NCFS Structure for Helene Funding

How to set up tracking in NCFS for Helene funding

• 1

  Create a unique Budget Fund that corresponds to the purpose of the appropriation.

• 2

  Create one or more unique Child Project(s) for each specific Helene recovery activity

  • Use project descriptions that clearly reflect the purpose of the appropriation (e.g.the money item header in the Conference Committee Report or description from session law section).  
  • You are encouraged to create more than one child project for funds that support broad programs covering multiple activities.  
    You may NOT use a generic “Helene” child project.
  • Project codes should begin with the agency number followed by H, with the remaining 7 digits up to the agency discretion (example: 14H0000024).
  • Ensure all revenues, expenditures, and reimbursements are coded to these projects.
• 3

  Ask OSC to tag the new child projects with the appropriate Helene DFF

  1. HLN APP ###S: New supplemental state and federal funds appropriated for Helene activities or reallocations directed in session law, showing the state funding share with ###S.  
     Examples: 
     • HLN APP 0S: 100% federal funding 
     • HLN APP 50S: Combination of state and federal dollars with 50% state share 
     • HLN APP 100S: 100% state funding
  2. HLN NO APP ###S: Existing state and federal funds agencies choose to use to cover Helene activities, showing the state funding share with ###S.  
     Examples: 
     • HLN NO APP 0S: 100% federal funding
     • HLN NO APP 25S: Combination of operational funds and federal dollars with 25% state share 
     • HLN NO APP 100S: 100% state funding
  3. Reimbursement: When federal reimbursements or insurance payments are received for Helene expenses, code the revenue to the same Child Project that the agency used for the expenditures. Do not change the DFF assigned to the Child Project. For example, if the agency first recorded initial state funds expenditures in a Child Project with DFF HHL NO APP 100S, then later received full or partial FEMA reimbursement of those costs, the federal revenues should be captured in this same Project and DFF. The Project history will then show the total and net state costs for the specific activity over time.
• 4

  All Helene entries for an agency transfer-in using account 48100001 must use an interfund.

  While in some cases an interfund may not be required from an accounting perspective it is required for Helene reporting.

• 5

  Populate the budget field within the Project Life to Date report (RPTRTR003) with the entire amount of the appropriation for each project

  This is not an IBIS action. See OSC’s reference guide for step-by-step instructions on completing the “Enter Budgets in Spreadsheet” task within the NCFS Budgetary Control App. 

  Please contact OSC and copy Nuray Eksen at GROW NC if you need a waiver of Budget Manager permissions to access the budget spreadsheet.

  

  BUD-26 Manage Grant Authorizations in Budgets