Understanding Your Departmental Budget Report

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Understanding Your Departmental Budget Report

• Presentation by FSU Budget Office

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FSU Budget Office
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Budget Planning and Development Cycle
February
May
May/June
University Priority listings due to Budget
Office
Executive Cabinet determines university
priorities
Expansion budget packages distributed to VCs
If any discretionary funds left, prorated among
divisions
July to
June/July
Funds allocated to departments upon approval of
OSBM
Divisions provide distribution of discretionary
funds
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Budget Workshop

• Basics of State Budgeting
• General Fund (State) Purpose Codes
• Budget Revisions
• Automatic Budget Reallocation (ABR)
• FRS Transactions
• FRS Screens
• On-line Requisitioning

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Use Of General Funds

• Funds necessary for the operation of the
  university
• Paper, copier charges, telephone, travel,
  salaries
• Not authorized
• Food, personal dues, water/water coolers,
  pictures/frames, flowers/plants, household items
  etc.
• When in doubt Use Appearance Test
• (Can you justify the purchase in the newspaper or
  in front of a camera on the 6 oclock news?)

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General Fund Purpose Codes

• 101 - Regular Term Instruction
• 102 - Summer Term Instruction
• 103 - Extension Instruction
• 142 - Community Service
• 151 - Libraries
• 187 - Academic/Student Support
• 188 - Administrative Support
• 230 - Student Financial Aid (State)
• 251 - Salary Related Reserves
• 252 - Budget Reserves
• 990 - Multi-Activity (Tuition and Fees)

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Automatic Budget Reallocation (ABR)

• Budget put into primary object code
• Ends in 00 (example 2000)
• Expense occurs in secondary object code
• Ends in other than 00 (example 2610)
• Use primary object codes only for setting up
  budgets and preparing budget revisions

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Budget Revisons

• Budgeted Accounts (General Funds)
• Using the on-line budget system
• You can move budget funds between 2000, 3000,
  4000, and 5000 lines within the same account or
• between two accounts within the same purpose code
  
• To move funds between 1110 through 1900 or
  between purpose codes, a SRCI Flex is required.
• Non-State Budgeted Funds (Auxiliaries,
  Unrestricted etc,.)
• Not required as long as adequate budget is
  available in unexpended (uncommitted)
  funds.

More restrictive
Less restrictive
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Automatic Budget Reallocation (ABR Rule 3)

• After expenses occur, budget automatically
  transfers from primary budget object code to
  expense object code

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Automatic Budget Reallocation (ABR Negative
Balances)

• ABR can create a negative balance when no budget
  has been entered in primary object code
• When does this most commonly occur?
• -Budget overrides
• -AP checks

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Annual Budget

• Entered by Budget Office staff
• Totals include original budget plus any
  subsequent budget revisions submitted to budget
  office

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Revenues for the Month

• Most GF accounts do not have revenue transactions
• All revenue object codes begin with 0 (0XXX)

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Expenditures for the Month

• Examples include vendor checks, payroll, print
  shop

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Fiscal Year-to-Date Totals

• Fiscal year begins July 1 and ends June 30
• This total is an accumulation from July 1 through
  the current month

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Open Commitments

• Requisitions not transferred to purchase orders
• Unpaid purchase orders

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Open Commitments Status

• Account number and object code
• Reference - requisition or purchase order
• Description - vendor name
• Original Amount - purchase order or requisition
  encumbered
• Liquidating Expenditures - payments to vendors
• Adjustments - change orders on purchase orders
• Current Amount - balance encumbered

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Balance Available

• Revised Budget less Fiscal Year-to-Date Actuals
  less Open Commitments (Encumbrances)

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Transaction Inquiry (Part I)

• Allows user to conduct various account inquiries

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Transaction Inquiry (Part II)

• Allows user to see all account detail by TC
  (transaction code)

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Transaction Codes

• 020 Original Budget
• 021 Revised Budget
• 022 Budget Transfer
• 048 AP Check
• 05X Purchasing
• 06X Journal Entry

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Financial Records System (FRS)

• FRS is an accounting system designed to track
  financial transactions and provide timely,
  accurate information to account managers.
• Information from FRS is available from
• FRS screens
• provides current month activity, and
• Departmental summary reports (e print),
• includes year-to-date and month-to-date
  information.

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Financial Records System (FRS Access)

• How to get access
• Contact Antoinette Johnson (ITS) at x-1921
• Authorization form needs to have signature from
  authorized person listed on account
• http//www.uncfsu.edu/itts/forms.htm
• How to get training
• Contact Green Garcia (Director of Systems and
  Procedures) at x-1153

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Financial Records System (FRS Screens)

• Screen 019
• SL Account Summary
• Screen 021
• Open Commitments by Account
• Screen 022
• SL Budget Summary
• Screen 023
• SL Transactions by Account
• Screen 27
• Transaction Inquiry (Part I Part II)

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Financial Records System (FRS Screens Cont.)

• Screen 029
• List SL Actual Data
• Screen 039
• SL Account Comparison (current yr to prior yr)
• To verify screen access contact Antoinette
  Johnson (ITS) at x-1921

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In Summary

• FRS On-line screens contains valuable information
  regarding account activity
• Budget entered in primary object codes (End in
  00) expenses occur in secondary object codes
  (End in other than 00)
• Access to FRS is beneficial and necessary for
  proper budget management

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On-line Requisitioning(Data Entry Process)

• Step 1 Log on to system (Make sure you are in
  FRS)
• Step 2 Go to Screen 30 to open a session
• Step 3 Screen 250 to create a requisition
• Step 4 Screen 254 to input vendor information
• Step 5 Screen 256 to verify if requisition was
  accepted
• To process another requisition Repeat steps 3
  thru 5. Once all requisitions have been
  processed proceed to step 6
• Step 6 Go to Screen 30 to close a session
• Step 7 Approval of responsible person (Final)
• See more detailed instructions in Purchasing
  Handbook

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Open On-line Session
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Creating a Requisition
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Vendor Information
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Verification of Requisition
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Requisition Approval
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Other Purchasing Forms

• http//www.uncfsu.edu/fsubo/purchasing/forms.htm

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The End