Office of Resource
Analysis and Budget
Information Session
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Office of Resource Analysis and Budget
Information Session
AGENDA
• Introduction
• Budget process overview
• Fund accounting background
• Chartfield descriptions
• Financial inquiry/reporting
• Position management
• Miscellaneous resources
• Questions
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Office of Resource Analysis and Budget
Information Session – Introduction
WHO ARE WE?
• Amy Gilliland – Director x6521
• Doug Draher – Assistant Director x8312
• Sue Guy Alsobrook – Position Management
Analyst, Sr. x7698
• Nettie Riddick – Budget Assistant x6520
• Location: Administrative Services Building (ASB)
suite 160 (the old Goodwill building on Mill Street)
• http://www3.uakron.edu/rab/
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Office of Resource Analysis and Budget
Information Session-Introduction
Departmental Function:
• Budget
• Planning and development
• Implementation
• Monitoring
• Reporting and analysis
• Position Management
• Funding availability information
• Guidance/direction
• Reporting and analysis
• Other
• New account requests
• Miscellaneous
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Office of Resource Analysis and Budget
Information Session-Budget Process Overview
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Office of Resource Analysis and Budget
Information Session-Budget Process Overview
• Current-year status
– FY06-07 Budget approved by BOT
– $650,000 strategic reduction in operating
budgets
– Reduction to be distributed soon
– Operating budgets will then be determined
• Carryover issues
• Ongoing review of departmental activity
• FY07-08 planning process to start in Oct./Nov.
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Office of Resource Analysis and Budget
Information Session-Chartfield Descriptions
Using Philosophy as an example:
•
•
•
•
•
Fund – (10000)
Program – (1000)
Location – (ARTS&SCI)
Department – (A0371001)
Class – (OPER)
• Account – (####)
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Speedtype –
shortcut to specific
chartfield
combinations
(2-01155)
Office of Resource Analysis and Budget
Information Session-Fund Accounting
All University funds are included in the financial data as shown in this chart:
Audited Financial Statements
Unrestricted
Current Funds
Restricted
Current Funds
General
Fund
Tuition and
other revenue,
Colleges,
Departments,
Central
Obligation
expenses
Restricted
scholarships
Auxiliaries
Other
restricted
gifts for a
specific
purpose
Departmental
Sales
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Sponsored
Programs
and research
grants
Loan
Funds
Endowment
Funds
Short-term
loans to
students
Permanent
investments
and income
Plant
Funds
Current
capital
expenses
for projects
Capital
assets
including
buildings,
land,
equipment,
and
improvements
Agency
Funds
Student
Organizations
Other outside
agencies
Office of Resource Analysis and Budget
Information Session-Fund Accounting
– Unrestricted current funds
• General fund (2-XXXXX)
• Auxiliary funds including Housing, E.J. Thomas Performing Arts
Hall, Athletics, Athletic Facilities, Parking, Dining Services, Student
Union, Wayne Bookstore, Telecommunications and Recreation
Center (3-0XXXX)
• Departmental Sales and Service accounts including Continuing
Education, Computer Solutions, Printing Services, etc. (3-098## or
3-099XX)
– Restricted current funds
• Sponsored programs and research grants (5-XXXXX)
• Restricted scholarships (6-XXXXX)
• Other restricted funds to be used for a specific purpose
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Office of Resource Analysis and Budget
Information Session-Chartfield Descriptions
The following PROGRAM categories are standard reporting classifications
used in higher education reporting. Monthly financials are reported to the
Board of Trustees in this format.
• Instruction- (faculty and supplies related to the classroom)
• Research – (indirect cost redistributions, faculty research grants, etc.)
• Public Service
– Workforce Development (Continuing Education)
– Other (various public programs & services)
• Academic Support
– Libraries
– Other (dean’s offices, info tech fee expenses, etc.)
• Student Services (admissions, financial aid, registrar, etc.)
• Institutional Support (non-academic support/administration)
• Operation & Maintenance of Plant (utilities, custodial, building and
grounds maintenance, etc.)
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Office of Resource Analysis and Budget
Information Session-Chartfield Descriptions
The following PROGRAM categories are standard reporting classifications
used in higher education reporting. Monthly financials are reported to the
Board of Trustees in this format.
• Instruction- (faculty and supplies related to the classroom)
• Research – (indirect cost redistributions, faculty research grants, etc.)
• Public Service
– Workforce Development (Continuing Education)
– Other (various public programs & services)
• Academic Support
– Libraries
– Other (dean’s offices, info tech fee expenses, etc.)
• Student Services (admissions, financial aid, registrar, etc.)
• Institutional Support (non-academic support/administration)
• Operation & Maintenance of Plant (utilities, custodial, building and
grounds maintenance, etc.)
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Office of Resource Analysis and Budget
Information Session-Chartfield Descriptions
CLASS Descriptions – classes generally reflect source and intended use
of dollars.
•
•
•
•
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OPER – regular budgeted operating
accounts funded with permanent
dollars;
CRSFE – departmental course fee
accounts funded with course fee
receipts. Funds are deposited each
semester after the refund period;
IDC – indirect cost redistribution
related to departmental grant
activity;
FRG – faculty research grant;
unrestricted current funds
specifically allocated to a particular
faculty member for a research
project;
•
•
•
•
•
ITECH – student information
technology fee dollars. Roughly
65% of the fees are directed to IT,
the remaining funds are allocated to
the Deans by the Provost;
GASCH – graduate assistant
scholarship (fee remission)
GASTP – graduate assistant
stipends
UNSAL – unallocated salary
account at the Dean’s level
OTHER – start-up funds, one-time
projects, etc.
Office of Resource Analysis and Budget
Information Session-Chartfield Descriptions
EXPENSE ACCOUNT Descriptions
• Compensation accounts – expense lines used for salaries
(5000-5399) and fringe benefits. (5600-5699)
• Non-compensation accounts
– Student assistants (5400)
– Supplies & services (5700)
– Communications (6300)
– Equipment lease/purchase (6500)
– Movable equipment (6600)
– Travel & hospitality (7000)
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Office of Resource Analysis and Budget
Information Session-Chartfield Descriptions
Using Philosophy as an example:
•
•
•
•
•
Fund – (10000)
Program – (1000)
Location – (ARTS&SCI)
Department – (A0371001)
Class – (OPER)
• Account – (####)
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Speedtype –
shortcut to specific
chartfield
combinations
(2-01155)
Office of Resource Analysis and Budget
Information Session-Data Inquiries/Reports
Financial Inquiry / Reporting
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Office of Resource Analysis and Budget
Information Session-Data Inquiries/Reports
Financial Inquiry / Reporting
https://fs.uakron.edu/psp/fsprod/?cmd=login
• Path
– Process Financial Information/UA Department
Inquiries/
• Inquiry – for online viewing of your budget(s)
• Reports – for viewing/printing of budget reports
• Save as “Favorite” (in Peoplesoft)
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Office of Resource Analysis and Budget
Information Session-Data Inquiries/Reports
Inquiry
• Path – Process Financial Information/UA
Department Inquiries/Inquiry
– 2 options
• UA Department Budget
– Use for budgets beginning with “2”, “3”, “4”,
“6” or “9”
• Project to Date Budget
– Use for budgets beginning with “5” (Grants)
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Office of Resource Analysis and Budget
Information Session-Data Inquiries/Reports
INQUIRY - Getting Started
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Office of Resource Analysis and Budget
Information Session-Data Inquiries/Reports
Inquiry – Fill in Speed Type you wish to view
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Office of Resource Analysis and Budget
Information Session-Data Inquiries/Reports
Inquiry – select proper fiscal year
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UA DEPARTMENT INQUIRY SCREEN
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UA DEPARTMENT INQUIRY - Options
• Three Panels
 Budget Summary – provides year to date totals
for budget, expenditures, and balance
remaining. Use only for “2” speed types!
 Fund Summary – provides carryover balance,
and totals for year to date revenue/expenses
and current balance for “3”, “4”, “6”, and “9”
speed types.
 Detail – where the actual transactions may be
viewed. Applicable for all speed types.
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What the “DETAIL” Panel Provides
• Budget Transactions (by Account Pool)
– Original Budget
– Carryover
– Budget Transfers throughout the year
– Drill down on “Budg Trn” magnifying glass
• Actual Expenditures/Transactions
– Drill down on “Jrnl Trn” magnifying glass
• Remaining Balance (by Account Pool)
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Drilling Down for Detail (Budget & Actual)
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Sample of Detail of Actual Expenditures
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Sample Detail of Budget Transactions
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Viewing Detail – a few tips
• Watch out for the “View All” or “View #” – not all
data may be represented on the screen
• Sorting Data
– Double click on any column heading (ex.
double click on “Expended” and will sort by
amount. Double click again and will sort in
reverse order.)
– Particulary useful for dates, vendor, or amount
• Download to Excel (click on and hold down crtl
key)
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REPORTS
• Path – Process Financial Information/UA Department
Inquiries/Reports
– Departmental Budget Reports
– Budget Transaction Reports
– UA Payroll Journal Detail
• Set up Run Control ID
– First time only for each report (choose Add)
– Choose meaningful description [no spaces]
• (ex. Budget_statement)
– After the initial run control creation, choose Search for
the appropriate run control in the future
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Creating/Searching for Run Control ID
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Select Proper Run Control for Report
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Report Options – One Budget Statement: fill
in desired speed type
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Report Options – All “2” Speed Types
(parameter: Fund = 10000)
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Report Options – ex. All Indirect Cost Speed
Types
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Reports – Select “RUN” and then choose
desired report
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Reports (cont)
•
•
•
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TYPE and FORMAT
– Web and PDF to view on screen in Adobe
– Web and CSV to view on screen in Excel (is not best choice for
some reports)
– Email and PDF – can email report to yourself or anyone
• Works well if you wish to view later or get sidetracked (and
forget!)
• Will need to complete “Distribution” option also
Click “OK” after choosing options – report is now running and
you are returned to “Process Scheduler”
Click “Process Monitor” and “Refresh” until
– Run Status = “Success”
– Distribution Status = “Posted”
– Then click “Details” link
Process Monitor
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Click on “View Log/Trace”
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Then click on file generated (PDF or CSV)
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Report Results – Dept Budget Summary
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Report Results – Dept Budget Details
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Budget Transaction Report - Sample
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Using Budget Reports Effectively
Financial Inquiry – Reports (Output)
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Payroll Journal Detail Sample
(salaries and fringes)
Office of Resource Analysis and Budget
Information Session
Position Management
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Position Management
What is it?
Position management is a tool by which we maintain information
on every regular position and the funds committed for that
position, regardless of whether it is filled or vacant.
Why?
• Provides documentation of the addition or discontinuation of
positions;
• Allows us to monitor budgets by position;
• Enables us to track one-time savings realized by vacant
positions.
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Position Management
Position management is the shared responsibility of the Budget
office and Human Resources:
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•
Budget office maintains position information regarding
funding; provides detailed reports as requested; maintains
temporary funding sources; provides assistance as needed;
•
HR maintains information related to the classification,
bargaining unit, pay schedules and about the employee.
Position Management and the
Strategic Position Review Process
Overview
(Excerpt from the Strategic Review Process Memorandum www.uakron.edu/provost/budget/StratProsRevPro.php)
The transformative process to strategically realign the University of Akron’s budget has
begun. Effective immediately, all open positions, temporary hire requests, retire-rehire
requests, stipends, off-line adjustments and position audit requests will be subject to the
strategic position review process …
Briefly:
1) Dept chairs will confer with Dean regarding position needs and employee
actions;
2) Dean has preliminary discussion with Provost;
3) Provost determines whether or not to proceed with rationale process;
4) Rationale form to Dean → to Provost → to SPRC;
5) If approved, prepare appropriate paperwork and forward to
the office of the Sr VP & Provost.
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Position Management and
Temporary Funding
Contact the office of Resource Analysis & Budget for any
questions regarding temporary or regular funding.
FYI--Allowable funding for temporary appointments (found in
unallocated salary):
• Leave without pay
• Time release savings
• Academic year FIPL (faculty improvement program) savings
• Disability retirement one-time savings (on hold for 5 years)
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Office of Resource Analysis and Budget
Information Session
Miscellaneous Resources
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On-Campus & PeopleSoft Requisitions
On-Campus Requisitions
• Barnes & Nobles
• Central Stores
• To reimburse individuals for service provided the
requisition should include:
– The payee full name
– Social security number
– Complete mailing address
– Brief description of service provided
– The amount to be paid
– Retain a copy and mail the original to Accounts
Payable mail zip +6214
http://www.uakron.edu/busfin/purchasing/
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On-Campus & PeopleSoft Requisitions
PeopleSoft Requisitions
• Located under PeopleSoft Financials https://fs.uakron.edu
• Training seminar required https://www.uakron.edu/seminars/
• Training session description
http://www.uakron.edu/its/peoplesoft8/peoplesoft.php
• Pays outside vendors
• Step-by-step instructions
http://www.uakron.edu/its/learning/training/PSoft8Fin.php#Reqs
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Additional Purchasing Option
Visa
• Alleviates the use of PeopleSoft
• Order office supplies on-line
• Visa application
http://www.uakron.edu/busfin/purchasing/docs/visacardapp.doc
• Tax exempt form
http://www.uakron.edu/busfin/purchasing/ElectronicForms.php
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Office of Resource Analysis and Budget
Information Session
QUESTIONS?
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