1. Budgets Fiscal Year End and Beginning
Presented by
Budget Office
Marybeth Hegel, IRT Training & Instructional Support

2. FY 18 Budget Clean-up
Make sure you have enough funding for central charges
Phone
Purchasing Card
Mail
Duplicating
Copier
Catering
Barnes & Noble

3. Budget Status Report Pending docs indicate
You have to take some action
Select any link
To see more
information
Download budget to Excel

4. Deposits look Negatives

5. Special Programs - Carryforward
Academic Affairs will contact Departments about RowanGlobal FY 19 Budgets
Your business manager will be provided with fund balances.
Formula
Carry Forward Balance (5555) +YTD Net Total = New FY Carryforward
77, (45,928.89) = 31,438.57

6. FGIBDST
Enter FY, Org and Fund.
Uncheck “Include Revenue Accounts” Go

7. FGIBDST – Drill for Details
Related –
Transaction Detail Info
Curser in
one account

8. FGITRND – Filter
Select the dropdown for Add Another Field and select “Type”. Enter a parameter (PORD in Type will give you all the purchase orders). Select Go.
Select Filter
Here are your purchase orders in the 7000 account for the year.

9. FGITRND – Filter 2 1 4 3

10. FGIBDST - Excel Opens at bottom of the page. Double Click.
Opens in Excel.

11. FGIBAVL Shows processed and unprocessed items. You must enter
an Account
✓ Indicates Pending or “unprocessed” documents.
Go to Self-Service to find details about your pending docs.

12. Close Out Open Encumbrances
Clean up account – Start the new fiscal year fresh
to close open encumbrances Also travel …..
Encumbrances roll, but not the funds in operating accounts!

13. Encumbrance Query
If less than 100% used, research to see if it should be closed

14. FGIOENC
To find more detail about an encumbrance Drill down for details.

15. When do I look at Salary? Part-time Workers (encumbered)
Grad Students (encumbered)
Student Workers (not encumbered)
Submit paper Budget transfer for these salary changes. Try to combine for a few months when possible.

16. DCA vs Budget Transfer Need supporting documentation for DCAs!
Account codes must be the same usually!
Budget Transfers only with in same Fund/Org

17. Budget Transfers Can’t process DCA or Budget Transfers if NSF
Save time and check your budget first!
When is it appropriate to transfer funds?
Student Workers –
If want to pay with Global funds, just charge directly to Global account

18. 10110, & Budgets
Budgets loaded in June (from Division VP)
Salaries will be loaded later
New for FY19
July 1, FY19 transaction date for all Requisitions!
Non-Salary will be loaded to the specific account category (i.e. supplies, catering etc…)

19. Special programs Excel spreadsheets will come out in June
Will go to business managers
Enter budget and send in ASAP
Special programs salary – include salary and fringes for students and employees
Formula?
Budget will be available for July start
Grants will roll over after Accounts Payable closes in August

20. Budget Transfer
Amount to be transferred
*New
Keep at Budget Period 1

21. Multiple Line Budget Transfer
Add credit and debit together for document
amount.
Can change to credit or debit
Description to remember
why you transferred the funds.
*New
Keep at Budget Period 1

22. We have crossed over to the 21st century
With our new address
Scanned documents
Budget Questions
Position number request (i.e. student hourly)

23. Review
Text Responses to questions
On your phone
Text to 37607
irtpoll

24. Questions?

25. Please take this quick survey!