Gravity Charter and Grant Budgets

• 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.

1. From the Matanuska-Susitna Borough School District website, select Employee Quick Links. At the bottom left column there is an icon for Gravity. 
2. 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.
3. 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.
4. The Gravity homepage will appear. 
   1. Select the Reporting box: 
   2. From the dropdown box select Budget. 
   3. A new box will appear, select Open. 
5. In the left column, click on the Budgeting carrot (dropdown arrow) and select the Year and from there the General Templates option. You must click on the carrot not just the box. 
6. Click on the General Templates carrot and select the correct category for your location. 
7. Click on the Category carrot and select your location 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.

HR Template

This template only shows the staff that are currently budgeted for FY 2025 for that fund. Most are direct pulls from the current staffing. If there is a current employee that needs to be added to the fund, and is not currently showing there, please contact the Budget Department, or the grant manager in Federal Programs and the employee can be moved/added to that fund. The “Fund” column represents the fund to be used in FY 2025.To edit an employee (funding source and FTE changes):

INCREASE FTE:

1. Select the gear shift to the far right of the employee 
2. Update *Type cell from Recurring to Change for New Year. 
3. Update the data in the FTE (NY) cell to the desired reduced FTE.
4. Complete the Comments (NY) cells to describe the reason for the change.
5. Select “Save”

DECREASE IN FTE:

1. Select the gear shift to the far right of the employee 
2. Update *Type cell from Recurring to Change for New Year.
3. Update the data in the FTE (NY) cell to the desired reduced FTE.
4. Complete the Comments (NY) cells to describe the reason for the change.
5. Select Save
6. If this is a complete reduction to 0.0 FTE, enter Fund "000 PENDING/UNKNOWN" in the *Fund cell.
   1.  If this is a partial reduction to FTE, please continue with steps 7-12
7. Copy the position/employee row by selecting the copy icon 
8. Enter Fund “000 PENDING/UNKNOWN” in the *Fund cell.
9. Enter 0 (zero) in the *FTE (CY) cell.
10. Enter the amount of FTE to be reduced in the FTE (NY) cell.
    1. To reduce a 0.8750 FTE to 0.50, enter 0.3750 in the FTE (NY) cell.
11. Complete the Comments (NY) cells to describe the reason for the change.
12. Select “Save”.

NEW POSITION/FTE

If a similar position is available in the workbook:

1. Copy the similar position and update for the new position by using the copy icon connected to the similar position. 
2. Update the *Type cell from Recurring to Requested.
3. Employee Number: 00000
   1. This and the next few cells will take a while to load, and you may get a pop up asking to wait or close, please select wait.
4. Enter 0 (zero) in the *FTE (CY) cell.
5. Update the (Calculated) Step (NY) and the FTE (NY) cells.
6. Complete the Comments (NY) cells to describe the reason for the change.
7. Select Save

If a similar position is not available in the workbook (Contact Budget for details if you have any questions regarding the new positions details):

1. Select the + icon next to the column selector icon in the far right above the blue header row. This will open up a blank employee/position detail. Red cells are mandatory. 
2. Type: Requested
3. Employee Number: 00000
   1. This and the next few cells will take a while to load, and you may get a pop up asking to wait or close, please select wait.
4. Type or select the Job Class for the position – there is a description attached to the numbers.
5. PCN: Type or select a position that matches the one you want to add.
6. Pay Type: Certificated = 100, Non-Certificated = 120
7. Site: Your Location
8. B/U: Select the union for the position.
9. Fund: Select the fund for this position to be charged to for FY 2024.
10. Location: Your Location
11. Function: Select the Function as it will show in the account code.
12. Focus: Select the Program (0000 is the default for most positions) as it will show in the account code.
13. Type: Select 2 Personnel
14. Union: Select the union for that position (see step 8).
15. Account: Select the Object – Certificated = 310, Non-Certificated = 320
16. Project: Select the project segment as it would show in the account (00000 is the default for most positions).
17. (Calculated) Certified/Non-Certified: select whether the position is certified or not (see step 15)
18. Calculated) Long GL Account (NY): Combine steps 7-16 for the full GL Account, enter each segment’s numerical value, separated by periods (.). like 100.001.110.0000.2.1.310.00000
19. Enter the Grade for this position/employee.
20. If this position will be filled by someone who is National Board Certified, enter 535 in the National Board Code cell.
21. Health code for
    1. MSEA is CERTCATA, or CERTBAS8 for the mimic plan.
    2. CEA is CLASCATA or CLASBAS8 for the mimic plan.
    3. MSPA/MLMA/EXEC is ADMICATA
22. 403B/457B (NY) – This is based on the Negotiated Agreements. If an employee is taking CERTCATA, CLASCATA, or ADMICATA and cannot have an HSA choose code 2100.
23. Enter 0 (zero) in the *Step (CY), *Days Per Year (CY), and *FTE (CY) cells.
24. Enter the Step, Days, and FTE to be budgeted for in the (Calculated) Step (NY), Days Per Year (NY), FTE (NY) cells.
25. Complete the Comments (NY) cells to describe the reason for the new position.
26. Select Save

Select the corresponding tab to what will be budgeted for. For Stipends, Substitutes, and Honorariums: Verify the Cycle is Requested, Verify the Fund matches the fund you are working on.

STIPEND

1. Select the Type (Elementary, Middle, or High)
2. Enter the Activity Description (Battle of the Books, Soccer Coach, Yearbook)
3. Select your Location from the Drop Down
4. Focus: Select the Program (0000 is the default for most positions, enter this if you are not certain) as it will show in the account code.
5. Project: Select the project segment as it would show in the account (00000 is the default for most positions).
6. Enter the number of Stipends you would like for this activity.
7. Select the FTE from the drop down.
8. Please use the following Rates (these are based on the current average stipend rate by type across the District), depending on the stipend type selected in step 57:
   1. Elementary $1,127
   2. Middle $3,305
   3. High $5,106

SUB_DAYS

1. Enter the Activity Description for why the sub will be needed.
2. Select the location the sub will be at.
3. Focus: Select the Program (0000 is the default for most positions, enter this if you are not certain) as it will show in the account code.
4. Project: Select the project segment as it would show in the account (00000 is the default for most positions).
5. Select the Sub Type
6. Select the number of days you would like to budget for substitute coverage for the activity listed in step 65.
7. Select the FTE for the substitute coverage.

HONORARIUM

1. Enter the Activity Description for why the Honorarium will be given.
2. Select the location.
3. Focus: Select the Program (0000 is the default for most positions, enter this if you are not certain) as it will show in the account code.
4. Select the Union for the employee that will receive the honorarium.
5. Project: Select the project segment as it would show in the account (00000 is the default for most positions).
6. Select the number of days this honorarium will be for.
7. Enter the cost you would like to budget for the honorarium.

ADD_DAYS

1. Enter the Activity Description for why the Honorarium will be given.
2. Select Certified for MSEA & MSPA employees, for all others select Non-Certified
3. Select the Fund.
4. Select the location.
5. Select the Function for the activity the additional days will be paid for – this can be separate from the Function the employee is normally paid from.
6. Focus: Select the Program (0000 is the default for most positions, enter this if you are not certain) as it will show in the account code.
7. Select the Union for the employee that will receive the additional days.
8. Project: Select the project segment as it would show in the account (00000 is the default for most positions).
9. Select the number of days this this will be paying for.
10. Enter the daily cost of the employee you would like to budget the days for. This can be found in the HR template, under that employee, select the gear to the far right of that employee and in the NY section under the (Calculated) Rate (NY) cell. 

Once the tabs in the ADDITIONAL TEMPLATE have been completed, select the hamburger at the top of the screen next to the template name, and select Submit. This will pull the data in your template to the Financial Template.

• Views are individual and are based on the user.
• Views can be applied across multiple templates of the same type (Financial or HR)
  • To apply a saved view to a template, select File> Load View 
  • Saved or modified views are not available for the Additional Staffing templates.
• The column selector icon, located to the far right just above the blue column header, can be used to hide or show different columns within the template.
  • For this version of the budget, please ensure that the following items are included in the Column Chooser for Charters:
    • Account_Type
    • Function
    • Program
    • Type
    • Union
    • Object
    • Project
    • Optional to include Historical data (Actual 2020, Actual 2021, etc.)
    • Optional ADM Projection to include enrollment projection for 2025
    • Requested Budget 2025
    • Row_Comment
  • For this version of the budget, please ensure that the following items are included in the Column Chooser for Grants:
    • Account_Type
    • Location
    • Function
    • Program
    • Type
    • Union
    • Object
    • Project
    • Optional to include Historical data (Actual 2020, Actual 2021, etc.)
    • Requested Budget 2025
    • Row_Comment
  • The columns must be checked here to remove a corresponding pill: 
• Pills link with the grey subtotal rows within the template. Subtotal rows can be expanded or collapsed.
  • You can rearrange the order of the subtotal by dragging pills into the wanted order within their row.
  • Pills can be removed by dragging and dropping them up into the header field above, or into the blue row below to allow for filtering. This will also remove the grey subtotal row within the template.
    • This will NOT remove any accounts listed within the template

• Columns can be hidden with the column’s selector  , and can be moved by dragging and dropping them within the blue header row into the desired order.
• Once your template is formatted to the desired specifications, select File>Save View As… , name the view in the Choose State cell, hit tab after naming, and select default  to have this view automatically load the next time the template is opened.

  Total budget allotments will be found in the Account Type: Revenue section for charter schools.

1. You will allocate funds in the Requested Budget 2025 column. There are two ways to allocate:
   1. 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. This is required for Federal Program Grants  
      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.
   2. Type in the whole dollar amount for that account code. Do not use commas or periods.
      1. Amounts can be adjusted by reentering or clicking with your roller bar in your mouse.

1. Once the budget is balanced, click on the dashboard tab on the top left next to your location name.
2. Expand the left column by clicking on the greater than arrow (>).
3. Right click on your location and select Workflow Step. Select “Ready fo RF”. This will need to be done for each of your templates (HR, Additional, and Financial). 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 recorded on 2/1/24

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.