How to Read and Understand Your Electronic Budget Statements

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How to Read and Understand Your Electronic Budget
Statements

• March 29, 2005
• Presented By
• Tucson Smith, CAHNRS-BFO
• Esther Tate, CAHNRS-BFO

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• Budget Statements are delivered via email as a
  .pdf file through an automatic electronic
  scheduler called Infoburst
• Adobe Acrobat is required to open the .pdf file
• Budget Statements are sent around the 10th of
  each month
• The budget statement shows the balance as of the
  end of the last month Example 3/31/05
• Detail covers one month of activity
• Example March 1, 2005-March 31, 2005

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Sample Email
From burst_at_conveyor2.it.wsu.edu
mailtoburst_at_conveyor2.it.wsu.edu Sent
Friday, March 11, 2005 404 PMTo
etate_at_wsu.eduSubject Budget Statement
12D-4168-2927
Attached Infoburst Budget Statement.pdfDocume
nt Description Budget StatementNotes Attached
is your monthly budget statement for the above
referenced account. If you have any questions
about this budget statement please contact Esther
Tate at 509/335-6885 or etate_at_wsu.edu
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Navigating through the Electronic Budget Statement
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Five Budget Statement Reports

• Expense by Object
• Expense by Object Subobject
• Expense Detail
• Revenue by Source Subsource
• Revenue Detail

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Review Examples of Budget Statements

• Grants (11A-14Z)
• State Funds (09A)
• Development Accounts (17A)
• Service Centers (15T)

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Expense by Object
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Date report was generated
Account Number
Expenditures through
9
Percentage of Project Period Elapsed
Project Period
Title of Project
Percentage Spent to Date
10
Cumulative Expenditures
Amount of Funding-Approved Budget
Amounts obligated but not yet disbursed
Allocation is not amount of cash received-see
revenue reports
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Allocation Expense Encumbrance Balance
This is how much you have left to spend in each
category
(Expense Encumbrance) / Allocation Spent
Not all commitments encumber
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Time Slip
Benefits
Also called Overhead or Indirect Costs
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Expense by Object Subobject
This is a cumulative report which provides more
detail for each budget category
The first part of the subobject describes the
basic category Wages 01 The second part
describes the specific expense Meals Taxable MT
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Total for the category is the same as the line
item category on the Expense by Object Report
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Only the subobject will appear on the Detail
report
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No expenditures to date for this budget category
Totals the same as Expense by Object Report
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Expense Detail
Provides Detail for the Current Month-not a
cumulative report
Date expense posted to the account
Fiscal Year
Expense Category
Time period for these expenses
Description can be found on Expense by Object
Subobject Report
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The document which directly initiated the
transaction. The alpha prefix identifies the
type of document. SSalary Benefit Encumbrance
VPayroll Batch Number
The first 5 digits are the position number. The
last alpha character is the employment type code.
EAdmin/Prof CClassified FFaculty
Indicates the end date of the salary encumbrance
Indicates the month worked
Employee name
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Position number employment type code
Hnonstudent temporary U student temporary
Indicates the month worked
VPayroll Batch Number
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KPurchase Order PCPurchase Card PPayment
Request
Vendor ID
BBudget journal voucher BABlanket purchase
order KPurchase Order
Vendor Name
21
Bbudget journal voucher Travel Authority (TA)

Employee ID
Ppayment request Travel Authority (TA)
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Payroll Period
Vendor ID
SSalary Benefit Encumbrance VPayroll Batch
Number
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FA is calculated on the total of each days
expenditures on the account
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Revenue by Source Subsource
This is a cumulative report of revenue.
Revenue is cash actually received
Amount Awarded
Source of Revenue
Revenue received to date
Est. Revenue Revenue Received Variance
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Revenue Detail
Provides Detail for the Current Month-not a
cumulative report
No revenue was received during the time period of
the budget statement
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Revenue Detail
Example of revenue received on a grant account
that is periodically invoiced
Invoice
Vendor ID
Billing Receivables System batch sequence
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Revenue Detail
Example of revenue received from a letter of
credit grant account
Revenue (cash) is drawn down daily from the
letter of credit revenue pool equal to the total
daily expenditures on the grant
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Example of State Account
Salaries (00) are encumbered to the end-date of
the fiscal year, assignment, position or
appointment whichever comes first
Amount of funding-Normally in operations can be
allocated between objects
Carry forward Encumbrances are charged to new
fiscal year dollars
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Allocation Adjustment
Report truncated for presentation purposes
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Benefits on state funds automatically allocate
Report truncated for presentation purposes
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Example of Development Account
Discretionary accounts (scholarship and
development) supported by donations
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Revenue deposited
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Detail for revenue deposited
Report truncated for presentation purposes
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Example of Service Center Account
Amount of funding to operations object 03
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Revenue by Interdepartmental Requisition Invoice
(IRI)
Automatically charged on revenue
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Source description-funds received for
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Cash register references what register
deposited funds
Cash register transaction
Income Journal Voucher-transfer of funds
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Reconciling Budget Statements
Keep a pending file for expenditures Purchase
orders, travel expense vouchers, etc. Monthly
review and compare pending file documents with
the budget statement When the expense posts to
the account verify that the amounts are correct
and reasonable Watch for incorrect charges and
the proper posting of expenditures
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Reconciling Budget Statements
When corrections are needed please contact BFO or
your department finance/budget manager 90-Day
Rule for Grants (B.P.P.M. 30.25) Corrections
must be initiated within 90 days of the date the
expenditure posted on the account End of Fiscal
Year In general, expenditures incurred in a given
fiscal year cannot be transferred after the July
cutoff date following year-end
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Filing Budget Statements
Save as an electronic file or Print out only
the pages needed Expense by Object Expense
Detail
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Resources
Business Policies and Procedures Manual B.P.P.M.
30.07 Budget Statement http//www.wsu.edu8080/7E
forms/manuals.html To access the BPPM through
non-wsu.edu domains go to http//www.wsu.edu/form
s2/index.cgi
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Contact Us

• Tucson Smith
• Fiscal Specialist Supervisor
• 509/335-2826
• smitht_at_wsu.edu

• Esther Tate
• Grant Contract Specialist
• 509/335-6885
• etate_at_wsu.edu

CAHNRS-Business Finance Office 405 Hulbert Hall
PO Box 646241 Pullman WA 99164-6241 Fax
509/335-2926