Cost Centers Endowment Balance General Ledger Trial Balance... 61

Transcription

1 Updated June 6, 2018

2 Contents Access Reports... 1 Web Address... 1 For System Viewers... 3 Change Password... 4 Logon to the Web Reports... 5 For Development Officers... 6 Run Reports... 7 Navigating Through the Web Report Home Page... 7 Reports available... 7 Selection Criteria... 8 Ordering and Viewing Reports... 9 Divisions... 9 Departments Cost Centers Endowment Balance General Ledger Trial Balance Gift Report Incomplete Cost Centers Restrictions and Stipulations Scholarship Recipients Scholarship Thank You List Special Event Report Spendable Cash Report Read Reports Cost Centers Departments Divisions Endowment Balance General Ledger Trial Balance Account Activity Summary Account Activity Detail... 65

3 Gift Report Incomplete Cost Centers Restrictions and Stipulations Scholarship Recipients Scholarship Thank You List Special Event Report Account Activity Summary Account Activity Detail Spendable Cash Report Summary Detail References Glossary... 77

4 Access Reports Web Address: This is the SIU Foundation web site. 1. Scroll down to the bottom right hand corner 2. Click on INTRANET 1

5 3. Click on This page contains two links. One is a link that will take you to this training manual. The other is the link to the Web Reports login page. Click on 2

6 For System Viewers: You will receive a user name and password from the SIU Foundation. 1. Enter your User name 2. Enter the Client of FD 3. Enter your password 4. Click on LOGIN 3

7 Change Password: The first time you login you will be required to change your password. 1. Enter your Old password 2. Enter your New password 3. Verify your new password 4. Click on CHANGE PASSWORD Your password has now been changed. If you forget your password, please contact the Web Administrator per the References page. 4

8 Logon to the Web Reports: To logon to the Web Reports page: 1. Enter your User name 2. Enter the Client of FD 3. Enter your password 5. Click on LOGIN 5

9 This is the Web Reports Home Page For Development Officers: 1. Click on the drop down arrow and select Windows password authentication 2. Enter your User name 3. Enter the Client of AD 4. Enter your password 5. Click on LOGIN 6

10 This is the Web Reports Home Page Run Reports Navigating Through the Web Report Home Page: From the Web Reports Home Page you will be able to run reports by first ordering the report and then viewing the report. Reports available: 1. Click on the Reports tab under Menu 7

11 2. Click on the drop down arrow next to Budget Officer Reports under Global reports. These are the reports that are currently available. Selection Criteria: When you click on the report you wish to run, you will have access to a selection criteria screen. Each report has a different set of selection criteria. Some criteria is mandatory. You will be prompted if the field is left blank and the criteria is mandatory. If the criteria is not mandatory and you leave the field blank, you will get all the information for the criteria left blank. If you are the system viewer of a division you will only have access to that division s cost centers; you will not have to enter a division code. If you have access to all divisions, you must select a division code. DO NOT RUN REPORTS FOR ALL DIVISIONS. This will time out the servers. Wildcard (*) this is a space holder when you are trying to run a report and you only know some of the information. For example, if you know a budget officer s name is Joe 8

12 Jackson. You could enter *Jackson and your search would result in a report for all budget officer s in your division that have the last name of Jackson. Ordering and Viewing Reports: The first reports you should run are the Divisions, Departments, and Cost Centers Reports. These reports will give you search criteria that you may want to use in running other reports. These reports are browsers that can be exported into an Excel spreadsheet and saved for future reference. Divisions 1. Click on the Divisions link 9

13 2. Click on the Search button 3. The results will populate on the screen. If you have many divisions and want to save the information, click on Export 10

14 4. Since this is a browser and not an actual report, click on Browser 5. When the browser is ready, click on the Open button 11

15 6. This will open up an Excel spreadsheet that can be saved to your computer for future reference Departments 1. Click on the Departments link 12

16 2. Enter a division code for which you want to see the corresponding departments and click on the Search button 3. The results will populate on the screen. If you have many departments and want to save the information, click on Export 13

17 4. Since this is a browser and not an actual report, click on Browser 5. When the browser is ready, click on the Open button 6. This will open up an Excel spreadsheet that can be saved to your computer for future reference 14

18 Cost Centers 1. Click on the Cost Centers link 2. You can search by any of the criteria below. One example would be to enter a department code for which you want to see the corresponding cost centers and click on the Search button 15

19 3. The results will populate on the screen. If you have many cost centers and want to save the information, click on Export 4. Since this is a browser and not an actual report, click on Browser 5. When the browser is ready, click on the Open button 16

20 6. This will open up an Excel spreadsheet that can be saved to your computer for future reference Endowment Balance 1. Click on the Endowment Balance link 17

21 2. You can search by any of the criteria below. One example would be to enter a department code for which you want to see all of the endowment balances. In this report you are required to enter transaction dates. DO NOT CROSS FISCAL YEARS. 3. Click on the Search button 18

22 4. The results will populate on the screen. Click on Export 5. This browser has an actual report. Click on the report name under Reports 19

23 6. The report has now been ordered and you will receive an order number. Close this screen by clicking on the X in the upper right hand corner. 7. Close the General Ledger Trail Balance by clicking on the X next to the report name. 20

24 8. This will take you back to the Web Reports Home Page. Click on Common and then click on Your ordered reports. 9. The reports are listed with the order number. The status of the report will indicate when it is finished. If the report has not finished, wait a few minutes and Refresh the screen. The click on the button. 21

25 10. Click on the Open button 11. This will open up an Excel spreadsheet 22

26 General Ledger Trial Balance 1. Click on the General Ledger Trial Balance link 2. You can search by any of the criteria below. One example would be to enter a department code for which you want to see the corresponding cost centers. In this report you are required to enter transaction dates. DO NOT CROSS FISCAL YEARS. 23

27 3. Click on the Search button 4. The results will populate on the screen. Click on Export 24

28 5. This browser has an actual report. Click on the report name under Reports 6. The report has now been ordered and you will receive an order number. Close this screen by clicking on the X in the upper right hand corner. 25

29 7. Close the General Ledger Trail Balance by clicking on the X next to the report name. 8. This will take you back to the Web Reports Home Page. Click on Common and then click on Your ordered reports. 26

30 9. The reports are listed with the order number. The status of the report will indicate when it is finished. If the report has not finished, wait a few minutes and Refresh the screen. The click on the button. 10. Click on the Open button 27

31 11. This will open up an Excel spreadsheet 28

32 Gift Report 1. Click on the Gift Report link 2. You can search by any of the criteria below. One example would be to enter a cost center number. In this report you are required to enter transaction dates. YOU CAN CROSS FISCAL YEARS ON THIS REPORT. 3. Click on the Search button 29

33 4. The results will populate on the screen. Click on Export 5. This browser has an actual report. Click on the report name under Reports 6. The report has now been ordered and you will receive an order number. Close this screen by clicking on the X in the upper right hand corner. 30

34 7. Close the Gift Report by clicking on the X next to the report name. 8. This will take you back to the Web Reports Home Page. Click on Common and then click on Your ordered reports. 31

35 9. The reports are listed with the order number. The status of the report will indicate when it is finished. If the report has not finished, wait a few minutes and Refresh the screen. The click on the button. 10. Click on the Open button 11. This will open up an Excel spreadsheet SOUTHERN ILLINOIS UNIVERSITY FOUNDATION Gift Report Summary from 7/1/2016 to 2/14/2017 Department: Col of Business Student Cost Center: College of Business Date Donor 09/19/16 Allen 09/19/16 Austin 09/19/16 Bailey 09/19/16 Bailey 09/19/16 Bennett 09/19/16 Bishop 09/19/16 Brittin 09/19/16 Campbell 09/20/16 Jackson 09/23/16 White 09/28/16 Hinckley 11/03/16 Miller 32

36 Incomplete Cost Centers 1. Click on the Incomplete Cost Centers link 2. There is no selection criteria for this report. Click on the Search button 33

37 3. The results will populate on the screen. Click on Export 34

38 4. This browser has an actual report. Click on the report name under Reports 5. The report has now been ordered and you will receive an order number. Close this screen by clicking on the X in the upper right hand corner. 35

39 6. Close the Gift Report by clicking on the X next to the report name. 7. This will take you back to the Web Reports Home Page. Click on Common and then click on Your ordered reports. 36

40 8. The reports are listed with the order number. The status of the report will indicate when it is finished. If the report has not finished, wait a few minutes and Refresh the screen. The click on the button. 9. Click on the Open button 37

41 10. This will open up an Excel spreadsheet Restrictions and Stipulations 1. Click on the Restrictions and Stipulations link 2. You can search by any of the criteria below. One example would be to enter a department code. 38

42 3. Click on the Search button 4. The results will populate on the screen. Click on Export 39

43 5. This browser has an actual report. Click on the report name under Reports 6. The report has now been ordered and you will receive an order number. Close this screen by clicking on the X in the upper right hand corner. 40

44 7. Close the Restrictions and Stipulations by clicking on the X next to the report name. 8. This will take you back to the Web Reports Home Page. Click on Common and then click on Your ordered reports. 41

45 9. The reports are listed with the order number. The status of the report will indicate when it is finished. If the report has not finished, wait a few minutes and Refresh the screen. The click on the button. 10. Click on the Open button 11. This will open up an Excel spreadsheet 42

46 Scholarship Recipients 1. Click on the Scholarship Recipients link 2. You can search by any of the criteria below. One example would be to enter the cost center number if you are looking for all scholarship recipients for that cost center. Or you can just enter the student s Dawg Tag Number to find all the scholarships that student has received. Using the Dawg Tag Number is only good for FY18 to present. In this report, you are required to enter transaction dates. YOU CAN CROSS FISCAL YEARS FOR THIS REPORT. 43

47 3. Click on the Search button 4. The results will populate on the screen. Click on Export 44

48 5. This browser has an actual report. Click on the report name under Reports 6. The report has now been ordered and you will receive an order number. Close this screen by clicking on the X in the upper right hand corner. 7. Close the Scholarship Recipients by clicking on the X next to the report name. 45

49 8. This will take you back to the Web Reports Home Page. Click on Common and then click on Your ordered reports. 9. The reports are listed with the order number. The status of the report will indicate when it is finished. If the report has not finished, wait a few minutes and Refresh the screen. The click on the button. 10. Click on the Open button 46

50 11. This will open up an Excel spreadsheet Scholarship Thank You List 1. Click on the Scholarship Thank You List link 2. You can search by any of the criteria below. One example would be to enter the division code. 47

51 3. Click on the Search button 4. The results will populate on the screen. Click on Export 48

52 5. This browser has an actual report. Click on the report name under Reports 6. The report has now been ordered and you will receive an order number. Close this screen by clicking on the X in the upper right hand corner. 7. Close the Scholarship Thank You List by clicking on the X next to the report name. 49

53 8. This will take you back to the Web Reports Home Page. Click on Common and then click on Your ordered reports. 9. The reports are listed with the order number. The status of the report will indicate when it is finished. If the report has not finished, wait a few minutes and Refresh the screen. The click on the button. 10. Click on the Open button 50

54 11. This will open up an Excel spreadsheet Special Event Report 1. Click on the Special Event Report link 2. You can search by any of the criteria below. One example would be to enter the appeal code. In this report, you are required to enter transaction dates. 51

55 3. Click on the Search button 4. The results will populate on the screen. Click on Export 52

56 5. This browser has an actual report. Click on the report name under Reports 6. The report has now been ordered and you will receive an order number. Close this screen by clicking on the X in the upper right hand corner. 7. Close the Special Event Report by clicking on the X next to the report name. 53

57 8. This will take you back to the Web Reports Home Page. Click on Common and then click on Your ordered reports. 9. The reports are listed with the order number. The status of the report will indicate when it is finished. If the report has not finished, wait a few minutes and Refresh the screen. The click on the button. 10. Click on the Open button 54

58 11. This will open up an Excel spreadsheet Spendable Cash Report 1. Click on the Spend Cash Report link 55

59 2. You can search by any of the criteria below. One example would be to enter the department code. In this report, you are required to enter transaction dates. If you want to run only the scholarship accounts, enter CF for the Scholarship Code. 3. Click on the Search button 4. The results will populate on the screen. Click on Export 56

60 5. This browser has an actual report. Click on the report name under Reports 6. The report has now been ordered and you will receive an order number. Close this screen by clicking on the X in the upper right hand corner. 7. Close the Spend Cash Report by clicking on the X next to the report name. 57

61 8. This will take you back to the Web Reports Home Page. Click on Common and then click on Your ordered reports. 9. The reports are listed with the order number. The status of the report will indicate when it is finished. If the report has not finished, wait a few minutes and Refresh the screen. The click on the button. 10. Click on the Open button 58

62 11. This will open up an Excel spreadsheet Read Reports This section is added to aid you in reading and understanding the reports. Cost Centers: This report will list the cost center number and name, division code and division name, department code and department name, budget officer number and name, budget officer backup name, report coordinator number and name, the system viewers numbers and names and the cost center status. 59

63 Departments: This report will list the department codes and department names for each division that you have access to. Divisions: This report will list the division codes and division names that you have access to. 60

64 Endowment Balance: This report will list all the endowment investments that you have access to. Column A The cost center number Column B The cost center name Column C The amount of the donation or transfer in to the endowment Column D The investment income the endowment has earned since inception Column E The total market value of the endowment investment General Ledger Trial Balance: This report is a record of all of the cost centers asset, liability, fund balance, revenue, expense, and transfer between cost centers for a date range for each cost center by department and division that you have access to. This report has two tabs at the bottom: a summary of the accounts and a detail of the accounts. 61

65 Account Activity Summary This tab groups all transactions for each account. Expendable Fund The following example is an expendable or current fund. This is the cost center that the budget officer is allowed to spend from. The expendable fund will be a cost center that starts with the number 1. In our example below the cost center number is

66 Balances at the beginning of the fiscal year for each account. Current transactions for the fiscal year to date. The beginning balance plus the current transactions. Account numbers for cash. These amounts need to be added together to come up with the cash available for the cost center. Fund balance is assets minus liabilities. Income generated by the cost center. Amounts spent by the cost center. Transfers are transactions between Foundation cost centers. Transfer Out/Supplement fee is the 6% fee on gifts received transferred to the Foundation General Fund and the corresponding Dean s Fund. Transfer In/Distribution is the annual amount transferred from the corresponding endowment. Endowment Fund The following example is an endowment fund. Endowment funds are invested and held in perpetuity. Only the income from the endowment is spendable. The endowment fund makes a transfer to the expendable fund on an annual basis. The endowment fund will be a cost center that starts with the number 3. In our example below the cost center number is This is the corresponding endowment for the expendable fund above. Notice that the last five digits in each cost center are the same (02080). This is referred to as the name. 63

67 Balances at the beginning of the fiscal year for each account. Current transactions for the fiscal year to date. The beginning balance plus the current transactions. Account numbers for investments. These amounts need to be added together to come up with the current market value of the investments for the cost center. Fund balance is assets minus liabilities. Investment income generated by the cost center. Fees charged by the investment managers allocated to the cost center. Transfers are transactions between Foundation cost centers. Transfer Out/1.5% Fee is the Foundation management fee. This fee is a maximum of 1.5% calculated on the market value of the endowment pool and allocated to the cost center. Transfer Out/Distribution is the annual amount transferred to the corresponding expendable fund. 64

68 Account Activity Detail This tab allows you to view the detail transactions for each account. The color coding indicates how each transaction affects the cash accounts. Balances at the beginning of the fiscal year for each account. NARFR transactions that net out to zero. See Glossary for more information. The annual amount transferred to the expendable fund from the corresponding endowment fund. Contributions to the cost center. The 6% supplement fee on gifts received transferred to the Foundation General Fund and the corresponding Dean s Fund. Amounts spent by the cost center. This example is scholarship payments. Monies granted from SIU to the cost center. Transfer that moves funds from cash to the balance point to cover expenditures of the cost center. See Glossary for more information. 65

69 66

70 Gift Report: This report will list the donors names for a date range for each cost center by department and division that you have access to. 1 2 Date contribution was received Donor name 67

71 Incomplete Cost Centers: This report will list all the cost centers that are missing criteria for the money to be spent. An example would be that the fund was set up without stipulations from the donor. Column A The cost center number Column B The cost center name Column C The division the cost center falls under Column D The department the cost center falls under Column E The budget officer of the cost center Column F The net asset balance for the cost center. (Net assets are assets minus liabilities. For most funds, this is the cash balance in the fund.) 68

72 Restrictions and Stipulations: This report will list the restrictions, selection, stipulations, and the background for each cost center by department and division that you have access to. Restrictions how the funds are to be spent for the cost center. Selection if the cost center is for a scholarship or fellowship, the selection indicates who is to choose the recipient of the award. Stipulations how much is to be awarded. Background information about the donor. 69

73 Scholarship Recipients: This report will list the scholarship recipient name, Advance ID and Dawg Tag, cost center name and number, division, department, budget officer, date of payment and amount for a date range for each cost center by department and division that you have access to. This report can be ran for different purposes: 1. View the scholarship recipients by division, department or cost center. This example is by cost center. 2. View all scholarships received by one recipient. This is the same report as above but the selection criteria was different. 70

74 Scholarship Thank You List: This report will list the cost center name and number and the recipients of the thank you letters for each cost center by department and division that you have access to Cost center number Cost center name Donor name Special Event Report: This report will list the revenues, expenditures, and transfers for a special event for a date range for each cost center by department and division that you have access to. This report has two tabs at the bottom: a summary of the accounts and a detail of the accounts. Account Activity Summary This tab groups all transactions for each account. 71

75 Income generated by the event Amounts spent for the event Transfers are transactions between Foundation cost centers Account numbers Account descriptions Amounts 72

76 Account Activity Detail This tab allows you to view the detail transactions for each account Income generated by the event Amounts spent for the event Transfers are transactions between Foundation cost centers Date of transaction Internal reference number 73

77 6 7 Transaction description or donor/vendor name Amounts Spendable Cash Report: This report will list the beginning cash balance, revenues, expenditures, transfers, ending cash balance, the projected transfer from endowment for the following fiscal year, and the projected cash available for the following fiscal year for a date range for each cost center by department and division that you have access to. This report has two tabs at the bottom: a summary and a detail of the transactions. Summary This tab groups all transactions for each cost center Cost center number Cost center name Cash balances at the beginning of the fiscal year Cash income generated by the cost center Cash outlays for the cost center Transactions between Foundation cost centers 74

78 7 8 9 The sum of Beginning Cash, Revenue, Expenditures, and Transfers Projected transfer from endowment for the following fiscal year. This amount is normally available at the end of February. The sum of Ending Cash and Projected July 1 Transfer from Endowment Detail This tab allows you to view the detail transactions for revenue, expenditures and transfers for each cost center Date of the transaction Internal reference numbers Transaction description or donor/vendor name Cash income generated by the cost center Cash outlays for the cost center Transactions between Foundation cost centers. These will usually consist of the distribution from the corresponding endowment and the 6% supplement fee on gifts received transferred to the Foundation General Fund and the corresponding Dean s Fund. 75

79 References Accounting Contacts Carbondale Springfield Stephen Nagle, Executive Director and Chief Financial Officer (618) Cindy Ciganovich, Controller and Endowment Management (618) Heather Hollmann, Receipts Kimberly Hawk, Disbursements (618) (618) Jenny Miller, Account Information (618) Mecca White, Account Information (217) Web Administrator Trista Halliday, Financial Analyst (618)

80 Glossary Appeal Asset Appeal codes indicate how the revenue was solicited. An asset is a resource that can be used now or in the future to benefit the unit. Balance Point Transfer The UBW system post all accounts payable transactions (checks written) to the account Cash Account for Balance Point. At the end of the month, the balance point transfer is made to move the funds from Cash in Account to cover the checks written by the cost center. Budget Officer A budget officer is an employee who has fiscal authority for cost centers at the SIU Foundation. Budget Officer Backup A budget officer backup is an employee who has signature authority for a budget officer. Cost Center Department Division A cost center is the fund or account that the budget officer has fiscal authority for. A department is the unit within the division as determined by the University/School of Medicine Organizational Chart. A division is the college/unit as determined by the University/School of Medicine Organizational Chart. Endowment Funds Endowment funds are funds which have been stipulated by the donors or other outside agencies to have the principal of the fund be maintained inviolate and in perpetuity, and invested for the purpose of producing present and future income which may either be expended or added to principal. Endowment cost centers will begin with a 3 (i.e ). 77

81 Expendable Funds Fund Balance Liability Name NARFR Transfer Report Coordinator System Viewer Expendable funds are funds that can be used for current operations. Expendable cost centers will begin with a 1 (i.e ). Fund balance is assets minus liabilities. A liability is a financial obligation of the cost center. The name is used to tie an endowment cost center to a corresponding expendable cost center. The name is the last five digits of a cost center. i.e Net Assets Released From Restrictions is a FASB requirement for the Foundation audit. These transfers net to zero between the cash accounts and the revenue accounts. The report coordinator is the employee designated by each division to receive the ed reports on a monthly basis. The system viewer is the employee designated by each division (maximum of two per division) who has access to run web reports. 78