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Presented by:Planning & Analysis
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Budget Revision Training - Background
Planning & Analysis Website: www.utrgv.edu/en-us/About/Administration/Finance-
and-Administration/Planning-and-Analysis
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Planning & Analysis Contacts
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▪ Juan C. Gonzalez, Associate VP ▪ Eduvina Rodriguez, Sr Financial Analyst [email protected] [email protected] 956-665-2121 956-665-7420
▪ Richard Wilson, Director ▪ Magda Rangel, Financial Analyst [email protected] [email protected] 956-665-8702 956-665-2924
▪ Frances Rivera, Associate Director ▪ Jacob Gracia, Accountant I [email protected] [email protected] 956-665-2195 956-665-2962
▪ Mary Aten, Sr Financial Analyst [email protected] 956-882-6592
Topics to be coveredBackground Information• GL Accounting String• Funds Checking• GL Funds Inquiry• Fiscal vs. Rollover Accounts• Budget Revisions Needed• Budget Revisions Not Allowed• Drill Down Procedure*
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* Please note that Oracle is still being updated with UTRGV information therefore the screen shots will not fully reflect a UTRGV environment.
GL Accounting String
11.G0000.73160.110000042.53001.000060
Example: Planning & Analysis operating expense line
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Fund
First Two Digits
11.G0000.73160.110000042.53001.000060
Ranges:11 – Educational & General (E&G)21 – Designated (DES)31 – Auxiliary (AUX)41 – Restricted (RES)51 – Loans 61 – Endowment71 – Plant81 – Agency
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Funding SourceFive Characters – A letter and 4 numbers
11.G0000.73160.110000042.53001.000060
Examples:G0000 – E&G Unspecified (G1xxx is “Fund 1”; G2xxx is “Fund 2”)*(For E&G always use G0000 for budget revisions regardless of actual funding Source)D1000 – DesignatedD2000 – Service DepartmentsD4000 – Indirect Cost RecoveryA1000 – AES Student ServicesP0100 – Investment in PlantR1000 – Federal GrantR5000 – Private GrantZ2000 – Agency Scholarship(This list is NOT all inclusive)
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Organization
Five digits
11.G0000.73160.110000042.53001.000060
Ranges:
72xxx – President73xxx – Finance & Administration74xxx - Research75xxx & 76xxx – Academic Affairs/Colleges/School of Medicine77xxx – Operations & Chief of Staff78xxx – Institutional Advancement79xxx – Govt & Community Relations
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Project Value
Nine digits
11.G0000.73160.110000042.53001.000060
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First digit of project will correspond to the fund it
belongs to.
Object Code
Five digits
11.G0000.73160.110000042.53001.000060
Examples:40001 – Revenue Budget 52001 – Employee Benefits44600 – Transfer In Intrafund 53001 – Operating Budget51001 – Single Incumbent Salaries 53425 – Transfer Out Intrafund51002 – Faculty Salaries 54001 – Books51003 – Longevity 55001 – Scholarships51010 – Pooled Salaries 57001 – Travel51101 – Wages 58001 – Capital Outlay
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NACUBO Function
Six digit code used to classify expenses by function11.G0000.73160.110000042.53001.000060
NACUBO codes to be used by UTRGV000010 – Instruction000020 – Research000030 – Public Service000035 – Hospitals and Clinics000040 – Academic Support000050 – Student Services
000060 – Institutional Support000070 – Operation & Maintenance of Plant000080 – Scholarship000090 – Auxiliary 000100 – Depreciation & Amortization000110 – Agency
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000000 – Unassigned (Used only for Revenue & Transfers)
(What it stands for: National Association of College and University Business Officers)
GL Funds CheckBudgeted Object Codes Summary Objects
▼ ▼ ▼ ▼ ▼ ▼40001 Revenue
40000 49999
99999
44600 Transfer In (Intrafund) 446xx Transfer In (Interfund) 51001 Single Incumbent Salaries
5000051000
52999
90000
51002 Faculty Salaries51003 Longevity Pay51010 Pooled Salaries 5000151101 Wages 5110052001 Benefits 5200053001 Operating Expense
53999
60000
53425 Transfer Out (Intrafund)534xx Transfer Out (Interfund)54001 Books 5499955001 Scholarship 5599957001 Travel 5799958001 Capital Outlay 5899959001 Merchandise for Resale 59999
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The Project should not go into a deficit (negative amount) at the overall 99999 level
Oracle checks funds at the non-labor expense subtotal
60000 object code.
To pass funds check, budget changes between non-labor expense object codes are not required.
GL Funds Inquiry Screen
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Budget – Encumbrance – Actual = Funds Available
Account Balance is the 99999 Total.
A negative amount is a deficit.
Selection Criteria:Budget should be REVISED.
To choose period type in first 3 letters and hit tab for list.
Hint: Start with summary level and then drill
down to detail.
Two Types of Accounts
Fiscal
• Funds lapse• Ending balances DO NOT
carryforward to the following year
Rollover
• Funds do not lapse• Ending balances DO
carryforward to the following year
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Fiscal Accounts• E&G (11) & Auxiliary (31)• Funded by Expense Budget• Unencumbered balance lapses at fiscal yearend• Simply move budget to transfer funds between accounts within same fund• Budget revision transfer only requires a minimum of two lines
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Rollover Accounts• Designated (21), Restricted (41), Plant (71), and Agency (81)• Funded by revenues (self-funded), transfers-in, and/or carryover balances• Balance before encumbrances carries forward to next year (non-lapsing)• Account is fully funded when revenue summary (49999) is non-negative• Transfer between accounts by actual funds transfer, not by simply moving
budget• Budget revision transfer requires a minimum of four lines
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Rollover Accounts (continued)
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◄ $200 revenue shortage
(after $800 received)
$200 ►revenue surplus
(after $1,200 received)
Budget column total always equals cumulative carryover from prior years.
When is a budget revision needed?
• To set up the initial budget for a project • To align expenditures with actual or anticipated revenues• To fully fund labor costs
– Position Changes– Benefits and Longevity (non-E&G accounts)
• To address or avoid funds checking failures in non-labor expenses
• To transfer funds between two or more accounts
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Which types of transfers are not allowed?
• You should NOT do a transfer across funds (there are very few exceptions but please contact budget office for assistance)
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E&G Fund
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Designated Fund
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Transfers not allowed (continued)
• DO NOT transfer funds in or out of the following subgroups:
• DO NOT transfer funds to be used for something that would violate the purpose of the funds.
Examples:▪ Endowment income restricted to payment of scholarships may not pay travel.▪ Fee revenue may not be used for purposes outside of the fee justification.
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Prefix SUBGROUP Prefix SUBGROUP
120 Lab Fees 140 Transfers from other agencies
130 Special Lines/state transfers
24 Indirect Cost Recoveries
Drill Down Procedure
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#1 Go into account at the Summary level
#3 Click on Period
Balances button
#2 click on
square
Drill Down Procedure (continued)
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#6 You can choose between seeing the Budget lines, Actual
lines or Encumbrance lines.
#4 Place cursor on month you want to drill down into.
#5 Click on Tools to get drop down menu
Drill Down Procedure (continued)
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#8 Click on Journal
button
#9 The journal is displayed#7
The list of journals which make up the amount will be listed.
Alternate Drill Down Procedure
1. Go into account at the summary level.2. Place cursor on line you wish to drill down into.3. Go to Tools on menu bar and select Detail Accounts from drop down menu.
4. Place cursor on the detail account line you wish to drill down into.
5. Go to Tools and select Period Balances
6. Place cursor on month you want to drill down into.
7. Go to Tools and select either Budget Lines, Actual Lines, or Encumbrance Lines based on type of inquiry.
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Question Time
UTRGV
