Managing Budgets

As a Budget Owner it is your main task to manage your yearly budget in a meaningful way.
This application will help you in doing so.

In order to manage your budget you need to log into the TYPO3 backend of this website.

Once you have done so, you will can use the list module to navigate your available budgets via the pagetree.
The hierarchy is as follows:

You'll get the hang of it eventually.

Add a budget

To start out we will have to create a budget record for the budget you have been granted for this year.

Navigate to the appropriate folder and create a new record of the type "Budget"

Pretty much what you'd expect. In 99.99% of the cases you want to have this not checked.
The title should be the exact name of the budget as granted to you. THis makes sense because otherwise people might have problems finding the proper budget to reimburse against.
Budget Number
Just enter the integer number of the budget here as granted by the T3A. Leave out the # at the beginning, it'll just make things complicated.
Select yourself here. The searchbox on the right helps a lot.
Alternative mail address
By default, all approval emails are sent to the T3A backoffice, but in special cases you might need an alternative (like TYPO3 Inc needs a special one)
You can add information to your budget by filling in this field. Whenever a user will select your budget for his/her reimbursements, this information will be shown in a nice, nagging window.

We will be dealing with purposes and incomes in the next steps.

Add purposes

Your budget most likely consists of several purposes (or sub-budgets). For example the CMS Team budget consists of a purpose for every single sprint, a fixed appreciation purpose etc.

If you do not add any purposes to your budget, noone will be able to reimburse ANYTHING on that budget.
Pretty much what you'd expect. In 99.99% of the cases you want to have this not checked.
Pick a meaningful title here - these titles will be shown in the list of purposes when users reimburse
This is the type of purpose, your options are
  • Codesprints
  • Support Plans (not really important normally)
  • Work Cost (for planned working ours
  • Appreciation Cost (so things like Amazon vouchers, T-Shirts...)
  • Enabling Cost (for travel etc.)
Estimated cost
The amount of money you planned for this purpose. Make sure to use US currency format.
Actual Cost
This is a read-only field that will be updated as you approve reimbursements. It's possible that the actual cost exceeds the estimated costs, but in these cases you should have your alarm bells ringing already.
The Date for which to plan said purpose. This will be used to create your budget overview later so you can see when you spent what.
In case a purpose has been exclusively created for a certain person (like work cost for a specific topic for example) you can optionally select that person here.

Add income

Since a budget works much like a bank account, you need to "fill it up" first. This will always be the initial budget amount that has been granted to you by the T3A.

Remember to set the status to "Paid" (since the T3A has granted the budget to you).

If you do not add any incomes to your budget, there will be no money to reimburse from.

In case your budget generates any income that is to be used mutually exclusive by your team, add more incomes here as you see fit.

Managing Reimbursements

After you have set up all things properly in the backend, your daily work as a budget owner starts.

Approving Reimbursements

Your main tasks will be about approving reimbursements, which will take place in the frontend of this application.

Use the menu on top to click the "Approve Reimbursements" menu item.

Here you will see a list of your current budgets you have access to.

You can filter reimbursements by status, so in case there are reimbursements awaiting approval, select "Open" here.

You can then take a look at the generated PDF file again (you should also have it in your mailbox) and hit the approve button.
This will send the approval email to the backoffice so the funds get transferred.

Once you approved a reimbursement, there is no way to get it back, so take extra care here.

Declining Reimbursements

Sometimes you may need to decline a reimbursement. To do so, simply hit the "Decline" button and provide a meaningful explanation, why you had the decline the reimbursement.

Budget Graphs

If you click the "Manage Budgets" menu item you will be taken to a helpful overview of your current budget status where you can see: