Introduction to Budget& Account Management
Principles and Practices—PART B(UBI 211)
Sarah SongDirector of Budget Planning and Administration
Laleh GrayleeDirector of Analysis & Decision Support
Introduction to Budget& Account Management
Principles and Practices—PART B(UBI 211)(UBI 211)
Agenda
General Overview of Budget
How to Reconcile Departmental Budgets using Data Warehouse
Questions and Answers
1
General Overview TopicsOverview of Budget Components & Processes
Overview of CFS Ad Hoc Reporting Tools (OBIEE)
Questions and Answers
1
General Review
• Mandatory & Optional Chartfields• Chart‐fields Listing• How to establish and close Chartfields• How to establish and close Chartfields• Organizational/Departmental Tree Structure• Fiscal Year Calendar
2
Mandatory & Optional ChartFields
Departmental Financial Management Responsibility:
Balancing at Department + Fund level
3
Chart‐field ListingChart‐field Listing
4
How to Establish New chartfields: Departments
5
How to Establish New chartfields: Non‐Department
6
Organizational/Departmental Tree StructureOrgani ational/ epartmental Tree Structure
7
Fi l C l dFiscal CalendarIt is important to become familiar with the fiscal year and accounting
periods for each monthperiods for each month
July 1
August 2
Different than calendar earSeptember 3
October 4
November 5
D b 6
Different than calendar yearReflects Fiscal Year
December 6
January 7
February 8
March 9March 9
April 10
May 11
June 12
8
Budget Components and ProcessesBudget Components and Processes
•What makes up the Budget•Budget Transfer OverviewBudget Transfer Overview•Components impacting BBA (Budget Balance Available)Balance Available)
9
What makes up Budgets
Baseline Budget One‐Time Budget
Initial Baseline Additional Baseline Prior Year Budget Current Year Budget
Initial Base & Add’l Baseline Prior Prior One‐ One‐Base & Division Baseline
Adj
Add’lBase
Allocation
Baseline Budget Transfer
Prior Year CFWD
Prior Year
Encumb
Prior Year PTD
Time Budget Adj
Time Budget Transfer
Benefit Allocation
10
Budget Transfer OverviewBudget Transfer Overview
Budget Transfer On‐line Training:http://connect01.fullerton.edu/cfsbt/ 11
Budget Transfer Formghttp://finance.fullerton.edu/Budget/Forms/
2212
Components impacting BBAComponents impacting BBA (Budget Balance Available)
• Initial and Additional Baseline BudgetBaseline Budget
•All Budgets including Baseline Budget and One‐time BudgetRevised Budget
•Prior Year Grand Total to Date for active projectsProject to Date
Current Month ActualsCurrent Month Actuals
• Total Actuals for the Current Fiscal Year (includes Current Month Actuals)Year to Date Actuals
•Grand Total to Date = Project to Date + Year to Date ActualsGrand Total to Date
•Open POsYear to Date Encumbrance
•BBA = Revised Budget – Grant Total to Date – Year to Date Encumbrance
BBA (Budget Balance Available) 13
Reports
N CFS Ad H R iNew CFS Ad Hoc Reporting Tools (OBIEE)
14
New CFS Ad Hoc Reporting Tools (OBIEE)New CFS Ad Hoc Reporting Tools (OBIEE)My Queries
Purchasing
Revenue/Expense Report
15
Budget Planning and Administration Contacts
16
Questions & Answers
diAppendix AForms from Chart‐field creation
flow chart
CMS Chartfield Request Formhttp://finance.fullerton.edu/Budget/Forms/
CMS Chartfield Request Form (Continued)
To Access and Complete Position Action Form and Student Task Profile o ccess a d Co p e e os o c o o a d S ude as o eAction Form
Go to your PortalGo to your Portal
Click on the “Titan Online” tab
S ll d li k “ k l ” i h C bScroll and click “My WorkPlace” in the eContent box
Select “eForms – Human Resources” (on left side)
For Position Action Form : Choose Payrolly
For Student Task Profile Action Form : Choose “Search All Form Templates”
To Access and Complete IT Access Request Forms (Finance System Access &To Access and Complete IT Access Request Forms (Finance System Access & HR System Access)
Go to your Portal
Click on the “Titan Online” tab
Scroll and click “My WorkPlace” in the eContent boxy
Select “IT Access Request Form”
Finance Access Form
HR Access Form
Appendix Bppe dOBIEE Reports
Report Purpose CommentsBudget Allocation Download all + or - budget allocations for a
department (by month or year-to-date)For data dumps only; Budget Detail Report
My Queries
on Revenue/Expense Link is better for department use; same details but subtotals by account codeby account code
Budget Allocation by Tree
Download all + or - budget allocations for a college/unit (by month or year-to-date)
For college/unit level fiscal coordinators
Salary & Benefits Lists individual salary and benefit payments Use to verify payment by type and month for department amounts issued by
CWID; can calculate benefits %
Salary & Benefits by Lists individual salary and benefit payments Use to verify payment
Tree by type and month per department for a college/unit
amounts issued by CWID; can calculate benefits %
Service Provider Shows recharges issued to your department Use to verify amounts
Chargebacks charged for orders submitted
Athletic Fees Student Affairs Only
Purchasingg
Report Purpose Comments
Requisitions Shows status of all requisitions entered (A: Approved; O:
Use to identify which requisitions are still in process
Open; X: Cancelled); vendor not yet assigned
or when approved
Purchase Orders Shows PO issued for requisition submitted
Use to see PO number and vendor assigned to arequisition submitted vendor assigned to arequisition
Voucher Shows all payments madeagainst a PO; can drill down to
Use to verify payments processed for vendor inquiries
see payment check #
Req / PO / Voucher Offers another view of the relationship between requisition PO and payment
An alternative to Voucher view; personal preference if this or Voucher view isrequisition, PO and payment this or Voucher view is preferred
PO Remaining Balance Shows all expenses applied and balance pending per PO
Use to identify POs that are complete and should be closed p g p
at department levelp
to release encumbrance
Revenue/Expense Reportp p
Report Purpose CommentsRevenue/Expense Summary Shows current budget, YTD
expenses, encumbrances, pre-encumbrances and department
Use to see amount available; salary projections to be separately applied; summaryencumbrances and department
available balanceseparately applied; summary without benefits version best view if department not responsible for benefits costs
All University Benefits Pool Shows total benefits expenses by Interesting to see but not reallyAll University Benefits Pool Shows total benefits expenses by type (e.g. dental, retirement, medicare)
Interesting to see but not really something departments need to be concerned with
Budget Detail Shows all + or - budget allocations for a department
Subtotals by account codeallocations for a department (YTD)
Actuals Detail (between Accounting Periods)
Shows all expenses posted to each account code; revenueposted as negative amount
Use to reconcile all expenses posted
posted as negative amount
Encumbrance Detail Shows balances encumbered for POs issued
Shows PO funds committed but not yet spent
Pre-Encumbrance Detail Shows balances encumbered for Shows requisition funds requisitions approved but not yet converted to PO
qcommitted but not yet spent
How to Reconcile Departmental Budgetsp g
35
Budgeting and Reconciliation TopicsBudgeting and Reconciliation Topics1. Budgeting for various fund Types
2. Review annual budget Process
3. Balancing division/departmental budgets
• Monitoring Budgets• Monitoring Expenditures
4 P iti M t4. Position Management • New Hire/New Positions Budget Analysis
- YE Analysisy
5. Mid Year/YE Forecasting & Review- Fund/Departmental Balances
36
- Open Commitments
- Reimbursement/Chargeback Analysis
Various Fund TypesVarious Fund Types
1. CSU Operating Fund - THEFD
2. Reimbursements – THERA
3. Lottery
4. Continuing Education
5. Capital Outlay
6. Enterprise/Self Support Funds
7. Trust Funds
37
A l B d t PAnnual Budget ProcessTypes of Budget
1. Baseline Budget – Annual Fiscal Year Budget – on-going
2. Incremental – One Time Budget
3. Projects/Designated Budgets
• Could have multiple funding sources and can span over multiple• Could have multiple funding sources and can span over multiplefiscal years.
• Typically, expenditure outlay is too large for one fiscal year.
Most organizations have a combination of all three budget types.
38
A l B d t PAnnual Budget ProcessTypes of Budget
1 B li B d t A l Fi l Y B d t i1. Baseline Budget – Annual Fiscal Year Budget – on-going
An estimate of spending, revenue, the deficit or surplus, during a fiscal year under current policies with the assumption that y p prevenues and spending will continue.
Characteristics
The budget is stable and change is gradual.
Managers can operate their departments on a consistent basis.
It’s simple to operate and easy to understand.
39
A l B d t PAnnual Budget ProcessTypes of Budget
2- Incremental/One-time Budgets
Non-recurring set of funds provided to a department. A non-base item is often related to a one-time project such as capital projects or a special project. It could also include one-time/non-recurring source(s) of revenue.
Characteristics• Non base budget• Designated - including revenues and expenditures
N i f d• Non recurring funds• Generally identified by a specific code (project or class
code)
40
Annual Budget ProcessBaseline Budget
CSU Operating Fund ‐ THEFD
41
Annual Budget ProcessgBaseline & One Time Budget ‐ By Expense Type
42
Annual Budget ProcessBaseline & One‐Time ‐ By Department & Project
43
Annual Budget ProcessgOne Time/Project Budget ‐ By Project
44
Annual Budget ProcessAnnual Budget ProcessSpecial/Enterprise Funds
Examples
•Parkingg
•Housing
• Associated Students
Monitoring Budgets and Expenditures ‐ Data Warehouseg g p
Loging
Data Warehouse Dashboards
Loging
Monitoring BudgetsMonitoring BudgetsBudget Transactions
Data Warehouse Budget Allocations Shows all budget transactions
48
Monitoring BudgetsMonitoring BudgetsBudget Allocations
Data Warehouse – Budget Allocations by Tree
49
Monitoring BudgetsMonitoring BudgetsBudget Allocations
Budget Scenariosg
What makes up Budgets
Baseline Budget One‐Time Budget
Initial Baseline Additional Baseline Prior Year Budget Current Year Budget
Initial Base & Add’l Baseline Prior Prior One‐ One‐
INTL_BASE ADDL_BASE BTR_BASE PY_CRYFWD PY_ENC PY_PTD IT_BUDAJ BTR_1Time ABR_BFNPL
Base & Division Baseline
Adj
Add’lBase
Allocation
Baseline Budget Transfer
Prior Year CFWD
Prior Year
Encumb
Prior Year PTD
Time Budget Adj
Time Budget Transfer
Benefit Allocation
10
Revenue/Expense Summary Report
Monitoring BudgetsMonitoring BudgetsTracking Expenditures
Data Warehouse – Revenue/Expense Summary Report
53
Monitoring Budgetsg gTracking Expenditures
54
Monitoring Budgets/Expendituresg g
55
Monitoring Budgets/ ExpendituresMonitoring Budgets/ Expenditures
56
Monitoring Budgets/ Expenditures Monitoring Charge Backs
Copier Charge-backs
57
Monitoring Budgets/ Expenditures /Chargeback/Recharge Codes
58
Position Management – New Hire/Position Analysis
Salary Expenditure Projection ReportSalary Expenditure Projection Report
Position Management‐ Benefit AnalysisPosition Management‐ Benefit Analysis
Position Management‐ Benefit Analysisg y
Year End Forecasting/ReviewForm Charge Back Analysis – New Process
Year End/Mid Year Projections
Projected BBA = (Budget Balance Available + Anticipated Revenue/Reimbursement) – Anticipated Expenses
Year End ClosingYear End ClosingPrior Year Encumbrances – Review Process
Th B d t Pl i & Ad i d t t ill• The Budget Planning & Admin department will reserve funds from your budget for your open encumbrances (PO’s) if there is sufficient budget b l il bl dbalances available at year‐end.
• Ninety days (July 1st thru September 30th) to close• Ninety days (July 1 thru September 30 ) to close Prior Year Encumbrances.
• Approximately around October 1st – Contracts and Procurements will cancel/close any outstanding prior year encumbrances. (Division specific)year encumbrances. (Division specific)
Year End ClosingPrior Year Encumbrances – Review Requisitions
Year End ClosinggPrior Year Encumbrances – Review PO Balances
Questions?
