Budget 101 - 2012-02-27...XXX XX XXXX XX XXX XX XXXX XXX XXXXX SEGMENTS *Refer to the Budget Management Guidelines and Procedures document available for download on the Budget website

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FINANCIAL SERVICESFINANCIAL SERVICES

BUDGET DEPARTMENTBUDGET DEPARTMENTBUDGET 101BUDGET 101

February 27, 2012February 27, 2012

�� Marilyn Farrell, Budget DirectorMarilyn Farrell, Budget Director

–– [email protected], [email protected], x8012

�� Jennifer Eaton, Budget CoordinatorJennifer Eaton, Budget Coordinator


�� Patty Epps, Position ControlPatty Epps, Position Control


BUDGET DEPARTMENTBUDGET DEPARTMENT

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ACCOUNT CODE STRUCTUREACCOUNT CODE STRUCTURE

�� GAAP and Legal ComplianceGAAP and Legal Compliance

– Guidelines for financial accounting and reporting are derived from generally accepted accounting principles (GAAP).

– School districts are required to adhere to GAAP.

– The Texas Education Code (TEC) and other state statutes contain the legal requirements for public school finance, accounting, budgeting and reporting.


�� FUND CODEFUND CODE

�� FUNCTION FUNCTION

�� OBJECTOBJECT

�� SUBSUB--OBJECT OBJECT

�� ORGANIZATIONORGANIZATION

�� PROGRAMPROGRAM

�� ACTIVITYACTIVITY

�� SOURCE SOURCE

�� PROJECTPROJECT

*Source: Budget Management Guidelines and Procedures document available for download on the Budget website

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FUND FUNCTION OBJECT SUB-OBJECT ORGANIZATION PROGRAM ACTIVITY SOURCE PROJECT

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SEGMENTS

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�� FUND CODE FUND CODE -- A fund (3 digits) is an accounting entity with a selfA fund (3 digits) is an accounting entity with a self--balancing set balancing set of accounts recording financial resources and liabilities. The fund's purpose can be of accounts recording financial resources and liabilities. The fund's purpose can be established by the state or federal government as well as the school district.established by the state or federal government as well as the school district.

�� EXAMPLES OF FUND TYPESEXAMPLES OF FUND TYPES–– General Fund (Fund 199)General Fund (Fund 199)

–– Special Revenue Funds (Funds 200 Special Revenue Funds (Funds 200 –– 499)499)�� Federal (Funds 200 Federal (Funds 200 –– 379)379)

�� State (Funds (380 State (Funds (380 –– 459)459)

�� Local (Funds (460 Local (Funds (460 –– 499)499)

–– Capital Projects Funds (Funds 600 Capital Projects Funds (Funds 600 –– 699)699)

–– Internal Service Funds (Funds 750 Internal Service Funds (Funds 750 –– 799)799)

–– Fiduciary Funds (Funds 800 Fiduciary Funds (Funds 800 –– 899)899)

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*Refer to the Budget Management Guidelines and Procedures document available for download on the Budget website for a complete listing.


–– 11 Instruction11 Instruction–– 12 Library12 Library–– 13 Staff Development13 Staff Development–– 23 Campus Administration23 Campus Administration–– 31 Counselor31 Counselor–– 33 Nurse33 Nurse–– 34 Transportation to/from school34 Transportation to/from school

–– 36 Extracurricular36 Extracurricular–– 41 General Administration41 General Administration–– 55 1 Maintenance1 Maintenance–– 52 Security52 Security–– 53 Data Processing53 Data Processing–– 61 Community Services61 Community Services

�� FUNCTIONFUNCTION -- A function (2 digits) represents a general operational area in a A function (2 digits) represents a general operational area in a school district and groups together related activities. Most school districts use all school district and groups together related activities. Most school districts use all of the functions in the process of educating students or organizing the resources. of the functions in the process of educating students or organizing the resources. For example, in order to provide the appropriate atmosphere for learning, school For example, in order to provide the appropriate atmosphere for learning, school districts transport students to school (function 34), teach students (function 11), districts transport students to school (function 34), teach students (function 11), feed students (function 35) and provide health services (function 33). feed students (function 35) and provide health services (function 33). Each of Each of these activities is a function.these activities is a function.

�� SUMMARY OF COMMONLY USED FUNCTIONSSUMMARY OF COMMONLY USED FUNCTIONS

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�� OBJECT OBJECT -- An object code (4 digits) identifies the nature of an An object code (4 digits) identifies the nature of an account or transaction. The school district's accounting records are to account or transaction. The school district's accounting records are to reflect expenses at the most detailed level, as depicted in the chart of reflect expenses at the most detailed level, as depicted in the chart of accounts for accounting and Public Education Information Management accounts for accounting and Public Education Information Management System (PEIMS) reporting (actual data) purposes. System (PEIMS) reporting (actual data) purposes.

�� SUMMARY OF COMMONLY USED OBJECT CODESSUMMARY OF COMMONLY USED OBJECT CODES–– 6100 Payroll 6100 Payroll -- Common Object CodesCommon Object Codes

�� 6112 6112 –– Substitutes for Teachers/ProfessionalsSubstitutes for Teachers/Professionals�� 6118 6118 –– Teacher/Professional Extra Duty PayTeacher/Professional Extra Duty Pay�� 6121 6121 –– Support Personnel Extra DutySupport Personnel Extra Duty�� 6122 6122 –– Substitutes for Support Personnel/TempsSubstitutes for Support Personnel/Temps�� 614X 614X –– Payroll Benefit AccountsPayroll Benefit Accounts

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�� SUMMARY OF COMMONLY USED OBJECT CODES SUMMARY OF COMMONLY USED OBJECT CODES (cont’d)(cont’d)

–– 6200 Services 6200 Services –– Common Object CodesCommon Object Codes�� 6239 6239 –– Education Service CenterEducation Service Center

�� 6249 6249 –– Equipment Repair ContractsEquipment Repair Contracts

�� 6269 6269 –– Rentals/Operating LeasesRentals/Operating Leases

�� 6291 6291 –– Consulting ServicesConsulting Services

�� 6299 6299 –– Miscellaneous Contracted ServicesMiscellaneous Contracted Services

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–– 6300 Supplies 6300 Supplies –– Common Object CodesCommon Object Codes

�� 6315 6315 –– Custodial/Janitorial and Pest ControlCustodial/Janitorial and Pest Control

�� 6321 6321 –– TextbooksTextbooks

�� 6329 6329 –– Reading MaterialsReading Materials

�� 6399 6399 –– Teaching/General SuppliesTeaching/General Supplies

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–– 6400 Other Operating 6400 Other Operating –– Common Object CodesCommon Object Codes

�� 6411 6411 –– Employee TravelEmployee Travel

�� 6412 6412 –– Student TravelStudent Travel

�� 6494 6494 –– Field Trips (Humble ISD Transportation)Field Trips (Humble ISD Transportation)

�� 6495 6495 –– DuesDues

�� 6499 6499 –– Miscellaneous OperatingMiscellaneous Operating

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–– 6600 Capital Outlay 6600 Capital Outlay –– Common Object CodesCommon Object Codes

�� 6631 6631 –– Vehicles >= $5,000Vehicles >= $5,000

�� 6639 6639 –– Furniture, Equipment and Software >= $5,000Furniture, Equipment and Software >= $5,000

�� 6649 6649 –– Controllable Assets*Controllable Assets*

�� 6669 6669 –– Library Books and MediaLibrary Books and Media

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�� Humble ISD Capital Assets Accounting and Humble ISD Capital Assets Accounting and Financial Reporting RegulationFinancial Reporting Regulation–– Purpose of RegulationPurpose of Regulation

�� Safeguard the significant investment in capital assetsSafeguard the significant investment in capital assets

�� Management tool for the replacement of recurring Management tool for the replacement of recurring itemsitems

�� Comply with State law and regulations, and provide Comply with State law and regulations, and provide information for the preparation of financial statementsinformation for the preparation of financial statements

�� Ensure that capital assets are adequately insured to Ensure that capital assets are adequately insured to cover lossescover losses

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�� Controllable AssetsControllable Assets

–– Tangible or intangible assets with a useful life that extends Tangible or intangible assets with a useful life that extends beyond a single reporting period that do not meet the beyond a single reporting period that do not meet the District’s capitalization threshold but for which the District District’s capitalization threshold but for which the District maintains an inventory record for other than reporting maintains an inventory record for other than reporting purposes, such as security from theft.purposes, such as security from theft.

–– Controllable assets include the following:Controllable assets include the following:–– Athletic/Fine Arts equipment, including Athletic/Fine Arts equipment, including

uniforms, robes and costumesuniforms, robes and costumes–– Graduation uniforms for administratorsGraduation uniforms for administrators–– AudioAudio--visual equipment, including TV’s, CD visual equipment, including TV’s, CD

players, stereos, certain cameras and players, stereos, certain cameras and projectorsprojectors

–– Telecommunications equipmentTelecommunications equipment–– Computer equipment (computers, laptops, Computer equipment (computers, laptops,

printers, scanners, software)printers, scanners, software)–– Health & safety equipment (security Health & safety equipment (security

systems, AEDs, etc.)systems, AEDs, etc.)–– CopiersCopiers–– Student desks and chairsStudent desks and chairs

–– Office furnitureOffice furniture–– Cafeteria tablesCafeteria tables–– Major appliances (these items are large, Major appliances (these items are large,

difficult to move, and generally fixed in difficult to move, and generally fixed in place, e.g. ranges, refrigerators, ice place, e.g. ranges, refrigerators, ice makers, washers, dryers, and dishwashers)makers, washers, dryers, and dishwashers)

–– Special needs mobility equipmentSpecial needs mobility equipment–– ToolsTools–– Graphing calculatorsGraphing calculators–– Commercial grade custodial equipment Commercial grade custodial equipment

(back pack vacuums, floor scrubbers, (back pack vacuums, floor scrubbers, pressure washers, wet/dry vacs, floor pressure washers, wet/dry vacs, floor buffers, carpet extractors, sweepers, etc.)buffers, carpet extractors, sweepers, etc.)

*Refer to the Capital Assets Accounting and Financial Reporting Regulation which governs the use of capital funds.


�� SUBSUB--OBJECT OBJECT -- The subThe sub--object (2 digits) further identifies the object (2 digits) further identifies the object code (numeric and alpha) and is used by a district, object code (numeric and alpha) and is used by a district, campus, or department for management purposes to campus, or department for management purposes to distinguish accounts.distinguish accounts.

�� SubSub--objects are optional in most cases and are used by the objects are optional in most cases and are used by the district to further define expenses such as:district to further define expenses such as:–– Printing (PR)Printing (PR)

–– Technology (65)Technology (65)

–– Postage (PM)Postage (PM)

–– Mileage (MI)Mileage (MI)

–– Subject Areas such as Math (54), Science (67), etc.Subject Areas such as Math (54), Science (67), etc.

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�� ORGANIZATION ORGANIZATION -- An organization (3 digits) is a group of An organization (3 digits) is a group of

employees who are obligated to complete a specific responsibility employees who are obligated to complete a specific responsibility and will generally have an identifiable leader or an individual who is and will generally have an identifiable leader or an individual who is accountable for the overall completion of the responsibility. accountable for the overall completion of the responsibility.

�� Organizations are defined by the Financial Accounting Organizations are defined by the Financial Accounting Standards and Reporting Guidelines published by TEAStandards and Reporting Guidelines published by TEA

–– 001001--040 High Schools040 High Schools

–– 041041--100 Middle Schools100 Middle Schools

–– 101101--698 Elementary Schools698 Elementary Schools

–– 699 Summer School699 Summer School

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–– 700700--997 Administrative997 Administrative

–– 998 Unallocated998 Unallocated

–– 999 Undistributed999 Undistributed


�� PROGRAM PROGRAM -- A program intent code (2 digits) is used to account for the A program intent code (2 digits) is used to account for the cost of instruction and other services that are directed toward a particular cost of instruction and other services that are directed toward a particular need of a specific set of students. The intent (the student group toward need of a specific set of students. The intent (the student group toward which the instructional or other services is directed) determines the program which the instructional or other services is directed) determines the program intent code, not the demographic makeup of the students served.intent code, not the demographic makeup of the students served.

�� SUMMARY OF PROGRAM CODESSUMMARY OF PROGRAM CODES–– 11 Basic Education11 Basic Education–– 21 Gifted & Talented21 Gifted & Talented–– 22 Career & Technology22 Career & Technology–– 23 Special Education23 Special Education–– 24 State Comp Ed (SCE)24 State Comp Ed (SCE)–– 25 Bilingual25 Bilingual–– 26 AEP Basic Services26 AEP Basic Services

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–– 28 DAEP Basic Services28 DAEP Basic Services–– 30 SCE Title I 30 SCE Title I –– 31 High School Allotment31 High School Allotment–– 32 Prekindergarten32 Prekindergarten–– 91 Athletics91 Athletics–– 99 Undistributed99 Undistributed

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�� ACTIVITY ACTIVITY -- The activity (4 digits) identifies the campus program, The activity (4 digits) identifies the campus program, student group, or department program for which the expenditures student group, or department program for which the expenditures are intended. Activities can be linked to expenditure as well as are intended. Activities can be linked to expenditure as well as revenue accounts.revenue accounts.

�� Activities are optional in many cases. They are required for Activities are optional in many cases. They are required for centralized activity fund accounts. Activities used by the centralized activity fund accounts. Activities used by the district to further define groups or departments such as:district to further define groups or departments such as:–– Athletics groups (Basketball, Cross Country, Football, etc.)Athletics groups (Basketball, Cross Country, Football, etc.)

–– Academic groups (Debate/Speech, Science Olympiad, etc.)Academic groups (Debate/Speech, Science Olympiad, etc.)

–– Departments/Classes (Math, English, Science, Library, etc.)Departments/Classes (Math, English, Science, Library, etc.)

–– Organizations/Clubs (NHS, Student Council, Honor Choir, etc.)Organizations/Clubs (NHS, Student Council, Honor Choir, etc.)

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�� SOURCE SOURCE -- The source (3 digits) identifies the campus/department The source (3 digits) identifies the campus/department with budget authority over the expense/receipt. A department can with budget authority over the expense/receipt. A department can continue to maintain control over those funds that are transferred to continue to maintain control over those funds that are transferred to campuses and still maintain proper PEIMS coding. campuses and still maintain proper PEIMS coding.

�� Source Codes are locally defined by the District and are used to Source Codes are locally defined by the District and are used to assign budget authority within the financial system. See Summary of assign budget authority within the financial system. See Summary of Organization Codes for list of values.Organization Codes for list of values.

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�� PROJECT PROJECT -- The project code identifies grants, bond projects, maintenance projects and The project code identifies grants, bond projects, maintenance projects and other special projects where costs must be accumulated as separate projects with 5 other special projects where costs must be accumulated as separate projects with 5 characters in length.characters in length.

�� Project Codes are locally defined by the district. Some of the examples of Project Codes are locally defined by the district. Some of the examples of how project codes are used to further define expenditures are:how project codes are used to further define expenditures are:–– Projects beginning with F are granted by the Education FoundationProjects beginning with F are granted by the Education Foundation

–– Projects beginning with B are capital projects usually funded by bondsProjects beginning with B are capital projects usually funded by bonds

–– Projects that begin with numbers are generally federal, state or local grants where Projects that begin with numbers are generally federal, state or local grants where the first three digits define the fund, the fourth digit defines the expenditure period the first three digits define the fund, the fourth digit defines the expenditure period (e.g. 2 is for 2011(e.g. 2 is for 2011--12) and the letter code separates multiple grants that may be 12) and the letter code separates multiple grants that may be combined in the same fund.combined in the same fund.

–– Projects that begin with GF are part of the General Fund allocationProjects that begin with GF are part of the General Fund allocation

–– Projects that begin with SP denote special projects related to unforeseen events Projects that begin with SP denote special projects related to unforeseen events (fire damage, water damage, etc.)(fire damage, water damage, etc.)

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STUDENT DEMOGRAPHICS

ACADEMIC PERFORMANCE

PERSONNEL INFORMATION

FINANCIAL DATA (MUNIS)

Public Education Information Management

System (PEIMS)

TEA

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GENERAL INFORMATIONGENERAL INFORMATION

�� Budget Management Guidelines and Budget Management Guidelines and Procedures Document available for Procedures Document available for download on the Budget webpagedownload on the Budget webpage


�� 2.1 2.1 –– DefinitionsDefinitions

–– Accounting Periods Accounting Periods -- The months within a fiscal The months within a fiscal year are referred to as accounting periods in year are referred to as accounting periods in MUNIS. The District’s financial reporting periods MUNIS. The District’s financial reporting periods begin with July (period 1) and end with June begin with July (period 1) and end with June (period 12).(period 12).

–– Budget Amendment Budget Amendment –– This is a transfer of budget This is a transfer of budget money between general ledger accounts. These money between general ledger accounts. These items are generally processed by the budget items are generally processed by the budget departmentdepartment..

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�� 2.1 2.1 –– Definitions (cont’d)Definitions (cont’d)

–– Capital Asset Capital Asset –– Items with a useful life of Items with a useful life of more more than one year and than one year and a unit cost a unit cost greater than or equal greater than or equal to $to $5,000 (object code 6639.) Capital asset 5,000 (object code 6639.) Capital asset as as defined by defined by the District's capitalization policy the District's capitalization policy includes equipment, furniture, works of art, includes equipment, furniture, works of art, historical treasures and infrastructure.historical treasures and infrastructure.



–– Controllable Controllable Asset Asset –– Items that do not meet the Items that do not meet the district's capitalization threshold, but for which the district's capitalization threshold, but for which the district maintains an inventory record, and which district maintains an inventory record, and which have a useful life of more than one year (object have a useful life of more than one year (object code 6649.) See the Capital Outlay Guidelines for a code 6649.) See the Capital Outlay Guidelines for a specific list of items which qualify. specific list of items which qualify.

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–– External External Budget Amendment Budget Amendment -- transfer to/from an transfer to/from an account outside of the originating department’s account outside of the originating department’s budget authority.budget authority.

–– Fiscal Year Fiscal Year -- The start and end of the District’s The start and end of the District’s financial financial year. The year. The district’s fiscal year begins district’s fiscal year begins with July and ends with Junewith July and ends with June..

–– Internal Budget Amendment Internal Budget Amendment -- transfer to/from transfer to/from accounts within the originating department’s accounts within the originating department’s budget authoritybudget authority..



–– Journal Journal Entry Entry –– This is a transfer of actuals (e.g. This is a transfer of actuals (e.g. revenues, expenditures) between general ledger revenues, expenditures) between general ledger accounts. These items are generally processed by accounts. These items are generally processed by the general ledger accountants.the general ledger accountants.

–– Multiyear Fund Multiyear Fund –– Need exists to manage financial Need exists to manage financial information for a set of accounts greater than one information for a set of accounts greater than one fiscal year (many federal grants have a begin and fiscal year (many federal grants have a begin and end date of greater than one year), or where the end date of greater than one year), or where the fiscal year of the grant does not line up with the fiscal year of the grant does not line up with the district’s fiscal year (Jul district’s fiscal year (Jul –– Jun.)Jun.)

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�� 2.1 2.1 –– DefinitionsDefinitions

�� 2.2 2.2 –– Creating New AccountsCreating New Accounts

�� 2.4 2.4 –– Comparison SymbolsComparison Symbols

�� 2.5 2.5 –– Quick Reference ToolsQuick Reference Tools

�� 2.6 2.6 –– Understanding Multiyear FundsUnderstanding Multiyear Funds


�� Journal AcronymsJournal Acronyms–– Accounts PayableAccounts Payable

�� API API -- AP Invoice PostingAP Invoice Posting

�� APM APM -- AP Invoice MaintenanceAP Invoice Maintenance

–– Budget EntriesBudget Entries�� BUA BUA -- Budget AdjustmentBudget Adjustment

�� BUC BUC -- New Budget PostingNew Budget Posting

–– Cash ReceiptsCash Receipts�� CRP CRP -- Posted Payments & ReversalsPosted Payments & Reversals

�� GCR GCR -- General Cash ReceiptsGeneral Cash Receipts

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�� Journal Acronyms (cont’d)Journal Acronyms (cont’d)–– EncumbrancesEncumbrances

�� GEL GEL -- General Encumbrance JournalGeneral Encumbrance Journal

–– Journal EntriesJournal Entries�� GEN GEN -- General Journal EntryGeneral Journal Entry

�� GNI GNI -- General Journal ImportGeneral Journal Import

�� GRV GRV -- Journal ReversalJournal Reversal

–– Inventory Entries (Warehouse)Inventory Entries (Warehouse)�� INI INI -- Inventory IssueInventory Issue

–– Work Order Entries (Print Shop, Postage)Work Order Entries (Print Shop, Postage)�� WOJ WOJ -- Work Order JournalWork Order Journal


�� Journal Acronyms (cont’d)Journal Acronyms (cont’d)–– Purchase Order EntriesPurchase Order Entries

�� POE POE -- PO EntryPO Entry

�� POL POL -- PO LiquidationPO Liquidation

�� POM POM -- Purchase Order MaintenancePurchase Order Maintenance

�� SOY SOY -- Open New Fiscal YearOpen New Fiscal Year

�� YEC YEC -- Close Current Fiscal YearClose Current Fiscal Year

–– Payroll EntriesPayroll Entries�� PRJ PRJ -- Payroll Distribution JournalPayroll Distribution Journal

�� PRX PRX -- Payroll Texas TRSPayroll Texas TRS

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BUDGET TRANSFERS AND BUDGET TRANSFERS AND AMENDMENTSAMENDMENTS

�� 4.1 Internal Budget Transfers4.1 Internal Budget Transfers

�� 4.2 External Budget Transfers4.2 External Budget Transfers

�� 4.3 Viewing or Editing Pending Amendments4.3 Viewing or Editing Pending Amendments

�� 4.4 Budget Amendments for Board Approval4.4 Budget Amendments for Board Approval

�� 4.5 Board Meeting Dates4.5 Board Meeting Dates

�� 4.6 Making Deposits in Munis4.6 Making Deposits in Munis

–– 4.6.1 Athletic Activity Fund4.6.1 Athletic Activity Fund

–– 4.6.2 Campus Activity Fund4.6.2 Campus Activity Fund

–– 4.6.3 ERATE4.6.3 ERATE

–– 4.6.4 Foundation Grants4.6.4 Foundation Grants

–– 4.6.5 Livestock Activity Fund4.6.5 Livestock Activity Fund–– 4.6.6 Local Misc Deposit4.6.6 Local Misc Deposit–– 4.6.7 Local Vending Deposit4.6.7 Local Vending Deposit


�� Transferring Centralized Activity FundsTransferring Centralized Activity Funds

–– Between Campus (461) Activity Accounts Between Campus (461) Activity Accounts

�� Create an internal budget transfer in MunisCreate an internal budget transfer in Munis

�� Include description of why funds are transferringInclude description of why funds are transferring

�� Release for campus administrator’s approvalRelease for campus administrator’s approval

–– Campus (461) or Student (865) Activity Account to Student Campus (461) or Student (865) Activity Account to Student Activity (865) or Scholarship Account (810)Activity (865) or Scholarship Account (810)

�� Complete Request for Internal Transfer of Funds formComplete Request for Internal Transfer of Funds form

�� Initiate budget transfer in Munis (status will be “unbalanced”)Initiate budget transfer in Munis (status will be “unbalanced”)

�� Record journal number on transfer request form and submit to the Record journal number on transfer request form and submit to the Director of Campus and Departmental SupportDirector of Campus and Departmental Support

�� Once original copy of form is received, transfer will be completed Once original copy of form is received, transfer will be completed and released for your campus administrator’s approval and released for your campus administrator’s approval

�� Original form will be returned to you when process is completeOriginal form will be returned to you when process is complete

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�� Transferring Centralized Activity Funds (cont’d)Transferring Centralized Activity Funds (cont’d)

–– Between Student (865) Activity AccountsBetween Student (865) Activity Accounts

�� Complete Request for Internal Transfer of Funds formComplete Request for Internal Transfer of Funds form

�� Initiate budget transfer in Munis (status will be “held” Initiate budget transfer in Munis (status will be “held” –– do not do not release journal)release journal)

�� Record journal number on transfer request form and submit to the Record journal number on transfer request form and submit to the Director of Campus and Departmental SupportDirector of Campus and Departmental Support

�� Once original copy of form is received, transfer will be completed Once original copy of form is received, transfer will be completed and released for your campus administrator’s approval and released for your campus administrator’s approval

�� Original form will be returned to you when process is completeOriginal form will be returned to you when process is complete

–– Student (865) Activity to Campus (461) ActivityStudent (865) Activity to Campus (461) Activity

�� Transfer from student activity to campus activity are generally not Transfer from student activity to campus activity are generally not allowableallowable

�� Contact the Finance Department with questionsContact the Finance Department with questions


�� Querying and Printing Posted JournalsQuerying and Printing Posted Journals

–– Under the Financials Menu, select General Ledger Menu, Under the Financials Menu, select General Ledger Menu, Journal Entry/History, then click Journal Inquiry/PrintJournal Entry/History, then click Journal Inquiry/Print

–– In the Journal Inquiry/Print screen, click the magnifying glass In the Journal Inquiry/Print screen, click the magnifying glass to enter “find” modeto enter “find” mode

–– Input these criteria to find a budget amendment journal:Input these criteria to find a budget amendment journal:

�� Year = Fiscal year journal was posted (2012)Year = Fiscal year journal was posted (2012)

�� Period = Period journal posted (Jul = 1, etc.) or leave blank.Period = Period journal posted (Jul = 1, etc.) or leave blank.

�� Journal = Enter journal number or leave blankJournal = Enter journal number or leave blank

�� Source = BUA for budget amendment journalsSource = BUA for budget amendment journals

�� Created by = your user id (first initial and first 6 letters of last name)Created by = your user id (first initial and first 6 letters of last name)

�� Leave the remaining fields blank and click Accept (green check)Leave the remaining fields blank and click Accept (green check)

�� Scroll through journals on screen, print, display or save as PDF fileScroll through journals on screen, print, display or save as PDF file

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BREAKBREAK

QUERIES, REPORTS AND QUERIES, REPORTS AND GUIDELINESGUIDELINES

�� 3.1 GL Account Inquiry3.1 GL Account Inquiry

�� 3.2 YTD Budget Report3.2 YTD Budget Report

�� 3.3 Capital Outlay Guidelines3.3 Capital Outlay Guidelines

�� 3.4 Payroll Template3.4 Payroll Template

�� 3.5 Purchase Orders by GL Account3.5 Purchase Orders by GL Account

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�� Centralized Activity Fund ReportingCentralized Activity Fund Reporting–– Use Report Sequence Use Report Sequence under Report Options to under Report Options to control how the report control how the report sorts and breakssorts and breaks


�� Centralized Activity Fund Reporting (cont’d)Centralized Activity Fund Reporting (cont’d)

–– Example Sponsor Report (see Report Options on Example Sponsor Report (see Report Options on previous slide)previous slide)

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�� Centralized Activity Fund ReportingCentralized Activity Fund Reporting

–– Use “Totals Only” to Use “Totals Only” to summarize by Report summarize by Report Sequence for reporting Sequence for reporting to Principalsto Principals


�� Centralized Activity Fund Reporting (cont’d)Centralized Activity Fund Reporting (cont’d)

–– Example Principal Report (see Report Options on Example Principal Report (see Report Options on previous slide)previous slide)

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�� Budgeting for PBudgeting for P--CardsCards–– Funds set aside using subFunds set aside using sub--object P1object P1–– PP--Cards using 199Cards using 199--General FundGeneral Fund

�� Funds will be reFunds will be re--appropriated each year from your appropriated each year from your current year allocationcurrent year allocation

�� Set aside funds will be used against PSet aside funds will be used against P--Card purchases Card purchases for June each yearfor June each year

�� In the event a PIn the event a P--Card is cancelled, remaining funds will Card is cancelled, remaining funds will be released into available balancebe released into available balance

–– PP--Cards using other funding sourcesCards using other funding sources�� Funds will be set aside one time and remain set aside Funds will be set aside one time and remain set aside until Puntil P--Card is deactivatedCard is deactivated

�� Set aside funds will be used against PSet aside funds will be used against P--Card purchases Card purchases for the last month the Pfor the last month the P--Card is activeCard is active

�� Remaining funds will be released into available balanceRemaining funds will be released into available balance


�� Year End CloseYear End Close

–– 15% Carry Forward15% Carry Forward

�� Available balances at year end can be rolled Available balances at year end can be rolled forward up to a maximum of 15% of your forward up to a maximum of 15% of your original General Fund allocationoriginal General Fund allocation

�� Accounts that are not part of discretionary Accounts that are not part of discretionary funds will be excluded from this calculation funds will be excluded from this calculation (example: utilities, legal fees, etc.)(example: utilities, legal fees, etc.)

�� Amount will be added to your supply account Amount will be added to your supply account once approved by the Board of Trustees at the once approved by the Board of Trustees at the September board meetingSeptember board meeting

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�� Year End Close (cont’d)Year End Close (cont’d)

–– Cut Off DatesCut Off Dates

�� Transfers between functions for 199Transfers between functions for 199--General General Fund must be submitted no later than May Fund must be submitted no later than May 31, 2012 in order to be approve by the Board 31, 2012 in order to be approve by the Board at the June board meetingat the June board meeting

�� All requisitions must be entered and approved All requisitions must be entered and approved by administrator June 14, 2012by administrator June 14, 2012


�� Year End Close (cont’d)Year End Close (cont’d)

–– A/P ReconciliationA/P Reconciliation

�� If the appropriate documentation is received If the appropriate documentation is received by A/P, funds will be appropriated in the next by A/P, funds will be appropriated in the next fiscal year for purchases where the goods fiscal year for purchases where the goods have not been received by Jun 30have not been received by Jun 30thth

�� Reconcile open PO’s by running the Purchase Reconcile open PO’s by running the Purchase Orders by GL Account report (section 3.5) Orders by GL Account report (section 3.5) and insure only valid purchase orders are and insure only valid purchase orders are carried forward into the next fiscal yearcarried forward into the next fiscal year

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�� Year End Close (cont’d)Year End Close (cont’d)–– Capital Outlay AllocationCapital Outlay Allocation

�� Budget submitted by Feb 23Budget submitted by Feb 23rdrd

�� All requisitions entered and approve by All requisitions entered and approve by administrator by May 11administrator by May 11thth

�� Receiving records entered for items received / Receiving records entered for items received / services provided on or before Jun 30services provided on or before Jun 30thth by Jul 10by Jul 10thth

�� All items must be received by Aug 31All items must be received by Aug 31stst

�� Receiving records entered for items received / Receiving records entered for items received / services provided after Jun 30services provided after Jun 30thth by Sep 7by Sep 7th th

�� ALL PAYMENTS MADE BY A/P NO LATER ALL PAYMENTS MADE BY A/P NO LATER THAN SEP 30THAN SEP 30THTH

BEST PRACTICESBEST PRACTICES

�� Review YTD Budget Reports once per weekReview YTD Budget Reports once per week

�� Resolve negative balances once per weekResolve negative balances once per week

�� Periodically review and purge any pending Periodically review and purge any pending budget amendments budget amendments (section 4.3) and (section 4.3) and requisitionsrequisitions

�� Review Field Trip reports from Transportation Review Field Trip reports from Transportation to ensure correct accounts will be chargedto ensure correct accounts will be charged

�� Maintain sufficient funds in supplemental pay Maintain sufficient funds in supplemental pay accounts (6112, 6118, 6121, 6122) and field accounts (6112, 6118, 6121, 6122) and field trip accounts (6494)trip accounts (6494)

24

BREAKBREAK

POSITION CONTROLPOSITION CONTROL

25

WRAPPING UPWRAPPING UP

�� Conclusions Conclusions

�� QuestionsQuestions

�� Scheduling Campus VisitsScheduling Campus Visits

THANK YOU!!THANK YOU!!

Documents

Budget 101 - 2012-02-27...XXX XX XXXX XX XXX XX XXXX XXX XXXXX SEGMENTS *Refer to the Budget Management Guidelines and Procedures document available for download on the Budget website