### *Budget Execution Data Entry Guide* 

*Directive Number:* F000.1G

**Examples of Populated Documents and Populated Inquiry Tables**

The following appendix provides examples of how populated

documents and inquiry tables may look in HUDCAPS. These

examples are primarily to offer the user a visual idea of

*where* data is to be entered. In no way are the following

examples to be used to enter the given data into the

system. Each example has been provided for the

corresponding procedures provided in the *Data Entry*

*Procedures* portion of this guide.

**Table of Contents**

**Examples of Populated Documents and Populated Inquiry
Tables\...\...\...\...\....i**

A - 1. Appropriation/Apportionment for No-Year and Multi-Year
Funds\.....1

A. Appropriation/Apportionment (AA) Document for Appropriation of

No-Year and Multi-Year
Funds\...\...\...\...\...\...\...\...\...\...\...\...\...1

B. Appropriation Transfer (TA) Document for Transfer from a Master

Fund to a Component
Fund\...\...\...\...\...\...\...\...\...\...\...\...\...\....9

C. Appropriation Transfer Approval (TC) Document for No-Yead Funds\...13

D. Appropriation/Apportionment (AA) Document for Apportionment of

No-Year
Funds\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\.....14

E. Apportionment Approval (PA) Document: for No-Year Funds and

Multi-Year
Funds\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...\.....18

A - 2. Appropriation/Apportionment for Annual
Funds\...\...\...\...\...\.....22

A. Appropriation/Apportionment (AA) Document for Annual
Funds\...\.....22

B. Apportionment Approval (PA) Document for Annual
Funds\...\...\...\....25

A - 3. Appropriation/Apportionment Transactions for Recoveries,

Reimbursements, and
Transfers\...\...\...\...\...\...\...\...\...\...\.....27

A. Estimated
Recoveries\...\...\...\...\...\...\...\...\...\...\...\...\...\...\....27

B. Estimated
Reimbursements\...\...\...\...\...\...\...\...\...\...\...\...\...\...29

C. Transferring Carryover
Funds\...\...\...\...\...\...\...\...\...\...\...\.....31

D. Transferring Recaptured
Funds\...\...\...\...\...\...\...\...\...\...\...\....37

E. Transfer Appropriation from an External
Agency\...\...\...\...\...\.....41

F. Recording Reimbursement
Receipts\...\...\...\...\...\...\...\...\...\...\....46

A - 4. Advice of
Allotment\...\...\...\...\...\...\...\...\...\...\...\...\...\...\...50

A. Advice of Allotment (B4/BE)
Document\...\...\...\...\...\...\...\...\...\...50

A - 5. Distribution to Program/Object Class. . . . . . . . . . . .53

A. Distribution to Program/Object Class (B5/BE) Document . . . .53

A - 6. Distribution to Program . . . . . . . . . . . . . . . . . .56

A. Distribution to Program (B6/BE) Document. . . . . . . . . . .56

A - 7. Assignment/Operating Budget . . . . . . . . . . . . . . . .60

A. Assignment/Operating Budget (SA) Document . . . . . . . . . .60

A - 8. Appropriation Query (APPR). . . . . . . . . . . . . . . . .64

A. Summary Tab . . . . . . . . . . . . . . . . . . . . . . . . .64

A - 9. Apportionment Query (APOR). . . . . . . . . . . . . . . . .64

A. Summary Tab . . . . . . . . . . . . . . . . . . . . . . . . .64

B. Distribution Tab. . . . . . . . . . . . . . . . . . . . . . .65

A - 10. Advice of Allotment Query (ALOC) . . . . . . . . . . . . .66

A. Summary Tab . . . . . . . . . . . . . . . . . . . . . . . . .66

B. Distribution Tab. . . . . . . . . . . . . . . . . . . . . . .67

A - 11. Distribution to Program/Object Class Query (SALC). . . . .68

A. Summary Tab . . . . . . . . . . . . . . . . . . . . . . . . .68

B. Distribution Tab. . . . . . . . . . . . . . . . . . . . . . .69

A - 12. Distribution to Program Query (ALLT) . . . . . . . . . . .70

A. Summary Tab . . . . . . . . . . . . . . . . . . . . . . . . .70

B. Distribution Tab. . . . . . . . . . . . . . . . . . . . . . .71

A - 13. Assignment Spending Control Query (SASP) . . . . . . . . .72

A. Summary Tab . . . . . . . . . . . . . . . . . . . . . . . . .72

A - 14. Assignment/Operating Budget Query (SAIN) . . . . . . . . .73

A. Summary Tab . . . . . . . . . . . . . . . . . . . . . . . . .73

B. Distribution Tab. . . . . . . . . . . . . . . . . . . . . . .74

**A - 1. Appropriation/Apportionment for No-Year and**

**Multi-Year Funds**

A. Appropriation/Apportionment (AA) Document for

Appropriation of No-Year and Multi-Year Funds

**EXAMPLE A-1.A.**

**1. Record Appropriation Amount to Master Fund**

**Code With an AA Document**

a\. Enter the following fields on the

**Appropriation** tab for a No-Year fund:

![](media/image1.png){width="5.126388888888889in" height="3.45in"}

+----------------+-----------------------------------+-----------------+
| Field          | Description                       | Data In Example |
+----------------+-----------------------------------+-----------------+
| 1.  Budget     | For a **no-year** fund enter the  | 00              |
|     Fiscal     | last two digits of the Budget     |                 |
|     Year(s)    | Fiscal Year. For a **multi-year** |                 |
|                | fund enter the last two digits of |                 |
|                | the Beginning Budget Fiscal Year  |                 |
|                | and the last two digits of the    |                 |
|                | Ending Budget Fiscal Year.        |                 |
+----------------+-----------------------------------+-----------------+
|  Fund         | Enter the fund code, or click on  | 00HA00          |
|                | the search icon for a listing of  |                 |
|                | valid fund codes.                 |                 |
+----------------+-----------------------------------+-----------------+
|  Budget Line  | Select Add/Activate if this is    | Add/Activate    |
| Action         | the first AA document for the     |                 |
|                | BFY/fund code, or select Change   |                 |
|                | if previous AA documents have     |                 |
|                | been processed for the BFY/fund   |                 |
|                | code.                             |                 |
+----------------+-----------------------------------+-----------------+
|               | Enter **01** for an apportioned   | 01              |
| Appropriation  | **No-Year** fund.                 |                 |
| Trans Type     |                                   |                 |
|                | Enter **03** for an inactive,     |                 |
|                | unanticipated, unapportioned      |                 |
|                | **No-Year** fund**.**             |                 |
|                |                                   |                 |
|                | Enter **04** for an unapportioned |                 |
|                | **No-Year** fund.                 |                 |
+----------------+-----------------------------------+-----------------+
|               | Enter the appropriation amount    | \               |
| A              | from the SF-132.                  | $978,534,543.00 |
| ppropriation - |                                   |                 |
| Inc/Dec Amount |                                   |                 |
+----------------+-----------------------------------+-----------------+

a\. Enter the following fields on the

**Appropriation** tab for a **Multi-Year** fund:

![](media/image1.png){width="5.126388888888889in" height="3.45in"}

+----------------+-----------------------------------+-----------------+
| Field          | Description                       | Data In Example |
+----------------+-----------------------------------+-----------------+
| 1.  Budget     | For a **no-year** fund enter the  | 00 01           |
|     Fiscal     | last two digits of the Budget     |                 |
|     Year(s)    | Fiscal Year. For a **multi-year** |                 |
|                | fund enter the last two digits of |                 |
|                | the Beginning Budget Fiscal Year  |                 |
|                | and the last two digits of the    |                 |
|                | Ending Budget Fiscal Year.        |                 |
+----------------+-----------------------------------+-----------------+
|  Fund         | Enter the fund code, or click on  | OOFH00          |
|                | the search icon for a listing of  |                 |
|                | valid fund codes.                 |                 |
+----------------+-----------------------------------+-----------------+
|  Budget Line  | Select Add/Activate if this is    | Add/Activate    |
| Action         | the first AA document for the     |                 |
|                | BFY/fund code, or select Change   |                 |
|                | if previous AA documents have     |                 |
|                | been processed for the BFY/fund   |                 |
|                | code.                             |                 |
+----------------+-----------------------------------+-----------------+
|               | Enter **MY** for an apportioned   | MY              |
| Appropriation  | Multi-Year fund.                  |                 |
| Trans Type     |                                   |                 |
+----------------+-----------------------------------+-----------------+
|               | Enter the appropriation amount    | \$44,000,000.00 |
| A              | from the SF-132.                  |                 |
| ppropriation - |                                   |                 |
| Inc/Dec Amount |                                   |                 |
+----------------+-----------------------------------+-----------------+

***EXAMPLE A-1.A.***

2\. Create Component Fund Record with an AA Document

a\. Enter the following fields on the

Appropriation tab for a No-Year fund:

![](media/image2.png){width="5.143055555555556in"
height="3.428472222222222in"}

+-----------------+------------------------------------+---------------+
| Field           | Description                        | Data In       |
|                 |                                    | Example       |
+-----------------+------------------------------------+---------------+
| 1.  Budget      | For a **no-year** fund enter the   | 00            |
|     Fiscal      | last two digits of the Budget      |               |
|     Year(s)     | Fiscal Year. For a **multi-year**  |               |
|                 | fund enter the last two digits of  |               |
|                 | the Beginning Budget Fiscal Year   |               |
|                 | and the last two digits of the     |               |
|                 | Ending Budget Fiscal Year.         |               |
+-----------------+------------------------------------+---------------+
|  Fund          | Enter the component fund code, or  | 00HAHG        |
|                 | click on the search icon for a     |               |
|                 | listing of valid fund codes.       |               |
+-----------------+------------------------------------+---------------+
|  Budget Line   | Choose Add/Activate to add a new   | Add/Activate  |
| Action          | budget line.                       |               |
+-----------------+------------------------------------+---------------+
|  Appropriation | Enter **01** for an apportioned    |               |
| Trans Type      | **No-Year** fund.                  |               |
|                 |                                    |               |
|                 | Enter **03** for an inactive,      |               |
|                 | unanticipated, unapportioned       |               |
|                 | **No-Year** fund**.**              |               |
|                 |                                    |               |
|                 | Enter **04** for an unapportioned  |               |
|                 | **No-Year** fund.                  |               |
+-----------------+------------------------------------+---------------+
|  Inc/Dec       | Enter zero or leave blank (the     |               |
| Amount          | system will interpret the Inc/Dec  |               |
|                 | Amount as zero when this field is  |               |
|                 | left blank).                       |               |
+-----------------+------------------------------------+---------------+

EXAMPLE A-1.A.continued

a\. Enter the following fields on the

Appropriation tab for a Multi-Year fund:

![](media/image3.png){width="5.126388888888889in"
height="3.3444444444444446in"}

+----------------+-----------------------------------+-----------------+
| Field          | Description                       | Data In Example |
+----------------+-----------------------------------+-----------------+
| 1.  Budget     | For a **no-year** fund enter the  | 00 01           |
|     Fiscal     | last two digits of the Budget     |                 |
|     Year(s)    | Fiscal Year. For a **multi-year** |                 |
|                | fund enter the last two digits of |                 |
|                | the Beginning Budget Fiscal Year  |                 |
|                | and the last two digits of the    |                 |
|                | Ending Budget Fiscal Year.        |                 |
+----------------+-----------------------------------+-----------------+
|  Fund         | Enter the fund code, or click on  | 00FHFI          |
|                | the search icon for a listing of  |                 |
|                | valid fund codes.                 |                 |
+----------------+-----------------------------------+-----------------+
|  Budget Line  | Select Add/Activate if this is    | Add/Activate    |
| Action         | the first AA document for the     |                 |
|                | BFY/fund code, or select Change   |                 |
|                | if previous AA documents have     |                 |
|                | been processed for the BFY/fund   |                 |
|                | code.                             |                 |
+----------------+-----------------------------------+-----------------+
|               | Enter **MY** for an apportioned   | MY              |
| Appropriation  | Multi-Year fund.                  |                 |
| Trans Type     |                                   |                 |
+----------------+-----------------------------------+-----------------+
|               | Enter the appropriation amount    | \$24,000,000.00 |
| A              | from the SF-132.                  |                 |
| ppropriation - |                                   |                 |
| Inc/Dec Amount |                                   |                 |
+----------------+-----------------------------------+-----------------+

A. Appropriation Transfer (TA) Document for Transfer

from a Master Fund to a Component Fund

EXAMPLE A-1.B.

1.Transfer Funds from Master Fund to Component

Fund(s) with a TA Document

a.Enter the following fields on the Main tab:

![](media/image4.png){width="5.268055555555556in"
height="3.6166666666666667in"}

+----------------+----------------------------------+------------------+
| Field          | Description                      | Data In Example  |
+----------------+----------------------------------+------------------+
| 1.  Default    | Select New.                      | New              |
|     Line       |                                  |                  |
|     Action     |                                  |                  |
+----------------+----------------------------------+------------------+
|  Document     | Select Budget Authority.         | Budget Authority |
| Type           |                                  |                  |
|                |                                  |                  |
|                |                                  |                  |
|                |                                  |                  |
+----------------+----------------------------------+------------------+
|  Transfer     | Enter the amount to be           | \$978,534,543.00 |
| Total          | transferred.                     |                  |
+----------------+----------------------------------+------------------+
|  Transfer     | Enter SF-132, appropriation      | SF-1             |
| Authorizing    | symbol and approved date.        | 32-0192-10/15/99 |
| Document       |                                  |                  |
+----------------+----------------------------------+------------------+

EXAMPLE A-1.B.

a\. Enter the following fields on the Details

tab:

![](media/image5.png){width="5.268055555555556in"
height="3.6166666666666667in"}

+--------------+-------------------------------------+----------------+
| Field        | Description                         | Data In        |
|              |                                     | Example        |
+--------------+-------------------------------------+----------------+
| 1.  Line     | Enter the appropriate three digit   | 001            |
|     Number   | line number (001 for the first      |                |
|              | line, 002 for the second line,      |                |
|              | etc.).                              |                |
+--------------+-------------------------------------+----------------+
|  Transfer   | Enter the dollar amount to          | \$             |
| Amount       | transfer.                           | 978,534,543.00 |
+--------------+-------------------------------------+----------------+
|  Inc        | Select the radio button to increase | Inc            |
|              | funds.                              |                |
+--------------+-------------------------------------+----------------+
|  From Trans | Enter the transaction type MC for   | MC             |
| Type         | current year funds.                 |                |
+--------------+-------------------------------------+----------------+
|  From Srce  | Enter the last two digits of the    | 00             |
| Year(s)      | Budget Fiscal Year.                 |                |
+--------------+-------------------------------------+----------------+
|  From Fund  | Enter the fund code of the Master   | 00HA00         |
|              | fund from which the amount is being |                |
|              | transferred.                        |                |
+--------------+-------------------------------------+----------------+
|  To Trans   | Enter the transaction type MC for   | MC             |
| Type         | current year funds.                 |                |
+--------------+-------------------------------------+----------------+
|  To Srce    | Enter the last two digits of the    | 00             |
| Year(s)      | Budget Fiscal Year.                 |                |
+--------------+-------------------------------------+----------------+
|  To Fund    | Enter the fund code of the          | 00HAHG         |
|              | Component fund to which the amount  |                |
|              | is being transferred.               |                |
+--------------+-------------------------------------+----------------+

A. Appropriation Transfer Approval (TC) Document for No-

Year Funds

EXAMPLE A-1.C.

1\. Approve Transfer with TC Document

a.Enter the following fields on an

Appropriation Transfer Approval (TC)

document:

![](media/image6.png){width="5.283333333333333in"
height="1.5104166666666667in"}

+--------------+---------------------------------+--------------------+
| Field        | Description                     | Data In Example    |
+--------------+---------------------------------+--------------------+
| 1.  Transfer | Enter the document ID of the    | TA 0HA00000001     |
|     Document | Appropriation Transfer (TA)     |                    |
|              | being approved. Enter TA in the |                    |
|              | first box and the Document ID   |                    |
|              | in the second box.              |                    |
+--------------+---------------------------------+--------------------+
|  Transfer   | Enter the total dollar amount   | \$978,534,543.00   |
| Total        | to approve (as entered on the   |                    |
|              | Main tab of the TA).            |                    |
+--------------+---------------------------------+--------------------+
|  Treasury   | Enter SF-132.                   | SF-132             |
| Voucher      |                                 |                    |
| Number       |                                 |                    |
+--------------+---------------------------------+--------------------+
|  Action     | Select Approve Anticipated      | Approve            |
|              | Amounts or Reject and Clear     | Anticipated        |
|              | Anticipated Amounts.            | Amounts            |
+--------------+---------------------------------+--------------------+

A.Appropriation/Apportionment (AA) Document for

Apportionment of No-Year Funds

EXAMPLE A-1.D.

1.Apportion Funds with an AA Document

a.Enter the following fields on the

Appropriation tab for a No-Year fund

(component fund code):

![](media/image7.png){width="5.259027777777778in"
height="3.626388888888889in"}

+---------------+-----------------------------------+-----------------+
| Field         | Description                       | Data In Example |
+---------------+-----------------------------------+-----------------+
| 1.  Budget    | For a **no-year** fund enter the  | 00              |
|     Fiscal    | last two digits of the Budget     |                 |
|     Year(s)   | Fiscal Year. For a **multi-year** |                 |
|               | fund enter the last two digits of |                 |
|               | the Beginning Budget Fiscal Year  |                 |
|               | and the last two digits of the    |                 |
|               | Ending Budget Fiscal Year.        |                 |
+---------------+-----------------------------------+-----------------+
|  Fund        | Enter the Component fund code.    | 00HAHG          |
+---------------+-----------------------------------+-----------------+
|  Budget Line | Defaults to **Add/Activate**.     | Change          |
| Action        | Select **Change**.                |                 |
+---------------+-----------------------------------+-----------------+

EXAMPLE A-1.D. continued

a\. Select the Apportionment tab and enter the

following fields for a No-Year fund:

![](media/image8.png){width="5.143055555555556in"
height="3.428472222222222in"}

+------------------+-------------------------------+-------------------+
| Field            | Description                   | Data In Example   |
+------------------+-------------------------------+-------------------+
| 1                | Enter PA (Pending             | PA                |
| .  Apportionment | Apportionment).               |                   |
|     Transaction  |                               |                   |
|     Types Period |                               |                   |
|     1-4          |                               |                   |
+------------------+-------------------------------+-------------------+
|  Apportionment  | Enter the dollar amount of    | \$978,534,543.00  |
| Distribution     | the transaction. The amount   |                   |
| Inc/Dec          | must include a decimal and    |                   |
|                  | cents (enter two zeros if it  |                   |
|                  | is an even dollar amount)\<\> |                   |
+------------------+-------------------------------+-------------------+

EXAMPLE A-1.D.continued

a.Select the Appropriation tab and enter the

following fields for a Multi-Year fund

(component fund code):

![](media/image9.png){width="5.123611111111111in"
height="3.842361111111111in"}

+----------------+-----------------------------------+-----------------+
| Field          | Description                       | Data In Example |
+----------------+-----------------------------------+-----------------+
| 1.  Budget     | For a **no-year** fund enter the  | 00 01           |
|     Fiscal     | last two digits of the Budget     |                 |
|     Year(s)    | Fiscal Year. For a **multi-year** |                 |
|                | fund enter the last two digits of |                 |
|                | the Beginning Budget Fiscal Year  |                 |
|                | and the last two digits of the    |                 |
|                | Ending Budget Fiscal Year.        |                 |
+----------------+-----------------------------------+-----------------+
|  Fund         | Enter the fund code, or click on  | 00FHFI          |
|                | the search icon for a listing of  |                 |
|                | valid fund codes.                 |                 |
+----------------+-----------------------------------+-----------------+
|  Budget Line  | Defaults to **Add/Activate.**     | Change          |
| Action         | Select **Change.**                |                 |
+----------------+-----------------------------------+-----------------+

EXAMPLE A-1.D. continued

a.Select the Apportionment tab and enter the

following fields for a Multi-Year fund

(component fund code):

![](media/image10.png){width="5.0in" height="3.75in"}

+-------------------+------------------------------+------------------+
| Field             | Description                  | Data In Example  |
+-------------------+------------------------------+------------------+
| 1.  Apportionment | Enter PA (Pending            | PA               |
|     Transaction   | Apportionment).              |                  |
|     Types Period  |                              |                  |
|     1-4           |                              |                  |
+-------------------+------------------------------+------------------+
|  Apportionment   | Enter the dollar amount of   | \$24,000,000.00  |
| Distribution      | the transaction. The amount  |                  |
| Inc/Dec           | must include a decimal and   |                  |
|                   | cents (enter two zeros if it |                  |
|                   | is an even dollar            |                  |
|                   | amount)\<\>                  |                  |
+-------------------+------------------------------+------------------+

A. Apportionment Approval (PA) Document: for No-Year

Funds and Multi- Year Funds

EXAMPLE A-1.E.

1\. Approve Pending Apportionment with a PA

Document

a\. Enter the following fields on the

Apportionment Approval (PA) document for

a No-Year fund:

![](media/image11.png){width="5.268055555555556in"
height="2.6347222222222224in"}

+------------------+--------------------------------------+------------+
| Field            | Description                          | Data In    |
|                  |                                      | Example    |
+------------------+--------------------------------------+------------+
| 1.  Budget       | For a **no-year** fund enter the     | 00         |
|     Fiscal       | last two digits of the Budget Fiscal |            |
|     Year(s)      | Year. For a **multi-year** fund      |            |
|                  | enter the last two digits of the     |            |
|                  | Beginning Budget Fiscal Year and the |            |
|                  | last two digits of the Ending Budget |            |
|                  | Fiscal Year.                         |            |
+------------------+--------------------------------------+------------+
|  Fund           | Enter the fund code, or click on the | 00HAHG     |
|                  | search icon for a listing of valid   |            |
|                  | fund codes.                          |            |
+------------------+--------------------------------------+------------+
|  Budget         | Defaults to Approve Pending Amounts. | Approve    |
| Approval         | Must select Reject and Clear Pending | Pending    |
|                  | Amounts to reject and clear pending  | Amounts    |
|                  | amounts.                             |            |
+------------------+--------------------------------------+------------+
|  Approval       | Enter AP.                            | AP         |
| Transaction Type |                                      |            |
+------------------+--------------------------------------+------------+
|  Post YTD       | Select the box (ensure that there is | X          |
| Budget Authority | an x in the box).                    |            |
+------------------+--------------------------------------+------------+
|  Posting        | Enter 01.                            | 01         |
| Transaction Type |                                      |            |
+------------------+--------------------------------------+------------+
|  Apportionment  | Enter the appropriate period through | 4          |
| Period           | which you are posting authority.     |            |
|                  | Valid values are 1, 2, 3, 4.         |            |
+------------------+--------------------------------------+------------+

EXAMPLE A-1.E. continued

a\. Enter the following fields on the

Apportionment Approval (PA) document for

a Multi-Year fund:

![](media/image12.png){width="5.059722222222222in"
height="3.7895833333333333in"}

+----------------+----------------------------------------+------------+
| 1.  Budget     | For a **no-year** fund enter the last  | 00 01      |
|     Fiscal     | two digits of the Budget Fiscal Year.  |            |
|     Year(s)    | For a **multi-year** fund enter the    |            |
|                | last two digits of the Beginning       |            |
|                | Budget Fiscal Year and the last two    |            |
|                | digits of the Ending Budget Fiscal     |            |
|                | Year.                                  |            |
+----------------+----------------------------------------+------------+
|  Fund         | Enter the fund code, or click on the   | 00FHFI     |
|                | search icon for a listing of valid     |            |
|                | fund codes.                            |            |
+----------------+----------------------------------------+------------+
|  Budget       | Defaults to Approve Pending Amounts.   | Approve    |
| Approval       | Must select Reject and Clear Pending   | Pending    |
|                | Amounts to reject and clear pending    | Amounts    |
|                | amounts.                               |            |
+----------------+----------------------------------------+------------+
|  Approval     | Enter AP.                              | AP         |
| Transaction    |                                        |            |
| Type           |                                        |            |
+----------------+----------------------------------------+------------+
|  Post YTD     | Select the box (ensure that there is   | X          |
| Budget         | an x in the box).                      |            |
| Authority      |                                        |            |
+----------------+----------------------------------------+------------+
|  Posting      | Enter 01.                              | 01         |
| Transaction    |                                        |            |
| Type           |                                        |            |
+----------------+----------------------------------------+------------+
|               | Enter the appropriate period through   | 4          |
| Apportionment  | which you are posting authority. Valid |            |
| Period         | values are 1, 2, 3, 4.                 |            |
+----------------+----------------------------------------+------------+

A - 1. A - 2.

Appropriation/Apportionment for Annual Funds

A.Appropriation/Apportionment (AA) Document for Annual

Funds

EXAMPLE A-2.A.

1.Record Appropriation Amount with an AA Document

a.Enter the following fields on the

Appropriation tab:

![](media/image13.png){width="5.143055555555556in"
height="3.428472222222222in"}

+------------------+----------------------------------+---------------+
| Field            | Description                      | Data In       |
|                  |                                  | Example       |
+------------------+----------------------------------+---------------+
| 1.  Budget       | For a **no-year** fund enter the | 00            |
|     Fiscal       | last two digits of the Budget    |               |
|     Year(s)      | Fiscal Year. For a               |               |
|                  | **multi-year** fund enter the    |               |
|                  | last two digits of the Beginning |               |
|                  | Budget Fiscal Year and the last  |               |
|                  | two digits of the Ending Budget  |               |
|                  | Fiscal Year.                     |               |
+------------------+----------------------------------+---------------+
|  Fund           | Enter the appropriate fund code  | 0143          |
|                  | for the annual fund, or click on |               |
|                  | the search icon for a listing or |               |
|                  | valid fund codes                 |               |
+------------------+----------------------------------+---------------+
|  Budget Line    | Select Add/Activate if this is   | Add/Activate  |
| Action           | the first AA document for the    |               |
|                  | BFY/fund code, or select Change  |               |
|                  | if previous AA documents have    |               |
|                  | been processed for the BFY/fund  |               |
|                  | code.                            |               |
+------------------+----------------------------------+---------------+
|  Appropriation  | Enter transaction type 01.       | 01            |
| Trans Type       |                                  |               |
+------------------+----------------------------------+---------------+
|                 | Enter the appropriation amount   | \$9           |
| Appropriation -  | from the SF-132.                 | 89,295,977.00 |
| Inc/Dec Amount   |                                  |               |
+------------------+----------------------------------+---------------+

EXAMPLE A-2.A continued.

a.Select the Apportionment tab and enter the

following fields:

![](media/image14.png){width="5.143055555555556in"
height="3.428472222222222in"}

+------------------+--------------------------------+-----------------+
| Field            | Description                    | Data In Example |
+------------------+--------------------------------+-----------------+
| 1                | Enter PA (Pending              | PA              |
| .  Apportionment | Apportionment).                |                 |
|     Transaction  |                                |                 |
|     Types Period |                                |                 |
|     1-4          |                                |                 |
+------------------+--------------------------------+-----------------+
|  Apportionment  | Enter the dollar amount of the | \$              |
| Distribution     | transaction. The amount must   | 376,087,957.00\ |
| Inc/Dec          | include a decimal and cents    | \$              |
|                  | (enter two zeros if it is an   | 205,646,908.00\ |
|                  | even dollar amount)\<\>        | \$              |
|                  |                                | 194,496,230.00\ |
|                  |                                | \               |
|                  |                                | $213,064,882.00 |
+------------------+--------------------------------+-----------------+

A.Apportionment Approval (PA) Document for Annual Funds

EXAMPLE A-2.B.

1.Approve Apportionment with PA Document

a.Enter the following fields on the

Apportionment Approval (PA) document:

![](media/image15.png){width="5.259722222222222in"
height="2.6347222222222224in"}

+-----------------+---------------------------------------+-----------+
| Field           | Description                           | Data In   |
|                 |                                       | Example   |
+-----------------+---------------------------------------+-----------+
| 1.  Budget      | For a **no-year** fund enter the last | 00        |
|     Fiscal      | two digits of the Budget Fiscal Year. |           |
|     Year(s)     | For a **multi-year** fund enter the   |           |
|                 | last two digits of the Beginning      |           |
|                 | Budget Fiscal Year and the last two   |           |
|                 | digits of the Ending Budget Fiscal    |           |
|                 | Year.                                 |           |
+-----------------+---------------------------------------+-----------+
|  Fund          | Enter the fund code, or click on the  | 0143      |
|                 | search icon for a listing of valid    |           |
|                 | fund codes.                           |           |
+-----------------+---------------------------------------+-----------+
|  Budget        | Defaults to Approve Pending Amounts.  | Approve   |
| Approval        | Must select Reject and Clear Pending  | Pending   |
|                 | Amounts to reject and clear pending   | Amounts   |
|                 | amounts.                              |           |
+-----------------+---------------------------------------+-----------+
|  Approval      | Enter AP.                             | AP        |
| Transaction     |                                       |           |
| Type            |                                       |           |
+-----------------+---------------------------------------+-----------+
|  Post YTD      | Select the box (ensure that there is  | X         |
| Budget          | an x in the box).                     |           |
| Authority       |                                       |           |
+-----------------+---------------------------------------+-----------+
|  Posting       | Enter 01.                             | 01        |
| Transaction     |                                       |           |
| Type            |                                       |           |
+-----------------+---------------------------------------+-----------+
|  Apportionment | Enter the appropriate period through  | 4         |
| Period          | which you are posting authority.      |           |
|                 | Valid values are 1, 2, 3, 4.          |           |
+-----------------+---------------------------------------+-----------+

A - 1. Appropriation/Apportionment Transactions for

Recoveries, Reimbursements, and Transfers

A.Estimated Recoveries

EXAMPLE A-3.A.

1.Record Estimated Recoveries

a.Enter the following fields on the

Appropriation tab:

![](media/image16.png){width="5.143055555555556in"
height="3.428472222222222in"}

+----------------------+----------------------------------+------------+
| Field                | Description                      | Data In    |
|                      |                                  | Example    |
+----------------------+----------------------------------+------------+
| 1.  Budget Fiscal    | For a **no-year** fund enter the | 00         |
|     Year(s)          | last two digits of the Budget    |            |
|                      | Fiscal Year. For a               |            |
|                      | **multi-year** fund enter the    |            |
|                      | last two digits of the Beginning |            |
|                      | Budget Fiscal Year and the last  |            |
|                      | two digits of the Ending Budget  |            |
|                      | Fiscal Year.                     |            |
+----------------------+----------------------------------+------------+
|  Fund               | Enter the appropriate fund code  | 00HM00     |
|                      | for the annual fund, or click on |            |
|                      | the search icon for a listing or |            |
|                      | valid fund codes.                |            |
+----------------------+----------------------------------+------------+
|  Budget Line Action | Select Change.                   | Change     |
+----------------------+----------------------------------+------------+
|  Estimated Recovery | Enter RU.                        | RU         |
| Trans Type           |                                  |            |
+----------------------+----------------------------------+------------+
|  Estimated Recovery | Amount of estimated recovery.    | \$         |
| Inc/Dec Amount       |                                  | 500,000.00 |
+----------------------+----------------------------------+------------+

A.Estimated Reimbursements

EXAMPLE A-3.B.

1.Record Estimated Reimbursements

a.Enter the following fields on the

Appropriation tab:

![](media/image17.png){width="5.134722222222222in"
height="3.428472222222222in"}

+-------------------+---------------------------------+----------------+
| Field             | Description                     | Data In        |
|                   |                                 | Example        |
+-------------------+---------------------------------+----------------+
| 1.  Budget Fiscal | For a **no-year** fund enter    | 00             |
|     Year(s)       | the last two digits of the      |                |
|                   | Budget Fiscal Year. For a       |                |
|                   | **multi-year** fund enter the   |                |
|                   | last two digits of the          |                |
|                   | Beginning Budget Fiscal Year    |                |
|                   | and the last two digits of the  |                |
|                   | Ending Budget Fiscal Year.      |                |
+-------------------+---------------------------------+----------------+
|  Fund            | Enter the appropriate fund      | 0143           |
|                   | code.                           |                |
+-------------------+---------------------------------+----------------+
|  Budget Line     | Select Add/Activate if this is  | Change         |
| Action            | the first AA document for the   |                |
|                   | BFY/fund code, or select Change |                |
|                   | if previous AA documents have   |                |
|                   | been processed for the BFY/fund |                |
|                   | code.                           |                |
+-------------------+---------------------------------+----------------+
|  Estimated       | Enter AR.                       | AR             |
| Reimbursement     |                                 |                |
| Trans Type        |                                 |                |
+-------------------+---------------------------------+----------------+
|  Estimated       | Enter the dollar amount of the  | \$             |
| Reimbursement     | estimated reimbursement.        | 533,127,977.00 |
| Inc/Dec Amount    |                                 |                |
+-------------------+---------------------------------+----------------+
|  Reimbursement   | Select Include Lesser of Actual | Include        |
| Option            | and Estimated for program       | Estimated      |
|                   | funds, or select Include        | Reimbursements |
|                   | Estimated Reimbursements for    |                |
|                   | administrative funds.           |                |
+-------------------+---------------------------------+----------------+

A.Transferring Carryover Funds

EXAMPLE A-3.C.

1.Create Master Fund Record with an AA Document

a.Enter the following fields on the

Appropriation tab:

![](media/image18.png){width="5.143055555555556in"
height="3.428472222222222in"}

+----------------+---------------------------------------+------------+
| Field          | Description                           | Data In    |
|                |                                       | Example    |
+----------------+---------------------------------------+------------+
| 1.  Budget     | For a **no-year** fund enter the last | 00         |
|     Fiscal     | two digits of the Budget Fiscal Year. |            |
|     Year(s)    | For a **multi-year** fund enter the   |            |
|                | last two digits of the Beginning      |            |
|                | Budget Fiscal Year and the last two   |            |
|                | digits of the Ending Budget Fiscal    |            |
|                | Year.                                 |            |
+----------------+---------------------------------------+------------+
|  Fund         | Enter the fund code or click on the   | 00HA00     |
|                | search icon for a listing of valid    |            |
|                | fund codes.                           |            |
+----------------+---------------------------------------+------------+
|  Budget Line  | Choose Add/Activate to add a new      | Ad         |
| Action         | budget line.                          | d/Activate |
+----------------+---------------------------------------+------------+
|               | Leave blank.                          |            |
| Appropriation  |                                       |            |
| Trans Type     |                                       |            |
+----------------+---------------------------------------+------------+
|  Inc/Dec      | Enter zero or leave blank (the system |            |
| Amount         | will interpret the Inc/Dec Amount as  |            |
|                | zero when this field is left blank).  |            |
+----------------+---------------------------------------+------------+

EXAMPLE A-3.C. continued

1.Transfer Carryover Funds from the Component Fund

to the Master Fund

a.Enter the following fields on the Main Tab:

![](media/image19.png){width="5.283333333333333in"
height="3.6166666666666667in"}

+-----------------+----------------------------------+-----------------+
| Field           | Description                      | Data In Example |
+-----------------+----------------------------------+-----------------+
| 1.  Default     | Select New.                      | New             |
|     Line Action |                                  |                 |
+-----------------+----------------------------------+-----------------+
|  Document Type | Select Unobligated Balance.      | Unobligated     |
|                 |                                  | Balance         |
+-----------------+----------------------------------+-----------------+
|  Transfer      | Enter the dollar amount of the   | \$10,468.00     |
| Total           | appropriation transfer.          |                 |
+-----------------+----------------------------------+-----------------+
|  Transfer      | Enter Carryover Fund Transfer.   | Carryover Fund  |
| Authorizing     |                                  | Transfer        |
| Document        |                                  |                 |
+-----------------+----------------------------------+-----------------+

EXAMPLE A-3.C. continued

a.Enter the following fields on the Details

tab:

![](media/image20.png){width="5.268055555555556in" height="3.625in"}

+---------------+-----------------------------------+------------------+
| Field         | Description                       | Data In Example  |
+---------------+-----------------------------------+------------------+
| 1.  Line      | Enter the appropriate three digit | 001              |
|     Number    | line number (001 for the first    |                  |
|               | line, 002 for the second line,    |                  |
|               | etc.).                            |                  |
+---------------+-----------------------------------+------------------+
|  Transfer    | Enter the amount to be            | \$10,468.00      |
| Amount        | transferred with a decimal and    |                  |
|               | cents (enter two zeros if it is   |                  |
|               | an even dollar amount).           |                  |
+---------------+-----------------------------------+------------------+
|  Inc/Dec     | Select the appropriate radio      | Inc              |
|               | button to Increase or Decrease    |                  |
|               | funds.                            |                  |
+---------------+-----------------------------------+------------------+
|  From Trans  | Enter PY                          | PY               |
| Type          |                                   |                  |
+---------------+-----------------------------------+------------------+
|  From Srce   | Enter the Budget Fiscal Year(s).  | 00               |
| Year(s)       |                                   |                  |
+---------------+-----------------------------------+------------------+
|  From Fund   | Enter the fund from which the     | 99HAHG           |
|               | amount is being transferred.      |                  |
+---------------+-----------------------------------+------------------+
|  To Trans    | Enter PY                          | PY               |
| Type          |                                   |                  |
+---------------+-----------------------------------+------------------+
|  To Srce     | Enter the Budget Fiscal Year(s).  | 00               |
| Year(S)       |                                   |                  |
+---------------+-----------------------------------+------------------+
|  To Fund     | Enter the fund to which the       | 99HA00           |
|               | amount is being transferred.      |                  |
+---------------+-----------------------------------+------------------+

EXAMPLE A-3.C. continued

1.Approve the Appropriation Transfer with a TC

Document

a.Enter the following fields on the

Appropriation Transfer Approval (TC)

document:

![](media/image21.png){width="5.268055555555556in"
height="1.5104166666666667in"}

+--------------+----------------------------------------+-------------+
| Field        | Description                            | Data In     |
|              |                                        | Example     |
+--------------+----------------------------------------+-------------+
| 1.  Transfer | Enter the document ID of the           | TA\         |
|     Document | Appropriation Transfer (TA) being      | 0HA00000002 |
|              | approved. Enter TA in the first box    |             |
|              | and the Document ID in the second box. |             |
+--------------+----------------------------------------+-------------+
|  Transfer   | Enter the total dollar amount to       | \$10,468.00 |
| Total        | approve, as entered on the Main tab of |             |
|              | the Appropriation Transfer (TA).       |             |
+--------------+----------------------------------------+-------------+
|  Treasury   | Enter SF-132.                          | SF-132      |
| Voucher      |                                        |             |
| Number       |                                        |             |
+--------------+----------------------------------------+-------------+
|  Action     | Ensure that this field correctly       | Approve     |
|              | defaults to Approve Anticipated        | Anticipated |
|              | Amounts.                               | Amounts     |
+--------------+----------------------------------------+-------------+

A.Transferring Recaptured Funds

EXAMPLE A-3.D.

1.Transfer Funds Out of the Prior BFY Component

Funds with an Appropriation/Apportionment

(AA) Document

a.Enter the following fields on the

Appropriation tab:

![](media/image22.png){width="5.143055555555556in"
height="3.428472222222222in"}

+----------------+-----------------------------------------+-----------+
| Field          | Description                             | Data In   |
|                |                                         | Example   |
+----------------+-----------------------------------------+-----------+
| 1.  Budget     | For a **no-year** fund enter the last   | 99        |
|     Fiscal     | two digits of the Budget Fiscal Year.   |           |
|     Year(s)    | For a **multi-year** fund enter the     |           |
|                | last two digits of the Beginning Budget |           |
|                | Fiscal Year and the last two digits of  |           |
|                | the Ending Budget Fiscal Year.          |           |
+----------------+-----------------------------------------+-----------+
|  Fund         | Enter the fund code or click on the     | 99HAHG    |
|                | search icon for a listing of valid fund |           |
|                | codes.                                  |           |
+----------------+-----------------------------------------+-----------+
|  Budget Line  | Choose Change to change the existing    | Change    |
| Action         | budget line.                            |           |
+----------------+-----------------------------------------+-----------+
|  Trans Type   | Enter RO for the amount to transfer     | RO        |
|                | out.                                    |           |
+----------------+-----------------------------------------+-----------+
|  Inc/Dec      | Enter the negative dollar amount to     | -500.00   |
| Amount         | transfer out of the prior BFY component |           |
|                | fund (the amount must include a decimal |           |
|                | and cents).                             |           |
+----------------+-----------------------------------------+-----------+
|               | Choose Transfer.                        | Transfer  |
| Appropriation  |                                         |           |
| Change         |                                         |           |
+----------------+-----------------------------------------+-----------+

EXAMPLE A-3.D continued

1.Transfer Funds Into the Current BFY Master Fund

with an Appropriation/Apportionment (AA)

Document

a.Enter the following fields on the

Appropriation tab:

![](media/image23.png){width="5.143055555555556in"
height="3.428472222222222in"}

+---------------+------------------------------------------+-----------+
| Field         | Description                              | Data In   |
|               |                                          | Example   |
+---------------+------------------------------------------+-----------+
| 1.  Budget    | For a **no-year** fund enter the last    | 00        |
|     Fiscal    | two digits of the Budget Fiscal Year.    |           |
|     Year(s)   | For a **multi-year** fund enter the last |           |
|               | two digits of the Beginning Budget       |           |
|               | Fiscal Year and the last two digits of   |           |
|               | the Ending Budget Fiscal Year.           |           |
+---------------+------------------------------------------+-----------+
|  Fund        | Enter the fund code or click on the      | 00HA00    |
|               | search icon for a listing of valid fund  |           |
|               | codes.                                   |           |
+---------------+------------------------------------------+-----------+
|  Budget Line | Choose Change to change the existing     | Change    |
| Action        | budget line.                             |           |
|               |                                          |           |
|               |                                          |           |
|               |                                          |           |
|               |                                          |           |
+---------------+------------------------------------------+-----------+
|  Trans Type  | Enter RI for the amount to transfer in.  | RI        |
+---------------+------------------------------------------+-----------+
|  Inc/Dec     | Enter the positive dollar amount to      | 500.00    |
| Amount        | transfer into the current BFY master     |           |
|               | fund (the amount must include a decimal  |           |
|               | and cents).                              |           |
+---------------+------------------------------------------+-----------+
|              | Choose Transfer.                         | Transfer  |
| Appropriation |                                          |           |
| Change        |                                          |           |
+---------------+------------------------------------------+-----------+

A.Transfer Appropriation from an External Agency

EXAMPLE A-3.E.

1.Create Master Fund Record with an AA Document

a.Enter the following fields on the

Appropriation tab:

![](media/image24.png){width="5.143055555555556in"
height="3.428472222222222in"}

+----------------+----------------------------------+-----------------+
| Field          | Description                      | Data In Example |
+----------------+----------------------------------+-----------------+
| 1.  Budget     | For a **no-year** fund enter the | 00              |
|     Fiscal     | last two digits of the Budget    |                 |
|     Year(s)    | Fiscal Year. For a               |                 |
|                | **multi-year** fund enter the    |                 |
|                | last two digits of the Beginning |                 |
|                | Budget Fiscal Year and the last  |                 |
|                | two digits of the Ending Budget  |                 |
|                | Fiscal Year.                     |                 |
+----------------+----------------------------------+-----------------+
|  Fund         | Enter the fund code or click on  | 00DP00          |
|                | the search icon for a listing of |                 |
|                | valid fund codes.                |                 |
+----------------+----------------------------------+-----------------+
|  Budget Line  | Choose Add/Activate to add a new | Add/Activate    |
| Action         | budget line.                     |                 |
+----------------+----------------------------------+-----------------+
|               | Leave blank.                     |                 |
| Appropriation  |                                  |                 |
| Trans Type     |                                  |                 |
+----------------+----------------------------------+-----------------+
|  Inc/Dec      | Enter zero or leave blank (the   |                 |
| Amount         | system will interpret the        |                 |
|                | Inc/Dec Amount as zero when this |                 |
|                | field is left blank).            |                 |
+----------------+----------------------------------+-----------------+

EXAMPLE A-3.E. continued

1.Transfer Funds from an External Agency to a HUD

Fund with a TA Document

a.Enter the following fields on the Main tab:

![](media/image25.png){width="5.270833333333333in"
height="3.6145833333333335in"}

+---------------+-----------------------------------+------------------+
| Field         | Description                       | Data In Example  |
+---------------+-----------------------------------+------------------+
| 1.  Default   | Select New.                       | New              |
|     Line      |                                   |                  |
|     Action    |                                   |                  |
+---------------+-----------------------------------+------------------+
|  Document    | Select Budget Authority as the    | Budget Authority |
| Type          | type of appropriation transfer.   |                  |
+---------------+-----------------------------------+------------------+
|  Transfer    | Enter the appropriation transfer  | \$2,120,000.00   |
| Total         | amount.                           |                  |
+---------------+-----------------------------------+------------------+
|  Transfer    | Enter the Document ID of the      | SF-1151          |
| Authorizing   | SF-1151.                          |                  |
| Document      |                                   |                  |
+---------------+-----------------------------------+------------------+

EXAMPLE A-3.E. continued

a.Enter the following fields on the Details

tab:

![](media/image26.png){width="5.268055555555556in"
height="3.6166666666666667in"}

+-----------------+-------------------------------------+-------------+
| Field           | Description                         | Data In     |
|                 |                                     | Example     |
+-----------------+-------------------------------------+-------------+
| 1.  Line Number | Enter the appropriate three digit   | 001         |
|                 | line number (001 for the first      |             |
|                 | line, 002 for the second line,      |             |
|                 | etc.).                              |             |
+-----------------+-------------------------------------+-------------+
|  Transfer      | Enter the dollar amount to          | \$2         |
| Amount          | transfer.                           | ,120,000.00 |
+-----------------+-------------------------------------+-------------+
|  Inc           | Select the radio button to increase | Inc         |
|                 | funds.                              |             |
+-----------------+-------------------------------------+-------------+
|  From Guest    | Enter the Appropriation Guest       | 46x0200     |
| Symbol          | Symbol for the external agency from |             |
|                 | which the funds are being           |             |
|                 | transferred.                        |             |
+-----------------+-------------------------------------+-------------+
|  To Trans Type | Enter the transaction type AT.      | AT          |
+-----------------+-------------------------------------+-------------+
|  To Srce       | Enter the Budget Fiscal Year(s).    | 00          |
| Year(s)         |                                     |             |
+-----------------+-------------------------------------+-------------+
|  To Fund       | Enter the fund code to which the    | 00DP00      |
|                 | amount is being transferred.        |             |
+-----------------+-------------------------------------+-------------+

EXAMPLE A-3.E. continued

1\. Approve Transfer to Master Fund with TC Document

a\. Enter the following fields on the

Appropriation Transfer Approval (TC)

document:

![](media/image27.png){width="5.283333333333333in"
height="1.5104166666666667in"}

+---------------+-----------------------------------+------------------+
| Field         | Description                       | Data In Example  |
+---------------+-----------------------------------+------------------+
| 1.  Transfer  | Enter the document ID of the      | TA 0DP00000004   |
|     Document  | Appropriation Transfer (TA) being |                  |
|               | approved. Enter TA in the first   |                  |
|               | box and the Document ID in the    |                  |
|               | second box.                       |                  |
+---------------+-----------------------------------+------------------+
|  Transfer    | Enter the total dollar amount to  | \$2,120,000.00   |
| Total         | approve (as entered on the Main   |                  |
|               | tab of the TA).                   |                  |
+---------------+-----------------------------------+------------------+
|  Treasury    | Enter SF-1151.                    | Sf-1151          |
| Voucher       |                                   |                  |
| Number        |                                   |                  |
+---------------+-----------------------------------+------------------+
|  Action      | Ensure that the system has        | Approve          |
|               | correctly defaulted to Approve    | Anticipated      |
|               | Anticipated Amounts.              | Amounts          |
+---------------+-----------------------------------+------------------+

A.Recording Reimbursement Receipts

EXAMPLE A-3.F

1.Record Reimbursement Receipts with a DT Document

a.Enter the following fields on the Header

tab:

![](media/image28.png){width="5.268055555555556in"
height="3.6166666666666667in"}

+-----------------+--------------------------------------+-------------+
| Field           | Description                          | Data In     |
|                 |                                      | Example     |
+-----------------+--------------------------------------+-------------+
| 1               | Enter the Deposit Receipt number as  | 5398264     |
| .  OPAC/Deposit | found on the documentation.          |             |
|     Number      |                                      |             |
+-----------------+--------------------------------------+-------------+
|  Disbursing    | Enter the Disbursing Office Code as  | 11          |
| Office          | found on the Treasury Disbursing     |             |
|                 | Office Table (DISB).                 |             |
+-----------------+--------------------------------------+-------------+
|  Budget Fiscal | For a **no-year** fund enter the     | 00          |
| Year(s)         | last two digits of the Budget Fiscal |             |
|                 | Year. For a **multi-year** fund      |             |
|                 | enter the last two digits of the     |             |
|                 | Beginning Budget Fiscal Year and the |             |
|                 | last two digits of the Ending Budget |             |
|                 | Fiscal Year.                         |             |
+-----------------+--------------------------------------+-------------+
|  Fund          | Enter the Fund code to which the     | 5270        |
|                 | reimbursement will post.             |             |
+-----------------+--------------------------------------+-------------+
|  Document      | Enter the total amount of the        | \$37,922.00 |
| Total           | reimbursement.                       |             |
+-----------------+--------------------------------------+-------------+
|  Transaction   | Enter IM.                            | IM          |
| Type            |                                      |             |
+-----------------+--------------------------------------+-------------+

EXAMPLE A-3.F continued

a.Enter the following field on the Line(s)

tab:

![](media/image29.png){width="5.268055555555556in" height="3.625in"}

+--------------+-----------------------------------------+------------+
| Field        | Description                             | Data In    |
|              |                                         | Example    |
+--------------+-----------------------------------------+------------+
| 1.  Line     | Enter a line number.                    | 001        |
|     Number   |                                         |            |
+--------------+-----------------------------------------+------------+
|  Amount     | Enter the amount of the line            | \          |
|              | transaction.                            | $37,922.00 |
+--------------+-----------------------------------------+------------+
|  Inc/Dec    | Select the Inc button to record         | Inc        |
| Radio        | positive reimbursements.                |            |
| Buttons      |                                         |            |
+--------------+-----------------------------------------+------------+
|             | Enter IM.                               | IM         |
| Transaction  |                                         |            |
| Type         |                                         |            |
+--------------+-----------------------------------------+------------+
|  Vendor     | Enter a valid vendor code as found on   | MISC       |
| Code         | the Vendor Table (VEND).                |            |
+--------------+-----------------------------------------+------------+
|  BFYS       | Enter the last two digits of the Budget | 00         |
|              | Fiscal Year. For multi-year funds,      |            |
|              | enter the last two digits of the        |            |
|              | beginning year and the last two digits  |            |
|              | of the ending year.                     |            |
+--------------+-----------------------------------------+------------+
|  Fund       | Enter the Fund code to which the        | 5270       |
|              | reimbursement will post.                |            |
+--------------+-----------------------------------------+------------+
|  Program    | Enter a valid program code as found on  |            |
|              | the Program Table (PGMT).               |            |
+--------------+-----------------------------------------+------------+
|  Budget     | Enter a valid Budget Organization as    | H          |
| Organization | found on the Organization Table (ORGN). |            |
+--------------+-----------------------------------------+------------+
|  Revenue    | Enter REIM.                             | REIM       |
| Source       |                                         |            |
+--------------+-----------------------------------------+------------+

A - 1.

Advice of Allotment

A.Advice of Allotment (B4/BE) Document

EXAMPLE A-4.A.

1.Advice of Allotment (B4/BE) Document

a.Enter the following fields on the Header

tab:

![](media/image30.png){width="5.283333333333333in"
height="3.553472222222222in"}

+--------------+-----------------------------------------+------------+
| Field        | Description                             | Data In    |
|              |                                         | Example    |
+--------------+-----------------------------------------+------------+
| 1.  Budget   | For a **no-year** fund enter the last   | 00         |
|     Fiscal   | two digits of the Budget Fiscal Year.   |            |
|     Year(s)  | For a **multi-year** fund enter the     |            |
|              | last two digits of the Beginning Budget |            |
|              | Fiscal Year and the last two digits of  |            |
|              | the Ending Budget Fiscal Year.          |            |
+--------------+-----------------------------------------+------------+
|  Fund       | Enter the fund code, or click on the    | 00HAHG     |
|              | search icon for a listing of valid fund |            |
|              | codes.                                  |            |
+--------------+-----------------------------------------+------------+
|  Default    | Defaults to **Add/Activate**. Ignore    | Ad         |
| Line Action  | this default. The operative Default     | d/Activate |
|              | Line Action is entered on the next tab  |            |
|              | for Budget Line(s).                     |            |
+--------------+-----------------------------------------+------------+
|  Default    | Enter AP.                               | AP         |
| Transaction  |                                         |            |
| Types        |                                         |            |
| Approval     |                                         |            |
+--------------+-----------------------------------------+------------+
|  Default    | Enter 01.                               | 01         |
| Transaction  |                                         |            |
| Types        |                                         |            |
| Posting      |                                         |            |
+--------------+-----------------------------------------+------------+
|  Budget     | Select Allotment Holder.                | Allotment  |
| Level        |                                         | Holder     |
+--------------+-----------------------------------------+------------+
|  Funds      | Enter 1, 2, 3, or 4 for the quarter     | 4          |
| Available    | thru which funds are available.         |            |
| thru Quarter |                                         |            |
+--------------+-----------------------------------------+------------+

EXAMPLE A-4.A. continued

a.Select the Budget Line(s) tab and enter the

following fields:

![](media/image31.png){width="5.259722222222222in"
height="3.553472222222222in"}

+-------------+---------------------------------------+----------------+
| Field       | Description                           | Data In        |
|             |                                       | Example        |
+-------------+---------------------------------------+----------------+
| 1.  Budget  | Budget Line Action defaults to        | Add/Activate   |
|     Line    | **Add/Activate** which is to be used  |                |
|     Action  | if this is the first BE or B4         |                |
|             | document for the budget line. Select  |                |
|             | **Change** if previous documents have |                |
|             | been processed for this budget line.  |                |
+-------------+---------------------------------------+----------------+
|  Budget    | Enter a valid division code to        | CDP            |
| Elements    | represent the allotment holder. Valid |                |
| Allotment   | codes can be found on the Division    |                |
| Holder      | Table (DVSN).                         |                |
+-------------+---------------------------------------+----------------+
|            | Amounts must be entered as dollars    | \$             |
| D           | and cents with a decimal. Decrease    | 978,534,543.00 |
| istribution | amounts must be preceded with a minus |                |
| Quarter     | sign (-). Apportion all program funds |                |
| Inc/Dec     | in quarter 1, and distribute          |                |
|             | administrative funds by the           |                |
|             | applicable quarters.                  |                |
+-------------+---------------------------------------+----------------+

A - 1. Distribution to Program/Object Class

A.Distribution to Program/Object Class (B5/BE) Document

EXAMPLE A-5.A.

1.Distribution to Program/Object Class (B5/BE)

Document

a.Enter the following fields on the Header

tab:

![](media/image32.png){width="5.283333333333333in"
height="3.553472222222222in"}

+--------------+-----------------------------------------+------------+
| Field        | Description                             | Data In    |
|              |                                         | Example    |
+--------------+-----------------------------------------+------------+
| 1.  Budget   | For a **no-year** fund enter the last   | 00         |
|     Fiscal   | two digits of the Budget Fiscal Year.   |            |
|     Year(s)  | For a **multi-year** fund enter the     |            |
|              | last two digits of the Beginning Budget |            |
|              | Fiscal Year and the last two digits of  |            |
|              | the Ending Budget Fiscal Year.          |            |
+--------------+-----------------------------------------+------------+
|  Fund       | Enter the fund code, or click on the    | 00HAHG     |
|              | search icon for a listing of valid fund |            |
|              | codes.                                  |            |
+--------------+-----------------------------------------+------------+
|  Default    | Default Line Action defaults to         | Ad         |
| Line Action  | Add/Activate. Ignore this default. The  | d/Activate |
|              | operative Default Line Action is        |            |
|              | entered on the next tab for Budget      |            |
|              | Line(s).                                |            |
+--------------+-----------------------------------------+------------+
|  Default    | Enter AP.                               | AP         |
| Transaction  |                                         |            |
| Types        |                                         |            |
| Approval     |                                         |            |
+--------------+-----------------------------------------+------------+
|  Default    | Enter 01.                               | 01         |
| Transaction  |                                         |            |
| Types        |                                         |            |
| Posting      |                                         |            |
+--------------+-----------------------------------------+------------+
|  Budget     | Select Pgm/Obj Cls.                     | Pgm/Obj    |
| Level        |                                         | Cls        |
+--------------+-----------------------------------------+------------+
|  Funds      | Enter 1, 2, 3, or 4 for the quarter     | 4          |
| Available    | thru which funds are available.         |            |
| thru Quarter |                                         |            |
+--------------+-----------------------------------------+------------+

EXAMPLE A-5.A. continued

a.Select the Budget Line(s) tab and enter the

following fields:

![](media/image33.png){width="5.283333333333333in"
height="3.553472222222222in"}

+--------------+-------------------------------------+----------------+
| Field        | Description                         | Data In        |
|              |                                     | Example        |
+--------------+-------------------------------------+----------------+
| 1.  Budget   | Budget Line Action defaults to      | Add/Activate   |
|     Line     | Add/Activate which is to be used if |                |
|     Action   | this is the first BE or B5 document |                |
|              | for this budget line. Select Change |                |
|              | if previous documents have been     |                |
|              | processed for this budget line.     |                |
+--------------+-------------------------------------+----------------+
|  Budget     | Enter a valid division code to      | CPD            |
| Elements     | represent the allotment holder.     |                |
| Allotment    | Valid codes can be found on the     |                |
| Holder       | Division Table (DVSN).              |                |
+--------------+-------------------------------------+----------------+
|  Budget     | Enter the appropriate program class | HAHAG          |
| Elements     | code. Valid codes can be found on   |                |
| Pgm/Obj Cls  | the Program Class Table (PCLS).     |                |
+--------------+-------------------------------------+----------------+
|             | Amounts must be entered as dollars  | \$             |
| Distribution | and cents with a decimal. Decrease  | 968,784,543.00 |
| Quarter      | amounts must be preceded with a     |                |
| Inc/Dec      | minus sign (-). Apportion all       |                |
|              | program funds in quarter 1, and     |                |
|              | distribute administrative funds by  |                |
|              | the applicable quarters.            |                |
+--------------+-------------------------------------+----------------+

A - 1. Distribution to Program

A.Distribution to Program (B6/BE) Document

EXAMPLE A-6.A.

1.Distribution to Program (B6/BE) Document

a.Enter the following fields on the Header

tab:

![](media/image34.png){width="5.283333333333333in"
height="3.553472222222222in"}

+--------------+-------------------------------------+----------------+
| Field        | Description                         | Data In        |
|              |                                     | Example        |
+--------------+-------------------------------------+----------------+
| 1.  Budget   | For a **no-year** fund enter the    | 00             |
|     Fiscal   | last two digits of the Budget       |                |
|     Year(s)  | Fiscal Year. For a **multi-year**   |                |
|              | fund enter the last two digits of   |                |
|              | the Beginning Budget Fiscal Year    |                |
|              | and the last two digits of the      |                |
|              | Ending Budget Fiscal Year.          |                |
+--------------+-------------------------------------+----------------+
|  Fund       | Enter the fund code, or click on    | 00HAHG         |
|              | the search icon for a listing of    |                |
|              | valid fund codes.                   |                |
+--------------+-------------------------------------+----------------+
|  Default    | Default Line Action defaults to     | Add/Activate   |
| Line Action  | Add/Activate. Ignore this default.  |                |
|              | The operative Default Line Action   |                |
|              | is entered on the next tab for      |                |
|              | Budget Line(s).                     |                |
+--------------+-------------------------------------+----------------+
|  Default    | Enter AP.                           | AP             |
| Transaction  |                                     |                |
| Types        |                                     |                |
| Approval     |                                     |                |
+--------------+-------------------------------------+----------------+
|  Default    | Enter 01.                           | 01             |
| Transaction  |                                     |                |
| Types        |                                     |                |
| Posting      |                                     |                |
+--------------+-------------------------------------+----------------+
|  Budget     | Select Program.                     | Program        |
| Level        |                                     |                |
+--------------+-------------------------------------+----------------+
|  Funds      | Enter 1, 2, 3, or 4 for the quarter | 4              |
| Available    | thru which funds are available.     |                |
| thru Quarter |                                     |                |
+--------------+-------------------------------------+----------------+

EXAMPLE A-6.A. continued

a.Select the Budget Line(s) tab and enter the

following fields:

![](media/image35.png){width="5.268055555555556in"
height="3.553472222222222in"}

+--------------+--------------------------------------+---------------+
| Field        | Description                          | Data In       |
|              |                                      | Example       |
+--------------+--------------------------------------+---------------+
| 1.  Budget   | Budget Line Action defaults to       | Add/Activate  |
|     Line     | Add/Activate which is to be used if  |               |
|     Action   | this is the first BE or B6 document  |               |
|              | for this budget line. Select Change  |               |
|              | if previous documents have been      |               |
|              | processed for this budget line.      |               |
+--------------+--------------------------------------+---------------+
|  Budget     | Enter a valid division code to       | CPD           |
| Elements     | represent the allotment holder.      |               |
| Allotment    | Valid codes can be found on the      |               |
| Holder       | Division Table (DVSN).               |               |
+--------------+--------------------------------------+---------------+
|  Budget     | Enter the appropriate program code.  | GPC           |
| Elements     | Valid codes can be found on the      |               |
| Pgm/Obj Cls  | Program Table (PGMT).                |               |
+--------------+--------------------------------------+---------------+
|             | Amounts must be entered as dollars   | \$            |
| Distribution | and cents with a decimal. Decrease   | 22,923,695.00 |
| Quarter      | amounts must be preceded with a      |               |
| Inc/Dec      | minus sign (-). Apportion all        |               |
|              | program funds in quarter 1, and      |               |
|              | distribute administrative funds by   |               |
|              | the applicable quarters.             |               |
+--------------+--------------------------------------+---------------+

EXAMPLE A-6.A. continued

a.Select the Options tab and select the

following fields:

![](media/image36.png){width="5.268055555555556in"
height="3.553472222222222in"}

+--------------------------+---------------------------+--------------+
| Field                    | Description               | Data In      |
|                          |                           | Example      |
+--------------------------+---------------------------+--------------+
| 1.  Assign by            | Select Yes.               | Yes          |
|     Organization         |                           |              |
+--------------------------+---------------------------+--------------+
|  Assign by Pgm/Obj Cls  | Select Yes.               | Yes          |
+--------------------------+---------------------------+--------------+
|  Assign by Object Code  | Select Yes or No at the   | No           |
|                          | discretion of the         |              |
|                          | recipient of the          |              |
|                          | Distribution to Program.  |              |
+--------------------------+---------------------------+--------------+
|  Assignment/Operating   | Select Full.              | Full         |
| Budget Spending Controls |                           |              |
+--------------------------+---------------------------+--------------+

A - 1.

A - 2. Assignment/Operating Budget

A.Assignment/Operating Budget (SA) Document

EXAMPLE A-7.A.

1.Assignment/Operating Budget (SA) Document

a.Enter the following fields on the Header

tab:

![](media/image37.png){width="5.279861111111111in"
height="3.467361111111111in"}

+-----------------+-------------------------------------+-------------+
| Field           | Description                         | Data In     |
|                 |                                     | Example     |
+-----------------+-------------------------------------+-------------+
| 1.  Budget      | For a **no-year** fund enter the    | 00          |
|     Fiscal      | last two digits of the Budget       |             |
|     Year(s)     | Fiscal Year. For a **multi-year**   |             |
|                 | fund enter the last two digits of   |             |
|                 | the Beginning Budget Fiscal Year    |             |
|                 | and the last two digits of the      |             |
|                 | Ending Budget Fiscal Year.          |             |
|                 |                                     |             |
|                 | .                                   |             |
+-----------------+-------------------------------------+-------------+
|  Fund          | Enter the fund code, or click on    | 00HAHG      |
|                 | the search icon for a listing of    |             |
|                 | valid fund codes.                   |             |
+-----------------+-------------------------------------+-------------+
|  Total Revised | Enter the sum of the Assignment/    | \$1         |
| Assignment/Op.  | Operating Budget. This field must   | ,884,510.00 |
| Budget          | equal the sum of all amounts        |             |
|                 | entered on the Budget Line(s) tab.  |             |
+-----------------+-------------------------------------+-------------+
|  Pending       | Enter PN.                           | PN          |
| Transaction     |                                     |             |
| Type            |                                     |             |
+-----------------+-------------------------------------+-------------+
|  Approved      | Enter AP.                           | AP          |
| Transaction     |                                     |             |
| Type            |                                     |             |
+-----------------+-------------------------------------+-------------+
|  Posted        | Enter 01.                           | 01          |
| Transaction     |                                     |             |
| Type            |                                     |             |
+-----------------+-------------------------------------+-------------+
|  Posted        | Enter 1, 2, 3, 0r 4 for the quarter | 4           |
| Through Quarter | thru which funds are available      |             |
+-----------------+-------------------------------------+-------------+
|                | Enter DP.                           | DP          |
| Pendin          |                                     |             |
| g/Approved/Post |                                     |             |
| Indicator       |                                     |             |
+-----------------+-------------------------------------+-------------+

EXAMPLE A-7.A. continued

a\. Select the Budget Line(s) tab

and enter the following fields:

![](media/image38.png){width="5.270833333333333in"
height="3.467361111111111in"}

+----------------+--------------------------------------+--------------+
| Field          | Description                          | Data In      |
|                |                                      | Example      |
+----------------+--------------------------------------+--------------+
| 1.  Budget     | Budget Line Action defaults to       |              |
|     Line       | Default. Select Add/Activate if this |              |
|     Action     | is the first SA document for this    |              |
|                | budget line. Select Change if        |              |
|                | previous SA documents have been      |              |
|                | processed for this budget            |              |
|                | line.Add/Activate                    |              |
+----------------+--------------------------------------+--------------+
|  Budget Type  | Budget Type defaults to Default.     | Dollars      |
|                | Select Dollars as the budget type.   |              |
+----------------+--------------------------------------+--------------+
|               | Enter 01, 02, or 03 as appropriate.  | 01           |
| Assignment/Op. |                                      |              |
| Budget Level   |                                      |              |
+----------------+--------------------------------------+--------------+
|  Budget       | Enter a valid division code to       | CPD          |
| Elements       | represent the allotment holder.      |              |
| Allotment      | Valid codes can be found on the      |              |
| Holder         | Division Table (DVSN).               |              |
+----------------+--------------------------------------+--------------+
|  Budget       | For Assignment/Op. Budget Levels 2   |              |
| Elements       | and 3, enter the organization code   |              |
| Organization   | of the issuer of the                 |              |
| From           | assignment/operating budget. The     |              |
|                | referenced organization must have    |              |
|                | already received an assignment from  |              |
|                | its parent organization.             |              |
+----------------+--------------------------------------+--------------+
|  Budget       | Enter the valid organization code of | OED          |
| Elements       | the authorized recipient of the      |              |
| Organization   | assignment/ operating budget from    |              |
| To             | the Organization Table (ORGN).       |              |
+----------------+--------------------------------------+--------------+
|  Budget       | Enter the appropriate program code.  | GPC          |
| Elements       | Valid codes can be found on the      |              |
| Program/Obj    | Program Code Table (PGMT).           |              |
| Cls            |                                      |              |
+----------------+--------------------------------------+--------------+
|  Budget       | Enter a valid object code from the   |              |
| Elements       | Budget Object Code Table (BOCT) if   |              |
| Object Code    | this option is required by the       |              |
|                | recipient of the Distribution to     |              |
|                | Program.                             |              |
+----------------+--------------------------------------+--------------+
|               | Amounts must be entered as dollars   | \$           |
| Assignment/Op. | and cents with a decimal. Decrease   | 1,884,510.00 |
| Budget         | amounts must be preceded with a      |              |
| Distribution   | minus sign (-). Apportion all        |              |
| Quarter        | program funds in quarter 1, and      |              |
| Inc/Dec        | distribute administrative funds by   |              |
|                | the applicable quarters. The sum of  |              |
|                | this field must match the amount     |              |
|                | entered on the Header tab.           |              |
+----------------+--------------------------------------+--------------+

Examples of Populated Inquiry Tables

The following provides examples of how populated inquiry

tables, or \"queries,\" may look in HUDCAPS. These examples

are primarily to offer the user a visual idea of where data

is to be entered or viewed. Because queries are constantly

changing any time a corresponding document is processed,

the following inquiry tables are in no way to be used to

determine current data in the system. The following

examples have been correlated as closely as possible to the

corresponding procedures provided in the Data Entry

Procedures portion of this guide. However, only one record

of each type of query is shown with populated data, so not

all documents in the Data Entry Procedures will be

reflected in the following inquiry table examples.

A - 8. Appropriation Query (APPR)

A. Summary Tab

**EXAMPLE A-8.A.**

![](media/image39.png){width="5.228472222222222in"
height="3.3833333333333333in"}

A - 9. Apportionment Query (APOR)

A. Summary Tab

**EXAMPLE A-9.A.**

![](media/image40.png){width="5.270833333333333in"
height="3.551388888888889in"}

B. Distribution Tab

**EXAMPLE A-9.B.**

![](media/image41.png){width="5.270833333333333in"
height="3.551388888888889in"}

A - 10. Advice of Allotment Query (ALOC)

A. Summary Tab

**EXAMPLE A-10.A.** continued

![](media/image42.png){width="5.279861111111111in"
height="3.551388888888889in"}

B. Distribution Tab

**EXAMPLE A-10.B.**

![](media/image43.png){width="5.270833333333333in"
height="3.551388888888889in"}

A - 11. Distribution to Program/Object Class Query (SALC)

A. Summary Tab

**EXAMPLE A-11.A.**

![](media/image44.png){width="5.258333333333334in"
height="3.551388888888889in"}

B. Distribution Tab

**EXAMPLE A-11.B.** continue

![](media/image45.png){width="5.258333333333334in"
height="3.551388888888889in"}

A - 12 Distribution to Program Query (ALLT)

A. Summary Tab

**EXAMPLE A-12.A**

![](media/image46.png){width="5.240972222222222in"
height="3.551388888888889in"}

B. Distribution Tab

**EXAMPLE A-12.B.**

![](media/image47.png){width="5.228472222222222in"
height="3.551388888888889in"}

A - 13. Assignment Spending Control Query (SASP)

A. Summary Tab

**EXAMPLE A-13.A.**

![](media/image48.png){width="5.279861111111111in"
height="3.551388888888889in"}

A - 14. Assignment/Operating Budget Query (SAIN)

A. Summary Tab

**EXAMPLE A-14.A.**

![](media/image49.png){width="5.270833333333333in"
height="3.551388888888889in"}

**B. Distribution Tab**

**EXAMPLE A-14.B.**

![](media/image50.png){width="5.279861111111111in"
height="3.551388888888889in"}