Planning for Change

1
Planning for Change

• An Introduction to the Changing Landscape at UF
• Part II

2
Objectives

• Reinforce Previous Topics
• Introduce New Topics
• Answer Your Questions
• Continue to Solicit Your Input

3
Agenda

• ChartField and Vendor Relations
• Budget Commitments Process
• Travel Processing Workflow
• Accounts Payable Workflow
• Summary and Questions

4
What We Use Now

• Organization (org) Codes
• 4910-1606010
• 4910-2909030
• 4910-7312203
• Expansion Options
• 00
• 12
• 13
• Object Codes
• 261001

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What We Will Use

• Department IDs (16120100)
• Fund codes
• Program codes
• Budget references
• Departmental flex
• UFID numbers
• Projects
• Current Research Information System (CRIS)
  IFAS/USDA
• Account numbers

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Budgets Commitment Control
An Overview of the Budget Tracking Process
9
Control versus Tracking

Detail Fund
Summary Department
Summary Account
Control
102 - EG-Gen Revenue - HSC
2809 - SACS
700000 - Other
Detail Fund
Detail Department
Summary Account
Detail Flex
Detail Program
Track
102 - EG-Gen Revenue - HSC
280920 Animal Medicine
784000 Misc Exp
1110 Student Clinical
28VEM5271 Small Animal Reproductive Med.
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Control versus Tracking

• Control Budget
• Restricts spending
• Issues error message if exceeded (processing
  stops)
• May be used for Budget/Actuals Reporting
  Inquiry (at summary level)
• Track Budget
• Does not impact spending
• Issues warning message if exceeded POs,
  Vouchers Journals may overspend
• May be used for Budget/Actuals Reporting
  Inquiry

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Budget Tracking
Step 1 Provost loads control budget to KK ledger
ENTRY TYPE
LEDGER
FUND
ACCOUNT
DEPARTMENT
REFERENCE
AMOUNT
BUDGET
KK - BUDGET
101
OTHER
16120000
CRRNT
1,000
BUDGET
BUDGET
0
PRE-ENCUMBRANCE
ENCUMBRANCE
0
EXPENSE
0
AVAILABLE SPENDING AUTHORITY
Commitment Control
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Budget Tracking
Step 2 Department loads tracking budget to
budget ledger
ENTRY TYPE
LEDGER
FUND
ACCOUNT
DEPARTMENT
REFERENCE
AMOUNT
BUDGET
BUDGET
101
770000
16120100
CRRNT
500
BUDGET
BUDGET
101
780000
16120100
CRRNT
250
BUDGET
BUDGET
101
790000
16120100
CRRNT
250
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Budget Tracking
Step 3 Create requisition in PeopleSoft
ENTRY TYPE
LEDGER
FUND
ACCOUNT
DEPARTMENT
REFERENCE
AMOUNT
REQUISITION
ACTUALS
101
770000
16120100
CRRNT
475
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Budget Tracking
Step 4 Run budget check process (loads
transaction to KK ledger)
ENTRY TYPE
LEDGER
FUND
ACCOUNT
DEPARTMENT
REFERENCE
AMOUNT
REQUISITION
KK - PRE-ENC
101
OTHER
16120000
CRRNT
475
BUDGET
1,000
BUDGET
475
PRE-ENCUMBRANCE
ENCUMBRANCE
0
EXPENSE
0
AVAILABLE SPENDING AUTHORITY
525
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Budget Tracking
Step 5 Turn requisition into PO and run budget
check
ENTRY TYPE
LEDGER
FUND
ACCOUNT
DEPARTMENT
REFERENCE
AMOUNT
PO
KK - ENCUM
101
OTHER
16120000
CRRNT
480
BUDGET
1,000
BUDGET
0
PRE-ENCUMBRANCE
ENCUMBRANCE
480
EXPENSE
0
AVAILABLE SPENDING AUTHORITY
520
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Budget Tracking
Step 6 Receive invoice, post voucher, run budget
check
ENTRY TYPE
LEDGER
FUND
ACCOUNT
DEPARTMENT
REFERENCE
AMOUNT
VOUCHER
KK - EXPENSE
101
OTHER
16120000
CRRNT
510
BUDGET
1,000
BUDGET
0
PRE-ENCUMBRANCE
ENCUMBRANCE
0
EXPENSE
510
AVAILABLE SPENDING AUTHORITY
490
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Budget Tracking
Step 7 Send payable information to general
ledger
ENTRY TYPE
LEDGER
FUND
ACCOUNT
DEPARTMENT
REFERENCE
AMOUNT
JOURNAL
ACTUALS
101
770000
16120100
CRRNT
510
BUDGET
1,000
BUDGET
0
PRE-ENCUMBRANCE
ENCUMBRANCE
0
EXPENSE
510
AVAILABLE SPENDING AUTHORITY
490
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Budget Tracking
Step 8 Run variance report by department to
manage business
FUND 101 DEPARTMENT 16120100 REFERENCE -
CRRNT
LEDGERS
ACCOUNTS
BUDGET
ACTUALS
VARIANCE
BUDGET
500
BUDGET
510
BUDGET
( 10 )
770000 - Miscellaneous Account A
780000 Miscellaneous Account B
250
0
250
790000 Miscellaneous Account C
250
0
250
TOTALS
1,000
510
490
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Processing Travel

• An Overview of Travel Processing and Workflow

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Common Terms

• PS Travel Authorization (TAR)
• PS Expense Report (Voucher)
• PS Cash Advance (Travel Advance)

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Vision

• Departments
• Data Entry
• Approval
• Department Head or Designee-budget check
  prior to approval
• Contracts Grants when applicable
• UF Travel Office
• Audits (Post Payment)

22
Changes

• Current Policy
• Travel authorization for all travel

• Future Policy
• TA mandatory for travel to conf/conv and foreign
  locations
• ---Best practice recommends TA for all travel

• Justification for mileage that exceeds 750 miles
  round trip and 100 vicinity miles daily

• UF will leave mileage restrictions to the
  discretion of the department head

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Changes

• Current Policy
• Up to 80 Advance

• Future Policy
• Up to 100 Advance
• At time of request required input--drop down box
  to allow authorization for payroll deduction, if
  advance not settled within appropriate time
  frame.

• Allow Class C Mileage

• No Class C Mileage Reimbursement
• On-Campus is 34th Street to University Ave and
  13th Street to Archer Road.

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Travel Authorization Workflow
25
Expense Report Workflow
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Accounts Payable

• Refresher on Requisition Set-up
• An Overview of How Purchase Orders Get Paid

27
UF/State Contract Purchases
Purchase Order Review
Departmental Approval
Purchase Order Creation
Requisition Entry
User
Commitment Control
Dispatch to Vendor
Receive Item
28
PO Payment Workflow
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Need More Information?

• UF Bridges Home Page
• www.bridges.ufl.edu
• --recommend taking the Navigational Tutorial
  listed under the Training tab.
• My UF Portal
• https//my.ufl.edu

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www.bridges.ufl.edu
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Thank You!

• Restroom Codes
• Women 352
• Men 351
• Validate parking tickets before leaving
• Stamp located at the back counter