Introduction to Budget & Account Management Principles and Practices PART B (UBI 211) Sarah Song Budget Planning and Administration

Transcription

1 Introduction to Budget & Account Management Principles and Practices PART B (UBI 211) Sarah Song Budget Planning and Administration

2 Agenda General Review Budget Components and Processes Mandatory & Optional Chart-fields Chart-fields Listing How to establish and close Chart-fields Organizational/Departmental Tree Structure Fiscal Year Calendar What makes up the Budget Components impacting Budget Balance Available Reports My Workplace Distributed Reports (Available through 6/30/2011) New CFS Ad Hoc Reporting Tools (OBIEE) Budget Office Contact Information Questions & Answers 1

3 General Review Mandatory & Optional Chart-fields Chart-fields Listing How to establish and close Chartfields Organizational/Departmental Tree Structure Fiscal Year Calendar 2

4 Mandatory & Optional Chart-Fields Departmental Financial Management Responsibility: Balancing at Department + Fund level 3

5 Chart-field Listing 4

6 How to Establish New chart-fields 5

7 CMS Chartfield Request Form 6

8 CMS Chartfield Request Form (Continued) 7

9 To Access and Complete Position Action Form and Student Task Profile Action Form Go to your Portal Click on the Titan Online tab Scroll and click My WorkPlace in the econtent box Select eforms Human Resources (on left side) 8

10 For Position Action Form : Choose Payroll 9

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12 For Student Task Profile Action Form : Choose Search All Form Templates 11

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14 To Access and Complete IT Access Request Forms (Finance System Access & HR System Access) Go to your Portal Click on the Titan Online tab Scroll and click My WorkPlace in the econtent box Select IT Access Request Form 13

15 Finance Access Form 14

16 HR Access Form 15

17 How to Establish New chart-fields Non-Department 16

18 Organizational/Departmental Tree Structure 17

19 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 18

20 Budget Components and Processes What makes up the Budget Budget Transfer Overview Components impacting BBA (Budget Balance Available) 19

21 What makes up Budgets Baseline Budget One-Time Budget Initial Baseline Additional Baseline Prior Year Budget Current Year Budget Initial Base & Division Baseline Adj Add l Base Allocation Baseline Budget Transfer Prior Year CFWD Prior Year Encumb Prior Year PTD One- Time Budget Adj One- Time Budget Transfer Benefit Allocation 20

22 Budget Transfer Overview Budget Transfer On-line Training: 21

23 Budget Transfer Form

24 Components impacting BBA (Budget Balance Available) Baseline Budget Initial and Additional Baseline Budget Revised Budget Project to Date All Budgets including Baseline Budget and Onetime Budget Prior Year Grand Total to Date for active projects Current Month Actuals Year to Date Actuals Grand Total to Date Total Actuals for the Current Fiscal Year (includes Current Month Actuals) Grand Total to Date = Project to Date + Year to Date Actuals Year to Date Encumbrance Open POs BBA (Budget Balance Available) BBA = Revised Budget Grant Total to Date Year to Date Encumbrance 23

25 Reports My Workplace Distributed Reports (Available through 6/30/2011) New CFS Ad Hoc Reporting Tools (OBIEE) 24

26 My Workplace Distributed Reports (Available through 6/30/2011) 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 25

27 My Workplace Distributed Reports (Available through 6/30/2011) 26

28 My Queries New CFS Ad Hoc Reporting Tools (OBIEE) Purchasing Revenue/Expense Report 27

29 My Queries Report Purpose Comments Budget Allocation Download all + or - budget allocations for a department (by month or year-to-date) For data dumps only; Budget Detail Report on Revenue/Expense Link is better for department use; same details but subtotals by account code Budget Allocation by Tree Salary & Benefits Salary & Benefits by Tree Service Provider Chargebacks Athletic Fees Download all + or - budget allocations for a college/unit (by month or year-to-date) Lists individual salary and benefit payments by type and month for department Lists individual salary and benefit payments by type and month per department for a college/unit Shows recharges issued to your department For college/unit level fiscal coordinators Use to verify payment amounts issued by CWID; can calculate benefits % Use to verify payment amounts issued by CWID; can calculate benefits % Use to verify amounts charged for orders submitted Student Affairs Only 28

30 Purchasing Report Purpose Comments Requisitions Purchase Orders Voucher Req / PO / Voucher Shows status of all requisitions entered (A: Approved; O: Open; X: Cancelled); vendor not yet assigned Shows PO issued for requisition submitted Shows all payments made against a PO; can drill down to see payment check # Offers another view of the relationship between requisition, PO and payment Use to identify which requisitions are still in process or when approved Use to see PO number and vendor assigned to a requisition Use to verify payments processed for vendor inquiries An alternative to Voucher view; personal preference if this or Voucher view is preferred PO Remaining Balance Shows all expenses applied and balance pending per PO at department level Use to identify POs that are complete and should be closed to release encumbrance 29

31 Revenue/Expense Report Report Purpose Comments Revenue/Expense Summary Shows current budget, YTD expenses, encumbrances, preencumbrances and department available balance Use to see amount available; salary projections to be separately applied; summary without benefits version best view if department not responsible for benefits costs All University Benefits Pool Budget Detail Actuals Detail (between Accounting Periods) Encumbrance Detail Pre-Encumbrance Detail Shows total benefits expenses by type (e.g. dental, retirement, medicare) Shows all + or - budget allocations for a department (YTD) Shows all expenses posted to each account code; revenue posted as negative amount Shows balances encumbered for POs issued Shows balances encumbered for requisitions approved but not yet converted to PO Interesting to see but not really something departments need to be concerned with Subtotals by account code Use to reconcile all expenses posted Shows PO funds committed but not yet spent Shows requisition funds committed but not yet spent 30

32 Budget Planning and Administration Contacts 31

33 Questions & Answers