© 2008 California State University, Fullerton

Understanding Budget Reports

Financial Services

Division of Administration & Finance

Sarah Song

Director of Budget Operations

(714)278-2304

Agenda

1. Chart of Accounts & Definitions2. Fiscal Year Calendar3. Budget components and processes4. Distributed Reports

– Budget Balance Available Report– Other Reports

5. Questions & Answers

Managing Departmental Funds

• What do we mean by an Account or chart fields?

• Which transactions flow into my department?

• How do I monitor and reconcile my financial activities?

• How do I validate and obtain my balances?

Revenues

ReimbursementsExpenditures

Transfers In Transfers Out

Cost Center

Chart of Accounts

Chartfields

– Account (6 characters numeric)– Fund (5 characters alphanumeric)– Department ID (5 characters numeric)– Program (4 numeric)

– Class (5 alphanumeric) – Project (8 numeric)

Chartfield String

Chartfield String = Account + Fund + Department + Program + Class + Project

Chartfield Definitions– Account

• Captures the nature of financial transactions. It provides detail breakdown of Revenues and Expenditures.

– Fund• Represents the source of money related to financial transactions.

– Department ID• Identifies the organizational structure identified by campus.

– Program • A set of ongoing general activities that need to be tracked. Values are assigned by the campus.

– Class• Provides for any special cost reporting needs a division, department or other organizational unit

may have that are not met by the campus-wide reporting values in other chartfields.

– Project• Identifies a discrete set of activities. Further breakdown of Class or Account. Values are defined by

division, department or other organizational units.

https://mycsuf.fullerton.edu/psp/pfulprd/EMPLOYEE/EMPL/h/?tab=FUL_MY_INFORMATION_TAB

Differences Between Various Chart Fields

• Mandatory chartfields– Account (6 characters numeric)– Fund (5 characters alphanumeric)– Department ID (5 characters numeric)

• Optional chartfields– Program (4 numeric) – Leave Blank– Class (5 alphanumeric) – Extension of Dept– Project (8 numeric)

Departmental Financial Management Responsibility:

Balancing at Department + Fund level

Fiscal Calendar

It is important to become familiar with the fiscal year and accounting periods for each month

July 1

August 2

September 3

October 4

November 5

December 6

January 7

February 8

March 9

April 10

May 11

June 12

Different than calendar yearReflects Fiscal Year

Budget Components

– Prior Year Carry-Forward Budget

– Prior Year Encumbrance Budget

– Initial Baseline Budget

– New Fiscal Year Budget (Baseline & One-Time)

– Budget Reductions

– Budget Transfers

– Other Budget Entries (ie. Allocation Order, SWAT Notice, Revenue Budgets, Capital Budgets, Compensation Increase, and etc)

Credit Chart-field Debit Chart-field

Dept Account ACCT DESCR Program Class Project INTL_BASEREVISED BUDGET ACTUALS BBA DEPT ACCOUNT PROGRAM CLASS PROJECT AMOUNT DEPT ACCOUNT PROGRAM CLASS PROJECT AMOUNT

10004 580090 RevOther 20040 -1,200.00 -1,200.00 0.00

10012 501818 OptUsrFee -50,000.00 -50,000.00 -17,010.00 -32,990.00

10012 501825 DiplomaFee -108,000.00 -108,000.00 -61,255.00 -46,745.00

10018 501822 MiscCourse -4,620.00 -4,620.00 0.00

10027 501110 Misc. Fees -99,317.00 -99,317.00 0.00

10027 501110 Misc. Fees 20325 -89,826.00 -124,356.71 34,530.71 10027 501110 20325 -34,530.71 10027 660003 20325 34,530.71

10027 501110 Misc. Fees 20327 -21,363.54 -38,835.20 17,471.66 10027 501110 20327 -17,471.66 10027 660003 20327 17,471.66

10027 501110 Misc. Fees 20328 -3,400.00 -10,140.00 6,740.00 10027 501110 20328 -6,740.00 10027 660003 20328 6,740.00

10027 501110 Misc. Fees 20329 -9,487.88 -20,235.54 10,747.66 10027 501110 20329 -10,747.66 10027 660003 20329 10,747.66

10027 501110 Misc. Fees 20330 -237,839.69 -237,839.69 0.00

Revenue Budget Entry

Monthly Standard Reports

CMS Training Documentation and Tutorialshttp://www.fullerton.edu/cms/Training/docs/finance.html

Distributed Report Matrix and the Sampleshttp://www.fullerton.edu/cms/Finance/docs/Sample_FIS_Reports_Matrix.pdf

List of Distributed Reports– Requisitions/P.O. Report– Expenditure Summary & Detail– Budget Allocation/Transfer– Budget Balance Available Report– Open Commitments– Security by Employee– Security by Department

Access to Distributed Reports

Portal Log Ine-Content Tab

Access to Distributed Reports

Distributed Reports

Budget Balance Available Report

Budget Balance Available Report

Budget Allocation and Transfer Report

Budget Balance Available Report

Budget Allocation and Transfer Report

Encumbrance/Expenditure Reports

Requisition/P.O. Detail Report and Requisition/P.O. Summary Report: Allows the department to view detailed or summarized information about Purchase Requisitions and Purchase Orders as of the reporting date.

Expenditure Detail Report and Expenditure Summary Report: Allows the department to view detailed or summarized financial transactions by account code, fund code, program, class or project as of the reporting date.

Requisition/P.O. Summary Report

Expenditure Detail Report

Query ToolsMy Queries – Ad-hoc (available only to Division

Finance Coordinators)

Questions & Answers