FINANCIAL SERVICES BUDGET DEPARTMENT BUDGET 101

FINANCIAL SERVICESFINANCIAL SERVICES

BUDGET DEPARTMENTBUDGET DEPARTMENTBUDGET 101BUDGET 101

February 27, 2012February 27, 2012

Marilyn Farrell, Budget DirectorMarilyn Farrell, Budget Director– [email protected], [email protected], x8012

Jennifer Eaton, Budget CoordinatorJennifer Eaton, Budget Coordinator– [email protected], [email protected], x8024

Patty Epps, Position ControlPatty Epps, Position Control– [email protected], [email protected], x8122

BUDGET DEPARTMENTBUDGET DEPARTMENT

ACCOUNT CODE ACCOUNT CODE STRUCTURESTRUCTURE GAAP and Legal ComplianceGAAP and Legal Compliance

– Guidelines for financial accounting and reporting are derived from generally accepted accounting principles (GAAP).

– School districts are required to adhere to GAAP.

– The Texas Education Code (TEC) and other state statutes contain the legal requirements for public school finance, accounting, budgeting and reporting.

ACCOUNT CODE ACCOUNT CODE STRUCTURESTRUCTURE

FUND CODEFUND CODE FUNCTION FUNCTION OBJECTOBJECT SUB-OBJECT SUB-OBJECT ORGANIZATIONORGANIZATION

PROGRAMPROGRAM ACTIVITYACTIVITY SOURCE SOURCE PROJECTPROJECT

*Source: Budget Management Guidelines and Procedures document available for download on the Budget website

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FUND FUNCTION OBJECT SUB-OBJECT ORGANIZATION PROGRAM ACTIVITY SOURCE PROJECTXXX XX XXXX XX XXX XX XXXX XXX XXXXX

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FUND CODE - FUND CODE - A fund (3 digits) is an accounting entity with a self-A fund (3 digits) is an accounting entity with a self-balancing set of accounts recording financial resources and liabilities. The balancing set of accounts recording financial resources and liabilities. The fund's purpose can be established by the state or federal government as fund's purpose can be established by the state or federal government as well as the school district.well as the school district.

EXAMPLES OF FUND TYPESEXAMPLES OF FUND TYPES– General Fund (Fund 199)General Fund (Fund 199)– Special Revenue Funds (Funds 200 – 499)Special Revenue Funds (Funds 200 – 499)

Federal (Funds 200 – 379)Federal (Funds 200 – 379) State (Funds (380 – 459)State (Funds (380 – 459) Local (Funds (460 – 499)Local (Funds (460 – 499)

– Capital Projects Funds (Funds 600 – 699)Capital Projects Funds (Funds 600 – 699)– Internal Service Funds (Funds 750 – 799)Internal Service Funds (Funds 750 – 799)– Fiduciary Funds (Funds 800 – 899)Fiduciary Funds (Funds 800 – 899)

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*Refer to the Budget Management Guidelines and Procedures document available for download on the Budget website for a complete listing.


– 11 Instruction11 Instruction– 12 Library12 Library– 13 Staff Development13 Staff Development– 23 Campus Administration23 Campus Administration– 31 Counselor31 Counselor– 33 Nurse33 Nurse– 34 Transportation to/from school34 Transportation to/from school

– 36 Extracurricular36 Extracurricular– 41 General Administration41 General Administration– 55 1 Maintenance1 Maintenance– 52 Security52 Security– 53 Data Processing53 Data Processing– 61 Community Services61 Community Services

FUNCTIONFUNCTION - A function (2 digits) represents a general operational - A function (2 digits) represents a general operational area in a school district and groups together related activities. Most area in a school district and groups together related activities. Most school districts use all of the functions in the process of educating school districts use all of the functions in the process of educating students or organizing the resources. For example, in order to provide students or organizing the resources. For example, in order to provide the appropriate atmosphere for learning, school districts transport the appropriate atmosphere for learning, school districts transport students to school (function 34), teach students (function 11), feed students to school (function 34), teach students (function 11), feed students (function 35) and provide health services (function 33). Each students (function 35) and provide health services (function 33). Each of these activities is a function.of these activities is a function.

SUMMARY OF COMMONLY USED FUNCTIONSSUMMARY OF COMMONLY USED FUNCTIONS

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OBJECT - OBJECT - An object code (4 digits) identifies the nature of an An object code (4 digits) identifies the nature of an account or transaction. The school district's accounting records account or transaction. The school district's accounting records are to reflect expenses at the most detailed level, as depicted are to reflect expenses at the most detailed level, as depicted in the chart of accounts for accounting and Public Education in the chart of accounts for accounting and Public Education Information Management System (PEIMS) reporting (actual Information Management System (PEIMS) reporting (actual data) purposes. data) purposes.

SUMMARY OF COMMONLY USED OBJECT CODESSUMMARY OF COMMONLY USED OBJECT CODES– 6100 Payroll - Common Object Codes6100 Payroll - Common Object Codes

6112 – Substitutes for Teachers/Professionals6112 – Substitutes for Teachers/Professionals 6118 – Teacher/Professional Extra Duty Pay6118 – Teacher/Professional Extra Duty Pay 6121 – Support Personnel Extra Duty6121 – Support Personnel Extra Duty 6122 – Substitutes for Support Personnel/Temps6122 – Substitutes for Support Personnel/Temps 614X – Payroll Benefit Accounts614X – Payroll Benefit Accounts

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SUMMARY OF COMMONLY USED OBJECT CODES SUMMARY OF COMMONLY USED OBJECT CODES (cont’d)(cont’d)

– 6200 Services – Common Object Codes6200 Services – Common Object Codes 6239 – Education Service Center6239 – Education Service Center 6249 – Equipment Repair Contracts6249 – Equipment Repair Contracts 6269 – Rentals/Operating Leases6269 – Rentals/Operating Leases 6291 – Consulting Services6291 – Consulting Services 6299 – Miscellaneous Contracted Services6299 – Miscellaneous Contracted Services

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– 6300 Supplies – Common Object Codes6300 Supplies – Common Object Codes 6315 – Custodial/Janitorial and Pest Control6315 – Custodial/Janitorial and Pest Control 6321 – Textbooks6321 – Textbooks 6329 – Reading Materials6329 – Reading Materials 6399 – Teaching/General Supplies6399 – Teaching/General Supplies

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– 6400 Other Operating – Common Object Codes6400 Other Operating – Common Object Codes 6411 – Employee Travel6411 – Employee Travel 6412 – Student Travel6412 – Student Travel 6494 – Field Trips (Humble ISD Transportation)6494 – Field Trips (Humble ISD Transportation) 6495 – Dues6495 – Dues 6499 – Miscellaneous Operating6499 – Miscellaneous Operating

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– 6600 Capital Outlay – Common Object Codes6600 Capital Outlay – Common Object Codes 6631 – Vehicles >= $5,0006631 – Vehicles >= $5,000 6639 – Furniture, Equipment and Software >= $5,0006639 – Furniture, Equipment and Software >= $5,000 6649 – Controllable Assets*6649 – Controllable Assets* 6669 – Library Books and Media6669 – Library Books and Media

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ACCOUNT CODE ACCOUNT CODE STRUCTURESTRUCTURE Humble ISD Capital Assets Accounting Humble ISD Capital Assets Accounting

and Financial Reporting Regulationand Financial Reporting Regulation– Purpose of RegulationPurpose of Regulation

Safeguard the significant investment in capital Safeguard the significant investment in capital assetsassets

Management tool for the replacement of Management tool for the replacement of recurring itemsrecurring items

Comply with State law and regulations, and Comply with State law and regulations, and provide information for the preparation of provide information for the preparation of financial statementsfinancial statements

Ensure that capital assets are adequately Ensure that capital assets are adequately insured to cover lossesinsured to cover losses

ACCOUNT CODE ACCOUNT CODE STRUCTURESTRUCTURE Controllable AssetsControllable Assets

– Tangible or intangible assets with a useful life that Tangible or intangible assets with a useful life that extends beyond a single reporting period that do not extends beyond a single reporting period that do not meet the District’s capitalization threshold but for meet the District’s capitalization threshold but for which the District maintains an inventory record for which the District maintains an inventory record for other than reporting purposes, such as security from other than reporting purposes, such as security from theft.theft.

– Controllable assets include the following:Controllable assets include the following:– Athletic/Fine Arts equipment, Athletic/Fine Arts equipment,

including uniforms, robes and including uniforms, robes and costumescostumes

– Graduation uniforms for Graduation uniforms for administratorsadministrators

– Audio-visual equipment, including Audio-visual equipment, including TV’s, CD players, stereos, certain TV’s, CD players, stereos, certain cameras and projectorscameras and projectors

– Telecommunications equipmentTelecommunications equipment– Computer equipment (computers, Computer equipment (computers,

laptops, printers, scanners, software)laptops, printers, scanners, software)– Health & safety equipment (security Health & safety equipment (security

systems, AEDs, etc.)systems, AEDs, etc.)– CopiersCopiers– Student desks and chairsStudent desks and chairs

– Office furnitureOffice furniture– Cafeteria tablesCafeteria tables– Major appliances (these items are Major appliances (these items are

large, difficult to move, and generally large, difficult to move, and generally fixed in place, e.g. ranges, fixed in place, e.g. ranges, refrigerators, ice makers, washers, refrigerators, ice makers, washers, dryers, and dishwashers)dryers, and dishwashers)

– Special needs mobility equipmentSpecial needs mobility equipment– ToolsTools– Graphing calculatorsGraphing calculators– Commercial grade custodial Commercial grade custodial

equipment (back pack vacuums, floor equipment (back pack vacuums, floor scrubbers, pressure washers, wet/dry scrubbers, pressure washers, wet/dry vacs, floor buffers, carpet extractors, vacs, floor buffers, carpet extractors, sweepers, etc.)sweepers, etc.)*Refer to the Capital Assets Accounting and Financial Reporting Regulation which governs the use of capital funds.


SUB-OBJECT - The sub-object (2 digits) further SUB-OBJECT - The sub-object (2 digits) further identifies the object code (numeric and alpha) and is identifies the object code (numeric and alpha) and is used by a district, campus, or department for used by a district, campus, or department for management purposes to distinguish accounts.management purposes to distinguish accounts.

Sub-objects are optional in most cases and are used Sub-objects are optional in most cases and are used by the district to further define expenses such as:by the district to further define expenses such as:– Printing (PR)Printing (PR)– Technology (65)Technology (65)– Postage (PM)Postage (PM)– Mileage (MI)Mileage (MI)– Subject Areas such as Math (54), Science (67), etc.Subject Areas such as Math (54), Science (67), etc.

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ORGANIZATION - ORGANIZATION - An organization (3 digits) is a group of An organization (3 digits) is a group of employees who are obligated to complete a specific employees who are obligated to complete a specific responsibility and will generally have an identifiable leader responsibility and will generally have an identifiable leader or an individual who is accountable for the overall or an individual who is accountable for the overall completion of the responsibility. completion of the responsibility.

Organizations are defined by the Financial Accounting Organizations are defined by the Financial Accounting Standards and Reporting Guidelines published by TEAStandards and Reporting Guidelines published by TEA– 001-040 High Schools001-040 High Schools– 041-100 Middle Schools041-100 Middle Schools– 101-698 Elementary Schools101-698 Elementary Schools– 699 Summer School699 Summer School

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– 700-997 700-997 AdministrativeAdministrative

– 998 Unallocated998 Unallocated– 999 Undistributed999 Undistributed


PROGRAM - PROGRAM - A program intent code (2 digits) is used to account A program intent code (2 digits) is used to account for the cost of instruction and other services that are directed for the cost of instruction and other services that are directed toward a particular need of a specific set of students. The intent toward a particular need of a specific set of students. The intent (the student group toward which the instructional or other services (the student group toward which the instructional or other services is directed) determines the program intent code, not the is directed) determines the program intent code, not the demographic makeup of the students served.demographic makeup of the students served.

SUMMARY OF PROGRAM CODESSUMMARY OF PROGRAM CODES– 11 Basic Education11 Basic Education– 21 Gifted & Talented21 Gifted & Talented– 22 Career & Technology22 Career & Technology– 23 Special Education23 Special Education– 24 State Comp Ed (SCE)24 State Comp Ed (SCE)– 25 Bilingual25 Bilingual– 26 AEP Basic Services26 AEP Basic Services

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– 28 DAEP Basic 28 DAEP Basic ServicesServices

– 30 SCE Title I 30 SCE Title I – 31 High School 31 High School

AllotmentAllotment– 32 Prekindergarten32 Prekindergarten– 91 Athletics91 Athletics– 99 Undistributed99 Undistributed


ACTIVITY - ACTIVITY - The activity (4 digits) identifies the campus program, The activity (4 digits) identifies the campus program, student group, or department program for which the expenditures student group, or department program for which the expenditures are intended. Activities can be linked to expenditure as well as are intended. Activities can be linked to expenditure as well as revenue accounts.revenue accounts.

Activities are optional in many cases. They are required for Activities are optional in many cases. They are required for centralized activity fund accounts. Activities used by the centralized activity fund accounts. Activities used by the district to further define groups or departments such as:district to further define groups or departments such as:– Athletics groups (Basketball, Cross Country, Football, etc.)Athletics groups (Basketball, Cross Country, Football, etc.)– Academic groups (Debate/Speech, Science Olympiad, etc.)Academic groups (Debate/Speech, Science Olympiad, etc.)– Departments/Classes (Math, English, Science, Library, etc.)Departments/Classes (Math, English, Science, Library, etc.)– Organizations/Clubs (NHS, Student Council, Honor Choir, etc.)Organizations/Clubs (NHS, Student Council, Honor Choir, etc.)

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SOURCE - SOURCE - The source (3 digits) identifies the The source (3 digits) identifies the campus/department with budget authority over the campus/department with budget authority over the expense/receipt. A department can continue to maintain expense/receipt. A department can continue to maintain control over those funds that are transferred to campuses control over those funds that are transferred to campuses and still maintain proper PEIMS coding. and still maintain proper PEIMS coding.

Source Codes are locally defined by the District and are Source Codes are locally defined by the District and are used to assign budget authority within the financial system. used to assign budget authority within the financial system. See Summary of Organization Codes for list of values.See Summary of Organization Codes for list of values.

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PROJECT - PROJECT - The project code identifies grants, bond projects, maintenance The project code identifies grants, bond projects, maintenance projects and other special projects where costs must be accumulated as projects and other special projects where costs must be accumulated as separate projects with 5 characters in length.separate projects with 5 characters in length.

Project Codes are locally defined by the district. Some of the Project Codes are locally defined by the district. Some of the examples of how project codes are used to further define examples of how project codes are used to further define expenditures are:expenditures are:– Projects beginning with F are granted by the Education FoundationProjects beginning with F are granted by the Education Foundation– Projects beginning with B are capital projects usually funded by bondsProjects beginning with B are capital projects usually funded by bonds– Projects that begin with numbers are generally federal, state or local Projects that begin with numbers are generally federal, state or local

grants where the first three digits define the fund, the fourth digit defines grants where the first three digits define the fund, the fourth digit defines the expenditure period (e.g. 2 is for 2011-12) and the letter code the expenditure period (e.g. 2 is for 2011-12) and the letter code separates multiple grants that may be combined in the same fund.separates multiple grants that may be combined in the same fund.

– Projects that begin with GF are part of the General Fund allocationProjects that begin with GF are part of the General Fund allocation– Projects that begin with SP denote special projects related to unforeseen Projects that begin with SP denote special projects related to unforeseen

events (fire damage, water damage, etc.)events (fire damage, water damage, etc.)

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STUDENT DEMOGRAPHICS

ACADEMIC PERFORMANCE

PERSONNEL INFORMATION

FINANCIAL DATA (MUNIS)

Public Education

Information Management

System (PEIMS)

TEA

GENERAL INFORMATIONGENERAL INFORMATION Budget Management Guidelines and Budget Management Guidelines and

Procedures Document available for Procedures Document available for download on the Budget webpagedownload on the Budget webpage

BREAKBREAK

GENERAL INFORMATIONGENERAL INFORMATION 2.1 – Definitions2.1 – Definitions

– Accounting Periods Accounting Periods - The months within a - The months within a fiscal year are referred to as accounting fiscal year are referred to as accounting periods in MUNIS. The District’s financial periods in MUNIS. The District’s financial reporting periods begin with July (period 1) reporting periods begin with July (period 1) and end with June (period 12).and end with June (period 12).

– Budget Amendment Budget Amendment – This is a transfer of – This is a transfer of budget money between general ledger budget money between general ledger accounts. These items are generally accounts. These items are generally processed by the budget department.processed by the budget department.

GENERAL INFORMATIONGENERAL INFORMATION 2.1 – Definitions (cont’d)2.1 – Definitions (cont’d)

– Capital Asset Capital Asset – Items with a useful life of – Items with a useful life of more than one year and a unit cost greater more than one year and a unit cost greater than or equal to $5,000 (object code 6639.) than or equal to $5,000 (object code 6639.) Capital asset as defined by the District's Capital asset as defined by the District's capitalization policy includes equipment, capitalization policy includes equipment, furniture, works of art, historical treasures furniture, works of art, historical treasures and infrastructure.and infrastructure.


– Controllable Asset Controllable Asset – Items that do not meet – Items that do not meet the district's capitalization threshold, but for the district's capitalization threshold, but for which the district maintains an inventory which the district maintains an inventory record, and which have a useful life of more record, and which have a useful life of more than one year (object code 6649.) See the than one year (object code 6649.) See the Capital Outlay Guidelines for a specific list of Capital Outlay Guidelines for a specific list of items which qualify. items which qualify.


– External Budget Amendment External Budget Amendment - transfer - transfer to/from an account outside of the to/from an account outside of the originating department’s budget authority.originating department’s budget authority.

– Fiscal Year Fiscal Year - The start and end of the - The start and end of the District’s financial year. The district’s fiscal District’s financial year. The district’s fiscal year begins with July and ends with June.year begins with July and ends with June.

– Internal Budget Amendment Internal Budget Amendment - transfer - transfer to/from accounts within the originating to/from accounts within the originating department’s budget authority.department’s budget authority.


– Journal Entry Journal Entry – This is a transfer of actuals (e.g. – This is a transfer of actuals (e.g. revenues, expenditures) between general ledger revenues, expenditures) between general ledger accounts. These items are generally processed accounts. These items are generally processed by the general ledger accountants.by the general ledger accountants.

– Multiyear Fund Multiyear Fund – Need exists to manage financial – Need exists to manage financial information for a set of accounts greater than information for a set of accounts greater than one fiscal year (many federal grants have a one fiscal year (many federal grants have a begin and end date of greater than one year), or begin and end date of greater than one year), or where the fiscal year of the grant does not line where the fiscal year of the grant does not line up with the district’s fiscal year (Jul – Jun.)up with the district’s fiscal year (Jul – Jun.)

GENERAL INFORMATIONGENERAL INFORMATION 2.1 – Definitions2.1 – Definitions 2.2 – Creating New Accounts2.2 – Creating New Accounts 2.4 – Comparison Symbols2.4 – Comparison Symbols 2.5 – Quick Reference Tools2.5 – Quick Reference Tools 2.6 – Understanding Multiyear Funds2.6 – Understanding Multiyear Funds

GENERAL INFORMATIONGENERAL INFORMATION Journal AcronymsJournal Acronyms

– Accounts PayableAccounts Payable API - AP Invoice PostingAPI - AP Invoice Posting APM - AP Invoice MaintenanceAPM - AP Invoice Maintenance

– Budget EntriesBudget Entries BUA - Budget AdjustmentBUA - Budget Adjustment BUC - New Budget PostingBUC - New Budget Posting

– Cash ReceiptsCash Receipts CRP - Posted Payments & ReversalsCRP - Posted Payments & Reversals GCR - General Cash ReceiptsGCR - General Cash Receipts

GENERAL INFORMATIONGENERAL INFORMATION Journal Acronyms (cont’d)Journal Acronyms (cont’d)

– EncumbrancesEncumbrances GEL - General Encumbrance JournalGEL - General Encumbrance Journal

– Journal EntriesJournal Entries GEN - General Journal EntryGEN - General Journal Entry GNI - General Journal ImportGNI - General Journal Import GRV - Journal ReversalGRV - Journal Reversal

– Inventory Entries (Warehouse)Inventory Entries (Warehouse) INI - Inventory IssueINI - Inventory Issue

– Work Order Entries (Print Shop, Postage)Work Order Entries (Print Shop, Postage) WOJ - Work Order JournalWOJ - Work Order Journal

GENERAL INFORMATIONGENERAL INFORMATION Journal Acronyms (cont’d)Journal Acronyms (cont’d)

– Purchase Order EntriesPurchase Order Entries POE - PO EntryPOE - PO Entry POL - PO LiquidationPOL - PO Liquidation POM - Purchase Order MaintenancePOM - Purchase Order Maintenance SOY - Open New Fiscal YearSOY - Open New Fiscal Year YEC - Close Current Fiscal YearYEC - Close Current Fiscal Year

– Payroll EntriesPayroll Entries PRJ - Payroll Distribution JournalPRJ - Payroll Distribution Journal PRX - Payroll Texas TRSPRX - Payroll Texas TRS

BUDGET TRANSFERS AND BUDGET TRANSFERS AND AMENDMENTSAMENDMENTS 4.1 Internal Budget Transfers4.1 Internal Budget Transfers 4.2 External Budget Transfers4.2 External Budget Transfers 4.3 Viewing or Editing Pending Amendments4.3 Viewing or Editing Pending Amendments 4.4 Budget Amendments for Board Approval4.4 Budget Amendments for Board Approval 4.5 Board Meeting Dates4.5 Board Meeting Dates 4.6 Making Deposits in Munis4.6 Making Deposits in Munis

– 4.6.1 Athletic Activity Fund4.6.1 Athletic Activity Fund– 4.6.2 Campus Activity Fund4.6.2 Campus Activity Fund– 4.6.3 ERATE4.6.3 ERATE– 4.6.4 Foundation Grants4.6.4 Foundation Grants

– 4.6.5 Livestock Activity 4.6.5 Livestock Activity FundFund

– 4.6.6 Local Misc Deposit4.6.6 Local Misc Deposit– 4.6.7 Local Vending 4.6.7 Local Vending

DepositDeposit

BUDGET TRANSFERS AND BUDGET TRANSFERS AND AMENDMENTSAMENDMENTS Transferring Centralized Activity FundsTransferring Centralized Activity Funds

– Between Campus (461) Activity Accounts Between Campus (461) Activity Accounts Create an internal budget transfer in MunisCreate an internal budget transfer in Munis Include description of why funds are transferringInclude description of why funds are transferring Release for campus administrator’s approvalRelease for campus administrator’s approval

– Campus (461) or Student (865) Activity Account to Campus (461) or Student (865) Activity Account to Student Activity (865) or Scholarship Account (810)Student Activity (865) or Scholarship Account (810)

Complete Request for Internal Transfer of Funds formComplete Request for Internal Transfer of Funds form Initiate budget transfer in Munis (status will be “unbalanced”)Initiate budget transfer in Munis (status will be “unbalanced”) Record journal number on transfer request form and submit to Record journal number on transfer request form and submit to

the Director of Campus and Departmental Supportthe Director of Campus and Departmental Support Once original copy of form is received, transfer will be Once original copy of form is received, transfer will be

completed and released for your campus administrator’s completed and released for your campus administrator’s approval approval

Original form will be returned to you when process is completeOriginal form will be returned to you when process is complete

BUDGET TRANSFERS AND BUDGET TRANSFERS AND AMENDMENTSAMENDMENTS Transferring Centralized Activity Funds (cont’d)Transferring Centralized Activity Funds (cont’d)

– Between Student (865) Activity AccountsBetween Student (865) Activity Accounts Complete Request for Internal Transfer of Funds formComplete Request for Internal Transfer of Funds form Initiate budget transfer in Munis (status will be “held” – do Initiate budget transfer in Munis (status will be “held” – do

not release journal)not release journal) Record journal number on transfer request form and submit Record journal number on transfer request form and submit

to the Director of Campus and Departmental Supportto the Director of Campus and Departmental Support Once original copy of form is received, transfer will be Once original copy of form is received, transfer will be

completed and released for your campus administrator’s completed and released for your campus administrator’s approval approval

Original form will be returned to you when process is Original form will be returned to you when process is completecomplete

– Student (865) Activity to Campus (461) ActivityStudent (865) Activity to Campus (461) Activity Transfer from student activity to campus activity are Transfer from student activity to campus activity are

generally not allowablegenerally not allowable Contact the Finance Department with questionsContact the Finance Department with questions

BUDGET TRANSFERS AND BUDGET TRANSFERS AND AMENDMENTSAMENDMENTS Querying and Printing Posted JournalsQuerying and Printing Posted Journals

– Under the Financials Menu, select General Ledger Menu, Under the Financials Menu, select General Ledger Menu, Journal Entry/History, then click Journal Inquiry/PrintJournal Entry/History, then click Journal Inquiry/Print

– In the Journal Inquiry/Print screen, click the magnifying In the Journal Inquiry/Print screen, click the magnifying glass to enter “find” modeglass to enter “find” mode

– Input these criteria to find a budget amendment journal:Input these criteria to find a budget amendment journal: Year = Fiscal year journal was posted (2012)Year = Fiscal year journal was posted (2012) Period = Period journal posted (Jul = 1, etc.) or leave blank.Period = Period journal posted (Jul = 1, etc.) or leave blank. Journal = Enter journal number or leave blankJournal = Enter journal number or leave blank Source = BUA for budget amendment journalsSource = BUA for budget amendment journals Created by = your user id (first initial and first 6 letters of last Created by = your user id (first initial and first 6 letters of last

name)name) Leave the remaining fields blank and click Accept (green check)Leave the remaining fields blank and click Accept (green check) Scroll through journals on screen, print, display or save as PDF Scroll through journals on screen, print, display or save as PDF

filefile

QUERIES, REPORTS AND QUERIES, REPORTS AND GUIDELINESGUIDELINES 3.1 GL Account Inquiry3.1 GL Account Inquiry 3.2 YTD Budget Report3.2 YTD Budget Report 3.3 Capital Outlay Guidelines3.3 Capital Outlay Guidelines 3.4 Payroll Template3.4 Payroll Template 3.5 Purchase Orders by GL Account3.5 Purchase Orders by GL Account

QUERIES, REPORTS AND QUERIES, REPORTS AND GUIDELINESGUIDELINES Centralized Activity Fund ReportingCentralized Activity Fund Reporting

– Use Report Sequence Use Report Sequence under Report Options under Report Options to control how the to control how the report sorts and report sorts and breaksbreaks

QUERIES, REPORTS AND QUERIES, REPORTS AND GUIDELINESGUIDELINES Centralized Activity Fund Reporting Centralized Activity Fund Reporting

(cont’d)(cont’d)– Example Sponsor Report (see Report Example Sponsor Report (see Report

Options on previous slide)Options on previous slide)

QUERIES, REPORTS AND QUERIES, REPORTS AND GUIDELINESGUIDELINES Centralized Activity Fund ReportingCentralized Activity Fund Reporting

– Use “Totals Only” to Use “Totals Only” to summarize by Report summarize by Report Sequence for Sequence for reporting to Principalsreporting to Principals

QUERIES, REPORTS AND QUERIES, REPORTS AND GUIDELINESGUIDELINES Centralized Activity Fund Reporting Centralized Activity Fund Reporting

(cont’d)(cont’d)– Example Principal Report (see Report Example Principal Report (see Report

Options on previous slide)Options on previous slide)

QUERIES, REPORTS AND QUERIES, REPORTS AND GUIDELINESGUIDELINES Budgeting for P-CardsBudgeting for P-Cards

– Funds set aside using sub-object P1Funds set aside using sub-object P1– P-Cards using 199-General FundP-Cards using 199-General Fund

Funds will be re-appropriated each year from Funds will be re-appropriated each year from your current year allocationyour current year allocation

Set aside funds will be used against P-Card Set aside funds will be used against P-Card purchases for June each yearpurchases for June each year

In the event a P-Card is cancelled, remaining In the event a P-Card is cancelled, remaining funds will be released into available balancefunds will be released into available balance

– P-Cards using other funding sourcesP-Cards using other funding sources Funds will be set aside one time and remain set Funds will be set aside one time and remain set

aside until P-Card is deactivatedaside until P-Card is deactivated Set aside funds will be used against P-Card Set aside funds will be used against P-Card

purchases for the last month the P-Card is activepurchases for the last month the P-Card is active Remaining funds will be released into available Remaining funds will be released into available

balancebalance

QUERIES, REPORTS AND QUERIES, REPORTS AND GUIDELINESGUIDELINES

Year End CloseYear End Close– 15% Carry Forward15% Carry Forward

Available balances at year end can be Available balances at year end can be rolled forward up to a maximum of 15% of rolled forward up to a maximum of 15% of your original General Fund allocationyour original General Fund allocation

Accounts that are not part of discretionary Accounts that are not part of discretionary funds will be excluded from this funds will be excluded from this calculation (example: utilities, legal fees, calculation (example: utilities, legal fees, etc.)etc.)

Amount will be added to your supply Amount will be added to your supply account once approved by the Board of account once approved by the Board of Trustees at the September board meetingTrustees at the September board meeting

QUERIES, REPORTS AND QUERIES, REPORTS AND GUIDELINESGUIDELINES

Year End Close (cont’d)Year End Close (cont’d)– Cut Off DatesCut Off Dates

Transfers between functions for 199-Transfers between functions for 199-General Fund must be submitted no General Fund must be submitted no later than May 31, 2012 in order to be later than May 31, 2012 in order to be approve by the Board at the June board approve by the Board at the June board meetingmeeting

All requisitions must be entered and All requisitions must be entered and approved by administrator June 14, approved by administrator June 14, 20122012

QUERIES, REPORTS AND QUERIES, REPORTS AND GUIDELINESGUIDELINES Year End Close (cont’d)Year End Close (cont’d)

– A/P ReconciliationA/P Reconciliation If the appropriate documentation is received If the appropriate documentation is received

by A/P, funds will be appropriated in the by A/P, funds will be appropriated in the next fiscal year for purchases where the next fiscal year for purchases where the goods have not been received by Jun 30goods have not been received by Jun 30thth

Reconcile open PO’s by running the Reconcile open PO’s by running the Purchase Orders by GL Account report Purchase Orders by GL Account report (section 3.5) and insure only valid purchase (section 3.5) and insure only valid purchase orders are carried forward into the next orders are carried forward into the next fiscal yearfiscal year

QUERIES, REPORTS AND QUERIES, REPORTS AND GUIDELINESGUIDELINES Year End Close (cont’d)Year End Close (cont’d)

– Capital Outlay AllocationCapital Outlay Allocation Budget submitted by Feb 23Budget submitted by Feb 23rdrd All requisitions entered and approve by All requisitions entered and approve by

administrator by May 11administrator by May 11thth Receiving records entered for items received / Receiving records entered for items received /

services provided on or before Jun 30services provided on or before Jun 30thth by Jul by Jul 1010thth

All items must be received by Aug 31All items must be received by Aug 31stst Receiving records entered for items received / Receiving records entered for items received /

services provided after Jun 30services provided after Jun 30thth by Sep 7 by Sep 7th th

ALL PAYMENTS MADE BY A/P NO LATER ALL PAYMENTS MADE BY A/P NO LATER THAN SEP 30THAN SEP 30THTH

BEST PRACTICESBEST PRACTICES Review YTD Budget Reports once per weekReview YTD Budget Reports once per week Resolve negative balances once per weekResolve negative balances once per week Periodically review and purge any pending Periodically review and purge any pending

budget amendments (section 4.3) and budget amendments (section 4.3) and requisitionsrequisitions

Review Field Trip reports from Review Field Trip reports from Transportation to ensure correct accounts Transportation to ensure correct accounts will be chargedwill be charged

Maintain sufficient funds in supplemental Maintain sufficient funds in supplemental pay accounts (6112, 6118, 6121, 6122) pay accounts (6112, 6118, 6121, 6122) and field trip accounts (6494)and field trip accounts (6494)

BREAKBREAK

POSITION CONTROLPOSITION CONTROL

WRAPPING UPWRAPPING UP Conclusions Conclusions QuestionsQuestions Scheduling Campus VisitsScheduling Campus Visits

THANK YOU!!THANK YOU!!

FINANCIAL SERVICES BUDGET DEPARTMENT BUDGET 101

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Transcript of FINANCIAL SERVICES BUDGET DEPARTMENT BUDGET 101