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Understanding Budget Reports. Financial Services Division of Administration & Finance Sarah Song Director of Budget Operations (714)278-2304. Agenda. Chart of Accounts & Definitions Fiscal Year Calendar Budget components and processes Distributed Reports Budget Balance Available Report - PowerPoint PPT Presentation
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© 2008 California State University, Fullerton
Understanding Budget Reports
Financial Services
Division of Administration & Finance
Sarah Song
Director of Budget Operations
(714)278-2304
Agenda
1. Chart of Accounts & Definitions2. Fiscal Year Calendar3. Budget components and processes4. Distributed Reports
– Budget Balance Available Report– Other Reports
5. Questions & Answers
Managing Departmental Funds
• What do we mean by an Account or chart fields?
• Which transactions flow into my department?
• How do I monitor and reconcile my financial activities?
• How do I validate and obtain my balances?
Revenues
ReimbursementsExpenditures
Transfers In Transfers Out
Cost Center
Chart of Accounts
Chartfields
– Account (6 characters numeric)– Fund (5 characters alphanumeric)– Department ID (5 characters numeric)– Program (4 numeric)
– Class (5 alphanumeric) – Project (8 numeric)
Chartfield String
Chartfield String = Account + Fund + Department + Program + Class + Project
Chartfield Definitions– Account
• Captures the nature of financial transactions. It provides detail breakdown of Revenues and Expenditures.
– Fund• Represents the source of money related to financial transactions.
– Department ID• Identifies the organizational structure identified by campus.
– Program • A set of ongoing general activities that need to be tracked. Values are assigned by the campus.
– Class• Provides for any special cost reporting needs a division, department or other organizational unit
may have that are not met by the campus-wide reporting values in other chartfields.
– Project• Identifies a discrete set of activities. Further breakdown of Class or Account. Values are defined by
division, department or other organizational units.
https://mycsuf.fullerton.edu/psp/pfulprd/EMPLOYEE/EMPL/h/?tab=FUL_MY_INFORMATION_TAB
Differences Between Various Chart Fields
• Mandatory chartfields– Account (6 characters numeric)– Fund (5 characters alphanumeric)– Department ID (5 characters numeric)
• Optional chartfields– Program (4 numeric) – Leave Blank– Class (5 alphanumeric) – Extension of Dept– Project (8 numeric)
Departmental Financial Management Responsibility:
Balancing at Department + Fund level
Fiscal Calendar
It is important to become familiar with the fiscal year and accounting periods for each month
July 1
August 2
September 3
October 4
November 5
December 6
January 7
February 8
March 9
April 10
May 11
June 12
Different than calendar yearReflects Fiscal Year
Budget Components
– Prior Year Carry-Forward Budget
– Prior Year Encumbrance Budget
– Initial Baseline Budget
– New Fiscal Year Budget (Baseline & One-Time)
– Budget Reductions
– Budget Transfers
– Other Budget Entries (ie. Allocation Order, SWAT Notice, Revenue Budgets, Capital Budgets, Compensation Increase, and etc)
Credit Chart-field Debit Chart-field
Dept Account ACCT DESCR Program Class Project INTL_BASEREVISED BUDGET ACTUALS BBA DEPT ACCOUNT PROGRAM CLASS PROJECT AMOUNT DEPT ACCOUNT PROGRAM CLASS PROJECT AMOUNT
10004 580090 RevOther 20040 -1,200.00 -1,200.00 0.00
10012 501818 OptUsrFee -50,000.00 -50,000.00 -17,010.00 -32,990.00
10012 501825 DiplomaFee -108,000.00 -108,000.00 -61,255.00 -46,745.00
10018 501822 MiscCourse -4,620.00 -4,620.00 0.00
10027 501110 Misc. Fees -99,317.00 -99,317.00 0.00
10027 501110 Misc. Fees 20325 -89,826.00 -124,356.71 34,530.71 10027 501110 20325 -34,530.71 10027 660003 20325 34,530.71
10027 501110 Misc. Fees 20327 -21,363.54 -38,835.20 17,471.66 10027 501110 20327 -17,471.66 10027 660003 20327 17,471.66
10027 501110 Misc. Fees 20328 -3,400.00 -10,140.00 6,740.00 10027 501110 20328 -6,740.00 10027 660003 20328 6,740.00
10027 501110 Misc. Fees 20329 -9,487.88 -20,235.54 10,747.66 10027 501110 20329 -10,747.66 10027 660003 20329 10,747.66
10027 501110 Misc. Fees 20330 -237,839.69 -237,839.69 0.00
Revenue Budget Entry
Monthly Standard Reports
CMS Training Documentation and Tutorialshttp://www.fullerton.edu/cms/Training/docs/finance.html
Distributed Report Matrix and the Sampleshttp://www.fullerton.edu/cms/Finance/docs/Sample_FIS_Reports_Matrix.pdf
List of Distributed Reports– Requisitions/P.O. Report– Expenditure Summary & Detail– Budget Allocation/Transfer– Budget Balance Available Report– Open Commitments– Security by Employee– Security by Department
Access to Distributed Reports
Portal Log Ine-Content Tab
Access to Distributed Reports
Distributed Reports
Budget Balance Available Report
Budget Balance Available Report
Budget Allocation and Transfer Report
Budget Balance Available Report
Budget Allocation and Transfer Report
Encumbrance/Expenditure Reports
Requisition/P.O. Detail Report and Requisition/P.O. Summary Report: Allows the department to view detailed or summarized information about Purchase Requisitions and Purchase Orders as of the reporting date.
Expenditure Detail Report and Expenditure Summary Report: Allows the department to view detailed or summarized financial transactions by account code, fund code, program, class or project as of the reporting date.
Requisition/P.O. Summary Report
Expenditure Detail Report
Query ToolsMy Queries – Ad-hoc (available only to Division
Finance Coordinators)
Questions & Answers