Budget Revision Training Presented by Budget Office Magda Rangel, Financial Analyst 1

Budget Office Website: 2

Budget Office Contacts 3

Topics to be covered Background Information GL Accounting String Funds Checking GL Funds Inquiry Fiscal vs. Rollover Accounts Budget Revisions Needed Budget Revisions Not Allowed Drill Down Procedure 4

GL Accounting String (aka “Accounting Key Flexfield”) Accounting Flexfield sections Example: Budget Office operating expense line 10.G BUDG

GL Accounting String Fund 10.G BUDG Ranges: 10 – Educational & General (E&G) 20 – Designated 30 – Auxiliary 40 – Restricted 50 – Loans 60 – Endowment 70 – Plant 80 – Agency 6

GL Accounting String Funding Source 10.G BUDG Examples: G0000 – E&G Unspecified (G1xxx is “Fund 1”; G2xxx is “Fund 2”) D1000 – Designated D2000 – Service Departments D4000 – Indirect Cost Recovery A1000 – AES Student Services R1000 – Federal Grant R5000 – Private Grant Z2000 – Agency Scholarship 7

GL Accounting String Organization 10.G BUDG Ranges: 1xxxx – President 2xxxx – Academic Affairs/Colleges 3xxxx – Business Affairs 5xxxx – Student Affairs 6xxxx – Information Technology 7xxxx – University Advancement 8

GL Accounting String Project Value 10.G BUDG Examples: “1” – E&G (State) accounts ► “21” – Designated accounts “22” – Service Departments “24” – Indirect Cost Recovery “310” – AES Student Services “41” – Federal Grant “45” – Private Grant “82” – Agency Scholarship 9

GL Accounting String Object 10.G BUDG Examples: – Revenue Budget Wages – Operating Budget – Materials and Supplies – Utilities – Printing and Reproduction – Travel – Capital Asset Purchases 10

GL Accounting String NACUBO 10.G BUDG Examples: – Instruction – Research – Public Service – Academic Support – Student Services – Institutional Support – Operation & Maintenance of Plant – Scholarship – Auxiliary – Depreciation & Amortization – Agency – Used only for Revenue & Transfers 11

Funds Checking Oracle performs absolute funds checking at the non-labor expense summary (“60000” object). For non-sponsored activities, budget changes between non-labor expense pools belonging to the same project are not required. Must exercise care that overall account balance (“99999” summary) does not go negative due to revenue or labor expense deficits. 12 Budgeted Object Codes Summary Objects ▼ ▼▼▼ 40001Revenue Transfer In (Intrafund) 44626Transfer In (Interfund) 51001Single Incumbent Salaries Faculty Salaries 51003Longevity Pay 51010Pooled Salaries 51101Wages Benefits Operating Expense Transfer Out (Intrafund) 53430Transfer Out (Interfund) 54001Books Scholarship Travel Capital Outlay Merchandise for Resale 59999

GL Funds Inquiry Budget – Encumbrance – Actual = Funds Available Account balance = funds available in “99999” summary line. A negative ( ) in funds available column is always a deficit, even in revenue lines. To view current account balance: Select “Revised Budget”, “Year to Date Extended” amounts, “All” encumbrances, and latest open period. Hint: First select “Summary” account level to get overview of account, then drill down into detail accounts, periods, and transactions using the Tools menu. 13

Fiscal Accounts E&G (except HEAF) and Auxiliary Funded by expense budget Easy to transfer between accounts (just move budget) Unencumbered balance lapses at fiscal year-end GL Funds Inquiry (Budget – Encumbrance – Actual = Funds Available) 14

Rollover Accounts Designated (start with “2”), Restricted, Plant, Agency, HEAF Self-funded by revenues, transfers-in and/or carryover balance Transfer between accounts by actual funds transfer, not by moving budget Balance before encumbrances carries forward to next year (non-lapsing) Account is fully funded when revenue summary (49999) is non-negative. GL Funds Inquiry (Budget – Encumbrance – Actual = Funds Available) 15

Rollover Accounts (continued) 16 ◄ $200 revenue shortage (after $800 received) $200 ► revenue surplus (after $1,200 received)

When is a budget revision needed? To set up a new budget To align expenditures with actual or anticipated revenues To fully fund labor costs Position Changes Benefits and Longevity (non-E&G accounts) To address or avoid funds checking failures in non-labor expenses To transfer funds between two or more accounts 17

Which revisions are not allowed? Transfer of funds into or out of the following E&G subgroups: Transfers which cross fund groups (with a few exceptions) Example: Indirect Cost Recovery funds may not be moved to an E&G account. Transfers which would violate the purpose of an account. Examples: Endowment income restricted to payment of scholarships may not pay travel. Fee revenue may not be used for purposes outside of the fee justification. 18 PrefixE&G SUBGROUPPrefixE&G SUBGROUP 135Research Enhancement165Advance Technology 145Incentive Funds180Special Lines / State Transfers 160HEAF185Institutional Enhancement

Drill Down Procedure 1. Place cursor on summary line you wish to examine. Next, select Tools and select Detail Accounts 2. Place cursor on the detail account line you wish to examine. Select Tools and select Period Balances 3. Place cursor on month of interest. Select Tools and select either Budget Lines, Actual Lines, or Encumbrance Lines based on type of inquiry. For additional information, refer to Accounting for Your Project in Oracle (Reconciliation Guide) available at the Accounts Control website: 19

20 Any Questions?