1. How to reconcile department ids. Finding answers to what is that? How did it get there? What do I do now? 1

2.  Appropriated Budgets ◦ An Appropriated Budget is spending authority.  Permanent budget / (On-going budget)  One-time budget  Carry forward 2

3.  Local Budgets ◦ Spending Authority Revenues: $221.00 -Expenses: $3,397.31 -Pending EX Journal Expenses: $2.00 +Transfers: $45.00 +Balance Forward: $25,652.62 = Fund Balance: $22,519.31 -Encumbered: $37.95 = Fund Balance with Enc: $22,481.36 3

4.  Depending on sponsor guidelines, re-budgets may require sponsor approval  To request a change in budget, the OSP Budget Adjustment Request form should be completed and submitted to your Sponsored Project Administrator ◦ http://research.boisestate.edu/osp/applications- and-forms/ http://research.boisestate.edu/osp/applications- and-forms/  Your Sponsored Project Administrator will determine if sponsor approval is needed, and will submit the request to the sponsoring agency for approval. If no sponsor approval is required, the SPA will proceed with the budget adjustment 4

5. Frequently Asked Questions * Appropriated Budget Summary *Budget Overview - View Only * Budget Status Report GL Summary Report * Budget History Report GL Detail Report Chart field Report Payroll/HR Expense Distribution Report (provided by HR) What is my original Budget? BestGoodBetter What is my Appropriated carry forward? BestGoodBetter What Appropriated transfers have been made to/from my department? BestGoodBetter How much have I spent this month on OE, Travel, etc.? GoodBetterGood How much have I spent year to date on OE, Travel, etc.? BetterGoodBetter I want to see invoices that have been paid. GoodBetter I want to see whose salaries come out of my department. Best How much Budget is remaining? GoodBestBetterGood What is my Local fund balance carry forward? GoodBetter What fund balance transfers (Local) have been made in my department? GoodBetter I want to see all the Department IDs in my college. Good I want to see a list of all departments/accounts. Best 5

6. Appropriated Only 6

7. The Blue numbers represent hyper links that you can click on and drill back. 7

8. Appropriated only 8

9. This report provides information like original budget, carry forward and posted transfers for one account within a department id. Legislative Reference Numbers ADJ Adjustment ( Permanent Budget) CFD Carry Forward ( One-time Budget) ORG Original /Base ( Permanent Budget) PTN Permanent Transfer ( Permanent Budget) TRN One-Time Transfer (One-time Budget) 9

10. Go to the Bronco Web home Page Click on the A- Z index, Click “A” Click on Administrative Accounting Office At the lower right side of the screen click on GL Detail Report Step by step instructions will appear. 10

11.  Open PeopleSoft Finance  Click on BSU Processes and Reports  Under BSU General Ledger  Choose GL Detail Report (You may need to set up a run control if you haven’t already.) Link for directions to run GL Detail Report http://vpfa.boisestate.edu/process/uformsdocs/Run_GL_Detail_Report.pdf  Open PeopleSoft Finance  Click on BSU Processes and Reports  Under BSU General Ledger  Choose GL Detail Report (You may need to set up a run control if you haven’t already.) Link for directions to run GL Detail Report http://vpfa.boisestate.edu/process/uformsdocs/Run_GL_Detail_Report.pdf 11

12. Fill in the blanks or change an existing value. Then click on Run. 12

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14. Once you select the format click on OK. This will take you back to the previous Page This is where you can choose the format of your report 14

15. Click on the Process Monitor Link Click on refresh until Run Status shows Success And Distribution Status shows Posted Then choose the Details hyper-link 15

16. Click on View Log/Trace 16

17. Choose the report file "BSSGL700 XXXX.PDF" 17

18. A PDF file with your report will now be displayed. You can view, print or save. 18

19. Year and month the report covers, Department Id and name Revenue budgets – There is no revenue in appropriated departments 19

20. Source Codes AM Asset management AP Accounts Payable CR Cash Receipts EX Expense Report HR Human Resources IDC Inter-department Charges ONL One Line Journal Entry PO Purchase Order SF Student Financials Journal Entry SFP Student Fee Posting TA Travel Expense Account Budget Rollup Account Legislative Reference Number 20

21. Expense Section. Expenses are listed as positive numbers and decrease your budget. Decreases are negative numbers and increase your budget. Budget Section Increases (transfers in) to budget are listed as positive numbers. Decreases (transfers out) to budget are listed as negative numbers. Budget Section Increases (transfers in) to budget are listed as positive numbers. Decreases (transfers out) to budget are listed as negative numbers. Remaining spending authority for this budget roll up account. Can not be in deficit! 21

22. This is the breakdown of the amount showing on the Detail General Ledger Report as Pending Expenses. This information will only be available until the over night process is run. After the process runs, these will show as encumbrances. 22

23. Local GL Detail Report Year and month the report covers, Department Id and name Revenue budgets are rollups in the 300000 series – Revenue collected is listed as positive numbers and increase your fund balance. Budget estimates are not posted for revenue accounts. When the Budget is compared to the posted revenue it will show as a negative. This is expected and is not an issue. 23

24. Local GL Detail Report Expense Section – Budget Section Local Budgets are estimates of the amount a department will use during the coming fiscal year within each account of a department id. Actual expense compared to budget estimate - Not your spending authority Expenses are listed as positive numbers and decrease your budget. Decreases are negative numbers and increase your budget. Increases (transfers in) to budget are listed as positive numbers. Decreases (transfers out) to budget are listed as negative numbers. 24

25. Local GL Detail Report Surplus budgets are in the 900000 series –Transfers in are positive. Spending authority for local department id It is not necessary to transfer funds between account rollups in a Local department id. Budgets are not loaded in Surplus accounts. When the Budget is compared to the posted revenue it will show as a negative. This is expected and is not an issue. 25

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28.  Current Procedure: Each pay period the Budget Office contacts departments with payroll budget errors (not enough budget for payroll to post in the account roll-up). Departments must complete a budget transfer immediately in order for payroll to post that week. 28

29.  New Procedure (expected to take effect in January, 2016): The Budget Office will allow payroll to post as it is each pay period, but will check all Appropriated Dept IDs each month for deficit balances. Departments with a deficit balance in any account roll-up will be notified and will be required to clear the deficit within the month. 29

30.  Payroll Correction? - Move payroll expenses  Internal Payment? - Moves non-payroll expenses  Journal Entry? - Moves non-payroll expenses  Fund Balance Transfer? - Moves fund balance  Budget Transfer? - Moves budget 30

31.  Payroll Correction Journal Entries are used to move actual posted payroll expenses from one account rollup in a department id to another. They are used to fix payroll expense errors.  They can be used for Appropriated, Local and Grants Department ids.  Must go through the approvals process that is detailed in the template instructions.  Must use an approved template which can be found on the Administrative Accounting Office website ◦ On the Boise State Website A-Z Index, go to the Administrative Accounting Website, look for Procedures for Processing Payroll Corrections. 31

32. Click on the link 32

33. After clicking on the link on the Administrative Accounting Website, you will see this screen 33

34.  Used to move non-payroll expenses between department id’s.  Can be done ‘to’ or ‘from’ appropriated, local and/or grants. 34

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36.  Used to move non-payroll expenses between department id’s of the same fund - or –  To move non-payroll expenses between accounts within the same department id.  Has to be used within the same fund: Local to Local, Appropriated to Appropriated, Grant to Grant 36

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38.  Negative numbers move expense out of department.  Positive numbers move expense into department. 38

39.  Is done on a Journal Entry form  Used to move fund balance between local department ids.  Covers fund balance deficits.  Use account ‘998980’ – Surplus Transfers 39

40. Positive numbers move fund balance out of the department. Negative numbers move fund balance into the department. 40

41.  Budget transfers are used for Appropriated and a few rare Local departments (computer lab fee account and other special handling departments) only.  Move budget on either a one time or permanent basis from one account rollup in a department to another. ◦ Examples are transfers to cover budget deficit or to move OE to Travel.  Must be submitted through the electronic budget transfer system. ◦ On the Boise State Website A-Z index, go to the Budget Office website, click on the On-Line Budget Transfer. This brings up the next page, choose On-Line Budget Transfer Web Application. This leads you into the actual application. 41

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46. If you have questions regarding Appropriated or Local Department IDs, contact the Budget Office: Phone: (208) 426-1273 Email: budget_office@boisestate.edu Website: http://vpfa.boisestate.edu/budget/ 46

47. If you have questions regarding Grant Dept IDs or if you would like additional information regarding the grant budgeting process and tools for grant budget management, please see the OSP webpage for contact information: http://research.boisestate.edu/osp/quick- guide-to-services/ Or call (208) 426-4420 or (208) 426-2953 47