Presented by: Planning & Analysis 1 Budget Revision Training - Background

Planning & Analysis Website: and-Administration/Planning-and-Analysis and-Administration/Planning-and-Analysis 2

Planning & Analysis Contacts 3 ▪ Juan C. Gonzalez, Associate VP ▪ Eduvina Rodriguez, Sr Financial Analyst ▪ Richard Wilson, Director ▪ Magda Rangel, Financial Analyst ▪ Frances Rivera, Associate Director ▪ Jacob Gracia, Accountant I ▪ Mary Aten, Sr Financial Analyst

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* 4 * Please note that Oracle is still being updated with UTRGV information therefore the screen shots will not fully reflect a UTRGV environment.

GL Accounting String 11.G Example: Planning & Analysis operating expense line 5

Fund First Two Digits 11.G Ranges: 11 – Educational & General (E&G) 21 – Designated (DES) 31 – Auxiliary (AUX) 41 – Restricted (RES) 51 – Loans 61 – Endowment 71 – Plant 81 – Agency 6

Funding Source Five Characters – A letter and 4 numbers 11.G Examples: G0000 – E&G Unspecified (G1xxx is “Fund 1”; G2xxx is “Fund 2”) *(For E&G always use G0000 for budget revisions regardless of actual funding Source) D1000 – Designated D2000 – Service Departments D4000 – Indirect Cost Recovery A1000 – AES Student Services P0100 – Investment in Plant R1000 – Federal Grant R5000 – Private Grant Z2000 – Agency Scholarship (This list is NOT all inclusive) 7

Organization Five digits 11.G Ranges: 72xxx – President 73xxx – Finance & Administration 74xxx - Research 75xxx & 76xxx – Academic Affairs/Colleges/School of Medicine 77xxx – Operations & Chief of Staff 78xxx – Institutional Advancement 79xxx – Govt & Community Relations 8

Project Value Nine digits 11.G First digit of project will correspond to the fund it belongs to.

Object Code Five digits 11.G Examples: – Revenue Budget52001 – Employee Benefits – Transfer In Intrafund53001 – Operating Budget – Single Incumbent Salaries – Transfer Out Intrafund – Faculty Salaries – Books – Longevity – Scholarships – Pooled Salaries – Travel – Wages – Capital Outlay 10

NACUBO Function Six digit code used to classify expenses by function 11.G NACUBO codes to be used by UTRGV – Instruction – Research – Public Service – Hospitals and Clinics – Academic Support – Student Services – Institutional Support – Operation & Maintenance of Plant – Scholarship – Auxiliary – Depreciation & Amortization – Agency – Unassigned (Used only for Revenue & Transfers) (What it stands for: National Association of College and University Business Officers)

GL Funds Check Budgeted Object CodesSummary Objects ▼▼▼▼▼▼ 40001Revenue Transfer In (Intrafund) 446xxTransfer In (Interfund) 51001Single Incumbent Salaries Faculty Salaries 51003Longevity Pay 51010Pooled Salaries Wages Benefits Operating Expense Transfer Out (Intrafund) 534xxTransfer Out (Interfund) 54001Books Scholarship Travel Capital Outlay Merchandise for Resale The Project should not go into a deficit (negative amount) at the overall level Oracle checks funds at the non-labor expense subtotal object code. To pass funds check, budget changes between non-labor expense object codes are not required.

GL Funds Inquiry Screen 13 Budget – Encumbrance – Actual = Funds Available Account Balance is the Total. A negative amount is a deficit. Selection Criteria: Budget should be REVISED. To choose period type in first 3 letters and hit tab for list. Hint: Start with summary level and then drill down to detail.

Two Types of Accounts Fiscal Funds lapse Ending balances DO NOT carryforward to the following year Rollover Funds do not lapse Ending balances DO carryforward to the following year 14

Fiscal Accounts E&G (11) & Auxiliary (31) Funded by Expense Budget Unencumbered balance lapses at fiscal yearend Simply move budget to transfer funds between accounts within same fund Budget revision transfer only requires a minimum of two lines 15

Rollover Accounts Designated (21), Restricted (41), Plant (71), and Agency (81) Funded by revenues (self-funded), transfers-in, and/or carryover balances Balance before encumbrances carries forward to next year (non-lapsing) Account is fully funded when revenue summary (49999) is non-negative Transfer between accounts by actual funds transfer, not by simply moving budget Budget revision transfer requires a minimum of four lines 16

Rollover Accounts (continued) 17 ◄ $200 revenue shortage (after $800 received) $200 ► revenue surplus (after $1,200 received) Budget column total always equals cumulative carryover from prior years.

When is a budget revision needed? To set up the initial budget for a project 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 18

Which types of transfers are not allowed? You should NOT do a transfer across funds (there are very few exceptions but please contact budget office for assistance) 19 E&G Fund 11 Designated Fund 21

Transfers not allowed (continued) DO NOT transfer funds in or out of the following subgroups: DO NOT transfer funds to be used for something that would violate the purpose of the funds. 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. 20 PrefixSUBGROUPPrefixSUBGROUP 120Lab Fees140Transfers from other agencies 130Special Lines/state transfers 24Indirect Cost Recoveries

Drill Down Procedure 21 #1 Go into account at the Summary level #3 Click on Period Balances button #2 click on square

Drill Down Procedure (continued) 22 #6 You can choose between seeing the Budget lines, Actual lines or Encumbrance lines. #4 Place cursor on month you want to drill down into. #5 Click on Tools to get drop down menu

Drill Down Procedure (continued) 23 #8 Click on Journal button #9 The journal is displayed #7 The list of journals which make up the amount will be listed.

Alternate Drill Down Procedure 1. Go into account at the summary level. 2. Place cursor on line you wish to drill down into. 3. Go to Tools on menu bar and select Detail Accounts from drop down menu. 4. Place cursor on the detail account line you wish to drill down into. 5. Go to Tools and select Period Balances 6. Place cursor on month you want to drill down into. 7. Go to Tools and select either Budget Lines, Actual Lines, or Encumbrance Lines based on type of inquiry. 24

25 Question Time UTRGV