Understanding Budget
Reports
Financial Services
Division of Administration & Finance
Sarah Song
Director of Budget Operations
(714)278-2304
© 2008 California State University, Fullerton
Agenda
1.
2.
3.
4.
Chart of Accounts & Definitions
Fiscal Year Calendar
Budget components and processes
Distributed Reports
– Budget Balance Available Report
– Other Reports
5. Questions & Answers
Managing Departmental Funds
• What do we mean by an
Account or chart fields?
Revenues
• Which transactions flow
into my department?
Expenditures
• How do I monitor and
reconcile my financial
activities?
• How do I validate and
obtain my balances?
Reimbursements
Cost Center
Transfers In
Transfers Out
Chart of Accounts
 Chartfields
– Account (6 characters numeric)
– Fund (5 characters alphanumeric)
– Department ID (5 characters numeric)
– Program (4 numeric)
– Class (5 alphanumeric)
– Project (8 numeric)
Chartfield String
Chartfield String = Account + Fund + Department + Program + Class + Project
Chartfield Definitions
– Account
• Captures the nature of financial transactions. It provides detail breakdown of Revenues
and Expenditures.
– Fund
• Represents the source of money related to financial transactions.
– Department ID
• Identifies the organizational structure identified by campus.
– Program
• A set of ongoing general activities that need to be tracked. Values are assigned by the
campus.
– Class
• Provides for any special cost reporting needs a division, department or other
organizational unit may have that are not met by the campus-wide reporting values in
other chartfields.
– Project
• Identifies a discrete set of activities. Further breakdown of Class or Account. Values are
defined by division, department or other organizational units.
https://mycsuf.fullerton.edu/psp/pfulprd/EMPLOYEE/EMPL/h/?tab=FUL_MY_INFORMATION_TAB
Differences Between Various Chart Fields
• Mandatory chartfields
– Account (6 characters numeric)
– Fund (5 characters alphanumeric)
– Department ID (5 characters numeric)
• Optional chartfields
– Program (4 numeric) – Leave Blank
– Class (5 alphanumeric) – Extension of Dept
– Project (8 numeric)
Departmental Financial Management Responsibility:
Balancing at Department + Fund level
Fiscal Calendar
It is important to become familiar with the fiscal year and accounting
periods for each month
July
1
August
2
September
3
October
4
November
5
December
6
January
7
February
8
March
9
April
10
May
11
June
12
Different than calendar year
Reflects Fiscal Year
Budget Components
– Prior Year Carry-Forward Budget
– Prior Year Encumbrance Budget
– Initial Baseline Budget
– New Fiscal Year Budget (Baseline & One-Time)
– Budget Reductions
– Budget Transfers
– Other Budget Entries (ie. Allocation Order, SWAT Notice,
Revenue Budgets, Capital Budgets, Compensation Increase, and
etc)
Revenue Budget Entry
Credit Chart-field
Dept
Account
ACCT DESCR Program
Class
10004 580090
RevOther
20040
10012 501818
OptUsrFee
10012 501825
Project
INTL_BASE
REVISED
BUDGET
-1,200.00
-50,000.00
ACTUALS
-1,200.00
BBA
DEPT
ACCOUNT PROGRAM
CLASS
Debit Chart-field
PROJECT
AMOUNT
DEPT ACCOUNT
PROGRAM
CLASS
PROJECT
AMOUNT
0.00
-50,000.00
-17,010.00 -32,990.00
DiplomaFee
-108,000.00 -108,000.00
-61,255.00 -46,745.00
10018 501822
MiscCourse
-4,620.00
-4,620.00
0.00
10027 501110
Misc. Fees
-99,317.00
-99,317.00
0.00
10027 501110
Misc. Fees
20325
-89,826.00 -124,356.71 34,530.71 10027
501110
20325
-34,530.71 10027 660003
20325
34,530.71
10027 501110
Misc. Fees
20327
-21,363.54
-38,835.20 17,471.66 10027
501110
20327
-17,471.66 10027 660003
20327
17,471.66
10027 501110
Misc. Fees
20328
-3,400.00
-10,140.00
6,740.00 10027
501110
20328
-6,740.00 10027 660003
20328
6,740.00
10027 501110
Misc. Fees
20329
-9,487.88
-20,235.54 10,747.66 10027
501110
20329
-10,747.66 10027 660003
20329
10,747.66
10027 501110
Misc. Fees
20330
-237,839.69 -237,839.69
0.00
Monthly Standard Reports
CMS Training Documentation and Tutorials
http://www.fullerton.edu/cms/Training/docs/finance.html
Distributed Report Matrix and the Samples
http://www.fullerton.edu/cms/Finance/docs/Sample_FIS_Reports_Matrix.pdf
List of Distributed Reports
–
–
–
–
–
–
–
Requisitions/P.O. Report
Expenditure Summary & Detail
Budget Allocation/Transfer
Budget Balance Available Report
Open Commitments
Security by Employee
Security by Department
Access to Distributed Reports
Portal Log In
e-Content Tab
Access to Distributed Reports
Distributed Reports
Budget Balance Available Report
Budget Balance Available Report
Budget Allocation and Transfer Report
Budget Balance Available Report
Budget Allocation and Transfer Report
Encumbrance/Expenditure Reports
Requisition/P.O. Detail Report and Requisition/P.O. Summary Report: Allows the department to view detailed or summarized information
about Purchase Requisitions and Purchase Orders as of the reporting date.
Expenditure Detail Report and Expenditure Summary Report: Allows the department to view detailed or summarized financial transactions
by account code, fund code, program, class or project as of the reporting date.
Requisition/P.O. Summary Report
Expenditure Detail Report
Query Tools
My Queries – Ad-hoc (available only to Division
Finance Coordinators)
Questions & Answers