Budget Planning Training 5/1/18
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1 Budget Planning Training 5/1/18 1
2 Context 5/1/ Budget Actual (PO s, Vouchers, Journals, Deposits)
3 Budget Types Original Budget Recurring budget that is available for spending in the current and future fiscal years. Adjustment Budget One-time budget that is available or not available for spending in the current fiscal year only. Total Budget (calculation) Sum of original budget + adjustment budget Total budget available for spending in the current fiscal year. 3
4 Budget Transfer vs. Budget Planning Budget Transfer Budget transactions in the current fiscal year (2018). Two types of budget transfers: Original budget transfers from July 1 March 15. Adjustment budget transfers from July 1 June 30. Budget Planning Budget transactions in the upcoming fiscal year (2019). Two types of budget planning: Original budget transfers from May 1 June 30. Adjustment budget transfers from May 1 June 30. 4
5 What Am I Expected to Plan? Plan budgets for Fund 1XX SmartKeys in the following account groups: AG0 Revenues AG2 Other Compensation AG4 Operating Expenses Supervisors will plan AG1 Salaries & Wages through the on-line compensation process. Benefits will be calculated automatically based on the new benefit rate (38.4% for full benefits). 5
6 Why is Budget Planning Important? Budget checking occurs at both the Smartkey level and the level at which your department budgets (attribute = KK value). TP = Program Level TS = Account Subgroup Level (e.g., travel) TD = Account Detail Level (e.g., airfare, lodging). Budget warnings indicate that there are insufficient funds for the PO, Voucher or Journal at the level at which you budget. Good budget planning will minimize the number of budget warnings and allow for easier approval. You should transfer budget to fund the expense prior to submitting the PO, Voucher or Journal. Transactions with budget warnings may be allowed to be processed depending on the policy for your officer area. Budget errors indicate that there are insufficient funds in the smartkey for the PO, Voucher or Journal. Transactions with budget errors can not be submitted to workflow Budget will need to be transferred, or a different funding source will need to be identified, before the transaction can be processed 6
7 Where to find the KK Value for a SmartKey KK Value The KK Value for a SmartKey can be found on the Attributes Tab of the SmartKey/Account Summary Report. 7
8 Preliminary 2019 Budgets Original budgets from 2018 have rolled over into 2019 plus or minus any budget changes that were approved during the budget development cycle. Inquiry Reports (Fiscal Year = 2019) SmartKey Summary SmartKey/Account Summary Transaction Detail Workflow and Approvals Budget planning transactions will have the same workflow as budget transfer transactions (fiscal manager approval). Budget planning transactions are not reflected in WFS until they have been fully approved. 8
9 Wesleyan SmartDocs 9
10 Search Panel Budget Planning SmartDoc Defaults to Add a New Value Defaults the Business Unit and Journal ID Defaults the Journal Date to Today s Date Just click on Add 10
11 2019 5/1/18 JDOE Budget reallocation for 2019 programming Defaults Journal ID, Fiscal Year, Entered Date and Entered By Information. Asterisks show which fields are required. Select Budget Entry Type: Transfer Original (permanent) or Transfer Adjustment (one-time) Enter a Comment*. Be as descriptive as possible since budget transactions will go through workflow for approval. Attach documents if necessary. 11
12 2019 5/1/18 JDOE JDOE Budget reallocation for for programming 2019 programming 2019 programming Enter a Smartkey Limited to Smartkeys within a user s access (SmartSecurity) Limited to operating budgets (within fund 1XX) Limited to transfers within the same fund. Enter Account (based on budgeting level of the Smartkey) *TD=Track Detail; *TS= Track Subgroup; TP=Track Program (no account) Description for Smartkey and Account will be displayed for user verification 12
13 2019 5/1/18 JDOE Budget reallocation for 2019 programming 2019 programming 2019 programming Enter Debit or Credit Amount Debit decreases the expense budget. Credit increases the expense budget. Amounts entered must always be positive. The debit amount cannot exceed the original budget. To add a Line, click +. To delete a line, select the line and click -. The transaction must have a minimum of two lines. The budget planning transaction must be balanced (Total Debits must equal Total Credits). Click on Save (to save and return to later) or Save and Submit (to save and submit to workflow). Save will allow a user to preview the workflow before submitting. 13
14 Budget Planning ID and Status is displayed. Click on OK to return to the transaction. 14
15 2019 5/1/18 JDOE Budget reallocation for 2019 programming 2019 programming 2019 programming Journal ID is displayed Click Print Budget Planning to print a copy of the budget transaction Click on Workflow Status to view Workflow Approval Path 15
16 JDOE In this example, there are two different levels of approval: Budget Manager for Student Affairs (Rick Culliton) Budget Planning (Financial Planning) In order for a budget transaction to be processed, all approvers must approve this journal. Budget transactions are updated hourly every day on the hour. [Note: Inquiry is updated nightly.] Any comments made by an Approver will appear below the Workflow. Click Return 16
17 Revenue Transfers Notes Most department level users who need to plan revenue should use the Offline Budget Planning Form located in your E-Portfolio under WFS/Finance. The form should be completed and sent to your fiscal manager who should then pass it on to with their approval. In the case of Academic Affairs departments you should submit the form directly to Most budget center users who need to plan revenue have been contacted by our office for different access
18 Approvers 2019 JDOE 5/1/2018 JDOE 18
19 Reminders Deadline for budget planning is June 30 th. All budgets in need to be moved to the appropriate account code is for Finance Office only. 19
20 Contacts Financial Planning Office Sun Chyung, Director of Financial Planning Prashanie Silva, Senior Budget Analyst Tania Inturrisi, Budget Analyst For all inquiries please contact Financial Planning using the below: 20
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