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To: Budget Management System Users

From: Henry Price, Budget Officer, Academic Affairs

Date: July 20, 2011

In years past we have used the ARP file to reset budget and FTE in BMS for the next fiscal year. As you know, this year we will not be using ARP for FY 2011-12 EPA web actions with a July 1, 2011, effective date. The Budget Office and ITS have collaborated to create BMS for FY 2011-12. **BMS will not pick up FY 2011-12 budget revisions, payroll actuals or encumbrance data until FRS has opened for FY 2011-12.**

When you access BMS you may see budget in an account’s 9999999 unallocated row, under both the EPA Permanent and EPA Current columns for budget and FTE. This budget and FTE total is comprised of “Future Year Only” budget revisions posted in FY 2010-11 and/or budget from commitments where the permanent employee was terminated effective June 30, 2011, or prior. Also, temporary employees without an end of employment action and that were moved to commitments created during FY 2010-11 will remain on the account and be placed in the account’s 9999998 temporary commitment hyperlink. Budget and FTE moved to created commitments will revert to the account’s 9999998 under the EPA Permanent and EPA Current columns. You may find permanent employees that moved off the account via EPAWeb action still displaying. If there is budget and/or FTE on their row under the EPA Permanent and/or EPA Current columns, to get them off the Budget Inquiry screen, you will need to move the budget and/or FTE to another row by using the Budget Distribution screen in BMS.

Please take time to move budgets and FTEs to permanent employee lines, create commitments and all other actions needed to clean up BMS. If this is a new process for you or your staff, use the BMS inquiry screen to locate where budget and FTE is needed and make your adjustments on the BMS distribution screen.

If you need assistance, please contact one of the following:

Robin Burke, EPA Position Control, 919-962-5764

Margie Martinez, EPA Position Control, 919-966-1621

Kay Hill, EPA Position Control, 919-962-5761

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