Gravity General Fund Non-Personnel Budgets

Overview:

This document outlines the Budget Development Process for schools, other than charters, and departments.
Please follow the directions below to complete and submit your budget.
Contact the Budget department if you have any questions or have problems with this process. It is our goal to assist as needed.
You should only enter information in the Requested Budget 2025 and Row_Comment columns.

NOTE: If you have question please contact the Budget Department at (907) 746-9248, (907) 746-9201, or email MSBSDBudget@matsuk12.us for help.

Budget Submission GuidelinesSee More

In order to include your Budget in the MUNIS database, you must meet the following requirements:

Expenditure budget is detailed by line item, including the account code and budget allocation amount.
Requested Budget Expenditures must balance to each site’s allocation.
Program allocations (0629, 0633, 0635, 0657, 3300 etc.) must only be used for accounts of the same program code.

Opening GravitySee More

It is highly recommended that this is done on monitor screens rather than a laptop to allow for a larger visual field.

From the Matanuska-Susitna Borough School District website, select Employee Quick Links. At the bottom left column there is an icon for Gravity.
The sign-in page should open automatically. You cannot be in your District google account. If you are, click on the circle with your first initial, top right of screen, and select guest.
Logging into Gravity:
1. Munis username (AA011111@ad.matsuk12.us)
2. A second log-in page will appear
  1. Munis username (AA011111)
  2. Munis password
3. A terms page will appear, click “I understand”.
4. In the popup box select your name.
The Gravity homepage will appear.
1. Select the Reporting box:
1. From the dropdown box select Budget.
2. A new box will appear, select Open.
In the left column, click on the Budgeting carrot (dropdown arrow) and select the General Templates option. You must click on the carrot not just the box.
Click on the 2025 carrot.
Click on the General Templates carrot and select the correct category for your location.
Select your location’s template by double clicking.
1. Your location workbook should appear (this may take a few minutes with a “no data” message).
2. Click on the less than arrow (<) in the top left column to minimize that field and expand the workbook.

Update Gravity Template ViewsSee More

Note: If your view does not look like the first screen start at step 2

Gravity TemplateDepartment View

Department Non-personnel

Click and drag the grey ‘pills’ (Fund, Location, Functions, Type, Union, Object, Project) into the blue row directly underneath the grey pills. Leave Account Type and Program where they are
In the bottom of the screen in purple font is a listing of the current filters as applied to the template. Click on “Clear” in the bottom right corner to remove all filters.
Select the Column Chooser Icon at the far right of the screen, just above the blue header row.
In the pop-up box, uncheck Fund, Location, and Type, as well as Preliminary Budget 2025, Preliminary Adopted Budget 2025, Proposed Totals 2025, Adopted Total 2025, 2025 vs 2024, Projected 2026, Projected 2027, Projected 2028, Projected 2029. The templates are already filtered by these, so they are not needed in this instance. If project is not selected, please check the box next to it to have it included in your blue header row.
Uncheck any of the other columns that you do not need or want to see. This is a personal preference, and columns can always be pulled back in with the use of the Column Chooser icon and pop-up.
Close the Column Chooser pop-up by clicking on the X in the upper right corner of the pop-up
Using the Filter icons (not all selections will be available for all schools):
1. Project select 00000. There is a separate template for any ###OB projects.
2. Programs should only include 000x, 0000, and any program your department manages under project 00000. Please remember you may have programs that start the budget process or fiscal year at the department level and then the amounts you allocate here are distributed to schools at a later date in the budget process. These accounts need to be fully budgeted for the year.
3. Functions select all.
  - Union (if appreciation payments will not be allocated) check 0 – Non-Personnel, and x-N/A. Leave as is, or select all if appreciation payments need to be budgeted for FY25.
Select the hamburger next to Main Template on the far left of the screen just above the Account Type pill, then select Save View As…
Title the view as “Preliminary Budget”, check the Default box, and select save.
1. Please note that you can create as many views as you would like. Only one can be set to default, and you cannot share views, they are individual user based.

Gravity TemplateSchool View

School

Click and drag the grey ‘pills’ (Fund, Location, Functions, Type, Union, Object, Project) into the blue row directly underneath the grey pills. Leave Account Type and Program where they are.
In the bottom of the screen in purple font is a listing of the current filters as applied to the template. Click on the Clear in the bottom right corner to remove all filters.
Select the Column Chooser Icon at the far right of the screen, just above the blue header row.
In the pop-up box, uncheck Fund, Location, and Type, as well as Preliminary Budget 2025, Preliminary Adopted Budget 2025, Proposed Totals 2025, Adopted Total 2025, 2025 vs 2024, Projected 2026, Projected 2027, Projected 2028, Projected 2029. The templates are already filtered by these, so they are not needed in this instance. If project is not selected, please check the box next to it to have it included in your blue header row.
Select any of the other columns that you do not need or want to see. This is a personal preference, and columns can always be pulled back in with the use of the Column Chooser icon and pop-up.
Close the Column Chooser pop-up by clicking on the X in the upper right corner of the pop-up.
Using the Filter icons (not all selections will be available for all schools):
1. Programs should only include 000x, 0000, 0629, 0633, 3300
2. Functions choose select all, and uncheck function 700 (those amounts will be allocated to schools at a later date in the budget process).
3. Union (if appreciation payments will not be allocated) check 0 – Non-Personnel. Leave as is if appreciation payments need to be budgeted for FY25.
  - Project choose select all, and then uncheck any ###OB (503OB, 505OB, 506OB, etc.) options
Select the hamburger next to Main Template on the far left of the screen just above the Account Type pill, then select Save View As…
Title the view as “Preliminary Budget”, check the Default box, and select save.
1. a.Please note that you can create as many views as you would like. Only one can be set to default, and you cannot share views, they are individual user based.

Gravity TemplateOn-Behalf View

Department On-Behalf View

Click and drag the grey ‘pills’ (Fund, Location, Functions, Type, Union, Object, Project) into the blue row directly underneath the grey pills. Leave Account Type and Program where they are.
In the bottom of the screen in purple font is a listing of the current filters as applied to the template. Click on “Clear” in the bottom right corner to remove all filters.
Select the Column Chooser Icon at the far right of the screen, just above the blue header row.
In the pop-up box, uncheck Fund, Location, Type, and ADM Projection 2025, as well as Preliminary Budget 2025, Preliminary Adopted Budget 2025, Proposed Totals 2025, Adopted Total 2025, 2025 vs 2024, Projected 2026, Projected 2027, Projected 2028, Projected 2029 (everything between Requested Check & Row_Comment). The templates are already filtered by these, so they are not needed in this instance.
1. If project is not selected, please check the box next to it to have it included in your blue header row.
Uncheck any of the other columns that you do not need or want to see. This is a personal preference, and columns can always be pulled back in with the use of the Column Chooser icon and pop-up.
Close the Column Chooser pop-up by clicking on the X in the upper right corner of the pop-up.
Using the Filter icon for Project, select your locations On-Behalf project (for example, Finance uses 609OB) There is a separate template for each ###OB project.
1. Depending on how you want to order your view, you can drag and drop each section in the blue header to sort. Putting the Program in front of location and function will sort the accounts by Program-Location-Function, rather than Location-Function-Program order.
2. If you would like to create a subtotal by an account segment, pull that segment from the blue header row back into a ‘pill’ (reverse of step 1).
Select the hamburger next to Main Template on the far left of the screen just above the Account Type pill, then select Save View As…
9. Title the view as “Preliminary Budget”, check the Default box, and select save.
1. Please note that you can create as many views as you would like. Only one can be set to default, and you cannot share views, they are individual user based.

Budget AllotmentsSee More

The first section is the allocation calculations with total allocation for the site in the top gray row “Total per ADM 2025” column.
1. Feel free to click on the carrot of the top gray row to minimize this section. The total allocation will be ‘frozen’ at the top of the table and remain visible as you scroll down.
There is a balance check row ‘frozen’ at the bottom of the table. The column next to the Requested Budget 2025 is titled Requested Check. Once you start allocating your budget an amount will appear in the bottom row of this column. If the amount is green, there are still funds left to allocate. If the amount shows in red, funds are over budget. When the workbook is balanced there will be a black dash (-) in that field. Additionally, a green success box will flash quickly at the top right of the window once the budget is balanced.

Entering Budgets AmountsSee More

You will allocate funds in the Requested Budget 2025 column. There are two ways to allocate:
1. Type in the whole dollar amount for that account code. Do not use commas or periods.
  1. Amount can be adjusted by reentering or clicking with your roller bar in your mouse.
2. Right click in the cell and select detail, this will open a new window where you can allocate specific purchase amounts within that account code.
  1. Example: If the total for 420 Staff Travel is $20,000 in this screen, you can designate
    1. $10,000 to IB Training
    2. $7,000 to AAEYC Conference
    3. $3,000 to Principal Conference
  2. This detail screen will total and enter the amount allocated in the correct cell in the workbook. This information will also be saved for when you allocate your budget next year.
  3. You can add rows for more items, rank by priority, and add attachments to this page.
  4. Detailing the allocation will not obligate your funds, this is only a guide for how the funds are intended to be used.
Once you have completed entering the budget requests confirm that the workbook is in balance by verifying the Requested Check column is at zero (-)

Submitting the BudgetSee More

Once the budget is balanced, click on the dashboard tab on the top left next to your location name.
Expand the left column by clicking on the greater than arrow (>).
Right click on your location and select Workflow Step. Select Review. You will notice your dashboard status will turn green. This will also inform Business Services that you have completed your budget and are balanced.

Video and Helpful NotesSee More

Watch the video

Helpful Notes:

Workbooks can be exported to google sheets by selecting the XLSX icon in the top right corner above the row comment column
The scroll bar at the bottom for scrolling across the page is hidden unless hovering over the exact area where it should be (above bottom total row). It will not appear if everything is visible on the screen. This is also true for the scroll bar to the right of the page to scroll up or down.
Google sheets save automatically.
The balance check at the bottom will remain at zero (-) until the first amount has been allocated.

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Details

Article ID: 143842

Created

Thu 1/19/23 2:51 PM

Modified

Thu 1/25/24 9:31 AM

Updating...