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5/2/20151 Working with Balance Forwards on Unrestricted Indices Presented by Terry Shoebotham July 13, 2009.

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Presentation on theme: "5/2/20151 Working with Balance Forwards on Unrestricted Indices Presented by Terry Shoebotham July 13, 2009."— Presentation transcript:

1 5/2/20151 Working with Balance Forwards on Unrestricted Indices Presented by Terry Shoebotham July 13, 2009

2 5/2/20152 Balance Forward-What is it?  Amount remaining (or in deficit) at fiscal year end  Similar to Starting Balance in your checkbook

3 5/2/20153 Balance Forward Accounts  1900 – Used only by FSM  1903 – Used to move Balance Forward (1900) amount to (or from) another index

4 Balance Forward Entries:  Correct a misstatement from a prior year  Move funds from one index to another to cover a deficit or to fund another index  Zero out an index that only contains a Balance Forward amount 5/2/20154 Correct a misstatement from a prior year.

5 Why are Prior Year corrections Different? Incorrect PY expense to your account = Year End cash balance too low. Year End expense too high. New Year: Cash balance must go up. Expense MUST NOT CHANGE. 5/2/20155

6 Do You Need a Correcting Entry? $500 charged to office supplies expense last year should have been charged to travel. The index was correct. NO 5/2/20156

7 Do You Need a Correcting Entry? $200 charged to office supplies expense last year should have been charged to computer expense for a different index. YES 5/2/20157

8 8 Correcting Prior Year Entries  Balance Forward entries are used with UNRESTICTED indices only  Used after the year end accounting records are closed  Use 1903 on both sides of the entry  Must net to zero  Must be in the same Program level 2 and Fund level 2

9 Understanding Program and Fund Structure  Program Structure: Appendix 4 – FOAPAL Quick Reference Guide  Also: ePrint Report in repository fin_banp-Finance Banner-Production (banp). FGRPRGH – Program Hierarchy Report  Fund Structure: Appendices 2 & 3, or ePrint report FGRFNDH- Fund Hierarchy Report 5/2/20159

10 10 FUND Begins With PROGRAM DESCRIPTION Program Level 2 ACCOUNT CODES Institutional Funds 1 Instruction and GeneralOPERATING REVENUE Begins With Instructional and General RevenueP09Tuition Revenue01 Main Campus 2Instruction Unrestricted Ex 10P10Student Fees02 Main Endowments2ESponsored Instr Restr Ex 10P10RMandatory Student Fees02Z1 Main Plant Funds2PAcademic Support Unrestr Ex 11P11Patient Services03 Restricted2RSponsored Acad Support Restr Ex 11P11RGrants & Contracts04 Unrestricted2UStudent Services Ex 12P12Sales & Services05 Sponsored Student Srvc Restr Ex 12P12R INTERNAL SALES HSC Campus 3Institutional Support Ex 13P13(USED ONLY IN P18 INTERNAL SERVICES) HSC Endowments3ESponsored Inst Support Restr Ex 13P13RAppropriations07(number) HSC Plant Funds3POperations and Maintenance Ex 14P14Sales & Services07Z HSC Restricted3ROther Operating Revenue08 HSC Unrestricted3UStudent Social and Cultural Ex 15P15 NON-OPERATING REVENUE Bond Revenue09 Campus 4Research Unrestr Ex 16P16Gifts, Investment Income & Endowments4ESponsored Research Restr Ex 16P16ROther10 Plant Funds4P Transfers 11 or 12 Restricted Funds4RNon Sponsored Pub Svc Unrestr Ex 17P17 Allocations Unrestricted4USponsor Public Service Restr Ex 17P17REarned Revenue1600 F&A Allocation1601 Campus 5Internal Services Ex 18P18(USED ONLY IN P16 Research) Endowments5EAllocations SOM Gen1610 Plant Funds5PStudent Aid Unrestr Ex 19P19Pooled Allocation1640 Restricted Funds5RSponsored Student Aid Restr Ex 19P19R(Only used by depts. For original budget) Unrestricted5UUNM Bond Proceeds1650 Auxiliaries Ex 20P20General Allocations1660 Campus 6Overhead Internal1661 Endowments6EAthletics Ex 21P21(USED ONLY IN P16 Research) Plant Funds6PRegent’s Reallocation1665 Restricted Funds6RIndependent Operations Ex 22P22 Balance Forward Unrestricted6UBalance Forward1900 Other Institutional ProgramsP50(NOT USED by Depts EVER) Campus 7Property Plant and EquipmentP501Budget Bal Change1901 Endowments7EAgenciesP502(BUDGET PURPOSES ONLY) Plant Funds7PStudent Loan ProgramsP503Change in Bal Fwd1903 Restricted Funds7REndowment ProgramsP504(MOVING BAL FWD ACTUALS ONLY) Unrestricted7U EXPENSES Salaries20 8UPayroll Benefits21 Other Expenses31 thru 99 Interdept Support8045 Budget Contingency80E0 Treat as ONE Program Level 2 Fund

11 5/2/ Level One Level Two Level Three

12 5/2/ FUND Begins With PROGRAM DESCRIPTION Program Level 2 ACCOUNT CODES Institutional Funds 1 Instruction and GeneralOPERATING REVENUE Begins With Instructional and General RevenueP09Tuition Revenue01 Main Campus 2Instruction Unrestricted Ex 10P10Student Fees02 Main Endowments2ESponsored Instr Restr Ex 10P10RMandatory Student Fees02Z1 Main Plant Funds2PAcademic Support Unrestr Ex 11P11Patient Services03 Restricted2RSponsored Acad Support Restr Ex 11P11RGrants & Contracts04 Unrestricted2UStudent Services Ex 12P12Sales & Services05 Sponsored Student Srvc Restr Ex 12P12R INTERNAL SALES HSC Campus 3Institutional Support Ex 13P13(USED ONLY IN P18 INTERNAL SERVICES) HSC Endowments3ESponsored Inst Support Restr Ex 13P13RAppropriations07(number) HSC Plant Funds3POperations and Maintenance Ex 14P14Sales & Services07Z HSC Restricted3ROther Operating Revenue08 HSC Unrestricted3UStudent Social and Cultural Ex 15P15 NON-OPERATING REVENUE Bond Revenue09 Campus 4Research Unrestr Ex 16P16Gifts, Investment Income & Endowments4ESponsored Research Restr Ex 16P16ROther10 Plant Funds4P Transfers 11 or 12 Restricted Funds4RNon Sponsored Pub Svc Unrestr Ex 17P17 Allocations Unrestricted4USponsor Public Service Restr Ex 17P17REarned Revenue1600 F&A Allocation1601 Campus 5Internal Services Ex 18P18(USED ONLY IN P16 Research) Endowments5EAllocations SOM Gen1610 Plant Funds5PStudent Aid Unrestr Ex 19P19Pooled Allocation1640 Restricted Funds5RSponsored Student Aid Restr Ex 19P19R(Only used by depts. For original budget) Unrestricted5UUNM Bond Proceeds1650 Auxiliaries Ex 20P20General Allocations1660 Campus 6Overhead Internal1661 Endowments6EAthletics Ex 21P21(USED ONLY IN P16 Research) Plant Funds6PRegent’s Reallocation1665 Restricted Funds6RIndependent Operations Ex 22P22 Balance Forward Unrestricted6UBalance Forward1900 Other Institutional ProgramsP50(NOT USED by Depts EVER) Campus 7Property Plant and EquipmentP501Budget Bal Change1901 Endowments7EAgenciesP502(BUDGET PURPOSES ONLY) Plant Funds7PStudent Loan ProgramsP503Change in Bal Fwd1903 Restricted Funds7REndowment ProgramsP504(MOVING BAL FWD ACTUALS ONLY) Unrestricted7U EXPENSES Salaries20 8UPayroll Benefits21 Other Expenses31 thru 99 Interdept Support8045 Budget Contingency80E0 Treat as ONE Program Level 2 Fund

13 Summary:  If you can, correct prior year misstatements with a Balance Forward entry.  If you cannot use a Balance Forward entry, you can generally use an 8045 entry 5/2/201513

14 Balance Forward Criteria The misstatement involves a prior year unrestricted expense misstatement. You have a balance to move. All involved indices have the same level 2 Fund All involved indices have the same level 2 Program 5/2/201514

15 The Situation:  In the prior year, $200 was charged to office supplies expense in unrestricted index that should have been charged to computer expense in unrestricted index  Account 1900 in index has a $9,000 balance. There are no 1903 entries.  Both indices are in the same level 2 Fund and Program 5/2/201515

16 5/2/ Thinking Through the 1903 Entry:  Figure out which index has too much money. hint: it is always the index that was not charged the expense, but should have been  Calculate what remains in the Balance Forward account of the index that must give up the funds [has too much money. Was not charged but should have been.]

17 5/2/ Current Balances in : Index RuleAccountDebit Credit Class Code JE , JE _____ Net of the two accounts: 9,000

18 5/2/ The Balance Forward entry: Index RuleAccountDebitCredit Class Code JE JE Effect of entry on the indices: 0 Note that the debit and credit for this entry in 1903 results in “zero” dollars being moved into or out of the 1903 account. This must always be true of all balance forward entries.

19 5/2/ These can cause denial:  Item text that does not explain where the funds originally came from.  Item text that does not explain why the funds need to be moved.  Submitting the entry when there is not enough Balance Forward to make the entry.

20 When Fund and/or Program Level 2 are different:  You cannot do a Balance Forward entry to correct a misstatement if the level 2 fund or the level 2 program are different.  Instead, you will usually use an 8045 entry. 5/2/201520

21 8045 Entry Criteria:  The correcting entry is < $5,000.  Fund and Program levels do not matter.  8045 is used for both the debit and credit side of the entry.  The entry must net to zero.  This entry will avoid the use of a more complicated transfer or allocation entry. 5/2/201521

22 8045 Evaluation Criteria:  Salaries cannot be moved using account code [Use PZAREDS to do labor redistributions.]  Account code 8045 cannot be used with restricted indices.  There must be a detailed description of the expense being moved.  No budgets are allowed for this account. 5/2/201522

23 8045 Evaluation Criteria:  In a JV in which account code 8045 is used, line items affecting any other account codes may not be used.  There is a limit of $5,000 per transaction, and $20,000 per year, per index.  Any exceptions to these limits must be approved by Financial Services before an entry is submitted. 5/2/201523

24 The Situation:  In the prior year, $500 was charged to office supplies expense in unrestricted index that should have been charged to conference fees expense in unrestricted index  The indices are not in the same level 2 Fund or Program. 5/2/201524

25 5/2/ Thinking Through the 8045 Entry:  8045 is a type of expense account.  Figure out which index spent too much money.  This is the index you will credit, using  Debit the other index, using 8045.

26 5/2/ The 8045 entry: Index RuleAccountDebitCredit Class Code JE JE Effect of entry on the indices: 0 Note that the debit and credit for this entry in 8045 results in “zero” dollars being moved into or out of the 8045 account. This must always be true of all 8045 entries.

27 5/2/ These can cause denial:  Item text that does not explain where the funds originally came from.  Item text that does not explain why the funds need to be moved.  Submitting the entry when there is enough Balance Forward to make the entry, and both indices are in the same level 2 program and fund

28 Other types of Correcting Entries:  When neither a Balance Forward or an 8045 entry can be used, you will use an allocation (same fund/program level 2) or a transfer (different fund or program level 2) entry.  These require a budget entry, as well. 5/2/201528

29 What about Corrections to Restricted Indices?  Correct misstatements using the correct expense account.  Maintaining accurate cumulative restricted expense totals in the correct accounts is of overriding importance.  This includes ANY correcting entry that includes a restricted index. 5/2/201529

30 You Make the Call 5/2/201530

31  Unless otherwise stated, assume the indices are in the same Level 2 fund and program. 5/2/201531

32 5/2/ While reconciling the June activity for restricted index , you find a $500 charge that does not belong in the index. Instead, it belongs in unrestricted index The account code charged was 3100, and the purchase was for a printer. The unrestricted index has $4,550 in balance forward actual account Situation One

33 5/2/ A) I will use Balance Forward account 1900 to credit index I will debit Balance Forward account 1900, index , moving the expense. IndexAccountDebitCredit $ $ NO

34 5/2/ B) I will use Change in Balance Forward account 1903 to credit index I will debit Change in Balance Forward account 1903, index , moving the expense. IndexAccountDebitCredit $ $ NO

35 5/2/ C) This includes a restricted index, so I will remove the printer expense from by crediting account 3100-Office Supplies General, and move it to unrestricted index by debiting account 1903-Balance Forward. IndexAccountDebitCredit $ $ NO

36 5/2/ D) This includes a restricted index, so I will remove the printer expense from by crediting account 3100-Office Supplies General, and move it to unrestricted index by debiting account 3150-Computer Supplies. IndexAccountDebitCredit $ $ YES

37 5/2/ Situation Two While reconciling the June activity for unrestricted index , you find a $500 charge that does not belong in the index. Instead, it belongs in unrestricted index The account code charged was 3100-Office Supplies General, and the purchase was for paper for the copier. Both unrestricted indices have $4,550 each in balance forward actual account Both indices are in the same level 2 fund and the same level 2 program.

38 5/2/ A) I will use Change in Balance Forward account 1903 to credit index and debit Change in Balance Forward account 1903, index IndexAccountDebitCredit $ $ NO

39 5/2/ B) Since the Change in Balance Forward account 1903 is a revenue account, I will debit index and credit Change in Balance Forward account 1903, index IndexAccountDebitCredit $ $ YES

40 5/2/ Situation Three While reconciling the July activity for unrestricted index , you find a $500 July charge that does not belong in the index. Instead, it belongs in unrestricted index The account code charged was 3100, and the purchase was for paper for the copier. Both unrestricted indices have $4,550 each in balance forward actual account 1900.

41 5/2/ A) Since the Change in Balance Forward account 1903 is a revenue account, I will debit index to remove the excess revenue that rolled forward due to the missing expense amount, and credit Change in Balance Forward account 1903, index to increase their roll forward revenue. IndexAccountDebitCredit $ $ NO

42 5/2/ B) Since this is not a prior year correction, I will move the copier paper expense to by debiting account 3100-Office Supplies General, and remove it from index by crediting account 3100-Office Supplies General. IndexAccountDebitCredit $ $ YES

43 5/2/ Situation Four While reconciling the June activity for unrestricted index , you find a $1,500 charge that does not belong in the index. Instead, it belongs in unrestricted index The account code correctly charged was 2020-Payroll.

44 5/2/ A) Since the Change in Balance Forward account 1903 is a revenue account, I will debit index to remove the excess revenue that rolled forward due to the missing expense amount, and credit Change in Balance Forward account 1903, index to increase their roll forward revenue. IndexAccountDebitCredit $1, $1, NO

45 5/2/ B) Since this is a salary account, I will do a PZAREDS to move the salary to index I will also check the Hyperion Finance report FSH0002 Labor Distribution for the employee, to make sure the distribution is now correct. YES

46 5/2/ Situation Five While reconciling the June activity for unrestricted index , you find an $800 charge that does not belong in the index. Instead, it belongs in unrestricted index The account code correctly charged was 3100-Office Expense General. Index has no Balance in account 1900-Balance Forward, and index has a negative $5,000 balance in account 1900-Balance Forward. The indices are both in the same fund level 2 and the same program.

47 5/2/ A) Since the Change in Balance Forward account 1903 is a revenue account, I will debit index to remove the excess revenue that rolled forward due to the missing expenses amount, and credit Change in Balance Forward account 1903, index to increase their roll forward revenue. IndexAccountDebitCredit $ $ NO

48 5/2/ B) I will debit index expense account Office Expense General to move the misstated expense amount to this index. I will credit account 3100-Office Expense General in index to decrease their expense by this same amount. IndexAccountDebitCredit $ $ NO

49 5/2/ C) Since the Balance Forward account for index has no positive balance, I will debit index using account 8045-Interdepartmental Support to increase their expense, and credit account 8045 in index to decrease their expense by this same amount. IndexAccountDebitCredit $ $ YES

50 5/2/  Any Questions?


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