Maintain Selected Budget

This task allows you to maintain an existing USDA Budget File that has not yet been approved by USDA.  The task will also print copies of all parts of the USDA Budget forms (Form RD 3560-7 or Form RD 3560-10) with the USDA Budget data that is in the USDA Budget file.

USDA Budget Types:

• P2 - Proposed Budget (Form RD 3560-7)

• Y2 - Year End Actuals (Form RD 3560-7)

• Q2 - Quarterly Actuals (Form RD 3560-7)

• M2 - Monthly Actuals (Form RD 3560-7)

• B2 - Balance Sheet (Form RD 3560-10)

Prerequisites to complete task correctly.

• Community has a USDA Funding Program

• The USDA Funding Program has a Community Nbr (Project No.) set on the Community Detail > Program Info Tab.

• The USDA Funding Program Contract has a Borrower's TIN Nbr (Borrower ID) set on the Community Detail > Contract Tab.

• A USDA Budget File has already been created with the Create New Budget task.

How do you get here?

Occupancy and Compliance Detail MINC USDA Budgets Tasks Maintain Selected Budget

To Maintain an Existing USDA Budget File:

1. Review the USDA Budget Status for Validation messages.  All Validation Errors will be listed here with a description of what needs to be done to correct it.

   • None of the USDA Budget File Details displayed on this tab can be changed.  If any of them are incorrect, you need to use the Delete Budget File task and start again with the Create New Budget task.

2. Click Next.

3. For each of the Budget Types, fill out the appropriate fields and columns for each part of the Form RD 3560-7 (P2, Y2, Q2 & M2) or Form RD 3560-10 (B2).  Depending on with Budget Type you are creating a USDA Budget file for, only certain columns will be active.

P2 - Proposed Budget

5. • Parts I, II, III - Enter amounts in Proposed Budget (Column 3) and in Comments (Column 5)

   • Part IV - Enter amounts for Section B - Proposed Rents

   • • See the USDA Form Instructions on entering the Proposed Rent information.  Rent Schedule information should be entered using the Schedule Types (displayed in the Part IV step of the task).

     • • These Schedule Types indicate how groups of units can be summarized.

       • Basically, you summarize rents by Bedroom Size for each Unit Type that have the same rents.

       • Be sure to enter the number of units in the Unit column, otherwise Potential Income from Each Rate columns won't calculate correctly on the printed form.

       • Only enter a Unit ID when the row represents one unit that is unique from all other units.

       • Use the Add Row and Delete Row buttons to complete the Proposed Rents Schedule.

   • Part V - Enter amounts in Proposed Number of Units/Items (Column 1), Proposed from Reserve (Column 2), Proposed from Operating (Column 4) and in Comments (Column 8).

   • Part VI - Enter the budget narrative in the Comments Field.

Y2 - Year End Actuals

5. • Parts I, II, III - Enter amounts in Current Budget (Column 1), Actual (Column 2) and in Comments (Column 5)

   • Part IV - Not applicable for the Y2 Budget Type

   • Part V - Enter amounts in Proposed Number of Units/Items (Column 1), Proposed from Reserve (Column 2), Actual from Reserve (Column 3), Proposed from Operating (Column 4), Actual from Operating (Column 5), Actual Total Cost (Column 6), Total Units/Items (Column 7) and in Comments (Column 8).

   • Part VI - Enter the budget narrative in the Comments Field.

Q2 - Quarterly Actuals and M2 - Monthly Actuals

5. • Parts I, II, III - Enter amounts in Current Budget (Column 1), Actual (Column 2), YTD (Column 4) and in Comments (Column 5)

   • Part IV - Not applicable for the Q2 and M2 Budget Types

   • Part V - Enter amounts in Proposed Number of Units/Items (Column 1), Proposed from Reserve (Column 2), Actual from Reserve (Column 3), Proposed from Operating (Column 4), Actual from Operating (Column 5), Actual Total Cost (Column 6), Total Units/Items (Column 7) and in Comments (Column 8).

   • Part VI - Enter the budget narrative in the Comments Field.

B2 - Balance Sheet

5. • Part I - Enter amounts in Current Year (Column 1), Prior Year (Column 2) and in Comments (Column 3)

Items to consider for all Budget Types

5. • Use the Tab key to navigate between fields to enter amounts and comments.

   • Rows that has a red asterisk (*) require that you add a comment for that row.  The Budget File will not pass validation until the comment has been entered for each of these rows.  Comments can be entered for any of the  other rows, but that is not required.

   • Totals from certain parts will flow to where they should be recorded on other parts of the budget form.  For example, the Total on Form RD 3560-7 Part II, Operating and Maintenance Expense Schedule, will flow to Part I, Line 16, Total O&M Expenses.

4. Once one Part of a Form is completed, click Next to go to the next Part.  You can also click Previous to navigate to a prior Part.  You can also click each Tab of the task to navigate directly to any other Part of the Form.

5. At any time after the first step of this task, you can click on the USDA Budget Status tab to see Validation messages.  All Validation Errors will be listed here with a description of what needs to be done to correct it.

6. Print Options - Select each Part of the USDA RD Form to print when Finished is clicked.  Each Part can be previewed before completing the task.

Related Topics:

• Create New Budget

• Print Selected Budget

• Transmit Selected Budget

• Delete Selected Budget

• Correct/Approve Selected Budget

• Manage Attachments