1. Financial Affairs Training
Budget Manager I

2. Agenda Budget Manager Responsibilities Financial Reports Forms
Resources
Financial Accounting | Budget Manager I

3. Budget Manager Responsibilities
Responsible for University funds
Review financial reports
Request financial report adjustments
Request payments and approve transactions:
- Invoices
- Voucher check requests
- Employee reimbursement
- Journal entry / budget change request
Budget planning for new fiscal year
Position management (if applicable)
Financial Accounting | Budget Manager I

4. Review Financial Reports
Department Reconciliation and Oversight
- Monthly review of financial reports for accuracy
- Active participation in monthly reconciliation process: “two sets of eyes”
Delegation of Authority
- Budget Managers retain accountability for tasks and duties that are delegated
Approval Authority
- Prior to signing/authorizing: read it, ask questions, probe for full understanding
Special Attention
- ProCard transactions
- Employee reimbursements
Financial Accounting | Budget Manager I

5. Financial Activity Timing
Accounting Periods/Dates
DePaul Fiscal Year = 7/01/XX through 6/30/XX
July = Period 1
June = Period 12
Budget Planning
In the Fall the Strategic Resource Allocation Committee (SRAC) reviews and approves the budget for next fiscal year
Financial Accounting | Budget Manager I

6. Financial Reports Overview
Excel based reports containing Financial Activity, also referred to as Mobius reports
Available to view daily by date and department
Reports for month-end close are generally available on the 6th business day of the following month
Per Financial Accounting System and Reporting policy, reports must be reviewed within 10 business days of becoming available
Reconciliation - submit requests for changes to
Financial Accounting | Budget Manager I

7. Accessing Financial Reports
Campus Connect > Self Service > Reports > Financials
Step 2: Enter Department
Step 1: Select FY and Month end
Financial Accounting | Budget Manager I

8. Additional Reports GFTACTIVITY HR_CUREMP HR_CURPOS
LBR/RPT (Salary Cost Status)
LBR/POS (Labor Distribution)
SCHOLRSHP
VAC_SICK
Financial Accounting | Budget Manager I

9. Financial Report Sample
Financial Accounting | Budget Manager I

10. Financial Reports Budget Detail Actual Transactions
1. Original Budget – Approved by Board of Trustees
2. Base Budget – Original and Permanent changes
3. Final Budget – Base and One time changes
Actual Transactions
1. AP Detail – Invoices paid to vendors by AP
2. Journal Detail – Internal entries processed by FA
Encumbered Information
1. Pre-Encumbrance Detail – Requisition created
2. Encumbrance Detail – Purchase orders in process
Financial Accounting | Budget Manager I

11. Chartfields
Department (DeptID) – 6 digit number that identifies your specific location within the university
Account – 6 digit number that identifies transactions as revenue or expense
Fund – 3 digit number assigned to a DeptID
Class – 2 character field to identify a DeptID’s function
Program (optional) – 5 character field managed by budget manager
Project/Grant – unique field to identify capital projects or grants
Financial Accounting | Budget Manager I

12. Accounts Revenue Expense 40XXXX = Revenue 41XXXX = Scholarship
50XXXX - 53XXXX = Salary
54XXXX = Benefits
55XXXX = Departmental Expense
60XXXX = Non Departmental Expense
Refer to “List of Commonly Used PeopleSoft Financial Account Codes” & “Commonly Used Salary Accounts” handouts
Financial Accounting | Budget Manager I

13. Journal Entry Request Form
Send completed form to
Financial Accounting | Budget Manager I

14. Budget Change Request Form
Send completed form to
Financial Accounting | Budget Manager I

15. Salary and Position Forms
Salary Reallocation Request – Move salary / benefit expenses from one department/account to another (transactions that already took place)
Distribution Change Request – Set up future salary costs to be paid from new department/account
Position Data Request - Electronic form for workforce related changes such as creating new positions, position re-grades, and position modifications
Campus Connect > Main Menu > Manager Self Service > Position Data Request
Student Employment Action Form (SEAF) – Hire a student employee through the Career Center – Office of Student Employment
Financial Accounting | Budget Manager I

16. Cash Handling
“Cash” may include: coins, currency, checks, money orders, and credit card authorizations
Balance and deposit cash receipts on a daily basis
Contact Financial Accounting for cash handling training
Cash Handling Best Practices Guide:
Financial Accounting | Budget Manager I

17. Office of Advancement Gift Processing
Role of Advancement
Process gifts made to the University
When you receive a charitable gift:
Deliver it to Advancement immediately
Applicable policies include:
Gift Acceptance and Processing
Fundraising Events
Financial Accounting | Budget Manager I

18. Resources Financial Affairs website Staff Directory
Reports: DePaul Financial Information
Forms
Classroom and Online Training information
Presentations, Handouts, Guides
Compliance Website
University Policies and Procedures
Financial Accounting | Budget Manager I

19. Additional Training Budget Manager II (Accounts Payable) Vendors
Invoice payments
Internal and External Grant Training
Departments operating
with Project/Grant
Financial Accounting | Budget Manager I