TO VIEW Y OUR OPERAT ING BUDGET ON GO WEST Log into SSB and select Finance. Once there select Budget Queries ;

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1 TO VIEW Y OUR OPERAT ING BUDGET ON GO WEST Log into SSB and select Finance. Once there select Budget Queries ; Once there select Budget Status by Organizational Hierarchy in the dropdown. Then Select [Create Query].

2 On this screen select for the following four check boxes. Select [Continue]. On this next screen; Fiscal years cover two years. We are currently in which is reflected as 2010 in the dropdown. Select 2010 for your fiscal year. Each month is a separate fiscal period starting in July and ending in June. For purposes of this document we ll compare period 04 (October). Commitment Type: All (this is a default you ll always leave there) Chart of Accounts: T (this stands for Tiger and is a default) Fund: You ll fill in your own fund number here. Fund numbers are six digits. Org: You ll fill in your own Organization (Department) number here. Org numbers are six digits. Please leave all the rest of the boxes empty. This is a data query engine. The more you select for the less it returns. In our exercise we are looking at the whole budget so we need all the data. Click the Include Revenue Accounts checkbox.

3 Select [Submit Query]. This next screen will give you the full rollup on your budget. OUR FIRST EXAMPLE IS AN OPERATING EXAMPLE WITH NO BUDGETED REVENUE. MOST ACADEMIC DEPARTMENTS FALL INTO THIS SCENARIO. Note that the rollup available balance shows that there is $255, available. It s well and good to have the overall budget available, but what most users need to know is How much do I have left to spend? To answer that question we need to isolate the activity a little more. Select the drop down. It will appear in blue. This next screen shows you categories.

4 From this we see that, in operating we have; $111, awarded in budget ($16,693.84) less the amount used year to date ($50.00) less in encumbrances $94, in operating budget lines still available for use. $1, add Revenue collected $96, available This amount remaining to spend is further influenced by any transfers or over expended student or OT payroll. Note that there are no transfers in this budget to consider. To determine whether or not there is overage on student or OT payroll we need to drill down on the Labor line. Click on the 60 in blue. Click one more time on 6A.

5 This takes you to a breakdown of how the Salaries have been budgeted and spent. The lines we need to look at are Student Salaries and OT. There is no OT to consider. Student Salaries have been budgeted for $10, $1, has been used. There is no over expenditure to take into account. If actual Student or OT payroll had exceeded the budgeted amount that amount of overage would have been deducted from departmental operating funds.

6 By hitting your back arrow on your browser, go back to the page the breaks down broad categories of Revenue, Labor, Expense, and Transfer. From this we see that, in operating expenses we have; $111, awarded in budget ($16,693.84) less the amount used year to date ($50.00) less in encumbrances $94, in operating budget lines still available for use. $1, add Revenue collected $0.00 plus or minus transfers $0.00 less Student or OT payroll overage $96, available to spend in this Operating Budget

7 OPERATING BUDGETS WITH BUDGETED REVENUE The next thing we ll tackle is an operating budget with budgeted revenue. Departments on this campus who have this kind of budget are primarily non academic units though we do have a few academic units budgeted this way. Our starting place is the same. Use Budget Status by Organizational Hierarchy and put in the same prompts as our other example used. This brings us to the following. This is the large picture on your budget which includes payroll budget you are not responsible for at the day to day operational level. To understand how much you have available to you in departmental operating you will have to look a little further.

8 If you drill down to the next level by clicking on your org number in blue it will show you how much is being used or collected in each broad category. In the case of Revenue note It is projected that $108, will be collected. To date, $2, has been collected. There is $105, left to collect. In the case of Labor $479, was projected $171, has been used to date. $299, is encumbered through the rest of the year. $8, remains uncommitted. Note: Labor funds may only be used for Labor expenses. Excess may not be applied against operating funds. This does represent a change from earlier practice. In previous years, if budgeted Student wages were not used the excess amount was considered as part of the overall operating budget. Under expenditures in any given area could be used to offset over expenditures in another. This year, student payroll budgetary excess may no longer be used to offset operating lines. In the case of Operating $120, has been granted to for Departmental operations for the year. This does not include payroll. $17, of that operating funding has been spent to date. $103, remains in operating funding. No Transfers have occurred. The next step is to look at student and overtime labor which the department has direct control over.

9 Drill down on the number 60 in blue. That will take us to the just the Labor lines. Drill down on 6A which is Salaries and Wages. Note that there is $2, budgeted in Student Salaries and $ is used. There is no OT. Primarily what we are looking for here is over expenditure. Any over expenditure is counted against departmental funds.

10 Going back to our Revenue/Labor/Expense/Transfer screen we can now answer the question How much money is available in operating?. The questions we typically must answer are; How much is left in Operating? In the case of this budget; $103, (remainder on the operating line) $105, (budgeted revenue not earned yet) (plus or minus transfers in or out). (minus any overage in Student Salaries or OT, in this instance none) = (2,620.05) This operating budget is in the red. By way of footing this figure; $2, Operating budget +$8, plus payroll unencumbered =$5, (the overall budgetary figure at the beginning of this example) How does this Operating figure differ from last years operating figure? Most College Operating budgets have been reduced by some percent. Any budget for benefits is now loaded as the payroll occurs.

11 VIEWING Y OUR OP ERATING BUDGET IN EP RINT At this stage we go to Eprint. At the bottom of every Finance screen in Go West you ll find the following selections. Pick e~print Finance Repository. For reviewing an operating budget (fund ), using Eprint s report FZRBYTD Financial Statement Current Month YTD. Once there you will want to select for the month you need. In this case we are looking at the latest, October. Select pdf.

12 Once there, you will need to use the column on the left to select the fund and org you want to look at. Click on the plus sign for the Fund to reveal the orgs underneath it. Select the org you want to look at (some of you may have many, some of you may just have one), and click on it. This below is an example of a very simple budget. Just Operating Expenses. To understand how much is available to spend; $20, in budget ($2,705.03) spent to date $17, available in budget. This budget did not have Student/Temp on Call/ or OT activity to consider. It did not have transfers or budgeted revenues.

13 Next we move to a budget that has a little more involved. Operating expenses in addition to Payroll. $5, Operating Expense budget ($1,666.68) Operating expenses incurred to date ($0.00) Less Operating Encumbrances $3, Operating Expense budget remaining $00.00 Revenue $0.00 Transfers In $0.00 Student Salary overage $0.00 Temp on call overage $3, Operating budget remaining. Note that the projected encumbrances draw temp on call over by ($75.55). Encumbrance, by it s nature, is a projection of expense not something that has happened in fact. This is why I have not deducted it from the operating budget. It *is* something, though, that the department should be keeping their eye on to make sure that the year doesn t end up in the red.

14 Operating Expenses with unbudgeted Revenue $1, Operating Expense Budget ($225.56) used to date $ Remainder Operating Expenses available $4.00 UnbudgetedRevenue $ Available in this budget The things I would most like for you to carry away with you are; Except for Student Salaries, OT, and Temp on Call payroll budget is not within a department s direct control and does not impact the operating budget. The only impact that Student Salaries, OT, and Temp on Call now have on your operating expense budget is if they are overspent in actuals. If actuals exceed budget your department must pick up the difference. To effectively read your budget stay on the Operating expense line and add or deduct; Revenue Transfers Student Salary/Temp On call/ and OT overages. This covers the greater majority of campus budget usage. There are a few unusual scenarios I have not covered here but those are somewhat outside the scope of this presentation. If you encounter material in your budget that has not been covered here please contact your Departmental contact for assistance in clarifying the numbers.