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

2. Planning & Analysis Website: www.utrgv.edu/Planning-and-Analysis

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

4. Topics to be covered Background Information
Budget revisions in general
GL Accounting String
GL Funds Inquiry
Funds Checking
Fiscal vs. Rollover Accounts
How to read account balances
How to Drill Down in Oracle

5. What is a Budget Revision?
A budget revision (BR) is a temporary or permanent modification to the base budget.
Who can submit a budget revision?
Any employee who has been granted the required responsibilities in Oracle.
Required responsibilities:
Budget Revision User
GL Inquiry (technically not needed to submit a BR but needed to review project)

6. When is a budget revision needed?
To set up the initial budget for a project
Planning & Analysis will do initial set up if on non-sponsored project request form
To move budget within a project (from one object code to another)
To align budget with actuals or anticipated revenues
To address or avoid funds checking failures (non-labor line)
To fund position changes
To fund benefits and longevity
E&G accounts done by Planning & Analysis
Non-E&G accounts done by departments
To transfer budget between projects (from one project to another)

7. Which types of transfers are not allowed?
You should NOT do a transfer across funds (there are very few exceptions and these should only be done by the Planning & Analysis office. Please contact us for assistance)
E&G
Fund 11
Designated Fund 21

8. 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.
Prefix
SUBGROUP
120
Lab Fees
140
Transfers from other agencies
130
Special Lines/state transfers 24
Indirect Cost Recoveries

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

10. Fund 11.G0000.73160.110000042.53001.000060 First Two Digits Ranges:
11 – Educational & General (E&G)
21 – Designated (DES)
31 – Auxiliary (AUX)
41 – Restricted (RES)
51 – Loans
61 – Endowment
71 – Plant
81 – Agency

11. 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)

12. Organization 11.G0000.73160.110000042.53001.000060 Five digits
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

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

14. Object Code 11.G0000.73160.110000042.53001.000060 Five digits
Examples:
40001 – Revenue Budget – Employee Benefits
44600 – Transfer In Intrafund – Operating Budget
51001 – Single Incumbent Salaries – Transfer Out Intrafund
51002 – Faculty Salaries – Books
51003 – Longevity – Scholarships
51010 – Pooled Salaries – Travel
51101 – Wages – Capital Outlay

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

16. GL Funds Inquiry Screen
Budget – Encumbrance – Actual = Funds Available
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.
Account Balance is the Total.
A negative amount is a deficit.

17. GL Funds Check Budgeted Object Codes Summary Objects ▼ 40001 Revenue
40000
49999
99999
44600
Transfer In (Intrafund)
446xx
Transfer In (Interfund)
51001
Single Incumbent Salaries
50000
51000
52999
90000
51002
Faculty Salaries
51003
Longevity Pay
51010
Pooled Salaries
50001
51101
Wages
51100
52001
Benefits
52000
53001
Operating Expense
53999
60000
53425
Transfer Out (Intrafund)
534xx
Transfer Out (Interfund)
54001
Books
54999
55001
Scholarship
55999
57001
Travel
57999
58001
Capital Outlay
58999
59001
Merchandise for Resale
59999
The Project should not go into a deficit (negative amount) at the overall level
To pass funds check, budget changes between non-labor expense object codes are not required.
Oracle checks funds at the non-labor expense subtotal object code.

18. Two Types of Accounts Fiscal Rollover Funds do not lapse
Funds lapse at yearend
Ending balances DO NOT carryforward to the following year
E&G (11)
Auxiliary (31)
Funds do not lapse
Ending balances DO carryforward to the following year
Designated (21)
Restricted (41)
Plant (71)
Agency (81)

19. 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
Budget – Encumbrance – Actual = Funds Available
Account
Budget
Encumbrance
Actual
Funds
Available
Operating (53999)
800.00
100.00
300.00
400.00
Travel (57999)
200.00
0.00
Non-Labor Total (60000)
1,000.00
500.00
Account Total (99999)
Add Down

20. 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
Budget – Encumbrance – Actual = Funds Available
Account
Budget
Encumbrance
Actual
Funds
Available
Revenue (49999)
(1,000.00)
0.00
( )
Operating (53999)
800.00
100.00
300.00
400.00
Travel (57999)
200.00
Non-Labor Total (60000)
1,000.00
500.00
Account Total (99999)
(500.00)
Add Down

21. Rollover Accounts (continued)
Budget
Encumbrance
Actual
Funds
Available
Revenue (49999)
(1,000.00)
0.00
(800.00)
(200.00)
Operating (53999)
800.00
50.00
150.00
600.00
Travel (57999)
200.00
100.00
Non-Labor Total (60000)
1,000.00
250.00
700.00
Account Total (99999)
(550.00)
500.00
◄ $200
revenue shortage
(after $800 received)
Account
Budget
Encumbrance
Actual
Funds
Available
Revenue (49999)
(1,000.00)
0.00
(1,200.00)
200.00
Operating (53999)
800.00
50.00
150.00
600.00
Travel (57999)
100.00
Non-Labor Total (60000)
1,000.00
250.00
700.00
Account Total (99999)
(950.00)
900.00
◄ $200
revenue surplus
(after $1,200 received)
Budget column total always equals cumulative carryover from prior years.

22. First way to Drill Down
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.

23. Second way to Drill Down
#1 Go into account at the Summary level
#2 click on square
#3 Click on Period Balances button

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

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

26. Question Time
UTRGV