Budget Revision Training
Presented by
Budget Office
Magda Rangel, Financial Analyst
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Budget Office Website:
www.utpa.edu/budget
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Budget Office Contacts
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Topics to be covered
Background Information
• GL Accounting String
• Funds Checking
• GL Funds Inquiry
• Fiscal vs. Rollover Accounts
• Budget Revisions Needed
• Budget Revisions Not Allowed
• Drill Down Procedure
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GL Accounting String (aka “Accounting Key Flexfield”)
Accounting Flexfield sections
99
Fund
X999
9
ing
Fund e
c
So u r
9999
9
Org
99
XXX
999 X
Proje
ct
9999
9
9999
99
U
ct
Obje NAC
BO
Example: Budget Office operating expense line
10.G0000.30200.100BUDG00.53001.000060
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GL Accounting String
Fund
10.G0000.30200.100BUDG00.53001.000060
Ranges:
10 – Educational & General (E&G)
20 – Designated
30 – Auxiliary
40 – Restricted
50 – Loans
60 – Endowment
70 – Plant
80 – Agency
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GL Accounting String
Funding Source
10.G0000.30200.100BUDG00.53001.000060
Examples:
G0000 – E&G Unspecified (G1xxx is “Fund 1”; G2xxx is “Fund 2”)
D1000 – Designated
D2000 – Service Departments
D4000 – Indirect Cost Recovery
A1000 – AES Student Services
R1000 – Federal Grant
R5000 – Private Grant
Z2000 – Agency Scholarship
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GL Accounting String
Organization
10.G0000.30200.100BUDG00.53001.000060
Ranges:
1xxxx – President
2xxxx – Academic Affairs/Colleges
3xxxx – Business Affairs
5xxxx – Student Affairs
6xxxx – Information Technology
7xxxx – University Advancement
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GL Accounting String
Project Value
10.G0000.30200.100BUDG00.53001.000060
Examples:
“1” – E&G (State) accounts ►
“21” – Designated accounts
“22” – Service Departments
“24” – Indirect Cost Recovery
“310” – AES Student Services
“41” – Federal Grant
“45” – Private Grant
“82” – Agency Scholarship
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GL Accounting String
Object
10.G0000.30200.100BUDG00.53001.000060
Examples:
40001 – Revenue Budget
51101 - Wages
53001 – Operating Budget
53005 – Materials and Supplies
53010 – Utilities
53025 – Printing and Reproduction
57001 – Travel
58500 – Capital Asset Purchases
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GL Accounting String
NACUBO
10.G0000.30200.100BUDG00.53001.000060
Examples:
000010 – Instruction
000070 – Operation & Maintenance of Plant
000020 – Research
000080 – Scholarship
000030 – Public Service
000090 – Auxiliary
000040 – Academic Support
000100 – Depreciation & Amortization
000050 – Student Services
000110 – Agency
000060 – Institutional Support
000000 – Used only for Revenue & Transfers
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Budgeted Object Codes
Funds
Checking
▼
Summary Objects
▼
▼
▼
40001 Revenue
40000
44600 Transfer In (Intrafund)
44626 Transfer In (Interfund)
51001 Single Incumbent Salaries
51002 Faculty Salaries
51003 Longevity Pay
51010 Pooled Salaries
51101 Wages
52001 Benefits
53001 Operating Expense
51000
52999
51100
52000
53999
99999
53425 Transfer Out (Intrafund)
53430 Transfer Out (Interfund)
54001 Books
55001 Scholarship
57001 Travel
58001 Capital Outlay
59001 Merchandise for Resale
54999
55999
57999
58999
59999
60000
• Oracle performs absolute funds checking at the non-labor expense summary (“60000”
object).
• For non-sponsored activities, budget changes between non-labor expense pools belonging
to the same project are not required.
• Must exercise care that overall account balance (“99999” summary) does not go negative
due to revenue or labor expense deficits.
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GL Funds
Inquiry
Budget – Encumbrance – Actual = Funds Available
• Account balance = funds available in “99999” summary line.
• A negative ( ) in funds available column is always a deficit, even in revenue lines.
• To view current account balance: Select “Revised Budget”, “Year to Date Extended”
amounts, “All” encumbrances, and latest open period.
• Hint: First select “Summary” account level to get overview of account, then drill down
into detail accounts, periods, and transactions using the Tools menu.
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Fiscal
Accounts
• E&G (except HEAF) and Auxiliary
• Funded by expense budget
• Easy to transfer between accounts (just move budget)
• Unencumbered balance lapses at fiscal year-end
GL Funds Inquiry (Budget – Encumbrance – Actual = Funds Available)
Budget
Encumbrance
Actual
Funds
Available
Operating (53999)
800.00
50.00
150.00
600.00
Travel (57999)
200.00
0.00
100.00
100.00
Non-Labor Total (60000)
1,000.00
50.00
250.00
700.00
Account Total (99999)
1,000.00
50.00
250.00
700.00
Account
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Rollover Accounts
• Designated (start with “2”), Restricted, Plant, Agency, HEAF
• Self-funded by revenues, transfers-in and/or carryover balance
• Transfer between accounts by actual funds transfer, not by moving budget
• Balance before encumbrances carries forward to next year (non-lapsing)
• Account is fully funded when revenue summary (49999) is non-negative.
GL Funds Inquiry (Budget – Encumbrance – Actual = Funds Available)
Budget
Encumbrance
Actual
Funds
Available
(1,000.00)
0.00
0.00
(1,000.00)
Operating (53999)
800.00
50.00
150.00
600.00
Travel (57999)
200.00
0.00
100.00
100.00
1,000.00
50.00
250.00
700.00
0.00
50.00
250.00
(300.00)
Account
Revenue (49999)
Non-Labor Total (60000)
Account Total (99999)
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Rollover Accounts (continued)
Budget
Encumbrance
Actual
Funds
Available
(1,000.00)
0.00
(800.00)
(200.00)
Operating (53999)
800.00
50.00
150.00
600.00
Travel (57999)
200.00
0.00
100.00
100.00
1,000.00
50.00
250.00
700.00
0.00
50.00
(550.00)
500.00
Account
Revenue (49999)
Non-Labor Total (60000)
Account Total (99999)
Account
◄ $200
revenue shortage
(after $800 received)
Budget
Encumbrance
Actual
Funds
Available
(1,000.00)
0.00
(1,200.00)
200.00
$200 ►
revenue surplus
Revenue (49999)
Operating (53999)
800.00
50.00
150.00
600.00
(after $1,200 received)
Travel (57999)
200.00
0.00
100.00
100.00
1,000.00
50.00
250.00
700.00
0.00
50.00
(950.00)
900.00
Non-Labor Total (60000)
Account Total (99999)
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When is a budget revision needed?
• To set up a new budget
• To align expenditures with actual or anticipated revenues
• To fully fund labor costs
• Position Changes
• Benefits and Longevity (non-E&G accounts)
• To address or avoid funds checking failures in non-labor
expenses
• To transfer funds between two or more accounts
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Which revisions are not allowed?
• Transfer of funds into or out of the following E&G subgroups:
Prefix
E&G SUBGROUP
Prefix
E&G SUBGROUP
135
Research Enhancement
165
Advance Technology
145
Incentive Funds
180
Special Lines / State Transfers
160
HEAF
185
Institutional Enhancement
• Transfers which cross fund groups (with a few exceptions)
Example: Indirect Cost Recovery funds may not be moved to an E&G account.
• Transfers which would violate the purpose of an account.
Examples:
• Endowment income restricted to payment of scholarships may not pay travel.
• Fee revenue may not be used for purposes outside of the fee justification.
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Drill Down
Procedure
1. Place cursor on summary line you wish to examine. Next, select Tools and select Detail
Accounts
2. Place cursor on the detail account line you wish to examine. Select Tools and select Period
Balances
3. Place cursor on month of interest. Select Tools and select either Budget Lines, Actual
Lines, or Encumbrance Lines based on type of inquiry.
For additional information, refer to Accounting for Your Project in Oracle (Reconciliation Guide)
available at the Accounts Control website:
http://portal.utpa.edu/utpa_main/dba_home/comptroller_home/accounts_control_home/
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Any Questions?
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