Financial Liaison Financial Liaison MeetingMeeting

November, 2008November, 2008

Role of the LiaisonRole of the Liaison

Be the primary financial contact (connecting link) Be the primary financial contact (connecting link) between the Business Office and the college or college-between the Business Office and the college or college-level unit level unit

Facilitate enhanced communication and feedback to Facilitate enhanced communication and feedback to Business Office of immediate needs and concerns in unit Business Office of immediate needs and concerns in unit

Participate in quarterly meetings where new financial Participate in quarterly meetings where new financial concepts, policies & procedures will be discussed concepts, policies & procedures will be discussed

Assist the Business Office with suggestions for Assist the Business Office with suggestions for streamlining and automating systems within Banner streamlining and automating systems within Banner

Disseminate financial information, new policies, Disseminate financial information, new policies, procedures and reporting tools back to unit procedures and reporting tools back to unit

AGENDA ITEMSAGENDA ITEMS

Budget Services-carryover, roll Budget Services-carryover, roll date, transfers and give backdate, transfers and give back

Reporting -reserves, new base Reporting -reserves, new base reportreport

Maintenance of Banner QueuesMaintenance of Banner Queues Xtender UpdateXtender Update Q&AQ&A Future Meeting topics???Future Meeting topics???

BUDGET SERVICES BUDGET SERVICES OFFICEOFFICE

Web Page Web Page www.auburn.edu/budgetwww.auburn.edu/budget

One-Time, Temporary Funded Give One-Time, Temporary Funded Give BacksBacks

2008 Carryover2008 Carryover

Budget TransfersBudget Transfers

ReserveReserve Reporting Reporting

Reserve Reporting Reserve Reporting Data CollectionData CollectionExtract BC1 transactions for Extract BC1 transactions for UnrestrictedUnrestricted

funds (10x001 – 10x003) funds (10x001 – 10x003) no cost sharesno cost shares

Extract year end fund balances by org Extract year end fund balances by org hierarchy for gifts, expendable hierarchy for gifts, expendable endowments, unexpended plant funds endowments, unexpended plant funds and R&R plant fundsand R&R plant funds

Compare Reserves by Unit to Prior YearCompare Reserves by Unit to Prior YearInformation Provided to Administration, Information Provided to Administration,

College Deans, Provost & Vice College Deans, Provost & Vice PresidentsPresidents

Summary Data Available to Provost, EVP, Business Office – Total Reserve

Summary Data - Comparison of Current Year Unrestricted to Prior Years

More Summary Data – Comparing Other Reserve Balances to Prior Years

DATA by COLLEGE Provided to Dean & Financial Liaison-Unrestricted by FOAP

DATA by COLLEGE Provided to Dean & Financial Liaison-Other Unrestricted by Fund

ReportsReports

Key Reports for Monthly Use:

FGRBDSC – Budget Status Report (YTD accumulation by account within Fund/Org) Available on demand or in e~Print

FGRODTA – Daily Transactions (monthly detailed transactions excluding payroll distribution) Available on demand for extended periods or monthly reporting in e~Print

Grant Inception to Date (C&G reporting FRRGITD…)

Payroll Distribution Reports (e~Print)

DISCUSSION FOR TODAY: New Base Budget Reports

Future 045 Replacement

What’s Missing??

E~Print New Budget E~Print New Budget ReportReport

Three reports focusing on Base BudgetsThree reports focusing on Base Budgets– Base Report without BenefitsBase Report without Benefits– Base Report Labor OnlyBase Report Labor Only– Base Report Operational Accts OnlyBase Report Operational Accts Only

Reports are sorted using the Reports are sorted using the Organizational Hierarchy in BannerOrganizational Hierarchy in Banner

Can extract entire University, division, Can extract entire University, division, executive level, or collegeexecutive level, or college

Summary data is by college, executive Summary data is by college, executive level and divisionlevel and division

Review of Organizational Hierarchy

A = Chart

1 = Division level

10 = Executive Level

100 = College or Major Unit

1000 = School

10000 = Department

100000 = Data Entryable Org

3 Reports

E~Print Repository

Drill down on most current report.

View just your area by using Magnifying glass or entire report using PDF.

Note drop down box: allows user to extract data by college, executive level or division

Select College, Executive Level or Division as Required (example: selected Executive Level 12)

Reports In Process:

•GL versus SL Comparison - -Status: Budget Services finalizing report accuracy

Purpose: Report will allow Budget Office to identify funds where GL & SL do/do not

match. Specific fund types are identified in report comparison. Some

operating ledger balances should not match general ledger fund

balances. (Example would be auxiliaries. Operational budget is there

as guideline. Not intended to match as they do not want entire asset

pool available for current year spending.)

Funds identified for comparison reporting are contracts & grants (2A-2D),

restricted gifts, scholarships and fellowships (2G-2R), athletic auxiliaries (3C),

plant funds (9A-9J) and ACES Appropriations (2F).

Budget Office will run routinely to identify areas out-of-balance and

work with Controller’s Office, Bursar’s Office or department to correct.

Reports In Process continued:

Departmental Operating Summary (FRS 045 replacement)

Report is about 80% complete. Will be available to users monthly in

e~Print. Users will be able to extract data using Organizational

Hierarchy (College, School or Department).

Report will provide users with summary report of all fund-org

combinations. Quick access to the available balances and fund

balances by fund type.

All unrestricted information will be summarized within a department,

followed by contract & grant FRIGITD available balance & GL fund

balance. Restricted funds, plant funds (including R&R) will follow.

Report looks beyond just the operational ledger available balances.

Other Report NeedsOther Report Needs

If you have reporting needs, please provide If you have reporting needs, please provide a detailed sketch or marked up report lay a detailed sketch or marked up report lay out that can be forwarded to me for out that can be forwarded to me for review (I will get with specific Business review (I will get with specific Business Office area to see if a report is already Office area to see if a report is already available or if there is consensus on available or if there is consensus on need).need).

Remember Banner has numerous ways to Remember Banner has numerous ways to get to your data. If this is something you get to your data. If this is something you require routinely, perhaps an automated require routinely, perhaps an automated report could be created. report could be created.