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Budget Basics UNT Budget Office budget.unt.edu.

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1 Budget Basics UNT Budget Office budget.unt.edu

2 Agenda Objective Financial Resources Chart of Accounts Budget 101
Questions Appendix: Chartfield Setup/Change Form

3 Objectives Seven training objectives.
Distinguish between State, Local, Auxiliary, and Restricted chartstrings, Identify and describe the differences between a project / departmental chartstring, Identify and describe the differences between budgetary and non-budgetary chartstrings, Identify and describe the difference between centrally and non-centrally funded chartstrings, Learn the concept of "budget checking" and how that differs by chartstring type, Define what an account is, understand how it differs from a chartstring, and be able to explain account hierarchies, and Identify where to find budget resource documents online.

4 Financial Resources

5 Financial Resources The University of North Texas has 4 primary categories (sources) of funding. Each category is governed by specific rules. State Funds (Educational & General, E&G). Funds given by the state of Texas. At UNT, State Funds are primarily used for salaries. Designated Operating Funds (Local). Funds that are not State Funds, Auxiliary Funds, or Restricted Funds. Local Funds primarily come from tuition and fees paid by students. These Funds also include, but are not limited to, revenues related to camps, conferences, and events. Auxiliary Funds. Auxiliary Funds come from self-supporting, business enterprises that provide services to students, faculty, staff, and the general public. Auxiliary units can have both internal and external customers. Examples include: housing, dining, parking, and transportation. Restricted Funds. Restricted funds are given by donors or external agencies, for nothing in return, for specific purposes. Examples include grants, gifts, and endowments.

6 Chart of Accounts (COA)

7 Organization Department
Chart of Accounts The Chart of Accounts refers to the 9 individual fields that make up a chartstring. Chartfield GL Business Unit Organization Department Fund Category Fund Function Project* Program Purpose Site Field Length 5  6  3 6 3   7 4   5 Use Who? How? Why? Where? WHO is spending the money? HOW is the transaction being funded? WHY is the money being spent? WHERE is the transaction occurring?

8 Chartfield: GL Business Unit Organization Department
The GL Business Unit reflects the UNT System Component CHARTFIELD GL Business Unit Organization Department Fund Category Fund Function Project Program Purpose Site Field Length 5 6 3 7 4 Use Who? How? Why? Where? Example NT752 University of North Texas 122300 Physics 105 Educational & General 800001 GRD-General 100 Instruction General 1274 Planetarium EXAMPLES: NT752 UNT Denton SY769 UNT System

9 Chartfield: Organization Department Organization Department
Organization Department represents the academic or operating unit responsible for the transaction. Signature authority is held at the Org Dept level. CHARTFIELD GL Business Unit Organization Department Fund Category Fund Function Project Program Purpose Site Field Length 5 6 3 7 4 Use Who? How? Why? Where? Example NT752 University of North Texas 122300 Physics 105 Educational & General 800001 GRD-General 100 Instruction General 1274 Planetarium 134000 College of Music – Gen 805038 State Appropriation HEF 400 Academic Support 160100 Division of Student Affairs 200 Designated Operating Managed 880002 Student Service FFF 500 Student Services 6600 First Flight Week

10 Chartfields: Fund Category & Fund Organization Department
Fund Category identifies the source of money: E&G (state), Designated (Local), Auxiliary, or Restricted. Fund identifies the different types of money within each source. CHARTFIELD GL Business Unit Organization Department Fund Category Fund Function Project Program Purpose Site Field Length 5 6 3 7 4 Use Who? How? Why? Where? Example NT752 University of North Texas 122300 Physics 105 Educational & General 800001 GRD-General 100 Instruction General 1274 Planetarium 134000 College of Music – Gen 805038 State Appropriation HEF 400 Academic Support 299999 General University 805080 State Approp-Hazlewood 550 Institutional Support 20017 Exempt-Hazlewood

11 Chartfields: Fund Category & Fund
E&G (STATE) 105 Education & General 106 Education & General - Projects GRD General Revenue Dedicated Laboratory Fees Core Research Higher Education Fund (HEF) DESIGNATED (LOCAL) 200 Designated Operating Managed 202 Designated Operating General 201 Designated Operating - Project Tuition Instructional FFF Designated Oper-Central Alloc Faculty Discretionary F&A Recovery Fund Departmental Discretionary AUXILIARY 120 Auxiliary 121 Auxiliary - Projects Auxiliary Union Auxiliary Parking Auxiliary Housing Auxiliary Dining RESTRICTED Fund Cats – VARIOUS Schol/Rest-Departmental Federal Direct State of TX Direct DepOp/End-Bill & Ann Stokes FUND CAT FUND

12 Organization Department
Chartfield: Function Function designates the purpose of the expense. It is required for federal, state, and other reporting. CHARTFIELD GL Business Unit Organization Department Fund Category Fund Function Project Program Purpose Site Field Length 5 6 3 7 4 Use Who? How? Why? Where? Example NT752 University of North Texas 122300 Physics 105 Educational & General 800001 GRD-General 100 Instruction General 1274 Planetarium 134000 College of Music – Gen 805038 State Appropriation HEF 400 Academic Support 160100 Division of Student Affairs 200 Designated Operating Managed 880002 Student Service FFF 500 Student Services 6600 First Flight Week 135360 Public Administration 303 Restricted Expendable 340305 Schol/Rest H Sumners Public 630 Scholarships & Fellowships

13 Chartfield: Function Function classes and descriptions are set by the National Association of College and University Budget Officers (NACUBO). The Functions applicable to UNT are: FUNCTIONS: 100 Instruction-General 110 Instruction-Sponsored 200 Research-Sponsored 220 Research-General 300 Public Service 310 Public Service-Sponsored 400 Academic Support 500 Student Services 550 Institutional Support 600 Operations and Maintenance 630 Scholarships & Fellowships 700 Auxiliary Enterprise 850 Capital Projects

14 Organization Department
Chartfield: Project Projects are used to track activities with a finite life. Signature authority is held at the project level. Multiple chartstrings (and funding sources) can be tied to a single project code. Bonus Fields! CHARTFIELD GL Business Unit Organization Department Fund Category Fund Function Project PC Business Unit Activity Program Purpose Site Field Length 5 6 3 7 4 Use Who? How? Why? Where? Example NT752 University of North Texas 152000 Facilities - Gen 106 Educational & General - Projects 805038 State Appropriation HEF 600 Operations & Maintenance Music Courtyard Feasibility St NFCAP Facilities and Capital Projects 101 304 Restricted Expendable - Projects 305015 Specs Charit Found Courtyard

15 Chartfields: Program & Purpose Organization Department
Program is used to track formal institutional programs and initiatives. Purpose is used to track informal activities. CHARTFIELD GL Business Unit Organization Department Fund Category Fund Function Project Program Purpose Site Field Length 5 6 3 7 4 Use Who? How? Why? Where? Example NT752 University of North Texas 160100 Division of Student Affairs 200 Designated Operating Managed 880002 Student Service FFF 500 Student Services 6600 First Flight Week 163800 Housing Admin 120 Auxiliary Housing 810020 700 Auxiliary Enterprises 13781 Professional Development 1260 Crumley Hall 220600 Athletic Dev – Gen 202 Designated Operating General 885000 Departmental Discretionary 3010 Letterman’s Association 11308 R08- Contributions

16 Organization Department
Chartfield: Site Site identifies the physical location at which a transaction is occurring. CHARTFIELD GL Business Unit Organization Department Fund Category Fund Function Project Program Purpose Site Field Length 5 6 3 7 4 Use Who? How? Why? Where? Example NT752 University of North Texas 122300 Physics 105 Educational & General 800001 GRD-General 100 Instruction General 1274 Planetarium 163800 Housing Admin 120 Auxiliary Housing 810020 700 Auxiliary Enterprises 13781 Professional Development 1260 Crumley Hall

17 Understanding Chartstrings Organization Department
Each unique combination of chartfields creates a separate chartstring. This means that chartfield codes can be used by different Org Depts without the Budgets being combined. CHARTFIELD GL Business Unit Organization Department Fund Category Fund Function Program Purpose Site Remaining Budget Example NT752 University of North Texas 160100 Division of Student Affairs 200 Designated Operating Managed 880002 Student Service FFF 500 Student Services 6600 First Flight Week $5,000 151200 University Budget & Analytics 830001 Designated Tuition 550 Institutional Support $1,000

18 Understanding Chartstrings Organization Department
The PeopleSoft System will recognize a chartstring as valid so long as the first five fields are present: GL Business Unit, Org Dept, Fund Cat, Fund, & Function. These are the “required” fields. The two chartstrings below share all the same fields except for Program. Assume that a $3,000 requisition is being coded to 6600 First Flight Week but the program code is inadvertently left off. Will the system allow the requisition to go through? To which chartstring will the requisition post? What if the first chartstring had a budget less than $3,000K? CHARTFIELD GL Business Unit Organization Department Fund Category Fund Function Program Purpose Site Budget Example NT752 University of North Texas 160100 Division of Student Affairs 200 Designated Operating Managed 880002 Student Service FFF 500 Student Services $20,000 6600 First Flight Week $5,000

19 Accounts Chartstrings are used to identify the “bank account” paying for the expense. Accounts are used to identify what was purchased, or what type of revenue was received. D-Account Acct Level D Description ACCOUNT Description D5010 Salaries-Faculty/Academic FT 50101 Salaries-Faculty 9 Mo-FT D5014 Salaries-Staff 50143 D5031 Wages 50401 Longevity Pay D5301 Materials & Supplies Exp 53001 Supplies-Office 53022 Uniforms 53083 Maintenance Supplies-Plmbng D5371 Printing & Reproduction 53701 Printing Services 53731 Publications Services 53761 Copy Services D5501 Other Operating Exp 55261 Conference Registration 80153 I/C Postage-Exp D5251 Travel 52513 TIS Lodging 52533 TOS Airfare D5331 Communication & Utilities 53303 Telecom-Monthly Charge

20 Chartstrings & Accounts in Cognos
In Cognos, the chartstring is listed across the top of the Budget Summary. The Account is listed in the first column of the Budget Summary. Chartstring Account

21 Chart of Accounts Hierarchies
Each chartfield has a hierarchy structure. There is a base chartfield level (all numeric characters) where transactions are coded. Each base chartfield value rolls-up to a higher level. These levels begin with alpha-characters: “A,” “B,” “C,” etc.

22 Chart of Accounts Hierarchies
Account Hierarchy: Account B5010 Salaries & Wages B-Level Account B-Level Account Description C-Level Account C-Level Account Description D-Level Account D-Level Account Description Base Account Account Description B5010 Salaries & Wages C5010 Faculty Salaries D5010 Salaries-Faculty/Academic 50101 Salaries-Faculty 9 Mo-FT 50103 Salaries-Faculty Summer-FT 50105 Salaries-Faculty-12 Mo-FT D5012 Salaries-Faculty/Acad-PartTim 50121 Salaries-Faculty-Adjunct-PT 50123 Salaries-Other Academic-PT C5014 Staff Salaries D5014 Salaries -Staff 50141 Salaries-Professional Admin 50143 Salaries-Staff D5016 Salaries-Student 50161 Salaries-Undergraduate C5030 Wages D5031 50401 Longevity Pay 50404 Overtime Pay 50409 Termination Payout 50415 Augmentation Pay

23 Chart of Accounts Hierarchies
Org Dept Hierarchy: B15000 Sr VP Finance & Administration

24 Chart of Accounts Hierarchies
The roll-up structure for each chartfield affects workflow routing or annual reporting. Org Department Hierarchies: The system allows for a holder at each of the A, B, C, D, and E levels. The hierarchy levels affect ePar (payroll) and ePro (procurement) approval routing Fund Category, Fund, and Function Hierarchies: The different hierarchy levels affect how the transactions are reported on UNT’s annual financial statements.

25 Chart of Accounts Hierarchies
Project, Program, Purpose, and Site Hierarchies: Most fields are used for internal tracking. A limited number of values affect how the transactions are reported on UNT’s annual financial statements. Account Hierarchies: Used to record budget categories Affects Board of Regents quarterly variance analysis reporting Affects Budget Checking for requisitions

26 Questions?

27 Budget 101

28 Chartstring Types There are two types of chartstrings: Departmental Chartstrings and Project Chartstrings. Departmental Chartstrings Chartstrings do not contain a project code. Reporting is broken out by fiscal year. Project Chartstrings Chartstrings contain a project code. Used to track activity that has a finite life. Reporting is life-to-date which means reports cannot be run for a particular year. Examples: Grants, Faculty, Construction, Internally funded research. Chartstring Types Departmental Project

29 Chartstring Types Departmental chartstrings are further broken out into Budgetary and Non-Budgetary. Chartstring Types Departmental Budgetary Non Budgetary Project Budgetary Chartstrings Budgetary Chartstrings are those for which the budget can be reasonably guaranteed and estimated year over year. Balances may or may not rollforward. Depends on the Fund. Examples: State Appropriations, Tuition, Fees, Summer Camps, Parking, Housing Non-Budgetary Chartstrings Non-Budgetary Chartstrings are those for which the budget cannot be reasonably guaranteed and estimated year over year. Funds rollforward. Examples: Gifts, one-time speaking engagements, F&A, royalties

30 Chartstring Types Departmental chartstrings can be Centrally Funded or Non-Centrally Funded Centrally Funded chartstrings are those funded by UNT. They contain the following Fund Cat & Fund combinations. Non-Centrally Funded chartstrings are those funded by the Department (i.e. all other chartstrings). The department is responsible for generating sufficient revenues to cover its expenses. Fund Cat Fund Description 105 800001 Education & General (State) 805001 200 830001 Designated Tuition (Local)

31 Chartstring Types Overview of chartstring types. Chartstring Types
Departmental Budgetary Centrally Funded Funds do not Rollforward Non-Centrally Funded Funds may or may not Rollforward Non Budgetary Funds Rollforward Project N/A – Rollforward doesn’t apply due to nature of projects. Overview of chartstring types.

32 Chartstring Types Each Fund Category can only have one chartstring type assigned to it: Departmental-Budgetary: Fund Cats 105, 120, 200 (Blue) Departmental-Non Budgetary: Various Fund Cats. Most common Fund Cats 202 & 303 (Green) Project: Various Fund Cats. Most common Fund Cats 106, 121, 201, & 400 (Orange) E&G (STATE) 105 Education & General 106 Education & General - Projects DESIGNATED (LOCAL) 200 Designated Operating Managed 202 Designated Operating General 201 Designated Operating - Project AUXILIARY 120 Auxiliary 121 Auxiliary - Projects RESTRICTED* 303 Restricted Expendable 304 Restricted Expendable Projects 401 Sponsored Restricted 400 Sponsored Restricted-Projects FUND CAT *There are many Restricted Fund Categories. Only four examples are shown.

33 How to Read a Chartstring Organization Department
In addition to answering the questions of who, how, why, and where, the Chart of Accounts provides insight as to whether the chartstring: Is Budgetary, Non-Budgetary, or a Project, Is funded Centrally or Non-Centrally, and Rolls Forward or is swept (closes) at year end. CHARTFIELD GL Business Unit Organization Department Fund Category Fund Function Project Program Purpose Site Field Length 5 6 3 7 4 Use Who? How? Why? Where? Example NT752 University of North Texas 122300 Physics 105 Educational & General 800001 GRD-General 100 Instruction General 1274 Planetarium 134300 Composition Studies 201 Designated Operating Projects 840002 Faculty Start Up 220 Research Departmental Fac NSP-Stout, David 12258 iARTA 135360 Public Administration 303 Restricted Expendable 340305 Schol/Rest H Sumners Public 630 Scholarships & Fellowships

34 Budgetary Chartstrings
Budgeting occurs at the D-Level Individual D-account lines should carry a positive balance. Budget checking occurs at the C-Level

35 Non Budgetary Chartstrings
Budgeting does not occur. The amount in the “Budget” column simply indicates the amount of funds that rolled forward from the prior year. It doesn’t matter if individual account lines are negative as long as the total balance is positive. Budget checking occurs on the chartstring total.

36 Columns on the Cognos Report
The Actual, PreEncumbrance, and Encumbrance columns reflect stages of an expense. PreEncumbrances Requisitions Vacant position salaries (not yet paid) Encumbrances Purchase orders Filled position salaries Actuals Vouchers (invoices) Paid salaries

37 Budget Website > Resources > Documents
Helpful Documents Budget Website > Resources > Documents Budget Management Documents 1. Valid Fund Category & Fund Combinations 2. Requisition Category Codes 3. Closing Rules Budgetary Accounts 5. Common Terms 6. Common Journal Headers Chartfield Values & Trees

38 Questions?

39 Appendix: Chartfield Setup Change Form

40 Overview A Chartfield Setup/Change Form is used to create or edit an existing field, not an entire chartstring. Creating Chartstrings Chartstrings are “created” once they are transacted on for the first time. Revenue, Expense, ABA, Journal Entry Inactivating Chartstrings Chartstrings are “inactivated” once they carry a zero balance.

41 Overview Prior to submission, visit the Budget Website to view values that already exist: ● Fund ● Project ● Purpose ● Function ● Program ● Site Once the field is created, the department is responsible for setting up the chartstring. The chartstring will appear in COGNOS within 24 hours of the first transaction posting in PeopleSoft.

42 Holder Changes Grants – NGRCT Projects All other Holder Changes
Contact the Office for Grants and Contracts Administration (OGCA) (i.e. the Research Office) for assistance All other Holder Changes the Budget Office. CC the current holder and the new holder Identify the Org Dept Number and Name Include the Name and Empl ID of the current holder and the new holder Indicate the Effective Date

43 Holder Changes – Example Email
TO: CC: , Please update the Org Dept Holder for Movie Department from Jane Smith( ) to John Smith ( ) effective 09/01/2021.

44 Thank You.

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