UAA Fiscal and Administrative Resources blackboard site

• http://www.uaa.alaska.edu/classes/

• Available resources and links to fiscal websites• How To Instructions – journal vouchers, budget revisions

and labor redistributions• Financial report templates• Reference Material

Journal Voucher Tips• Where do I find JV guidance?

• http://www.uaa.alaska.edu/budfin/grants/upload/UAA-GCS-JV-Guidelines-3.pdf • Fiscal and Administrative Resource blackboard site/Budget Office link

• Send forms to UAA_budget@uaa.alaska.edu. • Send restricted/match fund JVs to UAA_Contracts@uaa.alaska.edu.• Legibility and font size (12) are very important to ensure we capture the

JV data during the processing phase. • Department preparer and approver should be 2 different employees.

(e.g. Fiscal/Admin employee & Supervisor). • Program code – leave blank unless correcting a program code error.• Description field – previous banner document # & vendor name will

provide a clear audit trail, in the event your accounts are selected for review.

• Attach Banner print screen for cost transfers, no need to attach copies of purchase orders or pathway reports.

Budget Revisions• Send forms to UAA_budget@uaa.alaska.edu. • Use whole amounts unless budget adjustments are for match

accounts.• Use positive & negative $ amounts, bottom Net Total should =

0 (unless requesting an increase to expense & revenue budget due to additional revenue earned in your org).

• When do I transfer revenue budget along with expense budget?

• If you transfer budget between departments, colleges, or program types. (e.g. Instruction to Public Service).

• When transferring 9210 budget, SW will always move the YTD activity within a few weeks.

• For all other revenue budget transfers, submit a JV to transfer the YTD activity along with your budget revision.

Prepared By: Campus: Your Campus (UAA/MSC/etc)

Authorized By: Doc No:

Total Dollars: 9,000Description:

BD Fund Org Acct Program Position Transaction Type Code Code Code Code Number Amount

104110 11111 1251 311111 (1,057)1970 (443)2001 1,500

from one program to another

104110 11111 1251 311111 (1,057)1970 (443)9210 (1,500)

12222 2001 1,5009210 1,500

NetTotal: 0

Budget Office Authorization

UNIVERSITY OF ALASKABUDGET REVISION FORM

transfer salary savings budget to travel

Labor Redistributions• Where do I find Labor Redistribution guidance?

• http://www.uaa.alaska.edu/budfin/grants/upload/G-C-LR-Form-10-8-13.pdf • Fiscal and Administrative Resource blackboard site/Budget Office link

• LR instructions for fund 1 accounts.• FY14 Labor Redistribution calculator – avail for use if transferring a specific amount of

payroll.• FY14 Labor Redistribution run schedule.

• NHIDIST is a great resource to determine how much an employee was paid from an account and to view the results of processed labor redistributions.

• The supervisor’s signature is required on all LRs. • The employee's signature is required for re-certification unless the transfer is for the

following reasons:• Error in keying during payroll process. • Override box not checked on paper time sheet, a copy of the time sheet showing the error

should be attached.• Employee has terminated employment with the University. Fiscal employee can sign for

employee (only in this instance). Include termination date in reason for change field.

• If employee is unavailable due to annual leave or travel status - the employee's original signature must be obtained when back on campus.

Tips for completing the form

• EC is earnings code and can be found on NHIDIST/NHIEDST• Multiple earnings codes can be added next to each Run No. in the Earning Labor

Distributions block

PH AR ED S FY

Pay ID Begin Year (calendar) Begin Pay No End Year (calendar) End Pay No Posting Date (run date)

BW

Selection C riteria

Position Suffix Effective Date EC COA

(default) (default) B

Fund Orgn Acct Prog

Earnings Labor D istributions

Run No. Change Hours % Am ount Fund Orgn Acct P rog

Old

New

Old

New

FY14 Labor Redistribution run scheduleCalendar year Payperiods LR run date Calendar year Payperiods LR run date Calendar year Payperiods LR run date

2013 15-17 6-Aug 2013 22-25 26-Nov 2014 1-8 26-Mar2013 15-17 9-Aug 2013 23-26 2-Dec 2014 5-8 1-Apr2013 15-18 12-Aug 2013 15-26 4-Dec 2014 5-8 3-Apr2013 15-18 14-Aug 2013 23-26 10-Dec 2014 6-9 7-Apr2013 15-18 20-Aug 2013 23-26 12-Dec 2014 1-9 9-Apr2013 15-18 22-Aug 2013 23-26 16-Dec 2014 6-9 15-Apr2013 16-19 26-Aug 2013 15-26 18-Dec 2013 15-26 17-Apr2013 15-19 28-Aug 2014 1-2 7-Jan 2014 6-9 17-Apr2013 16-19 3-Sep 2014 1-2 9-Jan 2014 7-10 21-Apr2013 16-19 5-Sep 2014 1-3 13-Jan 2014 1-10 23-Apr2013 17-20 9-Sep 2014 1-3 15-Jan 2014 7-10 29-Apr2013 15-20 11-Sep 2014 1-3 21-Jan 2014 7-10 1-May2013 17-20 17-Sep 2014 1-3 23-Jan 2014 8-11 5-May2013 17-20 19-Sep 2014 1-4 27-Jan 2014 1-11 7-May2013 18-21 23-Sep 2014 1-4 29-Jan 2014 8-11 13-May2013 15-21 25-Sep 2014 1-4 4-Feb 2013 15-26 15-May2013 18-21 1-Oct 2014 1-4 6-Feb 2014 8-11 15-May2013 18-21 3-Oct 2013 15-26 6-Feb 2014 9-12 19-May2013 19-22 7-Oct 2014 2-5 10-Feb 2014 1-12 21-May2013 15-22 9-Oct 2014 1-5 12-Feb 2014 9-12 27-May2013 19-22 15-Oct 2014 2-5 18-Feb 2014 9-12 29-May2013 19-22 17-Oct 2014 2-5 20-Feb 2014 10-13 1-Jun2013 20-23 21-Oct 2014 3-6 24-Feb 2014 1-13 3-Jun2013 15-23 23-Oct 2014 1-6 26-Feb 2014 10-13 10-Jun2013 20-23 29-Oct 2014 3-6 4-Mar 2014 10-13 12-Jun2013 20-23 31-Oct 2014 3-6 6-Mar 2014 11-14 16-Jun2013 21-24 4-Nov 2014 4-7 10-Mar 2014 1-14 18-Jun2013 15-24 6-Nov 2014 1-5 & 7 12-Mar 2014 11-14 24-Jun2013 21-24 12-Nov 2014 4-7 18-Mar 2013 15-26 26-Jun2013 21-24 14-Nov 2013 15-26 20-Mar 2014 11-14 26-Jun2013 22-25 18-Nov 2014 4-7 20-Mar 2014 11-14 8-Jul2013 15-25 20-Nov 2014 5-8 24-Mar 2014 11-14 9-Jul

Regular vs Term PCNs & Budget• Regular PCN budget is funded by State Appropriation.

• Annually (March) the Regular PCN list is forwarded to depts for review and update. Salary & benefits from the list are used in developing your base budgets. If your base budget total in personnel services is more than your Regular PCN salary & benefits, the leftover is loaded into 1001. Account code 1001 shouldn’t be a negative #.

• Requests for Regular PCNs are sent to the Budget Director. • What stable on-going revenue source (usually general fund) account will be used to pay

for the position(s)?

• Term PCN budget is funded by individual departments. • Send Term PCN requests to UAA_Budget@uaa.alaska.edu

• Term #s can be requested for the following reasons:• For grant funded projects with a defined end date that can be renewed based on

project needs.• For temporary staffing needs or emergency hires.• Requests for Term PCNs should include:

• PCLS – Position Classification• Position Title• Org• Anticipated end date

Agency funds – Fund 9s• The agency fund group represents resources owned and controlled by others, e.g. student

government, student clubs, raffles or an organization that has a relationship with the university, but is financially independent.

• Where can I find Agency fund guidance?• http://www.alaska.edu/controller/acct-admin-manual/acct-and-finance/A-03.pdf • http://www.uaa.alaska.edu/policy/administrative/budgetfinancialservices/106.cfm

• Budget authority should not exceed available funds received on deposit.• Fund 9s should be reconciled regularly and prior to year end close to ensure the fund balance is a

positive number. • Administrative units which permit expenditures by an agency in excess of receipts on deposit will

absorb the overexpenditures from their operating budget as of the close of the fiscal year during which the overexpenditures occurred.

• What documentation is needed to establish an agency fund?• Bylaws• Meeting minutes• Rules of operation• Signature card• Anticipated budget• Email requests to UAA_Budget@uaa.alaska.edu

Contact informationUAA_Budget@uaa.alaska.edu

• Kelly Thorngren, Director786-4636krthorngren@uaa.alaska.edu

• Rhoda Brown, Budget Technician (Labor Reallocations, Budget Revisions & Gaming)786-4635rabrown@uaa.alaska.edu

• Rhonda Swett, Fiscal Technician (Journal Vouchers, Student Club Accounts & Cost Center duties)786-1464rmswett@uaa.alaska.edu