Budget 101. Xi Zhong Financial Analyst. Katherine Shallenberger Senior Director. Financial Planning & Analysis Lewis & Clark College
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1 Budget 101 Xi Zhong Financial Analyst Katherine Shallenberger Senior Director Financial Planning & Analysis Lewis & Clark College
2 Basic Definitions What is a budget? A budget is an estimate of revenue and/or expense derived at one point in time. This estimate serves as a spending guide at many levels of the organization. There is no specific cash set aside for spending. Once approved by the board, the budget does not change. What is a forecast? A forecast is an updated financial projection based on actual results and feedback from various constituents throughout the College. What is a variance? A variance is the difference between budget and actual results. What is the margin? The margin is equal to total revenues minus total expenses. What is the Lewis & Clark Fiscal Year? June 1 May 31
3 Account Segment What do all the numbers in the L&C account mean? An account string is comprised of 11 characters Example: stands for Common Service-Business Office-Office Supplies Expense FUND DIVISION DEPARTMENT OBJECT XX X XXXX XXXX 10. Law School 12. Law Restricted / Designated 20. Graduate School 22. Grad Restricted / Designated 30. College of Arts & Sciences (CAS) 32. CAS Restricted / Designated Numeric or Alpha Rarely used (primarily project designation or start up funds) 0XXX Instruction 1XXX Research 2XXX Public Service 3XXX Academic Support 4XXX Student Support 5XXX Institutional Support 1XXX Assets 2XXX Liabilities 3XXX Fund Balance 4XXX Revenue 5XXX Personnel Expense 6XXX 8XXX Operating Expense 40. Common Services (COM) 6XXX Physical Plant 91XX Library 42. COM Restricted / Designated 7XXX Scholarship 8XXX Auxiliaries 92XX & Above Transfers
4 Reporting Tools WebAdvisor All department budgets can be viewed through WebAdvisor. Real time general ledger information is displayed. Access requires permission. Training materials are online. WBMAIN&TOKENIDX= Informer Informer can be used to pull data from Colleague. This is useful for reviewing transaction detail, multiple departments, and multiple years. Access to general ledger data is limited to finance personnel. BudgetPak BudgetPak is a tool for budgeting and forecasting. It can also be used for reporting on multiple departments. Reports show comparisons between budget and actual. Financial Planning office loads data from the general ledger to BudgetPak during the second week of every month. It is not real time and does not show results for restricted or designated accounts. Access requires permission and training.
5 Monitor Your Budget How do I know I am within budget? Login to WebAdvisor to view the Operating Budget Query (budget vs. actual report). How do I get access to WebAdvisor? Contact Xi Zhong in the Financial Planning office. What do I do if I think I am going over budget? Managers need to stay within the total budget, not the budget for specific line items. One account could be over budget and offset by savings from other account. If you anticipate being over budget in total, please contact Financial Planning staff. When is the budget available for the next fiscal year? The approved budget is loaded to Colleague and WebAdvisor in March prior to the beginning of the fiscal year.
6 Researching transactions? Use WebAdvisor to view general ledger transaction detail. Commonly used source codes CR Cash Receipts (Deposits) IV Invoice generated from Lewis & Clark JE Journal Entry. Note: Pcard transactions have a reference code of PCXXXXXX PJ Purchase Journal. Payment was made through accounts payable If you need further information, contact anyone in the Financial Planning or Business Office.
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