Reclaiming Funds Using Budget Utilization

Overview

Budget owners can now use the Budget Utilization screen to reclaim unused funds from active activities and return them to the main budget of origin. This helps budget owners quickly review and reclaim unused budget amounts remaining within active allocations.

Purpose

When allocations are created under a budget, certain amounts are left unused. The Reclaim Funds process allows budget owners to archive active allocations and move the remaining balances back to the parent budget all in one place.

How It Works

1. Start by opening your Budget Utilization Screen
    
   • For Administrators 
      
     • Navigate to Finance & Accounting > Budgets > Budget Utilization
        
   • For Budget Owners and Managers
      
     • Navigate to My Team > Team Budgets 
        

2. Open Allocation Review

   Use the new icon on the budget line to open the Allocation Review page

   

3. Review Active Allocations
   Each row lists an active activity with details such as:
   • Activity Name, Owner, and Amount
   • Activity Start / End
      
4. Reclaim Funds
   • To reclaim funds from a single activity, click RECLAIM

• To reclaim all available funds from every listed activity, click RECLAIM ALL

  • To remove an allocation from RECLAIM ALL select REMOVE

  

  • To revert, select ADD BACK

  

• Use the warning dialog box to confirm RECLAIM ALL action

After Reclaiming
Once funds are reclaimed:

• The activities will be archived and can no longer be used
• The associated amount will be returned to your main budget
• If an allocation has been archived by error, please create a new allocation using New Spend Permission

Example

In this example the Product Development Budget reflects:

Static Values

• Budget Amount: $10,000 (Full Budget Amount)
• Used: $7.46 (Amount Spent)
• Reserved: $6,100 (Total Amount Allocated to Activities)
• Utilization: 0% (Utilization Percentage)

Variables

These amounts vary based on user's input on this page

• Unutilized Activities: $6,092.54 (Unspent Amount in the selected Activities)
• Available Budget: $3,892.54 (Total Available not allocated to any Activities)
• Total Potential: $9,985.08 (Total Available to reclaim from listed Activities + Available Budget)

In this example, $9,985.08 can be reclaimed by using RECLAIM ALL

Notes

• "Show Allocations from Sub-budgets" is coming soon!
• Claiming is a one-way action — once an activity is archived, users can’t spend from it again. 
• Only budget owners and approved financial managers have permission to perform this action. 
• This feature is most useful at the end of a budget period or before reallocating funds to new initiatives.
• Required Features
  • Budget/ReviewActiveAllocations
  • Activity/MassUpdate