Allocations

In Allovue, Allocations are the way you turn dollars or resources into specific amounts and assign them to the Organizations that can spend them. An Admin or All Budgets user must configure allocations. To configure Allocaitons, follow the steps below:

Create a New Allocation

In Allovue, select Configuration
From Allocate, select Allocations.
Select Create Allocation, and a form will display.
1. Enter the Allocation Name (Required).
2. Optional: Select the Sort Order (the order that the allocation will display in the table).
3. Optional: Enter a description (Limit to 255 Characters).
4. Enter the Allowed Expense Types (Non-Personnel, Personnel, and/or Supplemental)
5. Select the Staffing Resource Type (If Personnel is selected, this will be required)
  1. Dollars (will allocate dollars based on Job Vacancy Costs)
    1. Benefit
      1. Employee: Uses actual dollar amounts
      2. Job Cost: Uses Job Vacancy Benefit pays
    2. Pay
      1. Employee: Will use actual dollar amounts
      2. Job Cost: Will use Job Vacancy Job Pays
  2. FTE Only
    1. Will Allocate FTE to be filled with personnel expenses, regardless of cost.
6. Select +Add Scope to select the funding scope for this Allocation,
7. From the dropdown menu, select the Jobs that can be funded by this Allocation. If no jobs are selected, all personnel can be funded from the Allocation.
8. Select the roles that are allowed to edit expenses inside this Allocation. If no roles are selected, all role types are allowed to edit expenses inside this Allocation.
Select Create Allocation.

Upload Allocations

In Allovue, select Configuration
From Allocate, select Allocations.
Select Upload Allocations.
Select Download CSV Template.
Modify your template.
Drag and drop your file to upload.
Select Upload.
Map the fields in your file.
Select Review and Confirm.
Select Confirm and Save.

Explanation of Fields

Field Name	Description	Format	Example
Sort Order	Add a Sort Order to Allocations you want to automatically pull to the top of your Allocations list	Numeric	4
Name Required	The name of the Allocation. Must be unique.	Characters	Allocation A
Code	Include code of any existing allocation you'd like to update, if applicable. If left blank, a new code will automatically be created for this allocation.	Characters	101
Allocation Description	Brief description of the allocation's purpose.	Characters	Allocation for all non-teacher salaries.
Allowed Expense Types Required	Indicate if the allocation is for non-personnel, personnel, or a combination of the two.	Characters	non_personnel,personnel
Staffing Resource Type	If the allowed expense type is personnel, indicate whether you will allocate Dollars OR FTE only.	Characters	dollars
Pay Type	If you'd like to use the employee's actual pay for personnel planned in this allocation, mark "employee". If you'd like to use the job's assigned pay for personnel planned in this allocation, mark "job"	Characters	employee
Benefits	If you'd like to use the employee's actual benefits for personnel planned in this allocation, mark "employee". If you'd like to use the job's assigned benefits for personnel planned in this allocation, mark "job"	Characters	job
Segment Type	A segment type from your chart of accounts that you wish to scope the allocation to.	Characters	fund/object/program/function/etc.
Operator	How you want to match account codes within the given segment type.	Characters	is/is not/between/not between/starts with/ends with/does not start with/does not end with/matches/does not match
Segment Code	The code(s) you want to match against. For ranges use `-` in between the codes.	Characters	fund is 10029, object between 1-999, function starts with 70
Jobs	The allowed Job Codes (from Manage > Configuration > Jobs) which can be planned for inside this Allocation. Users can leave blank to allow all Jobs to be planned from this Allocation.	Characters	991,993,213,881
Roles Required	The Role Codes for those roles who should be allowed to edit existing or create new expenses inside an allocation.	Characters	123,999,281,329

Archive Allocations

Once configured, the Allocations can be archived. Once an Allocation is archived, it will no longer be selectable from the formula rule dropdown list. To archive an allocation, follow the steps below:

In Allovue, select Configuration
From Allocate, select Allocations.
Navigate to the allocation you would like to archive and select the ellipsis.
Select Archive Allocation.
A warning message will display and you will select Archive Allocation again to move the Allocation to the Archive Table or Cancel to return to the list of allocations.

Archived allocations can be restored at anytime by “restore” from the archived allocations table.

Delete Allocations

Once an Allocation is archived, it will no longer be selectable from the formula rule dropdown list. You may also permanently delete an allocation from your Allovue instance. To delete an allocation, follow the steps below:

In Allovue, select Configuration
From Allocate, select Allocations.
Select Archived Allocations.
Navigate to the allocation you would like to delete and select the ellipsis.
Select Delete Allocation.
A warning message will display and you will select Delete Allocation again to permanently delete the Allocation from Allovue or Cancel to return to the list of allocations.

A delete action from the archive table cannot be done. Allovue recommends using the archive option instead of delete.

Assign Expense to an Allocation

When planning for future expenses via a proposal, you can assign an expense to an existing allocation. The steps are the same for all budgets and single budgets users.

Add New Expenses via Proposal

If you do not currently have any unapproved or in progress proposals, users can always create a new proposal for an expense. Proposals can contain non-personnel, personnel expenses, or supplemental expenses for all users. Administrators have access to pay and budgets proposals, which allow them to request changes to pay and benefits across the district. Follow the steps below to create a new expense and assign it to an allocation.

From the Future menu, select Budget Proposals
Select Create Proposal
Enter the proposal title
Select the budget for the proposal
Enter the proposal justification
Select Create Proposal
Select the expense type you would like to add: You may include multiple expense types per proposal.

Non-Personnel Expenses

Select Create Expense
A form will display that will require the following information:
1. Expense Details
  1. Enter the Name of the expense (255 Characters Maximum)
  2. Enter a Description for the expense. (255 characters maximum)
  3. Enter a Vendor name or select a Vendor from the list.
    1. If a vendor is missing, contact your district administrator.
2. Expense Funding
  1. Select an Allocation for the expense type. If the allocation you expect is missing, contact your district administrator and new allocations can be configured.
  2. Select the fund, location, object, and function.
  3. Enter the amount.
3. Strategies
  1. Enter a strategy from the list. A total of five strategies can be added per expense. If a strategy you expect is missing, contact your district administrator and new strategies can be configured.
Select Create Expense.

Personnel Expenses

Select Create Expense.
A form will display that will require the following information:
1. Position Details
  1. Enter the Position Code.
  2. Enter the Job. If the Job you expect is missing, contact your district administrator and new Jobs can be configured.
  3. Enter the Employee. If the Employee you expect is missing, contact your district administrator and new employees can be added.
  4. Enter the FTE.
  5. Enter Location Code.
  6. Add notes.
2. Position Funding
  1. Select an Allocation for the expense type. If the allocation you expect is missing, contact your district administrator and new allocations can be configured.
  2. Select the fund, location, object, and function.
  3. Select Type: Percentage or FTE
3. Strategies
  1. Enter a strategy from the list. A total of five strategies can be added per expense. If a strategy you expect is missing, contact your district administrator and new strategies can be configured.
Select Create Expense.

Supplemental Expenses.

Select Create Expense
A form will display that will require the following information:
1. Expense Details
  1. Enter the Supplemental Pay.
  2. Enter the Description.
  3. Enter the Employee. If the Employee you expect is missing, contact your district administrator and new employees can be added.
  4. Enter the Quantity.
2. Position Funding
  1. Select an Allocation for the expense type. If the allocation you expect is missing, contact your district administrator and new allocations can be configured.
  2. Select the fund, location, object, and function.
3. Strategies
  1. Enter a strategy from the list. A total of five strategies can be added per expense. If a strategy you expect is missing, contact your district administrator and new strategies can be configured.
  2. Add notes.
Select Create Expense.

Once you have added all of the expenses, select Submit Proposal to send the proposal for review

You may include multiple expense types per proposal. You may also use the upload option to upload multiple expenses.

Edit Expenses via Proposal

If you have an unapproved/ in progress proposal, users can edit the proposal and resubmit the proposal for approval.. Proposals can contain non-personnel, personnel expenses, or supplemental expenses for all users. Administrators have access to pay and budgets proposals, which allow them to request changes to pay and benefits across the district. Follow the steps below to create a new expense and assign it to an allocation.

From the Future menu, select Budget Proposals.
Navigate to the proposal and select Details.
In the proposal, navigate to the expense type that you would like to edit and select the pencil icon.
Make your changes in the expense form and select Update Expense.
Once all expenses have been updated, select Submit Proposal.

The proposal will restart the approval workflow configured in Allovue.