Setting Up and Using Allocation Groups

Setting Up Allocation Groups

Reference Data > Allocation Groups

In some cases, you may want to actually assign multiple accounting codes to a specific individual. For example, you would use this feature if you need to indicate that, an employee’s absence should be coded 70% to Budget Code A, and 30% to budget code B. To accomplish this, you would first create what is called an “Allocation Group.”

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To create a new Allocation Group, click the blue + sign.

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1. First, give your new Allocation Group a name.

2. Indicate the “code” that you wish to associate with this group

3. Indicate the school and employee type that this group will be available for

4. Give the details of this split. In this example, this allocation group is split 60% to the first accounting code, and 40% to the second. The items in the drop down list will be your “Accounting Codes” that you have defined in reference data.

5. Effective Dating of the accounting code will allow you to manage different versions of this particular “split” as time goes by.

You can have as many lines as you need, as long as the percentage of allocation adds up to 100%.

When creating an Allocation Group, your goal is to indicate an accounting code “override” for an individual who is split coded. The goal would be to allocate funds to pay the substitute 60% from one budget, and 40% from another budget. Creating the allocation group under reference data will allow you to assign it to both an employee record as a default, as well as to an appropriate (based on your school and employee type designation in step #3 above) absence.

Budget codes and accounting codes are two tools available in Aesop to help districts track the funding sources. It is also possible to create different versions of the allocation group that will be used at different points in time, depending on the effective date selected. In this example, the Allocation group has a 60/40 split from 12/4 to 12/31, but this same allocation group that is assigned to an absence after 1/1/2009 would have a 63/37 split.

Assigning an Allocation Code to an Employee

When viewing an employee’s General Information Screen, and when using “Accounting Codes” and “Allocation Groups”, a specific code or default allocation group can be associated with the employee as shown below.

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Allocation groups can be easily spotted in this drop down list by the (AG) designation.

After you assign an Allocation Group to a particular employee, that AG becomes the default coding that is placed on any absence that is created for that employee.

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Defining an Allocation Group for an Absence

For ultimate flexibility, the user can customize a specific allocation group to be assigned to a particular absence! This is visible by using the “allocation groups” tab on the “modify absence” screen.

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By creating a custom allocation group that is used just for this absence, the user is able to handle the unusual scenario of indicating a different “split” than is normally used.

Data Management for Allocation Groups

A number of fields have been added to the Report Writer to accommodate allocation group reporting. These codes are found in the Absence Data section of the Report Writer.

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For more information on the Report Writer, see the chapter and guide on Report Writer features. These specific fields dealing with accounting codes and allocation groups have been added to the report writer as an easy way to extract information about absences that have associated allocation groups.

When using allocation groups for a particular absence, it is important to remember that the absence, when extracted, contains multiple rows, even for a single day absence. Aesop extracts one row for every different accounting code used for a percentage of the absence.

Importing Allocation Groups

If you plan to use many different allocation groups, you are also able to import these by using our data import feature. You will be able to import allocation groups and also assign a particular allocation group to an employee using the import tool (see chapter on Data Importing for more details on importing data.) The excel template will allow you to import `multiple allocation groups and assign them to employees without doing this one at one time.