Understanding Budget Reports May Financial Services

Transcription

1 Understanding Budget Reports May May 27, 2009 Financial Services

2 Agenda 1. Chart of Accounts & Definitions i i 2. Fiscal Year Calendar 3. Budget components and processes 4. Distributed Reports Budget Balance Available Report Other Reports 5. My Queries 6. Questions & Answers 1

3 Chart of Accounts Chart fields Account (6 characters numeric) Fund d(5 characters alphanumeric) Department ID (5 characters numeric) Program (4 numeric) Class (5 alphanumeric) Project (8 numeric) Chart field String = Account + Fund + Department + Program + Class + Project 2

4 Chart field Definitions Account Captures the nature of financial transactions. It provides detail breakdown of Revenues and Expenditures. Fund Represents the source of money related to financial transactions. Department ID Identifies the organizational structure identified by campus. Program A set of ongoing general activities that need to be tracked. Values are assigned by the campus. Class Provides for any special cost reporting needs a division, department or other organizational unit may have that are not met by the campus-wide reporting values in other chart fields. Project Identifies a discrete set of activities. Further breakdown of Class or Account. Values are defined by division, department or other organizational units. 3

5 Differences Between Various Chart Fields Mandatory chart fields Account t(6 characters numeric) Fund (5 characters alphanumeric) Department ID (5 characters numeric) Optional chart fields Program (4 numeric) Leave Blank Class (5 alphanumeric) Extension of Dept Project (8 numeric) Departmental Financial Management Responsibility: Balancing at Department + Fund level 4

6 Chart Fields Listing 5

7 Fiscal Calendar It is important to become familiar with the fiscal year and accounting periods for each month July 1 August 2 September 3 October 4 November 5 December 6 January 7 February 8 March 9 April 10 May 11 June 12 Different than calendar year Reflects Fiscal Year 6

8 Budget Components Prior Year Carry-Forward Budget Prior Year Encumbrance Budget Initial Baseline Budget New Fiscal Year Budget (Baseline & One-Time) Budget Reductions Budget Transfers Other Budget Entries (i.e.. Allocation Order, SWAT Notice, Revenue Budgets, Capital Budgets, Compensation Increase, and etc) 7

9 Monthly Standard Reports CMS Training Documentation and Tutorials Distributed Report Matrix and the Samples List of Distributed Reports Requisitions/P.O. Report Expenditure Summary & Detail Budget Allocation/Transfer Budget Balance Available Report Open Commitments Security by Employee Security by Department 8

10 Access to Distributed Reports Portal Log In e-content Tab 9

11 Access to Distributed Reports Distributed Reports 10

12 Budget Balance Available Report 11

13 Budget Balance Available Report 12

14 Administration and Finance Budget Balance Available Report 13

15 Budget Allocation and Transfer Report 14

16 Budget Balance Available Report Budget Allocation and Transfer Report 15

17 Encumbrance/Expenditure Reports Requisition/P.O. Detail Report and Requisition/P.O. Summary Report: Allows the department to view detailed or summarized information about Purchase Requisitions and Purchase Orders as of the reporting date. Expenditure Detail Report and Expenditure Summary Report: Allows the department to view detailed or summarized financial transactions by account code, fund code, program, class or project as of the reporting date. 16

18 Requisition/P.O. Summary Report Expenditure Detail Report 17

19 Query Tools My Queries Ad-hoc (available only to Division Finance Coordinators) 18

20 Budget tallocation by Dept: Run-Time Prompts 19

21 Budget tallocation by Dept: Output t 20

22 Budget Allocation by Tree Node: Run-Time Prompts 21

23 Budget tallocation by Tree Node: Output t 22

24 Questions & Answers