Budgetchecking Trg 30Oct

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createyour future www.utdallas.edu

Budget Control


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Budget ControlOverview

Budget Checkis a part of Commitment

Control. It is a process that ensures

available budget exists for a given

expense/transaction.

A budget checking error occurs when anexpense is posted with insufficientor

nonexistent budget.


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Budget Control Overview

Budget Exceptions andling

!olutions

"imeline

Case !tudies

I#" $ournals

Budget "ransfer $ournals !preadsheet $ournals

%e&uisitions

Session Agenda


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Session Goals

#efine Exception andling

%eview Exception andling %ules

and 'uidelines

%eview Case !tudies

(rovide Action (lan


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)hat are Budget Errors*


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Budget Check Error Types

Budget Control Budget Check Categories

Warnings

Errors


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Types of Errors

Budget Check Categories Errors

Exceeds Control Budget

No Budget Exists

Exceeds Non-ControlBudget

Budget is Closed !ate outof Bounds



Budget Control is active for the following+

I#"s and

!preadsheet $ournals

Expense %eports "ravel Authori,ations

"ayrolland Ca#pus Solutions transactions not

enabled

(urchase Orders -ouchers

Budget $ournals

Budget Control Acti$ity



%andling Exceptions



Actions to Correct Budget

Checking Errors

Error &!T 'ournal G( 'ournal Budget 'ournal )ouchers Tra$el Expenses

Exceeds Control Budget pdate ournal

with alternative

cost center or

perform budget

transfer to

increase

funding.

%epl0 to budget

chec1ing

exception email

with alternative

cost center or

perform budget

transfer.

pdate ournal with

alternative cost

center or update

the transfer

amount to the

available budget in

the source cost

center.

(rovide Accounts

(a0able with an

alternative cost

center or perform

budget transfer to

increase funding.

(rovide Accounts

(a0able with an

alternative cost center

or perform budget

transfer to increase

funding.

No Budget Exists

Exceeds Non-Control

Budget

Budget is Closed to

Transactions

Budget !ate is *ut of

Bounds++

Exceeds Budget Tolerance

22If 0ou have documentation that 0our

charge is within the grant period3contact 0our grant specialist.



Error &!T 'ournal

Exceeds Control Budget pdate ournal with alternative

cost center or perform budget

transfer to increase funding.No Budget Exists

Exceeds Non-Control

Budget

Budget is Closed toTransactions


Bounds++

Exceeds Budget

Tolerance

22If 0ou have documentation that 0our charge is

within the grant period3 contact 0our grant

specialist.


Checking Errors



Error G( 'ournal

Exceeds Control Budget %epl0 to budget chec1ing

exception email with alternative

cost center or perform budget

transfer.

No Budget Exists

Exceeds Non-Control

Budget



Bounds++

Exceeds Budget

Tolerance



specialist.



Error Budget 'ournals

Exceeds Control Budget pdate ournal with alternative

cost center or update the

transfer amount to the available

budget in the source cost center.

No Budget Exists

Exceeds Non-Control

Budget



Bounds++

Exceeds Budget

Tolerance



specialist.


Checking Errors



Error )ouchers

Exceeds Control Budget (rovide Accounts (a0able with

an alternative cost center or

perform budget transfer to

increase funding.

No Budget Exists

Exceeds Non-Control

Budget



Bounds++

Exceeds Budget

Tolerance



specialist.


Checking Errors



Error Tra$el Expenses

Exceeds Control Budget (rovide Accounts (a0able with

an alternative cost center or

perform budget transfer to

increase funding.

No Budget Exists

Exceeds Non-Control

Budget



Bounds++

Exceeds Budget

Tolerance



specialist.


Checking Errors



Error ,euisition in e"rocure#ent

Exceeds Control Budget Cop0 the re&uisition into a new

cart and add an alternative cost

center or perform budget transfer

to increase funding.

No Budget Exists

Exceeds Non-Control

Budget



Bounds++

Exceeds Budget

Tolerance



specialist.


Checking Errors



Notifications

#epartment

%eviewer

4inance and

(rocurement

(Card3 "ravel3 A( -ouchers

and !ervice Center Billing



If a Cost Center has a budget exceptionthat is three business days oldandno alternative cost center is submitted3 the

transaction auto#aticallyposts to the!i$ision.School Cost Center.

Clearing Exceptions



Budget Control

at the Cost

Center level

Cost Center A$ailable

Balance



At month5end if a cost center with budgetexceptions is notcorrected b0 the

departmental month5end close deadline

6the 7nd business da0 of the following

month83 the transaction auto#atically

posts to the #ivision/!chool cost center.

Clearing at /onth-end



"he #ivision/!chool needs to transferthe cost from the #ivision/!chool

clearing cost center to an alternative

cost center within 01 business daysonce 0ou receive the #onth-end close

notice.

Clearing atMonth-End(g 9


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Case !tudies*


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Exception %andling Steps

(g 9


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Notifications Exa#ple

'reetings3

"he following errors occurred while processing the attached transactions. 4ind the cost centers associated with 0our ser I# on

the attached file. (lease provide a correction within the next 9 business da0s but no later than the departmental month5end

close deadline3 the 7ndbusiness da0 of the following month.

If a correction cannot be provided within the specified time frame3 the transaction will be posted to the !chool/#ivision ead:scentral cost center for future correction. An0 transactions recorded to the central cost center must be transferred to an

appropriate cost center within ;< business da0s of the month5end close.

If 0ou have an0 &uestions about the attached errors3 please repl0 to this email and we will assist in an0 wa0 possible. =our

immediate attention is appreciated and than1 0ou in advance>


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Budgets *$er$ie2

Can 0ou expect an Exception

Error* ow do we resolve this*


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,e$ie2 A$ailable Budget

"he Available 4und Balance

represents the real netfunding in a Cost Center

"he Budgets Overviewbalance compares planned

activit0 6the budget8 to actual

activit0


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IDT Journal

'ournal 030453

;. ow do 0ou handle Exception Error*

7. )hat are the steps we need to use*

&!T 'ournal Exception Exa#ple 0


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)hat will 0ou do to correct this

Exception* ow do we resolve this*



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=ou:ll need to edit the I#"

$ournal> "he goal is to show)on Budget !tatus.


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Open this ournal and clic1 E


Exception*

ow do we resolve this*



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'ournal 030460

;. ow do 0ou handle Exception Error*




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Budget TransferJournal

'ournal 030455

;. )hat does the error mean*


9. )h0 not a Budget Adustment $ournal*

Budget 'ournal Exa#ple


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Spreadsheet 'ournal Exa#ple

)hat notification will 0oureceive for !ervice Center3

(CC3 "ravel3 related Budget

Exceptions*


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'reetings3

"he following errors occurred while processing the attached transactions. 4ind the cost centers associated with 0our ser I# on the

attached file. (lease provide a correction within the next 9 business da0s but no later than the departmental month5end close deadline3the 7ndbusiness da0 of the following month.

If a correction cannot be provided within the specified time frame3 the transaction will be posted to the !chool/#ivision ead:s central cost

center for future correction. An0 transactions recorded to the central cost center must be transferred to an appropriate cost center within

;< business da0s of the month5end close.

If 0ou have an0 &uestions about the attached errors3 please repl0 to this email and we will assist in an0 wa0 possible. =our immediate

attention is appreciated and than1 0ou in advance>



Exceptions*


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Exceptions*


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,euisition Exa#ple


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Contacts


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Contacts

www.utdallas.edu/budget www.utdallas.edu/afr

www.utdallas.edu/procurement


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!ummar0


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Su##ary Exception %andling Steps

S


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Su##ary "ossible Errors

S Wh t t t f t d


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%o2 can you apply 2hat you learned7

What are the #ost freuent Errors you

think you8ll see7

Su##ary What you got out of today

Budgetchecking Trg 30Oct

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