reviewed at the District Office, budget journal used for upload ______________:
_____________________________________________________
Budget Director
_______________________
Date
11/19/2014 3:21 PM
Carryover budget upload request

Project Number: _____________
Project Name: ________________________________
College : ____________________________________
Grant Award Amount: ________________________________
Grant End date:________________________________
The attached budget load represents ______% of the carryover budget.
Please verify that the following steps have been completed:
1.
All prior year invoices have been paid or accounted for in the carryover calculation.
2.
All prior year payroll adjustments have been completed or accounted for in the carryover calculation.
3.
Grant/Categorical funds budgeted in prior year match allocation.
Working with your College business office, complete the attached spreadsheet for upload into the system or key a budget journal into the PROMT system. Send this information along with this signed form stating that all 3 of the above steps have been completed to the Budget
Director at the District Office. Once reviewed the carryover budget will be uploaded into the system.
We have completed the verification of the 3 steps listed above. Please use spreadsheet named
____________________________ or budget journal number __________________________.
________________________________________________________
Project/Cost Center Manager
________________________________________________________
Director of Business and Administrative Services
________________________
Date
Received and reviewed at the District Office, budget journal used for upload ______________:
_____________________________________________________
Budget Director
_______________________
Date
11/19/2014 3:21 PM
Carryover budget upload request