Release 6.5, May 18, 2015 Finance Grants HR Faculty Dashbard Access Updates n updates General n updates Cming Sn Summary f the Changes Finance InfPrte cst cdes applied t sft encumbrances are nw displayed n the Transactins tab in the IPT Cst Cde clumn. The sign n F&A budget transfers was incrrectly reversed n the Transactins tab, thugh the ttal was displayed crrectly n the Main Ledgers tab. This means n the detail transactin, a negative value displayed when it shuld have been psitive, and vice versa. This prblem is crrected. If yur department uses InfPrte t cst cde transactins, a new reprt makes it easier t see a quick summary f budget and actuals fr all f yur IPT Cst Cdes n ne page. Frm there, yu can drill dwn t mre detailed balances, and then t the transactins that make up thse balances. This reprt replaces the InfPrte Cst Cde Reprt, which was remved frm the Financial Reprting screens. (click here fr mre infrmatin) InfPrte s Financial Reprting tab is hme t the SAS reprts, several f which have updates yu shuld knw abut: Suspense Activity Reprt is nw available nly t thse wh have enhanced financial reprting access. (click here fr mre infrmatin) Ledger Grup Drill-Dwn Reprt All Ledgers (click here fr mre infrmatin) Surce List Reprt (click here fr mre infrmatin) Cmprehensive Financial Summary (click here fr mre infrmatin) Grants Salary fr hurly emplyees is nw calculated n an annual basis. The calculatin impacts emplyees listed in the Persnnel Details sectin n the Grant Details screen. (click here fr mre infrmatin) 5/18/15 1
HR In sme cases, HR/Payrll reprts shwed duplicate funding surces, ften resulting frm a change made t an emplyee after 10/1/2014. This prblem is crrected. Sme psitins with knwn incumbents displayed Nne n the Psitins tab s list and n the screen with the psitin s details. This prblem is crrected. In sme cases, cmpensatin fr terminated hurly emplyees with an active and an inactive psitn was incrrectly summed, and nt detailed per psitin. This prblem is crrected. Faculty Requests submitted n the New Faculty tab nw display nly the rutes fr departments yu have access t. Faculty Dashbard There are nw tw balances n the Dashbard tab: Balance and Balance (Direct nly). (click here fr mre infrmatin) Cming Sn Wrk cntinues n the BMS Reprt. BMS stands fr Budget Management System, and is a reprt used in legacy systems t manage persnnel budgets n State funds. A versin f the reprt is available in InfPrte, but at this time des nt include payrll actuals fr July, August, and September. Befre the end f this fiscal year, CnnectCarlina will have payrll actuals fr July-September, and when it des, the new BMS Reprt will include payrll actuals fr the entire fiscal year. Retractive payrll changes and payrll prjectins (replacing the persnnel encumbrances which are n lnger available in CnnectCarlina) will als be included. 5/18/15 2
DETAILS ABOUT THE CHANGES: FINANCE New IPT Cst Cde tab makes it easier t manage transactins tagged in InfPrte If yur department uses InfPrte t cst cde transactins, a new reprt makes it easier t see a quick summary f budget and actuals fr all f yur InfPrte cst cdes n ne page. Frm there, yu can drill dwn t mre detailed balances, and then t the transactins that make up thse balances. The IPT Cst Cde tab includes nly cst cdes created in InfPrte, and nly transactins tagged with an InfPrte cst cde. The cst cdes used in the Cst Cde 1, Cst Cde 2, and Cst Cde 3 clumns are nt included in this tab. There are fur tabs underneath the IPT Cst Cde tab. Summary lets yu search fr a specific InfPrte cst cde; als shws a summary f the InfPrte cst cdes belw the search fields. Nte: Yu can search fr yur InfPrte cst cdes by using the % wildcard. Fr example, if yur InfPrte cst cdes begin with the letter A, yu can type A% t see all InfPrte cst cdes that start with A. Rllup shws infrmatin fr InfPrte cst cdes summarized by accunt. Transactins shws transactin infrmatin fr InfPrte cst cdes. IPT List lists InfPrte cst cdes and prvides and lets yu create and edit thse cst cdes. Drilldwn n the IPT Cst Cde tab t see balances and the transactins that make up thse balances IPT Cst Cde lets yu drill dwn t see details. Fr example, when yu click an InfPrte cst cde frm the Summary tab, the Rllup infrmatin appears fr that InfPrte cst cde. Frm the Rllup infrmatin, yu can click individual accunts t see the transactins that cmprise the accunt ttals. 5/18/15 3
Clicking here Shws the Rllup, and clicking here Shws the transactins. 5/18/15 4
Imprtant: When users tag transactins in InfPrte, the selectin list includes bth IPT cst cdes (which are created in InfPrte) and CnnectCarlina cst cdes (which are created in CnnectCarlina). Hwever, the IPT Cst Cde tab displays reprts nly fr InfPrte cst cdes. Fr example, cst cde MEDOFINAID is a CnnectCarlina cst cde. Yu can tag a transactin with this cst cde, but yu can t reprt n it in the IPT Cst Cde tab. Tagging n the Transactins tab Nt available fr reprting n the IPT Cst Cde tab. This is a knwn shrt-cming and will be addressed in a future InfPrte release. 5/18/15 5
DETAILS ABOUT THE CHANGES: FINANCE, cntinued Day-t-day and year-end effrts easier with enhancements t Financial Reprting reprts InfPrte s Financial Reprting tab is hme t the SAS reprts, which are rganized under three buttns: Ledg/Acct Cash/Bal Misc The Cash/Bal tab is available t campus; the ther tw tabs are available t thse wh have enhanced access t0 CnnectCarlina finance queries and InfPrte Financial Reprting. These users are peple designated by their MOU leads t have this access. The Ledg/Acct tab is detailed belw, because f significant changes. With the exceptin f wh may access the infrmatin, the Misc tab hme t the Suspense Activity Reprt and Transactin Finder Reprt has nt changed. Ledger/Accunt Reprts In February the reprts in this area were remved fr updating, and mre stringent data validatin. Tw reprts are back, and a new reprt, Surce List Reprt is available. The infrmatin in this sectin f Financial Reprting is based n the Cmmitment Cntrl legers which are als the basis fr the Main Ledgers and Transactins tabs. That means that if yu use the same search criteria, the results will match. Ledger Grup Drill-Dwn Reprt All Ledgers This Ledger Grup Drill-Dwn Reprt prvides a high-level summary f transactins by ledger grup. The summary is gruped by business unit, ledger grup (fr example, State and State revenue), fiscal year, ledger (budget, pre-encumbrance, and s n). This reprt des nt include OSR and Capital Imprvement ledgers due t the nature f life-t-date prjects. The Ledger Grup Drill-Dwn Reprt has three tabs, each f which are detailed belw: 1. Ledger Grups Overview 2. Ledger Grup Summary 3. Ledger Grup Detail 5/18/15 6
Ledger Grups Overview tab The Ledger Grups Overview tab prvides the ttal f budget, actuals, encumbrances, and pre-encumbrances, and the balance by ledger grup. Use the filters in any cmbinatin yu want: Business Unit defaults t yur primary business unit, UNCCH r UNCGA. Fiscal Year defaults t the current fiscal year Ledger Grup defaults t F&A Accunting Perid defaults t July thrugh December Budget Perid defaults t the current budget perid, which crrespnds t the current fiscal year Department Level Nte: T display FAMODET and FAMODET_RV, yu will need t select the mnthly budget perids (2015M01, fr example). Ledger Grup Summary tab The Ledger Grup Summary tab prvides a summary by fund grup (fr example, 291 t see ttals f unrestricted trust funds) f the transactins that make up the ledger grup s ledger ttals. Filters are applied when yu drill dwn frm the Ledger Grups Overview tab, but yu can change the filters and use them in any cmbinatin yu want: Business Unit defaults t yur primary business unit, UNCCH r UNCGA. Fiscal Year defaults t the current fiscal year, r the value used when yu drilled dwn frm the Ledger Grups Overview tab Ledger Grup defaults t F&A, r the value used when yu drilled dwn frm the Ledger Grups Overview tab Accunting Perid defaults t July thrugh December, r the value used when yu drilled dwn frm the Ledger Grups Overview tab Budget Perid defaults t the current budget perid, which crrespnds t the current fiscal year, r the value used when yu drilled dwn frm the Ledger Grups-Overview tab Fund Nte: T display FAMODET, FAMODET_RV, and UNC Faculty Physicians trust ttals, yu will need t select the mnthly budget perids (2015M01, fr example). 5/18/15 7
Surce Accunt Department Level Ledger Grup Detail tab The Ledger Grup Detail tab prvides the individual transactins that make up the ttals n the previus tw tabs. Filters are applied when yu drill dwn frm the Ledger Grups Summary tab, but yu can change the filters and use them in any cmbinatin yu want. See the Ledger Grup Summary tab sectin fr infrmatin abut the filters, and hw t use them. Drilldwn capability As its name suggests, this reprt lets yu drill dwn t see mre infrmatin. Fr example, when yu duble-click n a line n the Ledger Grups Overview tab, the summary infrmatin displays fr that ledger grup. Duble-clicking n the line Shws the Ledger Grup Summary tab, and duble-clicking here Shws the individual transactins n the Ledger Grup Detail tab. 5/18/15 8
List f Funds by Purpse Cde This reprt did nt change. Surce List Reprt The Surce List Reprt prvides ttals by surce by ledger grup, regardless f department, r any ther chartfield value. At the highest level, yu can see the ttal f budget, preencumbrances, encumbrances, actuals, and the balance. Use the filters in any cmbinatin yu want: Business Unit defaults t yur primary business unit, UNCCH r UNCGA. Fiscal Year defaults t the current fiscal year Surce Ledger Grup defaults t F&A Accunting Perid defaults t July thrugh December Budget Perid defaults t the current budget perid, which crrespnds t the current fiscal year Department Level Nte: T display FAMODET, FAMODET_RV, and UNC Faculty Physicians trust ttals, yu will need t select the mnthly budget perids (2015M01, fr example). Helpful Hint: Leave the surce filter blank, and select a ledger grup t see all f the surces in that grup. 5/18/15 9
Cmprehensive Financial Summary Fund n Financial Reprting s Cash/Bal tab, the Cmprehensive Financial Summary was updated t, in particular, prvide better reprting n cash accunts. This reprt is particularly helpful when yu need yur beginning and ending fund balances. Yu can lk at all funds n this reprt, thugh it s particularly useful fr trust funds (including auxiliary and recharge), clinical trials, and sme cntracts. It s nt as useful fr State expense and F&A expense, because these funds d nt have beginning and ending fund balances. Sme State revenue has beginning and ending balances, but the balance is held by the Budget Office. The Actuals Ledger is the surce fr the infrmatin in this reprt. The Cmprehensive Financial Summary nw has three tabs: Ledger/Actuals Surce Reprt with Fund Grup-Summary Ledger/Actuals Surce Reprt with Fund Grup-Detail Cash and Investments-Ledger/Actuals Surce Reprt Ledger/Actuals Surce Reprt with Fund Grup-Summary tab This tab has fur new clumns: Equity Adjustments reflects transfers n 3xxxxx (fund balance), accunts. Nte: CnnectCarlina has cntrls t prevent future entries n these accunts. YTD Ttal Assets & Liabilities ttal f all 1xxxxx (assets) accunts and 2xxxxx (liabilities) accunts; will equal the End Funding Balance clumn. Claim n Cash accunt range 111000 t 111399, and accunt 111999. Other Cash all ther cash accunts. See table belw fr mre detail. Ledger/Actuals Surce Reprt with Fund Grup-Detail tab The Ledger/Actuals Surce Reprt with Fund Grup-Detail tab prvides the individual transactins that make up the ttals n the previus tab. 5/18/15 10
Cash and Investments-Ledger/Actuals Surce Reprt tab The Cash Current and Nn-Current clumns are replaced with the new Claim n Cash and Other Cash clumns; the Investments 112 & 122 clumn remains. This table includes the accunts reflected in the Other Cash clumn. Accunt Range Type f Accunt 111400 t 111499 Cap Imprvements Cash 111801 and 121101 Petty Cash 111802, 121102, and 121103 Imprest Cash 111803 Bank Card Cash 111804, 111806, 111812, and 121104 Cash with Fiscal Agent 111807 Cap Imprvements Cash Clearing 111808 Cap Imprvements Receipts 111809 Bnd Prceeds Adjustments 111810 Petty Cash Restricted 111811 Cash with Fiscal Agent Overseas Imprtant: Fr presentatin, liability (2xxxxx) and revenue (4xxxxx) accunts are displayed with psitive values. If yu exprt the reprt t Excel, yu shuld change the expense transactins t negative values by multiplying by -1. Fr example, my End Funding Balance is 17,741.30. If I create an Excel pivt table frm the detail data, I see: 5/18/15 11
The Grand Ttal is nt my ending funding balance. I have t remember the equatin: Beginning Balances + Revenue Expenses = End Funding Balance 24,962.23 + 113,918.93 (121,139.86-1) = 17,741.30 5/18/15 12
DETAILS ABOUT THE CHANGES: GRANTS Grant Prfile Details tab shws mre infrmatin abut yur grants Salary fr hurly emplyees is nw calculated n an annual basis. The calculatin impacts hurly emplyees listed in the Persnnel Details sectin f the Grant Details screen. The calculatin is: Emplyee s hurly rate 2,088 hurs in year = ttal cmpensatin Nte: The number f hurs in a year changes depending n the fiscal year; fr 2015, it s 2,088. The Persnnel Details Grant % clumn is calculated frm the Grant Amunt clumn divided by the emplyee s ttal cmpensatin. Jane De Jhn De Jimmy De Jessie De DETAILS ABOUT THE CHANGES: DASHBOARD Directs-nly balance n Dashbard There are nw tw balances n the Dashbard tab: Balance and Balance (Direct nly). The Balance clumn includes indirects. 5/18/15 13