University of British Columbia
Module 4 – Report Navigation
TABLE OF CONTENTS
C H A P T E R 1 .................................................................................................. 2
OVERVIEW ............................................................................................................ 2
C H A P T E R 2 ................................................................................................ 14
CREATING, INACTIVATING AND MODIFYING CHARTFIELDS ............................................... 14
C H A P T E R 3 ................................................................................................ 25
MONTH-END REPORTS ........................................................................................... 25
DETAIL REPORTS OF TRANSACTIONS ..................................................................... 27
BALANCE SHEET ............................................................................................... 34
PG STATEMENT – FUNDING & EXPENSES; REVENUE & EXPENSES .................................. 39
ROLL-UP REPORT (BY ACCOUNT) ......................................................................... 58
ROLL-UP REPORT (BY FUND)............................................................................... 67
SALARY & BENEFIT COMMITMENTS ....................................................................... 77
STATEMENT OF SALARIES & WAGES PAID ............................................................... 80
BUDGET REPORTS............................................................................................. 83
DOWNLOAD MONTH-END REPORTS TO EXCEL .......................................................... 94
C H A P T E R 4 ................................................................................................ 97
OVER/UNDER EXPENDITURE REPORTING .................................................................... 97
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C
H A P T E R
1
OVERVIEW
Course Objectives
This course will provide you with an overview of how to use the various reports available
online to manage the financial aspects of your accounts and projects.
At the end of this course, you will:
 Be able to retrieve information using the online tools
 Be familiar with the various standard reports produced
 Know how to create, amend and inactivate chartfields
Contacts:
Inquiries
Financial Reporting
Budget Office
Endowment Accounting
Accounts Payable
Payroll
Research & Trust Accounting
Banking/Revenue Accounting
Capital Accounting
Name
Ray McNichol
Lorna Marshall
Kim Fornelli
Sharon Wu
Joanne Young
Andrew Glynn
Michael Chan
Lily Fung
Telephone
604-822-5770
604-822-6411
604-822-5037
604-822-4493
604-822-8700
604-822-3275
604-822-6779
604-822-0248
E-mail Address
mcnichol@finance.ubc.ca
lorna.marshall@ubc.ca
kimfor@finance.ubc.ca
sharonwu@finance.ubc.ca
joyoung@finance.ubc.ca
aglynn@finance.ubc.ca
mchan@ginance.ubc.ca
lilyfung@finance.ubc.ca
In this chapter, the chartfield elements, funds used, and available reporting tools are
provided as a refresher.
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Topics covered in this chapter include:
I
Financial Management System (FMS)
II Chartfields used to categorize revenues and expenses
III Financial Statements
I
Financial Management System (FMS)
Key elements of UBC’s financial system include the following:

The accounting applications use a software program called PeopleSoft 8.4.
This is a Web based software and includes the modules general ledger, accounts
payable, purchasing, accounts receivable and budgeting. PeopleSoft is the
database that holds all of UBC’s transactional data.

Chartfields are used to keep track of funding and expenditures. Combinations
of the various chartfield components allow the University to summarize and
monitor the activity of the entire organization or the activity of a single
project/grant (P/G).

FMS nQuery is a UBC-developed Web based reporting tool. This program is
used for chartfield lookups, accounts payable invoice and vendor lookups,
purchase order details and general ledger transaction information for a P/G.

Reporting tools such as the month end and over/under reports and the
PeopleSoft tools of nVision and Query are key to monitoring the financial aspect
of all areas of UBC.
II Chartfields used to Categorize Revenues and Expenses
UBC uses up to 8 chartfield elements to categorize transactions. The combination of
chartfield elements used will determine what project or department the revenue or
expense item is associated with. The key elements used by UBC are as follows:
1. Business Unit
2. Account
3. Fund
4. Department (DeptID)
5. Program
6. Project/Grant (P/G)
7. Budget/Fiscal Year
8. Accounting Period
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1. BUSINESS UNIT
The Business Unit chartfield identifies separate legal entities or the separate areas of the
University of British Columbia. For general ledger and reporting, only the business unit
of UBC is used. For accounts payable, a business unit is assigned to each area entering
directly into the system.
Structure: Three to five alpha/numeric characters: e.g. UBC
Requirements: Required for all transactions and defaults to "UBC". Business Units are
set up only by the Finance department.
2. ACCOUNT
The Account chartfield defines the type of transactions. Examples of transactions include
expenses, such as postage or office supplies, and revenues, such as food sales.
Structure: Six numeric characters: e.g. 999999
Requirements: Required for all FMS transactions.
3. FUND
The Fund chartfield classifies assets, liabilities, revenue and related expenses according
to purpose as defined below. In fund accounting, all revenues received must be
classified and deposited to the appropriate fund.
Structure: Five alpha/numeric characters: e.g. G0000
Requirements: Required for all FMS transactions.
3.1 General Purpose Operating Fund (GPOF) (G0000)
This fund records all transactions applicable to revenues received or earned for general
use in the University’s operations. The revenues are accumulated centrally and made
available to Faculties, Departments, etc. through the GPO budget allocation process
managed by the University Budget Office.
Requirements: G0000 is used for all activity in this fund.
Features:
o Carryforward of 5% of operating budget by VP area or Faculty.
o
Revenues are not to be deposited to GPO Fund, although certain cost reductions
are permitted
o
Benefits (except vacation pay) are applied centrally.
o
This is a budget-based fund, meaning the amount available for spending
compares actual expenditures (excluding interfund transfers) to the budget
amount (not actual revenue received).
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3.2 Fee for Service Fund (F0000 and F1000)
This fund records all transactions applicable to revenues generated by University
Faculties, Departments, etc. that are generated on a fee-for-service basis, as well as
Teaching & Learning Enhancement Fund grants. These funds support or supplement the
General Operating Fund allocations of these departments.
Requirements: F0000 and F1000 are used for all activity in this fund.
Features:
o
Fee for service funds are managed by the responsible department and have no
external restrictions on their use.
o
This is a revenue-based fund, meaning the balance available for spending
compares actual expenditures and interfund transfers against actual revenue
received (not a budgeted amount).
o
Funds do not lapse at year-end.
o
Benefits are charged directly to the fee for service P/G.
o
Overexpenditures are not permitted. Reviews are conducted regularly throughout
the year.
3.3 Continuing Studies Fund (Cnnnn)
This fund records all transactions applicable to student fees and other revenues received
to deliver non-credit, distance education and extra-sessional programs.
Requirements:
o
A separate fund code (Cnnnn) is used for each Continuing Studies operation.
o
Two examples are: Commerce Professional Programs C0013, and Forestry
Continuing Studies Network C0016.
Features:
o
Balances carry forward to the next fiscal year.
o
Benefits are charged directly to the Continuing Studies P/G.
o
Continuing studies is a revenue-based fund.
3.4 Awards Fund (W0000)
This fund records all transactions applicable to grants received for Student Awards. The
use of these funds is restricted by the donor or granting agency. This is used by the
Awards Office and Graduate Studies only.
Requirements: W0000 is used for all award fund activity.
Features:
o
The awards fund is a budget-based fund.
o
Balances carry forward to the next fiscal year.
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3.5 Specific Purpose Fund (Snnnn)
This fund records all transactions applicable to donations, grants and contract revenues
received for Specific Purposes other than Student Awards, Research or Capital. The use
of these funds is restricted by the donor or granting agency. Specific purpose is a
budget-based fund.
Requirements:
o
S1000 is used for all trust (donation-type) activity.
o
S0000 is used for Specific Purpose (Non-Research) grants and contracts
received.
o
When a single pool of funds is used for numerous Projects/Grants, these funds
use a separate Snnnn fund.
Features:
o
Balances carry forward to the next fiscal year.
o
Benefits are charged directly to the Specific Purpose Fund P/G.
o
Expense budgets are established in various Projects/Grants, and expenses are
coded to the appropriate P/G, DeptID, and Fund.
o
Revenue is collected and credited to the Fund, DeptID.
o
Overexpenditures are not permitted. Refer to Policy No. 90 – Overexpenditures
o
For non-research contracts S P/Gs, a 2% overhead rate (on total budget) is
charged by Treasury.
on Research and Specific Purpose Trust Projects/Grants.
A specific purpose P/G can only be requested if “Yes” is the answer to all of the
following questions:
o
Is there a limited defined period for the P/G?
o
Does the donor restrict the use of funds?
o
Are there milestones or financial reporting required as part of the contract?
o
Is there revenue to be received on this P/G (as opposed to an interfund transfer)
and does the revenue need to stay recorded at the P/G level?
o
Does the year-end surplus of this account need to remain at the P/G and Fund
level to be carried forward year after year?
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3.6 Endowment Fund (Ennnn)
This fund records the principal and related investment income that has been endowed.
The principal may not be spent. The use of investment income derived from the
principal is restricted by the terms of "deeds" that are established for each fund. These
principal funds may be established by directions from the donor or by decisions of the
University.
Requirements:
o
Ennnn is used for all Endowment fund activity.
o
Each Endowment Fund has a single P/G and DeptID, unless income generated
from endowments is managed on a "pooled" basis.
o
When income is "pooled," the endowment fund has more than one P/G and
DeptID:
o

Revenue collected is credited to the Fund and DeptID, but not to a specific
P/G.

Expense budgets are established in various Projects/Grants, and expenses
are coded to the appropriate P/G, DeptID, and Fund.
Examples include: Killam General, Killam Salary, Killam Advanced Studies.
Features:
o
Balances carry forward to the next fiscal year.
o
Benefits are charged directly to the Specific Purpose Fund P/G.
o
Endowments have a funding allocation equal to 5% of endowment principal.
Investment income greater than 5% is capitalized in the endowment fund.
o
Overexpenditures are not permitted.
o
Endowment funds are budget-based funds.
3.7 Sponsored Research Fund (Rnnnn)
This fund records all transactions applicable to donations, grants and contract monies
received for Research. The use of these funds is usually restricted by the donor or
granting agency.
Requirements:
o
R0000 is used for most Research grants and contracts.
o
When income is "pooled," the Sponsored Research fund will have more than one
P/G and DeptID:
o

Revenue collected is credited to the Fund and Department ID, but not to a
specific P/G.

Expense budgets are established in various Projects/Grants, and expenses
are coded to the appropriate P/G, DeptID, and Fund.
Examples include: NSERC R8000; MRC R9000.
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Features:
o
Balances carry forward to the next fiscal year.
o
Benefits are charged directly to the Research Fund P/G.
o
Overexpenditures are not permitted. Refer to Policy No. 90 – Overexpenditures
o
Research is a budget-based fund.
on Research and Specific Purpose Trust Projects/Grants.
3.8 Ancillary Fund (Annnn)
This fund records all transactions applicable to income generated by UBC’s Ancillary
Operations. Ancillary Operations are fully self-sufficient and receive no direct or indirect
subsidy from the University.
Ancillary Operations are defined by the Board of Governors and include the following
specific operations:
Sport and Recreation
Applied Research and Evaluation Services
Bookstore
Food Services
Green College
Housing and Conferences
The Media Group
Parking Services
Plant Operations
Information Technology
Utilities
St. John’s College
Robson Square
Requirements:
o
A separate code (Annnn) is used for each Ancillary Operation.
o
Examples include: Bookstore A0200; Sport and Recreation A0900
Features:
o
Balances carry forward to the next fiscal year by Ancillary.
o
Ancillaries are fully self-sufficient and pay all costs including benefits, University
infrastructure, administrative overhead, interest.
o
Ancillary funds are revenue-based.
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3.9 Capital Fund (Pnnnn)
This fund records all transactions applicable to donations and grants received for
construction, minor capital, or equipment (other than research as funding for research
equipment is usually accounted for in the Research Fund). The use of these monies is
usually restricted by the donor or granting agency.
Requirements:
o
A separate code (Pnnnn) is used for each Capital Project.
o
Different phases of a project can be captured in multiple P/Gs which are
associated to a single fund. For example:

2005/06 Province of BC Equipment Grant P0013

UBCO Arts and Sciences Building (Construction project) P3022
Features:
o
Balances carry forward to the next fiscal year.
o
Overexpenditures are not permitted.
o
Capital is a budget-based fund.
3.10 Conference or Agency Fund (Z0000)
This fund records non-University activity managed at the University by University
members, primarily conferences held at UBC on behalf of external associations. This
fund is not included in the University’s operations for external reporting.
Requirements: Z0000 is used for all activity in this fund.
Features:
o
Balances carry forward to the next fiscal year.
o
Overexpenditures are not permitted.
o
Agency is a revenue-based fund.
4. Department ID or DeptID (Organization)
A department is any academic or other organizational unit that has defined fiscal,
administrative and budgetary responsibility. Some examples include Botany, Mechanical
Engineering, Surgery etc.
Note: Some FMS online pages refer to DeptID’s as "Organization." These terms are used
interchangeably.
Structure: Six numeric characters: e.g. 125003
o
o
First four digits centrally defined

1st and 2nd digits = faculty or administrative unit

3rd and 4th digits = department within faculty or admin unit
Last two digits - sub-department/division and are determined by the user
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DeptID's that start with "9" are used to identify central university activities which might
be managed by a specific department on behalf of UBC. For example, the province of BC
Operating Grant is administered by the Budget Office on behalf of the University. The
DeptID for this grant begins with a "9". The 2nd through 6th digits of this DeptID are
first 4 digits of the Department that is responsible for the activity.
Requirements: Department ID is required for all transactions.
5. Program Code
The Program field groups related activities and transactions that are directed towards
accomplishing a set of objectives. This chartfield is user-defined to enhance reporting
flexibility, and may be used in combination with any other FMS chartfield.
Structure: Five alpha/numeric characters: e.g. ADMIN
Requirements: The Program field is optional.
6. Project/Grant (P/G)
The Project/Grant (P/G) chartfield is used to track assets, liabilities, revenues, and
expenses to a specific activity/grant/contract, for both actual and budget transactions.
Structure: Eight alpha/numeric characters: e.g. 12S30472
o
1st two digits refer to Faculty or Vice Presidential area
o
3rd digit refers to fund group
o
4th-8th digits identify the project
Requirements:
When a DeptID and/or Fund are linked to a specific Project/Grant, that DeptID and/or
Fund must be used whenever the specified P/G is used.
7. Budget/Fiscal Year
The budget year is the same as the fiscal year.
Structure: Four numeric characters: e.g. 2006
Requirements: Defaults to the current budget year, but may be overridden in special
circumstances
Fiscal year is the 12-month period starting on April 1 and ending on March 31. This is
the University’s fiscal year. Some research P/Gs can have a fiscal year that starts and
ends on a different month, but these P/Gs are not typical. The calendar year in which
the final fiscal period ends names the fiscal year. UBC’s current fiscal year is 2006 since
the last period of the University’s year is March, 2006.
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8. Accounting Period
Accounting periods range from 1 to 12. The first month in the fiscal year is accounting
period 1 and the last month in the fiscal year is accounting period 12. For UBC,
accounting period 1 is April and accounting period 12 is March.
For example, a transaction coded to June 15, 2005 would have a fiscal year of 2006 and
an accounting period of 3.
Speedcharts
Speedcharts are four character codes that represent an entire chartfield combination
(excluding the account number). The code is used to speed up data entry.
III Financial Statements
There are three main statements produced on a regular basis. They are as follows:
o
Month End Reports – There are nine reports produced with varying levels of
summarization. The Roll-up Reports contain the most summarized information.
The P/G statements show the activity for each individual P/G within an area of
responsibility. The Balance Sheet highlights all non-revenue and expense activity
and balances. The Detail Reports of Transactions lists every entry processed for
the period in question. The Statement of Salary and Wages shows what has been
paid by employee and by chartfield. The Salary and Benefit Commitment report
contains the amount of salary, by employee, left to be paid for the remainder of
the fiscal year. Finally, the Budget Reports show departmental budget variances
summarized by fund category and P/G, or fund category and account.
o
Over/Under Reports – These reports are produced by P/G and by DeptID for an
area. The reports list the funding/revenue received to date, the expenses to
date and finally the Purchase Order and Salary commitments to the end of the
fiscal year.
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The month end reports and the over/under reports can be found in the Management
Systems Portal in the Applications area.
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o
Annual Financial Statements – The University’s audited statements including the
Vice President Administration and Finance report.
The annual financial statements can be found in the Finance Web site under the
External Financial Reports folder.
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C
H A P T E R
2
CREATING, INACTIVATING AND
MODIFYING CHARTFIELDS
This chapter discusses the process of creating and inactivating chartfields, as well as
modifying information of departments and programs/grants. Changing signing
authorities and the role of a security administrator are also discussed.
The following forms will be discussed in this chapter:
 Chartfield Requests – Account, DeptID, Program
 Chartfield Requests – Project/Grant (Non-Research Only)
 Request to Inactivate Project/Grant (P/G)
 Web Access to Financial Management Information System Security Administrator
Application Form
All completed forms should be forwarded to Financial Services in Vancouver to the
attention of:
Ellen Ratzlaff in Financial Reporting
eratzlaf@finance.ubc.ca
Telephone No. 604-822-3596
Fax No. 604-822-2417
Some of these forms are available on the Management Systems Portal under Resources.
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Chartfield Requests – Account, DeptID, Program
1. This form is used to:
 Create an account
 Create, modify, or inactivate a DeptID
 Create, modify, or inactivate a Program
2. Prior to requesting for an Account, DeptID, or Program to be created, review the list
of Accounts, DeptID, or Program in FMS nQuery. If the Account, DeptID, or Program
required exists, use this. Otherwise, if the Account, DeptID, or Program does not
exist, complete this form.
3. Complete the fields in the Chartfield Requests Form by following these guidelines.
ACCOUNT CREATE
FIELD DEFINITION AND DESCRIPTION
FIELD NAME
Account No.
Assigned by Financial Services
Effective Date
Required. Enter the date the account becomes active.
Description
Required. Enter the account name and provide a brief description of the purpose of the account.
Account Category
Required. Enter the category or type of account.
Type
Required. Check the appropriate box: Asset, Liability, Revenue, Expense
FIELD NAME
DEPT ID – CREATE, MODIFY, INACTIVATE
FIELD DEFINITION AND DESCRIPTION
Create/Modify/
Inactivate
Check the appropriate box.
Dept ID
Required. Enter the Dept ID to be modified or inactivated, or enter the DeptID to be created (6
characters).
Effective Date
Required. Enter the date the Dept ID becomes active, inactive, or is modified.
Manager Name
Required for new Dept IDs only. Description Required for new Dept IDs only (maximum 30 characters).
Loc Code
Required for new Dept IDs only. Enter the three character location code for Dept ID administrator.
Signing Authorities
Required for new Dept IDs only. Enter the names (Last,First) of all authorized signatories for this Dept ID.
Please print clearly.
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FIELD NAME
PROGRAM – CREATE, MODIFY, INACTIVATE
FIELD DEFINITION AND DESCRIPTION
Create/Modify/
Inactivate
Check the appropriate box.
Program
Required. Enter the Program to be modified or inactivated, or enter the Program to be created (5
characters).
Effective Date
Required. Enter the date the Program becomes active, inactive, or is modified.
Manager Name
Required for new Programs only.
Description
Required for new Programs only (maximum 30 characters).
FIELD NAME
OTHER INFORMATION AND AUTHORIZATION
FIELD DEFINITION AND DESCRIPTION
Other Information
State the name of the person making the chartfield request, his/her department, phone no., and the date
request is made.
Authorization
Print the name of the department or program manager and have him/her sign the request.
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Chartfield Requests – Project/Grant (Non-Research Only)
1. This form is used to create or modify a Project/Grant (P/G).
2. Do not use this form to inactivate a P/G. Complete Form GA409 “Request to
Inactivate a Project/Grant” instead.
3. Do not use this form to create, modify, or inactivate a Research P/G (RES). Contact
Research Services instead.
4. Use this form to create PG’s in any of the following funds:
 Agency/Conference (Z0000) - AGY
 Ancillary (Annnn) - ANC
 Awards (W0000) - AWD
 Capital (Pnnnn) - CAP
 Continuing Studies (Cnnnn) - CST
 Endowment (Ennnn) - END
 Fee for Service (F0000, F1000) - FFS
 General Purpose Operating (G0000) - GPO
 Specific Purpose (Snnnn) - SPP
5. Prior to requesting for a P/G to be created, review the list of P/Gs in FMS nQuery. If
the P/G required already exists, use this. Otherwise, if the P/G does not exist,
complete this form.
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6. Complete the fields in the Chartfield Request Form by following these guidelines.
FIELD NAME
FIELD DEFINITION AND DESCRIPTION
Modify/Create
Check the appropriate box.
PG Number
Required. For new PGs in the following funds, please specify all eight characters of the PG number using
the guidelines specified below: General Purpose Operating, Fee for Service, Continuing Studies, Ancillary
1st two digits refer to Faculty or Vice Presidential area (= 1st two digits of Dept ID)
3rd digit refers to Fund group (= 1st character of Fund)
4th – 8th digits are specified by the department
For all other funds, the PG number will be assigned by Financial Services.
Effective Date
Required. Enter the date the PG becomes active, or the date the modification takes effect.
Descr (PG Name)
Required for new PG’s only. Enter PG name or description (maximum 30 characters).
Fund
Required for new PGs in the following funds: Awards (W0000), Endowment (Ennnn), Capital (Pnnnn),
Conference/Agency (Z0000) and Specific Purpose (Snnnn). Enter the Fund to which the PG is linked. For all
other funds, complete this box if the PG can be used only with a specific Fund. If the PG can be used
across multiple Funds, leave this box blank.
Dept ID
Required for new PGs in the following funds: Awards (W0000), Endowment (Ennnn), Capital (Pnnnn),
Conference/Agency (Z0000) and Specific Purpose (Snnnn). Enter the DeptID to which the PG is linked. For
all other funds, complete this box if the PG can be used only with a specific DeptID. If the PG can be used
across multiple DeptIDs, leave this box blank.
Location Code
Required for new PG’s only. Enter the three character location code of the originating department.
Manager Name
Required for new PG’s only. Enter one manager name only (Last,First).
Long Description/
Purpose
Required. Enter the purpose of the PG or the type of activity.
Source of Funds
Required. Enter the major revenue source.
Signing Authorities
Required for new PGs only. Enter the names (Last,First) of all authorized signatories for this PG. Please
print clearly.
New PG’s Only
Check the appropriate box, if applicable:



Check the first box if the PG activity involves the sale of GST taxable goods or services (provide
the taxable % of sales).
Check the second box if the new PG is linked to a specific Fund or DeptID.
Check the third box if salary expenses can be charged to the new PG.
Other Information
Required. Complete all fields.
Authorization
Required. Complete all fields. Requests should be approved by a Department Head or Senior Financial
Manager.
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Request to Inactivate Project/Grant (P/G) Non-Research
1. This form is used to inactivate a Non-Research Project/Grant (P/G).
2. Do not use this form to inactivate a Research P/G. Contact Research and Trust
Accounting instead.
3. Before a P/G is inactivated, determine if there are any commitments and automatic
charges for this P/G such as telephone, payroll, computing services, outstanding
travel advance, purchase orders. If there are, arrange to have these commitments
and automatic charges stopped, deleted, or transferred to an alternate P/G.
4. Before a P/G is inactivated, check the remaining balance of the P/G in FMS nQuery.
Determine if the remaining balance will be refunded to the grantor, or transferred to
another P/G using a journal voucher.
5. Complete the fields in the Request to Inactivate Project/Grant by following these
guidelines.
FIELD NAME
FIELD DEFINITION AND DESCRIPTION
Date
Required. Specify the date when the request is made to inactive P/G.
P/G to be inactivated
Required. Specify the P/G to be inactivated.
Remaining balance
Check the appropriate box on how the remaining balance should be handled.
Specific instructions
Indicate any instructions specific to the handling of the remaining balance.
Alternate P/G
Specify the alternate P/G where the automatic charges and commitments will be transferred and to which
future transactions can be applied.
Alternate P/G
Manager Name
Specify the manager of the alternate P/G.
Contact Person/
Telephone No.
Required. Specify the contact person who requested for the inactivation of the P/G and contact
information.
Signatures
Required. Obtain the signature of the P/G manager whose P/G will be inactivated, and the signature of the
alternate P/G manager if different.
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Security Administrator
1. The Security Administrator is responsible for granting security privileges for their
own faculties and departments. He/She is appointed by the Dean or Department
Head.
2. The Security Administrator will have the following privileges:
 Access to all DeptIDs authorized by the Dean or Department Head
 Update access to manager name, signing authority, and location of departments
 Update access to manager name, signing authority, description, and location of
P/Gs
3. Complete the Web Access to Financial Management Information System Security
Administrator Application Form. The fields are self-explanatory. The Dean or
Department Head granting authority must the department manager of the listed
DeptIDs.
4. If no Security Administrator is assigned to a department or faculty, any changes to
the department and/or related P/G information, such as a change in signing
authority, must be sent to Financial Services.
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C
H A P T E R
3
MONTH-END REPORTS
This chapter discusses the navigation of the following Month-End Reports on the web:









Detail Reports of Transactions
Balance Sheet
PG Statement – Funding & Expenses
PG Statement – Revenues & Expenses
Roll Up Report (by Account)
Roll Up Report (by Fund)
Salary and Benefit Commitments
Statement of Salary and Wages
Budget Reports
A CWL sign on UserID and password is required. Month-End Reports and Over/Under
Expenditure Reports can best be accessed using Campus Wide Login (CWL). Save the
CWL website in Favorites under the name PeopleSoft CWL Authentication and choose
this link everytime Month-End Reports and/or Over/Under Expenditure Reporting are to
be accessed. Enter login name and password.
https://www.auth.cwl.ubc.ca/auth/pslogin?serviceName=psoftest&serviceURL=https://paprod.ad
m.ubc.ca:8443/psp/paprod/
http://login.msp.ubc.ca/
A single click should be used in the PeopleSoft FMS system. Avoid using the back arrow,
as this will either freeze the system or the user is transported out of the system.
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After a successful log-on to CWL, you will automatically be directed to the Management
Systems Portal. Select Month-End Reports.
You will then be directed to Month-End Reports on the Web.
Notes:
Only reports in the last six months are available for the Month-End Reports.
You can only view reports of departments and/or P/Gs included in your security access.
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Detail Report of Transactions
Report ID: FMS03100
1. This report contains details of all transactions processed in a month for the particular
DeptID and PG requested.
2. The Manager named in the upper left corner of the report is responsible for the
transactions included. These transactions should be reconciled to approved business
transactions the manager initiated during the month. The total of all transactions for
a specific account number should match to the summary for the same account
number on the PG Statements.
3. The transactions affect the total balance in the specified chartfield. If amounts are
incorrect, errors need to be identified and corrections made. If, at a later date,
errors are detected which cause the balance to be in a deficit, the manager may be
accountable for the deficit.
4. To get the report on the Web, enter the range of DeptID or one DeptID, and choose
the month. You can also select a range of PGs or leave it blank to get all PGs. If you
enter a DeptID Start and a PG Start and click on Show Report, the DeptID End and
PG End will be populated for you.
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5. The following table describes each field and column heading in the report.
FIELD NAME
TITLES
FIELD DEFINITION AND DESCRIPTION
LOCATION
Title
The title of the report is "Report of Transactions" and immediately below the
title is the period in which the transactions being reported were recorded in
FMS.
Center
Dept
This is the department number in FMS terms, also known as 'DeptID', and the
description of the office.
Upper left-hand corner
Fund
This is the FMS fund number and description.
Upper left-hand corner
PG
This is the FMS 'project/grant' number and description.
Upper left-hand corner
Manager Name
This is the person responsible for the PG or DeptID.
Upper left-hand corner
Location
This is the description of the location of the office of the manager for the report.
Upper left-hand corner
Fiscal Year
The fiscal year is used for purposes of including data in UBC financial reports.
Fiscal year runs from April 1 to March 31. Note that some PGs can have a fiscal
year other than April to March.
Upper left-hand corner
Acct. Period
This is the accounting period of the fiscal year; April is month 1, March is month
12.
Upper left-hand corner
Speedchart
This is a four letter code that represents the Fund, DeptID, PG and Program
code.
Upper left-hand corner
Report ID
This is the system number of the report.
Upper right-hand corner
Page no
This is the page number.
Upper right-hand corner
Run Date
This is the date the report was produced.
Upper right-hand corner
Run Time
This is the time the report was produced.
Upper right-hand corner
HEADING
COLUMN HEADINGS
HEADING DESCRIPTION
Account
This identifies the type of income or expense for the transaction. The account number and description are
provided on the sub-total line for each account.
Program
This identifies group-related activities and transactions that are directed towards accomplishing a set of
objectives. This is an optional input field that is user-defined and intended to enhance reporting flexibility
and may be used in combination with any other FMS chartfield. It is blank in most cases.
Line Descr. or Vendor
Name/Header
Description
The line description or vendor name is:
 for payroll transactions - the name of the expense, or
 for journal entries - the name of the expense, or
 for accounts payable transactions - the name of the vendor paid by the transaction.
The header description is:
 for payroll transactions - a system name with the date the payroll was produced. In most cases
this is not used by the reader.
 for journal entries - narrative selected from the description part of the form (the header).
 for accounts payable - this varies depending on the source of the transaction e.g.
telecommunications charges which are provided by interface are "telecomm charges".
Journal Dt/Invoice ID
Journal date is:
 the date the transaction was recorded in the system, or
 the effective date of the transaction where the transaction is system generated, e.g. payroll
transactions are system generated and have the applicable pay month attached to them.
Invoice ID identifies the vendor's invoice number and is used for accounts payable items only.
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COLUMN HEADINGS
HEADING DESCRIPTION
HEADING
Source
This identifies the transaction type and generally the location where the transaction was entered into the
system, which is also the storage location of the original input document. Please refer to the table below.
Header Ref/
Header Reference identifies the pre-printed form reference number on journal vouchers and cash receipts.
UBC Ref No
UBC Ref No. identifies the pre-printed form reference number for requisition on requisitions for payment.
For other accounts payable items, it provides the purchase order number. For payroll transactions, it
provides an HRMS system identification number.
Line Ref/
Line Ref identifies:
Vchr Gross Amt

The assigned voucher number for accounts payable transactions. Accounts payable transactions
entered by Financial Services are filed in sequence by voucher number.

for payroll transactions this is a system assigned number for identifying the transaction.

for other transactions (ie, courier transactions which originate in the purchasing department), this
reference is generated by the originating system.

for journal vouchers or cash receipts, this reference is the journal line reference (an optional field
completed by the user).
Vchr Gross Amt is the total amount of the voucher including all lines, GST and PST. It only prints for AP
Voucher entries.
Budget Amount
This includes budget transactions entered in the system for the reporting period. Amounts with a dash (-)
in front of them are negative amounts, ie budget reductions.
Actuals Amount
This includes transactions that are real dollar amounts, eg expenses or income.
Commitments Amt
This includes commitments (also known as encumbrances) for Payroll and Supply Management Purchase
Orders. Decreases in commitments are shown with a dash (-) in front of the amount.
Line #
This is a sequential number assigned by the system to specific lines within a journal.
6. The following table describes the source code and its description.
SOURCE CODE
ALO
APC
APP
APV
BKC
BKJ
BPB
BPJ
BPM
CAF
CCA
CCD
CCF
CCJ
CCM
CCW
CCX
CMF
CPJ
CUA
CUD
CUF
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DESCRIPTION
Allocation Journals
Voucher Cancel/Close
AP Payments
AP Vouchers
Bookstore Cash Receipts
Bookstore Journal Vouchers
Budget Adjust Entries - Budget Office
Budget Office Journals
Budget Journal Manual
Cash American Express Finance
Cash Cdn. Adjustment
Cash Cdn. Department
Cash Cdn. Financial Services
C & C Journal Voucher Interface
Cash Cdn. Manual
Web CDN Cash Receipt
Cash Cdn. Other
Cash Mastercard Financial Serv.
Campus Planning Journal Voucher
Cash US Adjustment
Cash US Deparmtent
Cash US FinancialServices
CONTACT
Finance - RTA
Finance - Gen. Acctg.
Finance - A/P
Finance - A/P
Bookstore
Bookstore
Budget Office
Budget Office
Budget Office
Finance - Bank Acctg.
Finance - Bank Acctg.
Originating Dept.
Finance - Originator
IT Services
Originating Dept.
Originating Dept.
Originating Dept.
Finance - Bank Acctg.
Land/Bldg. Services
Originating Dept.
Originating Dept.
Finance - Originator
PHONE #
2-5718
2-5718
2-6529
2-6529
2-6529
2-2903
2-6779
2-5726
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SOURCE CODE
CUM
CUW
CUX
CVF
DDF
DOJ
DTF
ENB
ENC
ENI
FSB
ISJ
JVD
JVF
JVM
JVX
LBC
LBD
LBE
LBJ
MPC
POJ
PUE
PUX
PUY
PYE
PYJ
RET
RSB
RSJ
RTB
SSJ
TCJ
DESCRIPTION
Cash US Manual
Web US Cash Receipts
Cash US Other
Cash Visa Financial Services
Direct Deposits Financial Services
Development Office Journal Vouchers
Due to/from Funds
Endowment Budget Entry
Endowment Capitalizations
Endowment Income Entry
Financial Services Budget
Investment System Journal Voucher
Journal Voucher Department
Journal Voucher Financial Services
Journal Voucher Manual
Journal Voucher Excel
Land & Building Cash Receipts
Land & Building De-encumbrances
Land & Building Encumbrances
Land & Building Journals
Campus Mail Postage Charges
Plant Ops Journal Voucher
Purchase Order Encumberances
Purchasing Courier Charges
Purchasing Brokerage Charges
Payroll Commitments
Payroll Charges
Returned Cheques
Research (Orbit) Budget Entry
Research (Orbit) Journal Voucher
Research & Trust Budget Entry
Student Services Journal Voucher
Telecommunications Journal Voucher
CONTACT
Originating Dept.
Originating Dept.
Originating Dept.
Finance - Originator
Finance - Bank Acctg.
External Affairs
Finance - Bank Acctg.
Finance - Endowments
Finance - Endowments
Finance - Endowments
Finance - Originator
Finance - Endowments
Originating Dept.
Finance - Originator
Originating Dept.
Originating Dept.
Land/Bldg. Services
Land/Bldg. Services
Land/Bldg. Services
Land/Bldg. Services
Campus Mail
Plant Ops
Supply Management
Supply Management
Supply Management
Finance - Payroll
Finance - Payroll
Finance - Revenue Acctg.
Finance - RTA
Finance - RTA
Finance - RTA
Finance - Tuition Fees
ITS - Telecom.
PHONE #
2-1907
2-5037
2-5037
2-3596
2-3596
2-4169
2-4169
2-4169
2-4169
2-9333
2-0476
2-2557
2-4105
2-3141
2-0632
2-9934
7. A sample of the Detail Reports of Transactions is on the succeeding page.
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Reconciling the Detail Reports of Transactions with other Month End Reports:

Total for Dept/Fund/PG of $88,785  in the Actuals Amount column tie to the
Total Expenses of $88,785  in the Actual Expenses Current Month column of
the PG Statement of Funding and Expenses Report and to the Deficiency
(Excess) of Revenue over Expenses of $88,785  in the Current Month column
of the Balance Sheet Report.

Sub-total for Account 712001: Consulting Fees – External of $29,633  in the
Actuals Amount column tie to the Account 712001: Consulting Fees – External of
$29,633  in the Actual Expenses Current Month column of the PG Statement of
Funding and Expenses Report.

Sub-total for Account 541000: Salaries-Staff of $25,427  in the Actuals Amount
column tie to the Account 541000 of $25,427  in the Earnings column of the
Statement of Salaries and Wages Report and to the Account 541000: SalariesStaff of $25,427  in the Actual Expenses Current Month column of the PG
Statement of Funding and Expenses Report.

Sub-total for Account 598000: Employee Benefit-Other of $3,289.75  in the
Actuals Amount column tie to the Account 598000 of $3,289.75  in the
Earnings column of the Statement of Salaries and Wages Report and to the
Account 598000: Employee Benefit-Other of $3,289.75  in the Actual Expenses
Current Month column of the PG Statement of Funding and Expenses Report.
For vendor purchases with GST, 67% of the GST is recoverable from the Canada
Revenue Agency. The non-recoverable portion of 33% is charged to the department or
PG. A sample calculation follows using the vendor: 907867 Alberta Limited, AP Voucher:
02137064; Total Amount of $3,033.45. Search for the voucher to start.
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198.45
GST
Less
132.96
Rebate or recoverable portion = 67% x $198.45
Equals
65.49
Plus
2,835.00
Billed amount
Equals
2,900.49
Charged to Department (see page 31
GST payable or non-recoverable portion
)
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Balance Sheet
Report ID: FMS03700
1. A balance Sheet is a statement of financial position showing Assets, Liabilities and
Equities based on transactions processed in the Financial Management System.
2. This report contains summaries of all transactions to asset or liability accounts. Items
not included in the Balance Sheet are commitments, and Revenue and Expense
accounts. While revenue and Expense accounts are not reported in detail on the
Balance Sheet (they are reported on PG statements), and are summarized under
“Excess (Deficiency) of Revenues over Expenses”.
3. The report provides the status of the Balance Sheet items at the beginning of the
month, total of changes made during the current month, and the Year to Date as at
the Date of the report for DeptID and Project/Grant you requested.
4. The Balance Sheet Report is produced for the following funds:
General Purpose Operating (G)
Fee for Service (F)
Continuing Studies (C)
Ancillary (A)
Agency/Conference (Z)
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5. This report provides information for transactions not recorded in the Project Grant
Statements for Funding & Expenses or revenues and Expenses. For example, Travel
Advances for which you are accountable and which are reported in the balance
sheet, represent payments made against your Chartfield but are not reported in your
PG statement as an expense until the advance is cleared.
6. Departments should be reconciling Balances in Assets and Liability accounts on a
monthly basis.
7. To get the report on the Web, enter the range of DeptID or one DeptID, and choose
the month. You can also select a range of PGs or leave it blank to get all PGs.
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Reading the Balance Sheet
 The title of the report is Balance Sheet. Immediately below the title is the “AS OF
DATE”. All transactions processed in the year up to and including the “as of” date
are included in this report.
 Left -hand corner identifies the DeptID, Fund, PG, Manager, Location, Fiscal Year,
Accounting Period, and Speedchart.
 Right-hand corner shows the Date and Time the report was ran.
Rows
Assets
ASSETS - All assets
CASH - Cash accounts
CENTRAL_ACCTS - Central Bank Accounts
contact: Michael Chan 822-6779
[110000 - 111999]
[112400] - Bank-Returned cheques
contact : Edmund Gin 822-2056
DEPT_CASH - Cash Held by Departments
[112000 - 112399]
[113000 - 118999]
DUE_TO_FROM - Due To/From Central Reserves
[119000] - Due to/from central cash reserves
INVESTMENTS – Investments
contact : Gladys Cheung 827-3011
[120000 - 129999]
ACCOUNTS_RECEIVABLE - Accounts Receivable
contact: Fe Lubigan 822-8612
[130000 - 139999]
INVENTORY – Inventory
contact: Jean Forward 822- 2635
[150000 - 159999]
PREPAID_EXPENSES - Prepaid Expenses
[160000 - 169999]
CAPITAL_ASSETS - Capital Assets
contact : Lily Fung 822- 0248
[180000 - 189999]
DUE_TO_FROM - Due To/From Central Reserves – This is a balancing figure which
represents the chartfield’s draw from or contribution to the University’s cash reserves.
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Liabilities
LIABILITIES - All liabilities
ACCOUNTS_PAYABLE - Accounts Payable
contact: Chuck Erickson 822-4199
[200000 - 243000]
LT_EMPLOYEE_BENEFITS - Long Term Employee Benefits
[280000 - 289999]
LONG_TERM_DEBT - Long Term Debt
[251000] - Short term debt-Cert of Approv
[260000 - 269999]
DFD_CAP_CONTRIB - Deferred Capital Contributions
[245000] - Deferred Contr-Restr Funds
[271000] - Deferred Capital Contributions
[271900] - Amortized Deferred Cap Contr
DFD_CAP_CONTRIB - Deferred Capital Contributions – This is exclusive to some P/Gs
and is used for financial reporting purposes.
Fund Balances
The Fund Balance shows the Accumulated balance brought forward for Ancillaries at the
beginning of the fiscal year, i.e. this is the Accumulated Excess (deficiency) of Revenues
over Expenses from past years.
Generally, there is a single balance, though any amounts reserved by Ancillaries are
shown separately. A positive (Debit balance) represents a Deficit. A negative (Credit
balance) represents a surplus.
For other Funds, amounts brought forward are reflected in the PG statements.
Deficiency (Excess) of Revenues over Expenses
This represents the year-to-date actual revenues & expenses that are reflected on your
P/G statement.
**
Denotes Sub-totals
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Reconciling the Balance Sheet with other Month End Reports:

The Deficiency (Excess) of Revenue over Expenses of $88,785  in the Current
Month column tie to the Total for Dept/Fund/PG of $88,785  in the Actuals
Amount column of the Detail Reports of Transactions Report and to the Total
Expenses of $88,785  in the Actual Expenses Current Month column of the PG
Statement of Funding and Expenses Report.
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PG Statement – Funding & Expenses; Revenue & Expenses
Report ID: FMS03202
1. This report summarizes, by account, all transactions processed in the current month
and year-to-date for a DeptID and PG.
2. The 'manager' named in the upper left corner of the report is responsible for the
transactions attached. This report provides you with a projected balance (or deficit)
in your PG, based on your budgeted funding, actual expenses incurred, and
commitments expected.
3. This report provides a projected balance or deficit for each PG. A balance indicates
there is funding remaining to be spent prior to the end of the PG year. A deficit
indicates the PG is overspent and expenses must be transferred to another PG to
eliminate this deficit. The actual expenses listed for the month in this report should
be matched to the detailed transaction report of expenses, for each account number.
This matching will ensure all transactions booked to your PG are valid and accurate.
4. To get the report on the Web, enter the range of DeptID or one DeptID, a range of
PG or one PG and choose the month.
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5. The following table describes each field and column heading in the report.
FIELD NAME
TITLES
FIELD DEFINITION AND DESCRIPTION
LOCATION
Title
The title of the report is "Project Grant Statement of Funding & Expenses."
Immediately below the title is the "as of" date of the report. This date indicates
all transactions processed in the year, up to and including the "as of" date, have
been included in this report.
Center
Dept
This is the department number in FMS terms, also known as 'DeptID', and the
description of the office.
Upper left-hand corner
Dept Manager
This is the person responsible for the DeptID.
Upper left-hand corner
Fund
This is the FMS fund number and description.
Upper left-hand corner
PG
This is the FMS 'project/grant' number and description.
Upper left-hand corner
PG Manager
This is the person responsible for the PG.
Upper left-hand corner
PG Fiscal Year End
This is the year end date of the project or grant (this may not equal UBC fiscal
year end).
Upper left-hand corner
PG Status
This indicates if the PG is actively being used, or is inactive.
Upper left-hand corner
Location
This is the description of the location of the office of the manager for the report.
Upper left-hand corner
Fiscal Year
The fiscal year is used for purposes of including data in UBC financial reports.
Fiscal year runs from April 1 to March 31. Note that some PGs can have a fiscal
year other than April to March.
Upper left-hand corner
Acct. Period
This is the accounting period of the fiscal year; April is month 1, March is month
12.
Upper left-hand corner
Speedchart
This is a four letter code that represents the Fund, DeptID, PG and Program
code.
Upper left-hand corner
PG End Dt
The Date when the PG is set to complete
Upper left-hand corner
Report ID
This is the system number of the report.
Upper right-hand corner
Page no
This is the page number.
Upper right-hand corner
Run Date
This is the date the report was produced.
Upper right-hand corner
Run Time
This is the time the report was produced.
Upper right-hand corner
HEADING
COLUMN HEADINGS
HEADING DESCRIPTION
Account
This identifies the type of income or expense for the transaction. The account number is provided.
Description
This is the name of the account.
Funding
This is the amount of budget funding allocated to this PG.
Actual Expenses/
Current Month
These are expenses for the given account for a particular month.
Actual Expenses/
Project YTD
These are total expenses for the given account for the entire project year to date (up to and including the
"as of" date in the title of the report).
Balance Before
Commitments
This is total funding minus actual YTD expenses. This represents the balance remaining that can be spent
before the end of the project year.
Commitments
These are expected (or known) expenses for which no invoice has yet been received. For example, goods
ordered but not yet received or paid for. Commitments (or encumbrances) help PG managers track the
amount of funding still available, based on all actual and expected expenses. Commitments are established
for salary and Supply Management purchase orders.
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COLUMN HEADINGS
HEADING DESCRIPTION
HEADING
Projected
Balance(Deficit)
Amount of funding minus actual expenses and commitments. A balance indicates funding still available to
be spent before the end of the PG year. A (deficit) indicates the PG is overspent, and expenses will have to
be transferred to another PG to cover the deficit.
Percent Used
Calculates the percent of funding used to date. If the PG is overspent, this percent will be greater than
100.
6. Other information relevant in reading the report are as follows:
 A sub-total for each expenditure category is provided on a subtotal line. A
subtotal gives the amount of spending in a particular category, summarized for
all expenses within that category. For example, the subtotal line for "Supplies &
Expenses" would include all accounts in this category.
 The subtotal line is identified by two asterisks (**) beside each entry on the line.
 A total for each column is listed at the bottom of the report, underlined with a
double line.

A summary of the total projected deficit or balance, including commitments, is
provided at the bottom of the statement.
7. A sample of the PG Statement – Funding and Expenses report is included in the
succeeding page.
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Reconciling the PG Statement Funding and Expenses with other Month End Reports:

Total Expenses of $88,785  in the Actual Expenses Current Month column tie
to the Total for Dept/Fund/PG of $88,785  in the Actuals Amount column of
the Detail Report of Transactions Report and to the Deficiency (Excess) of
Revenue over Expenses of $88,785  in the Current Month column of the
Balance Sheet Report.

Account 712001: Consulting Fees – External of $29,633  in the Actual
Expenses Current Month column tie to the Sub-total for Account 712001:
Consulting Fees – External of $29,633  in the Actuals Amount column of the
Detail Reports of Transactions Report.

Account 541000: Salaries-Staff of $25,427  in the Actual Expenses Current
Month column tie to the Account 541000 of $25,427  in the Earnings column of
the Statement of Salaries and Wages Report and to the Sub-total for Account
541000: Salaries-Staff of $25,427  in the Actuals Amount column of the Detail
Reports of Transactions Report.

Account 598000: Employee Benefit-Other of $3,289.75  in the Actual Expenses
Current Month column tie to the Account 598000 of $3,289.75  in the Earnings
column of the Statement of Salaries and Wages Report and to the Sub-total for
Account 598000: Employee Benefit-Other of $3,289.75  in the Actuals Amount
column of the Detail Reports of Transactions Report.

Account 541000: Salaries-Staff of $69,626  in the Commitments column tie to
the total Salary of $69,626  in the Current Year Remaining Commitment
column of the Salary and Benefit Commitments Report.

Account 598000: Employee Benefit-Other of $12,533  in the Commitments
column tie to the total Benefit of $12,533  in the Current Year Remaining
Commitment column of the Salary and Benefit Commitments Report.

The Total Expenses for PG 32S123456 of $1,331,928  in the Expenses YTD
column tie to the Total Expenses of the same PG of $1,331,928  in the Actual
Expenses PG YTD column of the Roll-Up Report (by Fund) Report.
8. The following pages show the PG Statement – Revenue and Expenses Report for the
Agency Fund.
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Reconciling the PG Statement Revenue and Expenses with other Month End Reports:

Total Sales_Services for all P/Gs in the Agency Fund of $2,811,296  tie to the
Sales & Services Account of $2,811,296  in the Current Month column of the
Roll-Up By Fund/Account Report.

Total Investment_Income for all P/Gs in the Agency Fund of $4,331  tie to the
Investment Income Account of $4,331  in the Current Month column of the
Roll-Up By Fund/Account Report.
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Roll-Up Report (by Account)
Report ID: FMS03400
1. This report is ideally suited to Deans, Unit Heads, Associate Vice Presidents and Vice
Presidents to provide them with an overview of activity within their area of
responsibility.
2. The report shows the funding sources, and how much has been spent. A separate
report is produced for each DeptID and fund combination. DeptID totals by Fund are
then summarized to progressively higher levels within the UBC organization structure
right up to the level of the Vice Presidents.
3. To get the report on the Web, enter the range of DeptID or one DeptID, and choose
the month.
4. Levels of the Roll-Up Report (by Account) – At the lowest level, these roll-ups tell
managers where their resources are, how much has been spent in each Fund. At the
higher levels, it summarizes activity by Department, Faculty or Associate VP, and
Vice President and by Fund, providing managers with an overview of Funding that is
available and how much has been spent.
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5. The Roll-Up report contains all the Funds managed by the Department you
requested. Each Fund is listed on a new page. The last page contains a summary of
all the Funds within the DeptID.
6. Left-hand corner of the report identifies the DeptID, Fund, Manager, Location, Fiscal
Year and the accounting period. Right-hand corner shows the Date and Time the
report was ran.
7. For each Fund, the report lists Revenues and Expenses by Account Group.
*
**
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Denotes Sub-totals by Fund category.
Denotes Total of Total Department ID.
Page 59
8. The different column headings are explained in the table below.
HEADING
COLUMN HEADINGS
HEADING DESCRIPTION
Balance Forward and
Current Year
Spending (A)
For General Purpose Operating Fund (GPOF) – This column includes the unspent budget from prior year
being carried forward + the current years funding.
Current Month
Spending (positive numbers) or Revenues (negative numbers) that occurred in the current month. Month
end cut-off dates are issued by Data Management via email notification to Department administrators.
YTD (B)
Year-to-date, ie all activities recorded to the Fund since the beginning of the Fiscal year (usually April 1).
Balance Before
Commitments (A-B)
Unspent Budget amounts before commitments. Positive amounts represent a surplus. Negative amounts
represent deficits.
Commitments (C)
These represent Purchase Orders set-up by Supply Management that have not been paid or if there is a
price difference of the invoice and the purchase order when it was paid. If a purchase order is complete
but still has a balance contact Manley Mah with the PO number, PG, account number and amount. Manley
will arrange to have the PO closed and the remaining commitment eliminated. (Manley Mah at 822- 9355).
For Ancillary Funds (eg A1000) – The balance forward amounts are not reflected on this report.
Salaries and Benefits are committed for the whole year when the staff appointment form is entered onto
the system. Benefits, except for the GPO fund, are charged to the Department.
Projected Balance
(A-B-C)
This will be balance available for spending to the end of the fiscal year (March 31).
9. A sample of the report by Fund is shown on the succeeding pages.
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Dept:
Fund:
Manager:
Location:
Fiscal Year:
Acct Period:
932200 General-Financial Services
Externally Restricted Researchs
Merritt,Dana M
Gen Services Admin Bldg
2005
9
Balance Forward
and Current
Year Funding
Description
Expense Budget
Faculty Salaries
Sessional Salaries
Staff Salaries
Benefits
Operational Supplies & Expense
TOTAL:
Dept:
Fund:
Manager:
Location:
Fiscal Year:
Acct Period:
TOTAL:
(A)
198,599,506
------------198,599,506 *
=============
932200 General-Financial Services
Ancillary Funds
Merritt,Dana M
Gen Services Admin Bldg
2005
9
(B)
9
------------9*
=============
Current
Month
TOTAL REVENUES:
Faculty Salaries
Sessional Salaries
Staff Salaries
Benefits
Operational Supplies & Expense
TOTAL EXPENSES:
TOTAL:
533580735
2,907
------------2,907 *
=============
YTD
(B)
7,275,018
------------7,275,018 *
=============
Current
Month
(A)
Sales & Services
Investment Income
YTD
Balance
Before
Commitments
(A-B)
-1,203,322
-2,907
------------(1,206,229)*
=============
-100,000
66,713,310
------------66,613,310 *
=============
-------------*
-------------*
------------- **
=============
0
------------0*
-------------*
------------- **
=============
FMS03400
75
10/01/05
14:01:06
P
Balance
Before
Commitments
(A-B)
198,599,506
100,000
-66,713,310
------------131,986,196 *
=============
rojected
Balance
(Deficit)
Commitments
(C)
-------------*
=============
Rpt ID:
Page No.
Run Date
Run Time
(A-B-C)
-1,203,322
-2,907
------------(1,206,229)*
=============
FMS03400
76
10/01/05
14:01:06
P
rojected
Balance
(Deficit)
Commitments
(C)
-------------*
=============
Rpt ID:
Page No.
Run Date
Run Time
THE UNIVERSITY OF BRITISH COLUMBIA
DEPARTMENT_ID ROLL-UP BY FUND/ACCOUNT
As Of 2004-12-31
Balance Forward
and Current
Year Funding
Description
Current
Month
THE UNIVERSITY OF BRITISH COLUMBIA
DEPARTMENT_ID ROLL-UP BY FUND/ACCOUNT
As Of 2004-12-31
Balance Forward
and Current
Year Funding
Expense Budget
Staff Salaries
Benefits
Operational Supplies & Expense
Capital Expenditures
Dept:
Fund:
Manager:
Location:
Fiscal Year:
Acct Period:
(A)
-1,203,322
------------(1,203,322)*
=============
932200 General-Financial Services
Capital Funds
Merritt,Dana M
Gen Services Admin Bldg
2005
9
Description
Rpt ID:
Page No.
Run Date
Run Time
THE UNIVERSITY OF BRITISH COLUMBIA
DEPARTMENT_ID ROLL-UP BY FUND/ACCOUNT
As Of 2004-12-31
(A-B-C)
198,599,506
100,000
-66,713,310
------------131,986,196 *
=============
FMS03400
77
10/01/05
14:01:06
YTD
Balance
Before
Commitments
Commitments
rojected
Balance
(Deficit)
(B)
(A-B)
(C)
(A-B-C)
-10
------------(10)*
-------------*
------------(10)**
=============
10
------------10 *
-------------*
------------10 **
=============
P
-------------*
-------------*
------------- **
=============
10
------------10 *
-------------*
------------10 **
=============
Page 63
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Reconciling the Roll-Up Report (by Account) with other Month End Reports:

The Total of the Balance Before Commitments of each of the Funds tie to total of
the respective fund in the Roll-Up Report (by Fund) Report.

The Sales & Services Account in the Agency Fund of $2,811,296  in the Current
Month column tie to the Total Sales_Services for all P/Gs in the Agency Fund of
$2,811,296  of the PG Statement – Funding and Expenses Report.

The Investment Income Account of $4,331  in the Current Month column tie to
the Total Investment_Income for all P/Gs in the Agency Fund of $4,331  of the
PG Statement – Funding and Expenses Report.

The Total of the Balance Before Commitments for all funds in the department of
$139,680,204  tie to total of the Balance Before Commitments for all funds of
$139,680,206  (with rounding difference) in the Roll-Up Report (by Fund)
Report.
10. A sample of the Faculty/VP Roll-Up Report is below and in the next page.
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Reconciling the Faculty/VP Roll-Up Report (by Account) with other Month End Reports:

In the VP Roll-Up, the Total of the Balance Before Commitments for AVP Finance
of $538,904  tie to total of the Balance Before Commitments for all funds of
$538,904  in the Roll-Up Report (by Fund) Report.
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Roll-Up Report (by Fund)
Report ID: FMS04900
1. This report is distributed to Deans, Unit Heads, Associate Vice Presidents and Vice
Presidents to provide them with an overview of activity within their area of
responsibility.
2. The report shows the funding sources, and how much has been spent and which
Project Grants are running into trouble. A separate report is produced for each
DeptID and fund combination. DeptID totals by Fund are then summarized to
progressively higher levels within the UBC organization structure right up to the level
of the Vice Presidents.
3. To get the report on the Web, enter the range of DeptID or one DeptID, and choose
the month.
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4. Levels of the Roll-Up Report (by Account) – At the lowest level, these roll-ups tell
managers where their resources are, how much has been spent in each Fund. At the
higher levels, it summarizes activity by Department, Faculty or Associate VP, and
Vice President and by Fund, providing managers with an overview of Funding that is
available and how much has been spent.
5. The Roll-Up report contains all the Funds managed by the Department you
requested. Each Fund is listed on a new page. The last page contains a summary of
all the Funds within the DeptID.
6. Left-hand corner of the report identifies the DeptID, Fund, Manager, Location, Fiscal
Year and the accounting period. Right-hand corner shows the Date and Time the
report was ran.
7. For each Fund, the report lists Revenues and Expenses by Account Group.
*
**
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Denotes Sub-totals by Fund category.
Denotes Total of Total Department ID.
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8. The different column headings are explained in the table below.
COLUMN HEADINGS
HEADING DESCRIPTION
HEADING
Balance Forward and
Current Year
Spending (A)
For General Purpose Operating Fund (GPOF) – This column includes the unspent budget from prior year
being carried forward + the current years funding.
Current Month
Funding (B)
This column is used only for “Budget Based Funds”, ie General Purpose Operating, Specific Purpose,
Endowment& Student Loan, Sponsored Research, Capital and Awards. As well, Teaching and Learning
Enhancement awards in Fee-for-service will show current year funding.
Revenues YTD (C)
This column reports revenues deposited to "Revenue Based Funds"-Fee For Service, Continuing Studies,
Ancillary, and Agency. Not used for other funds.
For Ancillary Funds (eg A1000) – The balance forward amounts are not reflected on this report.
Revenues are shown as credits (negative amount) on this report.
Expenses YTD (D)
Expenses for the year.
Balance Before
Commitments
(A+B-C-D)
Unspent Budget amounts before commitments. Positive amounts represent a surplus. Negative amounts
represent deficits.
Commitments (E)
These represent Purchase Orders set-up by Supply Management that have not been paid or if there is a
price difference of the invoice and the purchase order when it was paid. If a purchase order is complete
but still has a balance contact Manley Mah with the PO number, PG, account number and amount. Manley
will arrange to have the PO closed and the remaining commitment eliminated. (Manley Mah at 822- 9355).
Salaries and Benefits are committed for the whole year when the staff appointment form is entered onto
the system. Benefits, except for the GPO fund, are charged to the Department.
Projected Balance
(A-B-C)
This will be balance available for spending to the end of the fiscal year (March 31).
9. A sample of the report is included in the succeeding pages.
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Reconciling the Roll-Up Report (by Fund) with other Month End Reports:

The Total of the Balance Before Commitments of each of the Funds tie to total of
the respective fund in the Roll-Up Report (by Account) Report.

The Total of the Balance Before Commitments for all funds in the department of
$139,680,206  tie to total of the Balance Before Commitments for all funds of
$139,680,204  (with rounding difference) in the Roll-Up Report (by Account)
Report.

The Total Expenses for PG 32S123456 of $1,331,928  in the Expenses YTD
column tie to the Total Expenses of the same PG of $1,331,928  in the Actual
Expenses PG YTD column of the PG Statement of Funding and Expenses Report.
10. A sample of the Faculty/VP Roll-Up Report is below and in the next page.
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Reconciling the Faculty/VP Roll-Up Report (by Fund) with other Month End Reports:

In the VP Roll-Up, the Total of the Balance Before Commitments for AVP Finance
of $538,904  tie to total of the Balance Before Commitments for all funds of
$538,904  in the Roll-Up Report (by Account) Report.
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Salary & Benefit Commitments
Report ID: HRS02200
1. This report contains salary and commitments charged to the DeptID and PG you
requested, it also provides the payroll commitments to the end of the fiscal year as
well as commitments for the following year.
2. Benefits for the G fund are charged to a central PG. For all other funds, benefits are
charged to the PG.
3. To get the report on the Web, enter the range of DeptID or one DeptID, a range of
PG or one PG and choose the month.
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4. The title of the report is "Salary & Benefit Commitment." Immediately below the title
is the fiscal year end of the PG and the “as of” date.
5. Upper left-hand corner identifies the DeptID, Fund, Manager, Location, and the title
of the PG.
6. Upper right hand corner of the report is the Report ID, Page No, and the Date and
time the report was ran.
7. The report lists employees by employee type, e.g. M&P, Management & Professional.
**
***
Denotes Total Commitment for the Account.
Denotes Total Commitment for the Chartfield.
8. The different column headings are explained in the table below.
COLUMN HEADINGS
HEADING DESCRIPTION
HEADING
First column
This is the description of the job. A person can have more than one job.
Name
This is the name of the employee.
Posn Numb
This is currently not used.
Earn Code
This is the type of earning:
 REG – regular earning
 RSG – research grant
 ADM – administrative stipend
 FEL – fellowship
 HON – honorarium
Chartfield
This lists the Fund, PG and DeptID where the charges are being recorded.
Effective
This is the effective date the employee will be paid this amount.
Terminate
This is the end date of job assignment.
Monthly Amount
This is the gross amount before any deductions.
Current Year
Remaining
Commitment
This is the aggregate total to be charged to the chartfield to the end of the fiscal year.
Next Year Total
Commitment
This is the amount of charges to the Chartfield for the following fiscal year. If the job assignment end
earlier then next fiscal year end, the amount shows the charge until the end of the job assignment.
9. A sample of the report is included in the succeeding page.
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Reconciling the Salary & Benefit Commitments Report with other Month End Reports:

The total Salary of $69,626  and total Benefit of $12,533  in the Current Year Remaining Commitment column tie to the
Account 541000: Salaries-Staff of $69,626  and Account 598000: Employee Benefit-Other of $12,533  in the Commitments
column of the PG Statement of Funding and Expenses Report.
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Statement of Salaries & Wages Paid
Report ID: PDS55400
1. This report contains a breakdown of the employees’ payroll charges to the DeptID and PG
you requested for the particular month.
2. Benefits for the G fund are charged to a central PG. For all other funds, benefits are charged
to the PG.
3. To get the report on the Web, enter the range of DeptID or one DeptID, a range of PG or
one PG and choose the month.
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4.
The title of the report is "UBC Statement of Salaries and Wages Paid." Immediately below
the title is the month of payroll charges.
5. Upper left-hand corner identifies the DeptID, Fund, Manager, Location, and the title of the
PG.
6. Upper right hand corner of the report is the Report ID, Page No, and the Date and time the
report was ran.
7. The report lists employees alphabetically.
***
Denotes Total Earnings and Benefit Charge for the Account.
8. The different column headings are explained in the table below.
COLUMN HEADINGS
HEADING DESCRIPTION
HEADING
Name
This is the name of the employee.
Emplid
This is the employee identification at UBC.
Acct
This is the FMS account code.
Earn Code
The type of earning,
 REG – regular earning
 RSG – research grant
 ADM – administrative stipend
 FEL – fellowship
 HON – honorarium
Shift
For Hourly pay staff
Pay Rate
For Hourly pay staff
Hours Worked
For Hourly pay staff; See web site http://www.finance.ubc.ca/payroll/forms/timesheet.htm HOURLY TIME
SHEET for more information
Earnings
Gross amount before any deductions.
Benefit Code
Benefits









Benefit Charge
This is the amount of benefits charges.
pay by UBC as an employer’s contribution
CCP – Canadian Pension Plan
UIC – Employment insurance
DEN – Dental
EAP – Family Assistance Program
EHB – Extended Health
MSP – Medical Service Plan
WCB – Workers’ Compensation
STP – Pension
BGL – Basic Life
9. A sample of the report is included in the succeeding page.
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Reconciling the Salary & Benefit Commitments Report with other Month End Reports:

The Account 541000 of $25,427  and the Account 598000 of $3,289.75  in the Earnings
column the tie to the Account 541000: Salaries-Staff of $25,427  and the Account 598000:
Employee Benefit-Other of $3,289.75  in the Actual Expenses Current Month column of the PG
Statement of Funding and Expenses Report and to the Sub-total for Account 541000: SalariesStaff of $25,427  and Account 598000: Employee Benefit-Other of $3,289.75 the in the
Actuals Amount column of the Detail Reports of Transactions Report.
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Budget Reports
1. The Budget Reports are year-to-date budget to actual variance reports generated monthly
to assist managers in measuring their budget to actual activity throughout the year.
Information from the Consolidated Budgeting Module is included in all the Budget Reports
together with variances against Actuals and Revenue/Funding Allocations.
2. When you click on the Budget Reports button in the Month End Reports on the Web menu,
the Budget Reporting window will be displayed. Only reports of DeptIDs included in your
security access will be available for review and download.
3. There are three Budget Reports that will run monthly in an Excel format, similar to the
Over/Under Reports. These reports include:

BDRP002 – Department Budget Variance Report by Fund and P/G
o Run by DeptID
o Run by Faculty / AVP Level

BDRP003 – Department Budget Variance Report by Fund and Account
o Run by DeptID
o Run by Faculty / AVP Level

BDRP004 – Faculty/AVP/Ancillary Budget Variance Report by Fund and DeptID
4. In addition to these three Budget Reports, a dynamic reporting link has been created under
FMS nQuery. This Budget Summary link can be accessed under the General Ledger link. It is
similar to the current Ledger Summary report, where you select the period and chartfields
that you would like to report on, however this report includes additional information relating
to the Consolidated Budget.
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5. Either Funding or Revenue is presented depending on the type of fund, whether revenue
based or budget based. Total Revenues are compared to the Approved Planned Budget
amount in the Consolidated Budget to determine the variance for revenue based funds
whereas Total Funding Allocation is used for budget-based funds.

Revenue Based Funds are:
o Fee for Services
o Continuing Studies
o Ancillary

Budget Based Funds are:
o General Purpose Operating
o Endowments
o Awards
o Capital
o Specific Purpose – Trust
o Sponsored Research
BDRP002 – Department Budget Variance Report by Fund and P/G
1. This report summarizes by Fund the year-to-date total variance for each P/G. There are two
types of report available:

BDRP002A – includes the P/Gs for one DeptID

BDRP002B – includes the P/Gs for all DeptIDs in the Faculty/Department/Business Unit
2. The Manager named in the upper left corner of the report is responsible for the variance in
each P/G. This report provides the year-to-date variance in each PG, based on approved
budget, revenues/funding allocation, actual expenses incurred, commitments expected, and
transfers recorded.
3. The following table describes each field and column heading in the report.
TITLES
FIELD DEFINITION AND DESCRIPTION
FIELD NAME
Report ID
This is the name of the report: BDRP002A or BDRP002B
Title
The title of the report is "Department Budget Variance Report – Summarized by Fund Category and P/G"
and immediately below the title is the as of date in which the transactions being reported were recorded in
PeopleSoft.
Run Date & Time
This is the date and time the report was produced.
Department
This is the DeptID.
Manager
This is the person responsible for the DeptID, and consequently, all P/Gs included in the DeptID.
Project/Grant
This identifies P/G used to track assets, liabilities, revenues, and expenses to a specific
activity/grant/contract.
Description
This is the P/G description.
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HEADING
Funding / Revenues
COLUMN HEADINGS
HEADING DESCRIPTION
Approved Planned
Budget
This is the total revenues/funding allocation developed for the Consolidated Budget cycle for each P/G. The
consolidated budget was developed in the Consolidated Budgeting Module and then merged in the
Planning Ledger with budgetary data developed outside of that system (i.e. Research & Specific Purpose
funds).
Actuals / Funding
Allocation / CFwd
This is the total revenues posted in the Actuals Ledger for revenue-based funds (actual activity). This is the
total funding allocation posted in the Central Ledger for budget-based funds. Carryforwards from prior
years are also included.
Variance
This is the difference between Approved Planned Budget and Actuals/Funding Allocation/Carryforwards. A
positive amount is favourable.
Expenses and Commitments
Approved Planned
Budget
This is the total expenses developed for the Consolidated Budget for each P/G. The consolidated budget
was developed in the Consolidated Budgeting Module and then merged in the Planning Ledger with
budgetary data developed outside of that system (i.e. Research & Specific Purpose funds)
Actuals &
Commitments
This is the total expenses posted in the Actuals Ledger (real dollar amounts) plus all commitments or
encumbrances. Commitments include Salary to fiscal year-end, unserved Purchase Orders, uncleared
Travel Advances, and Prepaid Expenses.
Variance
This is the difference between Approved Planned Budget and Actuals & Commitments. A positive amount is
favourable.
Transfers
Approved Planned
Budget
This is the total interfund transfers developed for the Consolidated Budget. This data was merged in the
Planning Ledger with budgetary data developed outside of the Consolidated Budget Module for the
Research & Specific Purpose funds, for example. Transfers Out are shown as a negative amount,
Transfers In are shown as a positive amount.
Actuals
This is the actual interfund transfers posted in the Actuals Ledger (real transfers). Transfers Out are shown
as a negative amount, Transfers In are shown as a positive amount.
Variance
This is the difference between the Approved Planned Budget and Actuals. A positive amount is favourable.
Total Variance
This is the sum of all variances in Funding/Revenues, Expenses and Commitment, and Transfers. A surplus
is shown as a positive variance to indicate that there is budget remaining to be spent prior to the end of
the fiscal year. A deficit is shown as a negative variance to indicate that the P/G is overspent and expenses
must be transferred to another P/G to eliminate this deficit.
4. A sample of the two BDRP002 reports is available on the succeeding pages.
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This is BDRP002A for DeptID 111111.
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This is BDRP002B for Department XYZ. This includes all P/Gs for all DeptIDs under Department XYZ.
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BDRP003 – Department Budget Variance Report by Fund and Account
1. This report summarizes by Fund the year-to-date total variance for each account category.
There are two types of report available:

BDRP003A – includes one DeptID one Fund Type

BDRP003B – includes all DeptIDs in the Faculty/Department/Business Unit for each Fund
Type
2. Separate variance reports are available for each Fund Type. One DeptID could have multiple
variance reports depending on the number of different fund groups used for that DeptID.
3. The following table describes each field and column heading in the report.
TITLES
FIELD DEFINITION AND DESCRIPTION
FIELD NAME
Report ID
This is the name of the report: BDRP003A or BDRP003B
Title
The title of the report is "Department Budget Variance Report – by Fund Category and Account" and
immediately below the title is the as of date in which the transactions being reported were recorded in
PeopleSoft.
Run Date & Time
This is the date and time the report was produced.
Department
This is the DeptID.
Department Name
This is the long description of the DeptID.
Fund Category
This is the fund for which the report is prepared.
HEADING
COLUMN HEADINGS
HEADING DESCRIPTION
Approved Planned
Budget
This is the total revenues/funding allocation, expenses, and transfers developed for the Consolidated
Budget for the DeptID (Planning Ledger). For budget-based funds, revenue lines are zero as any GPOF or
Endowment funding (for example) is reflected as a funding allocation which contributes to the Total Funds
Available.
Funding Allocation
For budget-based funds, the funding allocation, carryforwards and expenses are taken from the Central
Ledger. All revenue lines are zero as any GPOF or Endowment funding (for example) is reflected as a
funding allocation “revenue” line which contributes to the Total Funds Available.
For revenue-based funds, this column will have nil entries unless there is a carryforward from prior years.
All revenue and expense lines will typically be zero.
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HEADING
COLUMN HEADINGS
HEADING DESCRIPTION
Actuals
YTD Actuals
This is the total of amounts posted in the Actuals Ledger to denote actual activity for the period.
For budget-based funds, all revenue lines will be zero. The Funding Allocation and funding Carryforward
lines are the same for both the Funding Allocation and YTD Actuals columns.
For revenue-based funds, the Funding Allocation line is zero. The Carryforward line in Funds Available will
be the same for both the Funding Allocation and YTD Actuals columns.
Commitments to YearEnd
Commitments include Salary to fiscal year-end, unserved Purchase Orders, uncleared Travel Advances, and
Prepaid Expenses.
Other Forecast Rev &
Exp
This column is zero. It is up to the manager to enter any forecasted amount for revenue and expenses for
the remainder of the year to arrive at a projected variance for the full fiscal year.
Projected Actuals
This is the sum of YTD Actuals, Commitments to Year-End and Other Forecast Rev & Exp. This is the
projected amount for the full fiscal year.
Approved Budget to
Actual Variance
This is the difference between the Approved Planned Budget and Projected Actuals. A positive amount is
favourable.
Funding Alloc to
Actuals Variance
This is the difference between the Funding Allocation and Projected Actuals. A positive amount is
favourable.
4. A sample of the two BDRP003 reports is available on the succeeding pages.
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This is BDRP003A for DeptID 111111.
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This is BDRP003B for Department XYZ. This includes all DeptIDs under Department XYZ.
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BDRP004 – Faculty/AVP/Ancillary Budget Variance Report – by Fund and
Department
1. This report summarizes by Fund the year-to-date total variance for each DeptID.
2. This report is very similar to the BDRP002 reports, except that this is presented at a more
consolidated level. This consolidates all DeptIDs for a Faculty/Department/Business
Unit/AVP.
3. A sample of the BDRP004 report is available on the succeeding page.
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Download Month-End Reports to Excel
1. Click on the icon “Download to Excel.”
2. A web page is created. This page can be saved as an excel file to a Directory where
you can store and retrieve later.
3. Using the menu option under the Tool bar, select File  Save As.
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4. On the “drop-down arrow” in the field “Save as type”, select Microsoft Excel
Workbook. Type in the file name.
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5. After the file is saved. Click at the bottom desktop menu bar the hyperlink you just
used and close it. Then you can go back to the Excel program and retrieve the Excel
file you just saved. You can work with this Excel file as any ordinary Excel file by
adding in data or using the information to create different working scenarios.
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C
H A P T E R
4
OVER/UNDER EXPENDITURE
REPORTING
This chapter discusses the navigation of the Over/Under Expenditure Reporting on the
web.
A CWL sign on UserID and password is required. Over/Under Expenditure Reports can
best be accessed using Campus Wide Login (CWL). Save the CWL website in Favorites
under the name PeopleSoft CWL Authentication and choose this link everytime
Over/Under Expenditure Reports are to be accessed. Enter login name and password.
https://www.auth.cwl.ubc.ca/auth/pslogin?serviceName=psoftest&serviceURL=https://paprod.ad
m.ubc.ca:8443/psp/paprod/
http://login.msp.ubc.ca/
A single click should be used in the PeopleSoft FMS system. Avoid using the back arrow,
as this will either freeze the system or the user is transported out of the system.
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1. After a successful log-on to CWL, you will automatically be directed to the
Management Systems Portal. Select Over-Under Reports.
2. You will then be directed to Over-Under Reports on the Web.
3. Only reports of DeptIDs included in your security access is available for download.
The Over/Under Expenditure Report is only available for the month immediately
preceding the current month. Click on any blue underlined link to look at the report.
4. There are two kinds of Over/Under Expenditure Report, the first one identifies the
DeptID and is presented by PG. The second one identifies the Faculty or VP Roll-Up
and is presented by DeptID. Both reports are presented by Fund.
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5. The following table describes each field and column heading in the report.
FIELD NAME
TITLES
FIELD DEFINITION AND DESCRIPTION
Department
This is the DeptID or the Faculty or Department Name.
Department Name
This is the long description of the DeptID.
Title
The title of the report is "DeptID Over-Under By PG" or “Faculty Over-Under by DeptID”. Immediately
below the title is the "as of" date of the report. This date indicates all transactions processed in the year,
up to and including the "as of" date, have been included in this report.
Run Date & Time
This is the date and time the report was produced.
Report ID
This is the name of the report: PR_OU_D if by PG or PR_OU_F if by DeptID.
Layout
This is the name of the layout used in nVision from which the report was generated.
Scope
This is the name of the scope that allows us to create multiple instances of a report from a single report
request.
HEADING
COLUMN HEADINGS
HEADING DESCRIPTION
PG Number
This is the FMS 'project/grant' number.
Project/Grant Name
This is the description of the PG.
PG Manager
This is the person responsible for the PG.
Balance Forward
This is the balance carried forward from the prior year.
For Ancillary Funds (eg A1000) and General Purpose Operating Fund (GPOF) – The balance forward
amounts are not reflected on this report.
Expense Funding
For General Purpose Operating Fund (GPOF) – This column includes the unspent budget from prior year
being carried forward + the current year’s funding.
For budget-based funds other than GPOF – This is the current year’s funding.
Actuals (Revenue,
Transfers In,
Expenses, Transfers
Out)
Year-to-date revenues, expenses, and transfers that were recorded to the PG or DeptID since the
beginning of the Fiscal year (usually April 1).
Surplus (Deficit)
Before Commitments
Unspent Budget amounts before commitments. Positive amounts represent a surplus. Negative amounts
represent deficits.
For budget-based funds, this is calculated using Balance Forward + Expense Funding – Expenses.
For revenue-based funds, this is calculated using Balance Forward + Expense Funding + Revenues +
Transfers In – Expenses – Transfers Out.
Commitments
These represent Purchase Orders set-up by Supply Management that have not been paid or if there is a
price difference of the invoice and the purchase order when it was paid. If a purchase order is complete
but still has a balance contact Manley Mah with the PO number, PG, account number and amount. Manley
will arrange to have the PO closed and the remaining commitment eliminated. (Manley Mah at 822- 9355).
Salaries and Benefits are committed for the whole year when the staff appointment form is entered onto
the system. Benefits, except for the GPO fund, are charged to the Department.
Uncleared travel advances and prepaid expenses are also included here.
Projected Balance
This will be balance available for spending to the end of the fiscal year (March 31).
6. A sample of the Over-Under Report by PG is available on the succeeding page.
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You will be able to retrieve this report if you click on the blue underlined link that contains a DeptID. This report shows the different
PGs within that DeptID.
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You will be able to retrieve this report if you click on the last blue underlined link for your Faculty or Administrative Unit. This reports
shows the different DEPTIDs.
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7. The reports are all provided in Excel format. Save all reports in your directory.
Reconciling the Over-Under Expenditure Reports:

The Projected Balance of DeptID 123456 of $33,339  in the Faculty Over-Under
by DeptID Report tie to the total Projected Balance of the same DeptID in the
DeptID Over-Under by PG Report.
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