2. Budgets Fiscal Year End and Beginning
Presented by
Natalie Beury
Budget
Marybeth Hegel
IRT Training Services

3. FY 17 Budget Clean-up
Make sure you have enough funding for central charges
Phone
Mail
Duplicating
Copier
Catering
Barnes & Noble

4. Budget Status Report Pending docs indicate
You have to take some action
If you are showing Pending Documents in FGIBAVL, then you can check them here
Select any link
To see more
information
Download budget to Excel

5. Deposits look Negatives

6. Figuring Out Carryforward…
Your business manager will be provided with fund balances.
Formula
Carry Forward Balance (5555) +YTD Net Total = New FY Carryforward
77, (45,928.89) = 31,438.57

7. FGIBDST
Enter FY, Org and Fund.
Uncheck “Include Revenue Accounts” Go

8. FGIBDST – Drill for Details
Related –
Transaction Detail Info
Curser in
one account

9. FGIBDST – Filter
Select the field (Type) and then enter a parameter (PORD in Type will give you all the purchase orders).
Go.
Select Filter
Here are your purchase orders in the 7000 account for the year.

10. FGIBDST - Excel Opens at bottom of the page. Double Click.
Opens in Excel.

11. FGIBAVL Shows processed and unprocessed items. You must enter
an Account
Indicates Pending or “unprocessed” documents. Check Self Service for pending documents.

12. Close Out Open Encumbrances
Clean up account – Start the new fiscal year fresh
to close open encumbrances
Encumbrances roll, but not the funds in operating accounts!

13. Encumbrance Query
If less than 100% used, research to see if it should be closed

14. FGIOENC
To find more detail about an encumbrance Drill down for details.

15. Budget Transfers Can’t process DCA or Budget Transfers if NSF
Save time and check your budget first!
When is it appropriate to transfer funds?
Student Workers –
If want to pay with Global funds, just charge directly to Global account

16. DCA vs Budget Transfer

17. 10110 and 10200 Budgets Budgets loaded in June
Salaries will be loaded later
All the funds will be in 7400
Transfer to accounts to spend
Look at expenditures from previous year
Multiple line budget transfers in Self Service
When can you start putting in PO’s?

18. Special programs Excel spreadsheets will come out in June
Will go to business managers
Enter budget and send in ASAP
Special programs salary – include salary and fringes for students and employees
Formula?
Budget will be available for July start
Grants will roll over after Accounts Payable closes in August

19. Budget Transfer
Amount to be
transferred
*New
Keep at Budget Period 1

20. Multiple Line Budget Transfer
Add credit and debit together for document
amount.
Can change to credit or debit
Description to remember
why you transferred the funds.
*New
Keep at Budget Period 1

21. Review

22. Questions?

23. Please take this quick survey!
tinyurl.com/lvd49rm