Setup Budget Amendment Request Checklist

The purpose of this document is to guide you through the process of setting up ASCENDER Business to begin using the Budget Amendment Request feature.

This document assumes you are familiar with the basic features of the ASCENDER Business system and have reviewed the ASCENDER Business Overview guide.

Some of the images and/or examples provided in this document are for informational purposes only and may not completely represent your LEA’s process.

LEAs Not Using Workflow

Use this checklist if Allow for Approval Process is not selected on the Finance > Tables > District Finance Options page. The workflow process will not be used.

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1. Designate at least one employee from the Business office to submit budget amendment requests.

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2. Security Administration > Manage Users > Edit User

Add the employee's employee number.

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3. Finance > Budget Amendment > Budget Amendment Maintenance

Verify that the employee has full BAR rights.

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4. District Administration > User Profiles > Accounts

❏ Click Add User to add the employee.

• Create the user accounts.
• Select BAR.

❏ On the Permissions tab:

• Choose whether or not to select Allow Account Creation.
• Choose whether or not to select Allow Multiple Functions on Expenditure Accounts.
• Click Save.

LEAs Using Workflow

Use this checklist if Allow for Approval Process is selected on the Finance > Tables > District Finance Options page. The workflow process is used.

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1. Do each of the following:

• Create a list of all originators (e.g., campus and department secretaries).
• Create a list of first approvers by organization code (e.g, principals, directors, budget managers).
• Create a list of approvers (e.g., principals, directors, and above).

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2. Personnel > Maintenance > Staff Demo > Demographic Information

• Add a work email address for each employee on the lists in step 1.
• Obtain employee numbers for the next step.

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3. Security Administration > Manage Users > Edit User

• For each employee on the above-mentioned lists, add the employee's employee number to the user profile.
• Verify that each employee on the list of originators has full rights to the Finance > Budget Amendment > Budget Amendment Maintenance page.
• Verify that each employee on the list of approvers and first approvers has full rights to the Finance > Budget Amendment > Approve Budget Amendment page.

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4. District Administration > User Profiles > Accounts

❏ Click Add User to add the employee.

• Create the user accounts.
• Select BAR.

❏ On the Permissions tab:

• Choose whether or not to select Allow Account Creation.
• Choose whether or not to select Allow Multiple Functions on Expenditure Accounts.
• Click Save.

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5. District Administration > Workflow > First Approver page

For each employee on the list of first approvers:

• Select BAR as the workflow type and click Retrieve.
• Click +Add and enter the employee data.
• (Optional) Select Print Name.
• Enter the campus/department ID.
• Click Save.

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6. District Administration > Workflow > Approval Path

For each employee on the list of approvers:

• Select BAR as the workflow type and click Retrieve Workflow.
• Click +Add and enter the employee data.

Note: Approvers will be inserted into the BAR path sequentially from the approval path; therefore, clients may want to assign the Business Manager as the last person on the approval path.

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7. District Administration > Workflow > Approval Rules

For each employee on the list of approvers, add the employee to this page.

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8. District Administration > Workflow > Alternate Approver (Optional)

Add alternate approvers on this page.