FY13 BFS Changes Training Presented by the Office of the CFO

University of California, Berkeley

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FY13 BFS Changes TrainingFY13 BFS Changes TrainingPresented by the Office of the CFO

Summer 2012

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Course Outline - Introduction

INTRODUCTION

TEMPBUDG CHANGES

OPERATING TRANSFERS – NUTS AND BOLTS

FUND BALANCE ESSENTIALS

SNEAK PEEK: NEW REPORTS

APPENDIX

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Course ‘Take Homes’

Why is BFS changing?

What isn't changing in BFS?

Where will TempBudg functions be performed in FY13 for many funds?

What are operating transfers and how do I use them?

What are interfund transfers?

How will I tell what my balance is without the Temporary Budget?

You should be able to answer these questions by course-end:

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Why are we here today – Big Picture

HOW? – Move the Temporary Budget ledger functions to new places:

Transfers Actuals ledgerPlanning Cal Plan

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TempBudgLedger

CalPlan orActuals Ledger

PLANNING Piecemeal CompleteMultiple Versions

TRANSFERS Detailed Analysis Summary Level Visibility

Benefits to Units and Campus – BIG Picture

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How to Prepare:• Budget Journals in BFS• Financial Journals in BFS

How to Utilize:• CalPlan, the new budgeting tool• CalRptg, the new reporting system

Introduction

What this course WILL NOT cover…

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Four Concepts to Keep in Mind

NO CHANGE in FY121

NO CHANGE to Revenue or Expense in BFS Actuals2

NO CHANGE to TempBudg for some funds:• Contracts & Grants, Plant3

CHANGE! to TempBudg functionality for many funds:Planning CalPlanTransfer of Resources Actuals

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Berkeley Campus Funds – BIG Picture

Current Fund Group All Other Fund Groups

All Current Fundsexcept Contracts

and Grants

Contractsand Grants

Agency Plant

Loan

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Section 2 – TempBudg Changes

INTRODUCTION

TEMPBUDG CHANGES




APPENDIX

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CENTRAL FUND – Summary Report Year-to-Date

Department of Aviation Example – Actuals

In Actuals - Revenue and Expense are not changing In Actuals - Revenue and Expense track external activity

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Journals in Current Funds (Non-C&G)

JOURNALS in Current Funds (Non-C&G)

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Department of Aviation Example – TempBudg

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Department of Aviation Example – TempBudg


Carryforward PLAN

Transferwithin fund

PLANTransfer

within fundTransfers

between Funds

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TempBudg Transformation

PLAN for Revenue

and Expense

CURRENT STATE

Operating Transferswithin fund

by DeptID, CF1, CF2

Beginning BalanceJuly 1

by DeptID, CF1, CF2

Interfund Transfersbetween Funds

by DeptID, CF1, CF2

TempBudg ActivityFY13 FUTURE STATE

New Activity Locations

CalPlan BFS Actuals

New Account Series 7xxxx

Fund Balance Accts 3xxxx

Fund Balance Acct 30000

PLAN for Revenue

and Expense

Transferswithin fund

CarryforwardJuly 1

Transfersbetween Funds

PLAN forOperating Transfers

PLAN forBeginning Balance

July 1

PLAN forInterfund Transfers

NEW!

NEW!

NEW!

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Department of Aviation Example – Crosswalk to FY13


Department of Aviation Example – Crosswalk to FY13

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Journals in Current Funds (Non-C&G)

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Expense Adjustments

Underlying external transaction Correct expense account coding, or

move cost to ‘where it belongs’

Operating Transfers

Move monies/resources internally Give money to another unit to spend

on their operations (or between DeptID, CF1, CF2 values in own unit)

Expense Adjustments vs. Operating Transfers

Things to consider when you just can’t tell…

Relationship to unit’s purpose Fund restrictionsDollar amountASK!VS.

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TempBudg Changes and Your Department

a. Plan

b. Beginning balance

c. Transfer within a fund

d. Transfer between funds

Think of a few examples of typical TempBudg transactions you prepare in BFS, or you look for in BAIRS. How would you categorize each of them?

(Select all that apply)

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Section 3 – Operating Transfers

INTRODUCTION

TEMPBUDG CHANGES




APPENDIX

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Operating Transfers – Recap

New account range for operating transfers (7xxxx)

Valid only in Actuals ledger with Current, non-C&G funds

Replace most TempBudg transfers in those funds

Journal uses same fund number for debit and credit

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Operating Transfer Account Series

71xxx – Campus Support

72xxx – External Transfers

73xxx – To/From Other Divisions

74xxx – Internal DIVISION Transfers

75xxx – Internal DEPARTMENT Transfers

A complete listing of new accounts is available at http://budget.berkeley.edu/

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UC Berkeley

Visualizing Account Hierarchy

BHS 6/15/12

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New Operating Transfer Account Series

71xxx – Campus Support

72xxx – External Transfers

73xxx – To/From Other Divisions

74xxx – Internal DIVISION Transfers

75xxx – Internal DEPARTMENT Transfers

For Use By

Central Campus Only

Central Campus Only

Special cases: 731xx – Campuswide Distributions

741xx – To/Fr Dean/AVC Office

Divisions and Depts

Divisions and Depts

Divisions and Depts

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Operating Transfers - Chart of Accounts Extract

The full listing of operating transfer accounts is available at the Campus Budget Office website at http://budget.berkeley.edu/

Partial listing of accounts:

*cf 7/1 Adj Budget

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Partial Summary Reports

Example 1 – Cascade Effect – TAS Accounts

Partial Journal Lines

Central Office Amount

1-71220-19900-CENTR 100

1-71220-19900-DIV1 -100

1

Division Amount

1-74120-19900-DIV1 150

1-74120-19900-DEPT1 -150

2

Department Amount

1-75195-19900-DEPT1 60

1-75195-19900-DEPT2 -60

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Cascading can be applied to block grants, faculty start up, etc.

Dept. - Org DEPT1, All Funds

74120 Div-TAS -150

75195 Dept. - Other Int'l Trans 60

Total Operating Transfers -90

Dept - All Orgs, All Funds

74120 Div-TAS -150


Division - All Orgs, All Funds

71220 TAS -100


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Example 2 – Where Did the July 1 Adj Budget Go?

Central Campus Funds

1-71110-69750-CENTR 500

1-71110-69750-DEPT1 -500

Partial Journal Lines

Departmental funds

1-75101-6xxxx-DEPT1 150

1-75101-6xxxx-DEPT2 -150

This is NOT a cascade example. These are separate transactions.Note: Regents Endowments are located in the 72xxx series.

Dept - Org DEPT1, All Funds71110 General allocation -500

74120 Div-TAS -150

75101 Dept - Initial Transfer 150

75195 Dept - Other Internal Transfer 60


Dept - All Orgs, All Funds71110 General allocation -500

74120 Div-TAS -150


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Related Changes – New and Improved Accounts

NEW REVENUE ACCOUNTS

Gift Fee (contra revenue) 44004 Assessment on unrestricted funds 44015 Assessment on restricted funds

Revenue from UCBF Unrestricted Restricted

Donation 44001 44012 Endowment payout 44002 44013 Other 44003 44014

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Operating Transfer Controls

BFS System Controls Location-Account-Fund combos in 7xxxx series must be in balance 7xxxx can only be used with Current Funds that are not C&G

YOU! Don’t use 71xxx, 72xxx accounts Only use 731xx if appropriate Identify as internal vs. external to your Division/Dept - and code accordingly Know when to use expense transfer vs. operating transfer Campus best practice: Unit with the debit prepares the journal

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Operating Transfer Take Homes

Operating transfers move monies within the campus, within a given fund

These transfers use a new account series (7xxxx) in the Actuals ledger

In your journals, each location-account-fund combo must balance– i.e. Debits = Credits

The account hierarchy allows more meaningful summary reporting!

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Important Changes in Program Code Use

WHY? It supports the move to high level Strategic Planningand

it reduces unproductive journaling

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Operating Transfers and Your Department

a. 71xxx Campus Support

b. 72xxx External Transfers

c. 73xxx To/From Other Divisions

d. 74xxx Internal DIVISION Transfers

e. 75xxx Internal DEPARTMENT Transfers

Think of some typical TempBudg operating transfer transactions you prepare in BFS or look for in BAIRS. In FY13, what account series would be used for each?

(Choose from the following:)

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Section 4 – Fund Balance Essentials

INTRODUCTION

TEMPBUDG CHANGES




APPENDIX

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Fund Balance Accounts - Review

Fund Balance accounts are in the 3xxxx series

Starting in FY13, in the Actuals ledger (for Current, non-C&G funds):

o Dept Beg Balances are coded in account 30000

o Interfund transfers will be coded with Dept chartstrings

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Interfund Transfers Quick Reference – Select Accounts

* Beginning July 2012 go to http://controller.berkeley.edu/ for instructions and forms

** Contact: Principal Analyst Rico, luis_rico @berkeley.edu, or Director Martinez, [email protected]

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Example – Current Fund Transfers to Plant

Fund Debt Service

1-33100-65900-DEPT1 400

1-33100-07427-DEPT2 400

1-33100-017xx-00800 -800

Partial Journal Lines in Actuals

Fund Capital Project

1-34010-65900-DEPT1 300

1-34010-01015-00800 -300

Dept – Org DEPT1, All Funds

33100 Retire Indebt 400

34010 Unexp Plant 300

Total Interfund Transfers 700

Dept - All Orgs, All Funds

33100 Retire Indebt 800

34010 Unexp Plant 300

Total Interfund Transfers 1100

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Fund Balance Accounts Controls

BFS System Controls TempBudg:

Journals with fund balance accounts require central campus approval

Actuals:NO automated controls

YOU! Don’t adjust Beginning Balance amounts – account 30000 For interfund transfer accounts

Don’t use yourself unless authorizedFollow campus guidelines

ASK!

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Fund Balance Take Homes

Interfund transfers occur in the fund balance account series (3xxxx) in the Actuals ledger

Beginning in FY13, the Current fund (non-C&G) side of the transfer will be coded with department chartstring values, which will allow for more meaningful summary reporting

Transfers between funds can be complex and typically require central campus involvement

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Section 5 – Sneak Peek: New Reports

INTRODUCTION

TEMPBUDG CHANGES




APPENDIX

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BAIRS Reports: What is changing in FY13?

For Current funds (excluding contracts and grants)Some updated versions and new reports are needed

Why? TempBudg is going away for these funds Reports need to reflect new elements and formats in Actuals

Operating transfers Interfund funds Beginning balance

Opportunity to improve existing data presentation

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BAIRS Reports: Change Process

Focus group formed - department users of BAIRS reportsTasks include:

Identify most important existing reports and needed changes Brainstorm new reports and report design Prioritize – develop first vs. develop later

Programmers have begun development work

Discussion underway on reporting needs for Faculty/PI reporting

Education strategy under development

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BAIRS Reports: What will change?

Focus Group is still at work, but an early glimpse at what might change…

• NEW FOLDER in BAIRS Reports Directory:

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BAIRS Reports: What will change? (Cont’d)

• DASHBOARD improvements:

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• MODIFY existing reports, such as Customer Report by Fund:

Changed Expenses to Actuals

Added Ending Balance

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• NEW REPORT FORMATS with transfers, beginning balance in Actuals:

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BAIRS Reports: When are they happening?

• New reports and major changes to existing – beginning August 2012

• Priority of development based upon o Usageo Focus group input o Management reporting needs

Stay Tuned! More information to follow in August 2012.

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Existing BAIRS Reports

Until the new reports are ready …Many existing BAIRS reports* can be used:

Operating Transfers:• Select “Range” from dropdown menuo Input desired 7xxxx values

• Choose ‘Value List’ for individual accounts

Interfund Transfers/Beginning balance:• Select “Range” from dropdown menuo Input desired 3xxxx values

• Choose ‘Value List’ for individual accounts• Some menus also include ‘3 – Fund Balance’

* Including GL Expanded Detail, GL Detail Standard, GL Sum by Five Chartfields

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Existing BAIRS Reports Availability

Existing BAIRS Reports continue to be available:

For all Funds Most useful for

– Contracts and grants– Agency, Plant and Loan funds– Historical reporting for Current, non-C&G

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Course ‘Take Homes’

Why is BFS changing?

What isn't changing in BFS?

Where will TempBudg functions move to in FY13 for many funds?

What are operating transfers and how do I use them?

What are interfund transfers?

How will I tell what my balance is without the Temporary Budget?

Are you now familiar with the answers to these questions?...

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Next…

Next steps: • Take the on-line quiz

Go to the blu portal and select Learning Center course BECBO002

• Still have questions? Sign up for one of the Advanced Q&A sessions

Go to the blu portal and select Learning Center course BECBO003

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Section 6 - Appendix

INTRODUCTION

TEMPBUDG CHANGES




APPENDIX

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APPENDIX 1: Helpful Links

Short Description Source Link

Campus Budget Office http://budget.berkeley.edu/

BFS ‘Master Organization’ tree http://www.bai.berkeley.edu/BFS/BudgetGL/treeReports/UCBDTREE.HTM

CalPlanning Budget Tool http://budget.berkeley.edu/calplanning/index.html

Preparing Budget and Financial Journals http://www.bai.berkeley.edu/support/BFSTraining.htm

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APPENDIX 2: Campus Fund Groups – Overview 1

Fund Range Fund Group NO CHANGE CHANGE

00000 - 00299 Agency X

00300 - 01599 Plant 1 - Unexpended Plant X

01600 - 01799 Plant 2 - Retirement of Indebtedness X

01800 - 01999 Plant 3 - Investment in Plant X

02000 - 03999 Loan X

04000 - 75999 Current Funds Contracts & Grants All except C&G

76000 - 76999 Plant 4 - Renewal and Replacement X

77000 & Up Current Funds Contracts & Grants All except C&G

Current Funds includes Contracts & Grants funds along with many others (i.e. State General funds, Student Tuition and Fees, Gifts and Endowments, Auxiliary, Recharge, Sales and Services, Indirect Cost Recovery, Misc Income)

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APPENDIX 3: Campus Fund Groups – Overview 2

FUNDS CHANGING IN BFS IN FY13 FUNDS NOT CHANGING IN BFS UCB Fund Range* UCB Fund Range*CURRENT FUND (excl C&G funds) 04100 - 09799 Agency, Plant, Loan Funds 00001 - 03999 12100 - 15299 Plant - Reserves for Renewal/Repl 76000 - 76999 15400 - 15500 Current – All C&G funds 10000 - 11999 16000 - 16999 15300 - 15399 17499 - 17499 15501 - 15999 18000 - 18199 18200 - 18999 19420 - 19420 20400 - 20499 19850 - 19850 20600 - 33999

19899 - 20399 57000 - 5999920501 - 20599 77001 - 79999

34100 - 56999 81600 - 89900

60000 - 75999 91000 – 9199993000 - 96999

80000 - 81599 89901 - 89999

92000 – 9299999998 - 99999

* Effective as of July 1, 2012 --- Fund ranges in the Current Fund are subject to modification. For the most up-to-date info go to to the BAI/BFS website at http://controller.berkeley.edu/generalaccounting/FiscalClose/FundListByFundGroup.pdf

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APPENDIX 4: BFS Master Organization Tree by Division

While you all know what office you work for, departments are formally defined in BFS by their placement in the ‘Master Organization’ tree, which is available on the BAI website at http://www.bai.berkeley.edu/BFS/BudgetGL/treeReports.htm.

A partial view of the website page shown below lets you choose between two reports:

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APPENDIX 4: BFS Master Organization Tree by Division (Cont’d)

If you select the first report and click on the “Manually-Produced Excel Reports” option, it will take you to the table shown below (partial view):

Use the “find” function within Excel to find specific information within the table. For example, to find Org Code “26175”…

Highlight column “O” of the spreadsheet, then hold your and keyboard keys, then type “26175.”

Similarly, you can navigate to specific divisions (column “C” using the Level 3 code, or column “D” using the division’s name) or to specific departments (columns “G” and “H”).

Ctrl F

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APPENDIX 4: BFS Master Organization Tree by Division (Cont’d)

If you select the second report and click on the “Production-Based Tree Reports” option, it will take you to the table shown below (partial view):

At this website, you will find a list of all the campus divisions. Clicking on a division link will take you to its place in the Master tree at what’s called node level 3. You can then browse the detail for your division, to look for your department’s place in the tree (at node level 4) as well as for the individual DeptIDs codes for each department in your division. This information allows you to review the DeptID values for a given operating transfer, and confirm whether the transfer is within your department, between departments in your division, or between your division and another.

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APPENDIX 5: Financial Journal Errors – Operating Transfers

#1 Combo Edit Error Message Box

#2 Journal Status Error Message (Contract and Grant fund used with

a 7xxxx account)

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APPENDIX 6: From 58100 to 30000

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APPENDIX 7: BAIRS Focus Group Members

Focus Group Member UnitCarole Page Biosciences Divisional ServicesLinda Fitzgerald Art HistoryVeronica Padilla EALCJudith Coyote EPSMarianne Bartholomew-Couts HistoryAllen Lazaroff EHSCain Diaz ResearchChristine Owen ResearchDat Le College of Engineering - Dean's OfficeJohn Molina Mechanical EngineeringKevin Argys Haas School of BusinessCurtis Leung CalPlanning Team. & BAIRs Support

Alfred Alipio Jocson CalPlanning Team.& BAIRs Support

Focus Group Facilitators: Laurent Heller, Barbara Wezelman & Andy Zirman

Documents

FY13 BFS Changes Training Presented by the Office of the CFO