View
218
Download
0
Embed Size (px)
Citation preview
1
Office of Resource Analysis and Budget
Information Session
2
Office of Resource Analysis and BudgetInformation SessionOffice of Resource Analysis and BudgetInformation Session
AGENDA• Introduction • Budget process overview• Fund accounting background• Chartfield descriptions• Financial inquiry/reporting• Position management• Miscellaneous resources • Questions
AGENDA• Introduction • Budget process overview• Fund accounting background• Chartfield descriptions• Financial inquiry/reporting• Position management• Miscellaneous resources • Questions
3
Office of Resource Analysis and BudgetInformation Session – IntroductionOffice of Resource Analysis and BudgetInformation Session – Introduction
WHO ARE WE?• Amy Gilliland – Director x6521• Doug Draher – Assistant Director x8312• Sue Guy Alsobrook – Position Management
Analyst, Sr. x7698• Nettie Riddick – Budget Assistant x6520
• Location: Administrative Services Building (ASB) suite 160 (the old Goodwill building on Mill Street)
• http://www3.uakron.edu/rab/
WHO ARE WE?• Amy Gilliland – Director x6521• Doug Draher – Assistant Director x8312• Sue Guy Alsobrook – Position Management
Analyst, Sr. x7698• Nettie Riddick – Budget Assistant x6520
• Location: Administrative Services Building (ASB) suite 160 (the old Goodwill building on Mill Street)
• http://www3.uakron.edu/rab/
4
Office of Resource Analysis and BudgetInformation Session-IntroductionOffice of Resource Analysis and BudgetInformation Session-Introduction
Departmental Function:• Budget
• Planning and development• Implementation• Monitoring• Reporting and analysis
• Position Management• Funding availability information• Guidance/direction• Reporting and analysis
• Other• New account requests• Miscellaneous
Departmental Function:• Budget
• Planning and development• Implementation• Monitoring• Reporting and analysis
• Position Management• Funding availability information• Guidance/direction• Reporting and analysis
• Other• New account requests• Miscellaneous
5
Office of Resource Analysis and BudgetInformation Session-Budget Process OverviewOffice of Resource Analysis and BudgetInformation Session-Budget Process Overview
6
Office of Resource Analysis and BudgetInformation Session-Budget Process OverviewOffice of Resource Analysis and BudgetInformation Session-Budget Process Overview
• Current-year status– FY06-07 Budget approved by BOT– $650,000 strategic reduction in operating
budgets– Reduction to be distributed soon– Operating budgets will then be determined
• Carryover issues• Ongoing review of departmental activity• FY07-08 planning process to start in Oct./Nov.
• Current-year status– FY06-07 Budget approved by BOT– $650,000 strategic reduction in operating
budgets– Reduction to be distributed soon– Operating budgets will then be determined
• Carryover issues• Ongoing review of departmental activity• FY07-08 planning process to start in Oct./Nov.
7
Office of Resource Analysis and BudgetInformation Session-Chartfield DescriptionsOffice of Resource Analysis and BudgetInformation Session-Chartfield Descriptions
• Fund – (10000)• Program – (1000)• Location – (ARTS&SCI) • Department – (A0371001)• Class – (OPER)
• Account – (####)
• Fund – (10000)• Program – (1000)• Location – (ARTS&SCI) • Department – (A0371001)• Class – (OPER)
• Account – (####)
SpeedtypeSpeedtype – – shortcut to specific shortcut to specific
chartfield chartfield combinationscombinations
(2-01155)(2-01155)
Using Philosophy as an example:
8
Office of Resource Analysis and BudgetInformation Session-Fund AccountingOffice of Resource Analysis and BudgetInformation Session-Fund Accounting
Audited Financial Statements
Unrestricted Current Funds
Restricted Current Funds
Loan Funds
Plant Funds
Endowment Funds
Agency Funds
General Fund
Tuition and other revenue,
Colleges, Departments,
Central Obligation expenses
Auxiliaries
Departmental Sales
Sponsored Programs
and research grants
Restricted scholarships
Other restricted gifts for a specific purpose
Short-term loans to students
Permanent investments and income
Current capital
expenses for projects
Capital assets
including buildings,
land, equipment,
and improvements
Student Organizations
Other outside agencies
All University funds are included in the financial data as shown in this chart:
9
Office of Resource Analysis and BudgetInformation Session-Fund AccountingOffice of Resource Analysis and BudgetInformation Session-Fund Accounting
– Unrestricted current funds• General fund (2-XXXXX)• Auxiliary funds including Housing, E.J. Thomas Performing Arts
Hall, Athletics, Athletic Facilities, Parking, Dining Services, Student Union, Wayne Bookstore, Telecommunications and Recreation Center (3-0XXXX)
• Departmental Sales and Service accounts including Continuing Education, Computer Solutions, Printing Services, etc. (3-098## or 3-099XX)
– Restricted current funds• Sponsored programs and research grants (5-XXXXX)• Restricted scholarships (6-XXXXX)• Other restricted funds to be used for a specific purpose
– Unrestricted current funds• General fund (2-XXXXX)• Auxiliary funds including Housing, E.J. Thomas Performing Arts
Hall, Athletics, Athletic Facilities, Parking, Dining Services, Student Union, Wayne Bookstore, Telecommunications and Recreation Center (3-0XXXX)
• Departmental Sales and Service accounts including Continuing Education, Computer Solutions, Printing Services, etc. (3-098## or 3-099XX)
– Restricted current funds• Sponsored programs and research grants (5-XXXXX)• Restricted scholarships (6-XXXXX)• Other restricted funds to be used for a specific purpose
10
Office of Resource Analysis and BudgetInformation Session-Chartfield DescriptionsOffice of Resource Analysis and BudgetInformation Session-Chartfield DescriptionsThe following PROGRAM categories are standard reporting classifications used in higher education reporting. Monthly financials are reported to the Board of Trustees in this format.
• Instruction- (faculty and supplies related to the classroom)• Research – (indirect cost redistributions, faculty research grants, etc.)
• Public Service– Workforce Development (Continuing Education)– Other (various public programs & services)
• Academic Support– Libraries– Other (dean’s offices, info tech fee expenses, etc.)
• Student Services (admissions, financial aid, registrar, etc.)• Institutional Support (non-academic support/administration)• Operation & Maintenance of Plant (utilities, custodial, building and
grounds maintenance, etc.)
• Instruction- (faculty and supplies related to the classroom)• Research – (indirect cost redistributions, faculty research grants, etc.)
• Public Service– Workforce Development (Continuing Education)– Other (various public programs & services)
• Academic Support– Libraries– Other (dean’s offices, info tech fee expenses, etc.)
• Student Services (admissions, financial aid, registrar, etc.)• Institutional Support (non-academic support/administration)• Operation & Maintenance of Plant (utilities, custodial, building and
grounds maintenance, etc.)
11
Office of Resource Analysis and BudgetInformation Session-Chartfield DescriptionsOffice of Resource Analysis and BudgetInformation Session-Chartfield DescriptionsThe following PROGRAM categories are standard reporting classifications used in higher education reporting. Monthly financials are reported to the Board of Trustees in this format.
• Instruction- (faculty and supplies related to the classroom)• Research – (indirect cost redistributions, faculty research grants, etc.)
• Public Service– Workforce Development (Continuing Education)– Other (various public programs & services)
• Academic Support– Libraries– Other (dean’s offices, info tech fee expenses, etc.)
• Student Services (admissions, financial aid, registrar, etc.)• Institutional Support (non-academic support/administration)• Operation & Maintenance of Plant (utilities, custodial, building and
grounds maintenance, etc.)
• Instruction- (faculty and supplies related to the classroom)• Research – (indirect cost redistributions, faculty research grants, etc.)
• Public Service– Workforce Development (Continuing Education)– Other (various public programs & services)
• Academic Support– Libraries– Other (dean’s offices, info tech fee expenses, etc.)
• Student Services (admissions, financial aid, registrar, etc.)• Institutional Support (non-academic support/administration)• Operation & Maintenance of Plant (utilities, custodial, building and
grounds maintenance, etc.)
12
Office of Resource Analysis and BudgetInformation Session-Chartfield DescriptionsOffice of Resource Analysis and BudgetInformation Session-Chartfield Descriptions
• OPER – regular budgeted operating accounts funded with permanent dollars;
• CRSFE – departmental course fee accounts funded with course fee receipts. Funds are deposited each semester after the refund period;
• IDC – indirect cost redistribution related to departmental grant activity;
• FRG – faculty research grant; unrestricted current funds specifically allocated to a particular faculty member for a research project;
• OPER – regular budgeted operating accounts funded with permanent dollars;
• CRSFE – departmental course fee accounts funded with course fee receipts. Funds are deposited each semester after the refund period;
• IDC – indirect cost redistribution related to departmental grant activity;
• FRG – faculty research grant; unrestricted current funds specifically allocated to a particular faculty member for a research project;
• ITECH – student information technology fee dollars. Roughly 65% of the fees are directed to IT, the remaining funds are allocated to the Deans by the Provost;
• GASCH – graduate assistant scholarship (fee remission)
• GASTP – graduate assistant stipends
• UNSAL – unallocated salary account at the Dean’s level
• OTHER – start-up funds, one-time projects, etc.
• ITECH – student information technology fee dollars. Roughly 65% of the fees are directed to IT, the remaining funds are allocated to the Deans by the Provost;
• GASCH – graduate assistant scholarship (fee remission)
• GASTP – graduate assistant stipends
• UNSAL – unallocated salary account at the Dean’s level
• OTHER – start-up funds, one-time projects, etc.
CLASS Descriptions – classes generally reflect source and intended use of dollars.
13
Office of Resource Analysis and BudgetInformation Session-Chartfield DescriptionsOffice of Resource Analysis and BudgetInformation Session-Chartfield Descriptions
• Compensation accounts – expense lines used for salaries (5000-5399) and fringe benefits. (5600-5699)
• Non-compensation accounts– Student assistants (5400)– Supplies & services (5700)– Communications (6300)– Equipment lease/purchase (6500)– Movable equipment (6600)– Travel & hospitality (7000)
• Compensation accounts – expense lines used for salaries (5000-5399) and fringe benefits. (5600-5699)
• Non-compensation accounts– Student assistants (5400)– Supplies & services (5700)– Communications (6300)– Equipment lease/purchase (6500)– Movable equipment (6600)– Travel & hospitality (7000)
EXPENSE ACCOUNT Descriptions
14
Office of Resource Analysis and BudgetInformation Session-Chartfield DescriptionsOffice of Resource Analysis and BudgetInformation Session-Chartfield Descriptions
• Fund – (10000)• Program – (1000)• Location – (ARTS&SCI) • Department – (A0371001)• Class – (OPER)
• Account – (####)
• Fund – (10000)• Program – (1000)• Location – (ARTS&SCI) • Department – (A0371001)• Class – (OPER)
• Account – (####)
SpeedtypeSpeedtype – – shortcut to specific shortcut to specific
chartfield chartfield combinationscombinations
(2-01155)(2-01155)
Using Philosophy as an example:
15
Office of Resource Analysis and BudgetInformation Session-Data Inquiries/ReportsOffice of Resource Analysis and BudgetInformation Session-Data Inquiries/Reports
Financial Inquiry / ReportingFinancial Inquiry / Reporting
16
Office of Resource Analysis and BudgetInformation Session-Data Inquiries/ReportsOffice of Resource Analysis and BudgetInformation Session-Data Inquiries/Reports
• Path– Process Financial Information/UA Department
Inquiries/• Inquiry – for online viewing of your budget(s)• Reports – for viewing/printing of budget reports• Save as “Favorite” (in Peoplesoft)
• Path– Process Financial Information/UA Department
Inquiries/• Inquiry – for online viewing of your budget(s)• Reports – for viewing/printing of budget reports• Save as “Favorite” (in Peoplesoft)
Financial Inquiry / Reportinghttps://fs.uakron.edu/psp/fsprod/?cmd=loginFinancial Inquiry / Reportinghttps://fs.uakron.edu/psp/fsprod/?cmd=login
17
Office of Resource Analysis and BudgetInformation Session-Data Inquiries/ReportsOffice of Resource Analysis and BudgetInformation Session-Data Inquiries/Reports
• Path – Process Financial Information/UA Department Inquiries/Inquiry– 2 options
• UA Department Budget– Use for budgets beginning with “2”, “3”, “4”,
“6” or “9”• Project to Date Budget
– Use for budgets beginning with “5” (Grants)
• Path – Process Financial Information/UA Department Inquiries/Inquiry– 2 options
• UA Department Budget– Use for budgets beginning with “2”, “3”, “4”,
“6” or “9”• Project to Date Budget
– Use for budgets beginning with “5” (Grants)
InquiryInquiry
18
Office of Resource Analysis and BudgetInformation Session-Data Inquiries/ReportsOffice of Resource Analysis and BudgetInformation Session-Data Inquiries/Reports
INQUIRY - Getting StartedINQUIRY - Getting Started
19
Inquiry – Fill in Speed Type you wish to viewInquiry – Fill in Speed Type you wish to view
Office of Resource Analysis and BudgetInformation Session-Data Inquiries/ReportsOffice of Resource Analysis and BudgetInformation Session-Data Inquiries/Reports
20
Inquiry – select proper fiscal yearInquiry – select proper fiscal year
Office of Resource Analysis and BudgetInformation Session-Data Inquiries/ReportsOffice of Resource Analysis and BudgetInformation Session-Data Inquiries/Reports
21
UA DEPARTMENT INQUIRY SCREENUA DEPARTMENT INQUIRY SCREEN
22
UA DEPARTMENT INQUIRY - OptionsUA DEPARTMENT INQUIRY - Options
• Three PanelsBudget Summary – provides year to date totals
for budget, expenditures, and balance remaining. Use only for “2” speed types!
Fund Summary – provides carryover balance, and totals for year to date revenue/expenses and current balance for “3”, “4”, “6”, and “9” speed types.
Detail – where the actual transactions may be viewed. Applicable for all speed types.
• Three PanelsBudget Summary – provides year to date totals
for budget, expenditures, and balance remaining. Use only for “2” speed types!
Fund Summary – provides carryover balance, and totals for year to date revenue/expenses and current balance for “3”, “4”, “6”, and “9” speed types.
Detail – where the actual transactions may be viewed. Applicable for all speed types.
23
What the “DETAIL” Panel ProvidesWhat the “DETAIL” Panel Provides
• Budget Transactions (by Account Pool)– Original Budget– Carryover– Budget Transfers throughout the year– Drill down on “Budg Trn” magnifying glass
• Actual Expenditures/Transactions– Drill down on “Jrnl Trn” magnifying glass
• Remaining Balance (by Account Pool)
• Budget Transactions (by Account Pool)– Original Budget– Carryover– Budget Transfers throughout the year– Drill down on “Budg Trn” magnifying glass
• Actual Expenditures/Transactions– Drill down on “Jrnl Trn” magnifying glass
• Remaining Balance (by Account Pool)
24
Drilling Down for Detail (Budget & Actual)Drilling Down for Detail (Budget & Actual)
25
Sample of Detail of Actual ExpendituresSample of Detail of Actual Expenditures
26
Sample Detail of Budget TransactionsSample Detail of Budget Transactions
27
Viewing Detail – a few tipsViewing Detail – a few tips
• Watch out for the “View All” or “View #” – not all data may be represented on the screen
• Sorting Data– Double click on any column heading (ex.
double click on “Expended” and will sort by amount. Double click again and will sort in reverse order.)
– Particulary useful for dates, vendor, or amount• Download to Excel (click on and hold down crtl
key)
• Watch out for the “View All” or “View #” – not all data may be represented on the screen
• Sorting Data– Double click on any column heading (ex.
double click on “Expended” and will sort by amount. Double click again and will sort in reverse order.)
– Particulary useful for dates, vendor, or amount• Download to Excel (click on and hold down crtl
key)
28
REPORTSREPORTS
• Path – Process Financial Information/UA Department Inquiries/Reports– Departmental Budget Reports– Budget Transaction Reports– UA Payroll Journal Detail
• Set up Run Control ID – First time only for each report (choose Add)– Choose meaningful description [no spaces]
• (ex. Budget_statement) – After the initial run control creation, choose Search for
the appropriate run control in the future
• Path – Process Financial Information/UA Department Inquiries/Reports– Departmental Budget Reports– Budget Transaction Reports– UA Payroll Journal Detail
• Set up Run Control ID – First time only for each report (choose Add)– Choose meaningful description [no spaces]
• (ex. Budget_statement) – After the initial run control creation, choose Search for
the appropriate run control in the future
29
Creating/Searching for Run Control IDCreating/Searching for Run Control ID
30
Select Proper Run Control for ReportSelect Proper Run Control for Report
31
Report Options – One Budget Statement: fill in desired speed typeReport Options – One Budget Statement: fill in desired speed type
32
Report Options – All “2” Speed Types (parameter: Fund = 10000)Report Options – All “2” Speed Types (parameter: Fund = 10000)
33
Report Options – ex. All Indirect Cost Speed TypesReport Options – ex. All Indirect Cost Speed Types
34
Reports – Select “RUN” and then choose desired reportReports – Select “RUN” and then choose desired report
35
Reports (cont)Reports (cont)
• TYPE and FORMAT– Web and PDF to view on screen in Adobe– Web and CSV to view on screen in Excel (is not best choice for
some reports)– Email and PDF – can email report to yourself or anyone
• Works well if you wish to view later or get sidetracked (and forget!)
• Will need to complete “Distribution” option also• Click “OK” after choosing options – report is now running and
you are returned to “Process Scheduler”• Click “Process Monitor” and “Refresh” until
– Run Status = “Success”– Distribution Status = “Posted”– Then click “Details” link
• TYPE and FORMAT– Web and PDF to view on screen in Adobe– Web and CSV to view on screen in Excel (is not best choice for
some reports)– Email and PDF – can email report to yourself or anyone
• Works well if you wish to view later or get sidetracked (and forget!)
• Will need to complete “Distribution” option also• Click “OK” after choosing options – report is now running and
you are returned to “Process Scheduler”• Click “Process Monitor” and “Refresh” until
– Run Status = “Success”– Distribution Status = “Posted”– Then click “Details” link
36
Process Monitor Process Monitor
37
Click on “View Log/Trace”Click on “View Log/Trace”
38
Then click on file generated (PDF or CSV)Then click on file generated (PDF or CSV)
39
Report Results – Dept Budget SummaryReport Results – Dept Budget Summary
40
Report Results – Dept Budget DetailsReport Results – Dept Budget Details
41
Budget Transaction Report - SampleBudget Transaction Report - Sample
42
Payroll Journal Detail Sample(salaries and fringes)Payroll Journal Detail Sample(salaries and fringes)
Using Budget Reports EffectivelyFinancial Inquiry – Reports (Output)Using Budget Reports EffectivelyFinancial Inquiry – Reports (Output)
43
Office of Resource Analysis and BudgetInformation SessionOffice of Resource Analysis and BudgetInformation Session
Position ManagementPosition Management
44
Position ManagementPosition Management
What is it?
Position management is a tool by which we maintain information on every regular position and the funds committed for that position, regardless of whether it is filled or vacant.
Why?
• Provides documentation of the addition or discontinuation of positions;
• Allows us to monitor budgets by position;
• Enables us to track one-time savings realized by vacant positions.
What is it?
Position management is a tool by which we maintain information on every regular position and the funds committed for that position, regardless of whether it is filled or vacant.
Why?
• Provides documentation of the addition or discontinuation of positions;
• Allows us to monitor budgets by position;
• Enables us to track one-time savings realized by vacant positions.
45
Position ManagementPosition Management
Position management is the shared responsibility of the Budget
office and Human Resources:
• Budget office maintains position information regarding funding; provides detailed reports as requested;
maintains temporary funding sources; provides assistance as needed;
• HR maintains information related to the classification, bargaining unit, pay schedules and about the employee.
Position management is the shared responsibility of the Budget
office and Human Resources:
• Budget office maintains position information regarding funding; provides detailed reports as requested;
maintains temporary funding sources; provides assistance as needed;
• HR maintains information related to the classification, bargaining unit, pay schedules and about the employee.
46
Position Management and theStrategic Position Review ProcessPosition Management and theStrategic Position Review Process
Overview (Excerpt from the Strategic Review Process Memorandum www.uakron.edu/provost/budget/StratProsRevPro.php)
The transformative process to strategically realign the University of Akron’s budget has begun. Effective immediately, all open positions, temporary hire requests, retire-rehire requests, stipends, off-line adjustments and position audit requests will be subject to the strategic position review process …
Briefly:1) Dept chairs will confer with Dean regarding position needs and employee
actions;2) Dean has preliminary discussion with Provost;3) Provost determines whether or not to proceed with rationale process;4) Rationale form to Dean → to Provost → to SPRC;5) If approved, prepare appropriate paperwork and forward to
the office of the Sr VP & Provost.
Overview (Excerpt from the Strategic Review Process Memorandum www.uakron.edu/provost/budget/StratProsRevPro.php)
The transformative process to strategically realign the University of Akron’s budget has begun. Effective immediately, all open positions, temporary hire requests, retire-rehire requests, stipends, off-line adjustments and position audit requests will be subject to the strategic position review process …
Briefly:1) Dept chairs will confer with Dean regarding position needs and employee
actions;2) Dean has preliminary discussion with Provost;3) Provost determines whether or not to proceed with rationale process;4) Rationale form to Dean → to Provost → to SPRC;5) If approved, prepare appropriate paperwork and forward to
the office of the Sr VP & Provost.
47
Position Management andTemporary Funding Position Management andTemporary Funding
Contact the office of Resource Analysis & Budget for any questions regarding temporary or regular funding.
FYI--Allowable funding for temporary appointments (found in unallocated salary):
• Leave without pay
• Time release savings
• Academic year FIPL (faculty improvement program) savings
• Disability retirement one-time savings (on hold for 5 years)
Contact the office of Resource Analysis & Budget for any questions regarding temporary or regular funding.
FYI--Allowable funding for temporary appointments (found in unallocated salary):
• Leave without pay
• Time release savings
• Academic year FIPL (faculty improvement program) savings
• Disability retirement one-time savings (on hold for 5 years)
48
Office of Resource Analysis and BudgetInformation SessionOffice of Resource Analysis and BudgetInformation Session
Miscellaneous ResourcesMiscellaneous Resources
49
On-Campus & PeopleSoft RequisitionsOn-Campus & PeopleSoft Requisitions
• Barnes & Nobles• Central Stores• To reimburse individuals for service provided the
requisition should include:– The payee full name– Social security number– Complete mailing address– Brief description of service provided– The amount to be paid– Retain a copy and mail the original to Accounts
Payable mail zip +6214
http://www.uakron.edu/busfin/purchasing/
On-Campus RequisitionsOn-Campus Requisitions
50
On-Campus & PeopleSoft RequisitionsOn-Campus & PeopleSoft Requisitions
• Located under PeopleSoft Financials https://fs.uakron.edu
• Training seminar required https://www.uakron.edu/seminars/
• Training session description http://www.uakron.edu/its/peoplesoft8/peoplesoft.php
• Pays outside vendors • Step-by-step instructions
http://www.uakron.edu/its/learning/training/PSoft8Fin.php#Reqs
PeopleSoft RequisitionsPeopleSoft Requisitions
51
Additional Purchasing OptionAdditional Purchasing Option
• Alleviates the use of PeopleSoft• Order office supplies on-line • Visa application
http://www.uakron.edu/busfin/purchasing/docs/visacardapp.doc
• Tax exempt form http://www.uakron.edu/busfin/purchasing/ElectronicForms.php
VisaVisa
52
Office of Resource Analysis and BudgetInformation SessionOffice of Resource Analysis and BudgetInformation Session
QUESTIONS?