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Business Office Training:

Budget Reporting

PRESENTED

February 28, 2022

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AGENDA

Introductions

Budget Reporting

Budget String

Chart of Accounts

Colleague Screens

Budget Reports

Budget Transfers

Expenditure Transfers

Questions

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BUDGET REPORTING

GENERAL LEDGER (GL) STRING

CHART OF ACCOUNTS

COLLEAGUE REPORTS

REVISIONS/TRANSFERS

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BUDGET STRING & CHART OF ACCOUNTS

F-A-L-T-O

Fund – program funding source (2 numbers)

Area – what is the primary function of your program (3 numbers)

Location – where is your programs primary campus (2 numbers)

Top – program identification number (6 numbers)

Object – categorizes what you are purchasing (5 numbers)

Example budget string:

12 – 300 – 00 – 720000 – 56405

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OBJECTS

51000 Academic Salaries

52000 Classified Salaries

53000 Benefits

54000 Supplies

55000 Other costs, Contract Services, Program Operations

56000 Capital Outlay

57000 Student stipends, scholarships, Indirect

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COLLEAGUE BUSINESS REPORTS

GLBS (Detailed Budget Status Report)
GLBR (Year-to-date Budget Summary Report w/ Purchase Orders)

Budget Reports:

ACBL – GL Account Balance Inquiry
VENI - Vendor Activity Inquiry
PINQ - Purchase Order Inquiry
BINQ – Blanket PO Inquiry

Inquiry Screens:

PREG – Purchase Order Register�

Purchase Order Report:

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GLBR (SUMMARY) REPORT

High level look at budget

Run report with just “5” in line 9 to get only expenditures

Encumbrances are held against your available budget, however, are not included in your YTD Actual total

No object should have a negative balance

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GLBS (DETAILED) REPORT

Detailed look at expenditures by object

Will list all journal entries, transfers, and revisions

Lists outstanding POs and BOs encumbrances and balance remaining

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ACBL- ACCOUNT BALANCE INQUIRY

Provides total available budget in each object

Payroll objects such as 51000, 52000, and 53000 will show double expenditures

To see further details, click on the magnifying glass next to each line

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VENI- VENDOR ACTIVITY INQUIRY

Look up checks by requisition number, purchase order number, voucher number

Date is date request was entered into the system

Status tells you if the check has been issued

Check number and date is when check was issued, checks are usually mailed out 1 day after they are issued

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BUDGET �TRANSFER/�REVISIONS

All budget revisions must be board approved
Budget revisions are when you change from different categories, example 51000 (Academic Salaries) to 54300 (Supplies).
Budget Transfers are when you change budget within a category, example 55100 (Individual Contractor) to 55105 (Company Contractor).
Must put an explanation for why the revision or transfer is occurring
Must put description of where funds are going or being received from
Debit = object without money
Credit = object with money

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EXPENDITURE TRANSFERS

Expenditure transfers are considered reclassification of expenditures

Reclassification of expenditures is an audit finding

Must indicate reason for expenditure transfer, should avoid using words like “mistake” or “error”

When transferring salaries, you must transfer the correlating benefits. If you are transferring a percentage of a salary, the benefits must also be transferred at that same percentage

Please limit expenditure transfers

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