1 office of resource analysis and budget information session

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Office of Resource Analysis and Budget

Information Session

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Office of Resource Analysis and BudgetInformation SessionOffice of Resource Analysis and BudgetInformation Session

AGENDA• Introduction • Budget process overview• Fund accounting background• Chartfield descriptions• Financial inquiry/reporting• Position management• Miscellaneous resources • Questions

AGENDA• Introduction • Budget process overview• Fund accounting background• Chartfield descriptions• Financial inquiry/reporting• Position management• Miscellaneous resources • Questions

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Office of Resource Analysis and BudgetInformation Session – IntroductionOffice of Resource Analysis and BudgetInformation Session – Introduction

WHO ARE WE?• Amy Gilliland – Director x6521• Doug Draher – Assistant Director x8312• Sue Guy Alsobrook – Position Management

Analyst, Sr. x7698• Nettie Riddick – Budget Assistant x6520

• Location: Administrative Services Building (ASB) suite 160 (the old Goodwill building on Mill Street)

• http://www3.uakron.edu/rab/

WHO ARE WE?• Amy Gilliland – Director x6521• Doug Draher – Assistant Director x8312• Sue Guy Alsobrook – Position Management

Analyst, Sr. x7698• Nettie Riddick – Budget Assistant x6520

• Location: Administrative Services Building (ASB) suite 160 (the old Goodwill building on Mill Street)

• http://www3.uakron.edu/rab/

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Office of Resource Analysis and BudgetInformation Session-IntroductionOffice of Resource Analysis and BudgetInformation Session-Introduction

Departmental Function:• Budget

• Planning and development• Implementation• Monitoring• Reporting and analysis

• Position Management• Funding availability information• Guidance/direction• Reporting and analysis

• Other• New account requests• Miscellaneous

Departmental Function:• Budget

• Planning and development• Implementation• Monitoring• Reporting and analysis

• Position Management• Funding availability information• Guidance/direction• Reporting and analysis

• Other• New account requests• Miscellaneous

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Office of Resource Analysis and BudgetInformation Session-Budget Process OverviewOffice of Resource Analysis and BudgetInformation Session-Budget Process Overview

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Office of Resource Analysis and BudgetInformation Session-Budget Process OverviewOffice of Resource Analysis and BudgetInformation Session-Budget Process Overview

• Current-year status– FY06-07 Budget approved by BOT– $650,000 strategic reduction in operating

budgets– Reduction to be distributed soon– Operating budgets will then be determined

• Carryover issues• Ongoing review of departmental activity• FY07-08 planning process to start in Oct./Nov.

• Current-year status– FY06-07 Budget approved by BOT– $650,000 strategic reduction in operating

budgets– Reduction to be distributed soon– Operating budgets will then be determined

• Carryover issues• Ongoing review of departmental activity• FY07-08 planning process to start in Oct./Nov.

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Office of Resource Analysis and BudgetInformation Session-Chartfield DescriptionsOffice of Resource Analysis and BudgetInformation Session-Chartfield Descriptions

• Fund – (10000)• Program – (1000)• Location – (ARTS&SCI) • Department – (A0371001)• Class – (OPER)

• Account – (####)


• Account – (####)

SpeedtypeSpeedtype – – shortcut to specific shortcut to specific

chartfield chartfield combinationscombinations

(2-01155)(2-01155)

Using Philosophy as an example:

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Office of Resource Analysis and BudgetInformation Session-Fund AccountingOffice of Resource Analysis and BudgetInformation Session-Fund Accounting

Audited Financial Statements

Unrestricted Current Funds

Restricted Current Funds

Loan Funds

Plant Funds

Endowment Funds

Agency Funds

General Fund

Tuition and other revenue,

Colleges, Departments,

Central Obligation expenses

Auxiliaries

Departmental Sales

Sponsored Programs

and research grants

Restricted scholarships

Other restricted gifts for a specific purpose

Short-term loans to students

Permanent investments and income

Current capital

expenses for projects

Capital assets

including buildings,

land, equipment,

and improvements

Student Organizations

Other outside agencies

All University funds are included in the financial data as shown in this chart:

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Office of Resource Analysis and BudgetInformation Session-Fund AccountingOffice of Resource Analysis and BudgetInformation Session-Fund Accounting

– Unrestricted current funds• General fund (2-XXXXX)• Auxiliary funds including Housing, E.J. Thomas Performing Arts

Hall, Athletics, Athletic Facilities, Parking, Dining Services, Student Union, Wayne Bookstore, Telecommunications and Recreation Center (3-0XXXX)

• Departmental Sales and Service accounts including Continuing Education, Computer Solutions, Printing Services, etc. (3-098## or 3-099XX)

– Restricted current funds• Sponsored programs and research grants (5-XXXXX)• Restricted scholarships (6-XXXXX)• Other restricted funds to be used for a specific purpose

– Unrestricted current funds• General fund (2-XXXXX)• Auxiliary funds including Housing, E.J. Thomas Performing Arts

Hall, Athletics, Athletic Facilities, Parking, Dining Services, Student Union, Wayne Bookstore, Telecommunications and Recreation Center (3-0XXXX)

• Departmental Sales and Service accounts including Continuing Education, Computer Solutions, Printing Services, etc. (3-098## or 3-099XX)

– Restricted current funds• Sponsored programs and research grants (5-XXXXX)• Restricted scholarships (6-XXXXX)• Other restricted funds to be used for a specific purpose

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Office of Resource Analysis and BudgetInformation Session-Chartfield DescriptionsOffice of Resource Analysis and BudgetInformation Session-Chartfield DescriptionsThe following PROGRAM categories are standard reporting classifications used in higher education reporting. Monthly financials are reported to the Board of Trustees in this format.

• Instruction- (faculty and supplies related to the classroom)• Research – (indirect cost redistributions, faculty research grants, etc.)

• Public Service– Workforce Development (Continuing Education)– Other (various public programs & services)

• Academic Support– Libraries– Other (dean’s offices, info tech fee expenses, etc.)

• Student Services (admissions, financial aid, registrar, etc.)• Institutional Support (non-academic support/administration)• Operation & Maintenance of Plant (utilities, custodial, building and

grounds maintenance, etc.)






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Office of Resource Analysis and BudgetInformation Session-Chartfield DescriptionsOffice of Resource Analysis and BudgetInformation Session-Chartfield DescriptionsThe following PROGRAM categories are standard reporting classifications used in higher education reporting. Monthly financials are reported to the Board of Trustees in this format.











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• OPER – regular budgeted operating accounts funded with permanent dollars;

• CRSFE – departmental course fee accounts funded with course fee receipts. Funds are deposited each semester after the refund period;

• IDC – indirect cost redistribution related to departmental grant activity;

• FRG – faculty research grant; unrestricted current funds specifically allocated to a particular faculty member for a research project;

• OPER – regular budgeted operating accounts funded with permanent dollars;

• CRSFE – departmental course fee accounts funded with course fee receipts. Funds are deposited each semester after the refund period;

• IDC – indirect cost redistribution related to departmental grant activity;

• FRG – faculty research grant; unrestricted current funds specifically allocated to a particular faculty member for a research project;

• ITECH – student information technology fee dollars. Roughly 65% of the fees are directed to IT, the remaining funds are allocated to the Deans by the Provost;

• GASCH – graduate assistant scholarship (fee remission)

• GASTP – graduate assistant stipends

• UNSAL – unallocated salary account at the Dean’s level

• OTHER – start-up funds, one-time projects, etc.

• ITECH – student information technology fee dollars. Roughly 65% of the fees are directed to IT, the remaining funds are allocated to the Deans by the Provost;

• GASCH – graduate assistant scholarship (fee remission)

• GASTP – graduate assistant stipends

• UNSAL – unallocated salary account at the Dean’s level

• OTHER – start-up funds, one-time projects, etc.

CLASS Descriptions – classes generally reflect source and intended use of dollars.

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• Compensation accounts – expense lines used for salaries (5000-5399) and fringe benefits. (5600-5699)

• Non-compensation accounts– Student assistants (5400)– Supplies & services (5700)– Communications (6300)– Equipment lease/purchase (6500)– Movable equipment (6600)– Travel & hospitality (7000)

• Compensation accounts – expense lines used for salaries (5000-5399) and fringe benefits. (5600-5699)

• Non-compensation accounts– Student assistants (5400)– Supplies & services (5700)– Communications (6300)– Equipment lease/purchase (6500)– Movable equipment (6600)– Travel & hospitality (7000)

EXPENSE ACCOUNT Descriptions

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• Account – (####)


• Account – (####)

SpeedtypeSpeedtype – – shortcut to specific shortcut to specific

chartfield chartfield combinationscombinations

(2-01155)(2-01155)

Using Philosophy as an example:

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Office of Resource Analysis and BudgetInformation Session-Data Inquiries/ReportsOffice of Resource Analysis and BudgetInformation Session-Data Inquiries/Reports

Financial Inquiry / ReportingFinancial Inquiry / Reporting

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• Path– Process Financial Information/UA Department

Inquiries/• Inquiry – for online viewing of your budget(s)• Reports – for viewing/printing of budget reports• Save as “Favorite” (in Peoplesoft)

• Path– Process Financial Information/UA Department

Inquiries/• Inquiry – for online viewing of your budget(s)• Reports – for viewing/printing of budget reports• Save as “Favorite” (in Peoplesoft)

Financial Inquiry / Reportinghttps://fs.uakron.edu/psp/fsprod/?cmd=loginFinancial Inquiry / Reportinghttps://fs.uakron.edu/psp/fsprod/?cmd=login

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• Path – Process Financial Information/UA Department Inquiries/Inquiry– 2 options

• UA Department Budget– Use for budgets beginning with “2”, “3”, “4”,

“6” or “9”• Project to Date Budget

– Use for budgets beginning with “5” (Grants)

• Path – Process Financial Information/UA Department Inquiries/Inquiry– 2 options

• UA Department Budget– Use for budgets beginning with “2”, “3”, “4”,

“6” or “9”• Project to Date Budget

– Use for budgets beginning with “5” (Grants)

InquiryInquiry

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INQUIRY - Getting StartedINQUIRY - Getting Started

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Inquiry – Fill in Speed Type you wish to viewInquiry – Fill in Speed Type you wish to view


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Inquiry – select proper fiscal yearInquiry – select proper fiscal year


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UA DEPARTMENT INQUIRY SCREENUA DEPARTMENT INQUIRY SCREEN

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UA DEPARTMENT INQUIRY - OptionsUA DEPARTMENT INQUIRY - Options

• Three PanelsBudget Summary – provides year to date totals

for budget, expenditures, and balance remaining. Use only for “2” speed types!

Fund Summary – provides carryover balance, and totals for year to date revenue/expenses and current balance for “3”, “4”, “6”, and “9” speed types.

Detail – where the actual transactions may be viewed. Applicable for all speed types.

• Three PanelsBudget Summary – provides year to date totals

for budget, expenditures, and balance remaining. Use only for “2” speed types!

Fund Summary – provides carryover balance, and totals for year to date revenue/expenses and current balance for “3”, “4”, “6”, and “9” speed types.

Detail – where the actual transactions may be viewed. Applicable for all speed types.

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What the “DETAIL” Panel ProvidesWhat the “DETAIL” Panel Provides

• Budget Transactions (by Account Pool)– Original Budget– Carryover– Budget Transfers throughout the year– Drill down on “Budg Trn” magnifying glass

• Actual Expenditures/Transactions– Drill down on “Jrnl Trn” magnifying glass

• Remaining Balance (by Account Pool)

• Budget Transactions (by Account Pool)– Original Budget– Carryover– Budget Transfers throughout the year– Drill down on “Budg Trn” magnifying glass

• Actual Expenditures/Transactions– Drill down on “Jrnl Trn” magnifying glass

• Remaining Balance (by Account Pool)

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Drilling Down for Detail (Budget & Actual)Drilling Down for Detail (Budget & Actual)

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Sample of Detail of Actual ExpendituresSample of Detail of Actual Expenditures

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Sample Detail of Budget TransactionsSample Detail of Budget Transactions

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Viewing Detail – a few tipsViewing Detail – a few tips

• Watch out for the “View All” or “View #” – not all data may be represented on the screen

• Sorting Data– Double click on any column heading (ex.

double click on “Expended” and will sort by amount. Double click again and will sort in reverse order.)

– Particulary useful for dates, vendor, or amount• Download to Excel (click on and hold down crtl

key)

• Watch out for the “View All” or “View #” – not all data may be represented on the screen

• Sorting Data– Double click on any column heading (ex.

double click on “Expended” and will sort by amount. Double click again and will sort in reverse order.)

– Particulary useful for dates, vendor, or amount• Download to Excel (click on and hold down crtl

key)

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REPORTSREPORTS

• Path – Process Financial Information/UA Department Inquiries/Reports– Departmental Budget Reports– Budget Transaction Reports– UA Payroll Journal Detail

• Set up Run Control ID – First time only for each report (choose Add)– Choose meaningful description [no spaces]

• (ex. Budget_statement) – After the initial run control creation, choose Search for

the appropriate run control in the future

• Path – Process Financial Information/UA Department Inquiries/Reports– Departmental Budget Reports– Budget Transaction Reports– UA Payroll Journal Detail

• Set up Run Control ID – First time only for each report (choose Add)– Choose meaningful description [no spaces]

• (ex. Budget_statement) – After the initial run control creation, choose Search for

the appropriate run control in the future

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Creating/Searching for Run Control IDCreating/Searching for Run Control ID

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Select Proper Run Control for ReportSelect Proper Run Control for Report

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Report Options – One Budget Statement: fill in desired speed typeReport Options – One Budget Statement: fill in desired speed type

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Report Options – All “2” Speed Types (parameter: Fund = 10000)Report Options – All “2” Speed Types (parameter: Fund = 10000)

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Report Options – ex. All Indirect Cost Speed TypesReport Options – ex. All Indirect Cost Speed Types

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Reports – Select “RUN” and then choose desired reportReports – Select “RUN” and then choose desired report

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Reports (cont)Reports (cont)

• TYPE and FORMAT– Web and PDF to view on screen in Adobe– Web and CSV to view on screen in Excel (is not best choice for

some reports)– Email and PDF – can email report to yourself or anyone

• Works well if you wish to view later or get sidetracked (and forget!)

• Will need to complete “Distribution” option also• Click “OK” after choosing options – report is now running and

you are returned to “Process Scheduler”• Click “Process Monitor” and “Refresh” until

– Run Status = “Success”– Distribution Status = “Posted”– Then click “Details” link

• TYPE and FORMAT– Web and PDF to view on screen in Adobe– Web and CSV to view on screen in Excel (is not best choice for

some reports)– Email and PDF – can email report to yourself or anyone

• Works well if you wish to view later or get sidetracked (and forget!)

• Will need to complete “Distribution” option also• Click “OK” after choosing options – report is now running and

you are returned to “Process Scheduler”• Click “Process Monitor” and “Refresh” until

– Run Status = “Success”– Distribution Status = “Posted”– Then click “Details” link

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Process Monitor Process Monitor

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Click on “View Log/Trace”Click on “View Log/Trace”

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Then click on file generated (PDF or CSV)Then click on file generated (PDF or CSV)

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Report Results – Dept Budget SummaryReport Results – Dept Budget Summary

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Report Results – Dept Budget DetailsReport Results – Dept Budget Details

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Budget Transaction Report - SampleBudget Transaction Report - Sample

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Payroll Journal Detail Sample(salaries and fringes)Payroll Journal Detail Sample(salaries and fringes)

Using Budget Reports EffectivelyFinancial Inquiry – Reports (Output)Using Budget Reports EffectivelyFinancial Inquiry – Reports (Output)

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Position ManagementPosition Management

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What is it?

Position management is a tool by which we maintain information on every regular position and the funds committed for that position, regardless of whether it is filled or vacant.

Why?

• Provides documentation of the addition or discontinuation of positions;

• Allows us to monitor budgets by position;

• Enables us to track one-time savings realized by vacant positions.

What is it?

Position management is a tool by which we maintain information on every regular position and the funds committed for that position, regardless of whether it is filled or vacant.

Why?

• Provides documentation of the addition or discontinuation of positions;

• Allows us to monitor budgets by position;

• Enables us to track one-time savings realized by vacant positions.

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Position management is the shared responsibility of the Budget

office and Human Resources:

• Budget office maintains position information regarding funding; provides detailed reports as requested;

maintains temporary funding sources; provides assistance as needed;

• HR maintains information related to the classification, bargaining unit, pay schedules and about the employee.

Position management is the shared responsibility of the Budget

office and Human Resources:

• Budget office maintains position information regarding funding; provides detailed reports as requested;

maintains temporary funding sources; provides assistance as needed;

• HR maintains information related to the classification, bargaining unit, pay schedules and about the employee.

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Position Management and theStrategic Position Review ProcessPosition Management and theStrategic Position Review Process

Overview (Excerpt from the Strategic Review Process Memorandum www.uakron.edu/provost/budget/StratProsRevPro.php)

The transformative process to strategically realign the University of Akron’s budget has begun. Effective immediately, all open positions, temporary hire requests, retire-rehire requests, stipends, off-line adjustments and position audit requests will be subject to the strategic position review process …

Briefly:1) Dept chairs will confer with Dean regarding position needs and employee

actions;2) Dean has preliminary discussion with Provost;3) Provost determines whether or not to proceed with rationale process;4) Rationale form to Dean → to Provost → to SPRC;5) If approved, prepare appropriate paperwork and forward to

the office of the Sr VP & Provost.

Overview (Excerpt from the Strategic Review Process Memorandum www.uakron.edu/provost/budget/StratProsRevPro.php)

The transformative process to strategically realign the University of Akron’s budget has begun. Effective immediately, all open positions, temporary hire requests, retire-rehire requests, stipends, off-line adjustments and position audit requests will be subject to the strategic position review process …

Briefly:1) Dept chairs will confer with Dean regarding position needs and employee

actions;2) Dean has preliminary discussion with Provost;3) Provost determines whether or not to proceed with rationale process;4) Rationale form to Dean → to Provost → to SPRC;5) If approved, prepare appropriate paperwork and forward to

the office of the Sr VP & Provost.

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Position Management andTemporary Funding Position Management andTemporary Funding

Contact the office of Resource Analysis & Budget for any questions regarding temporary or regular funding.

FYI--Allowable funding for temporary appointments (found in unallocated salary):

• Leave without pay

• Time release savings

• Academic year FIPL (faculty improvement program) savings

• Disability retirement one-time savings (on hold for 5 years)

Contact the office of Resource Analysis & Budget for any questions regarding temporary or regular funding.

FYI--Allowable funding for temporary appointments (found in unallocated salary):

• Leave without pay

• Time release savings

• Academic year FIPL (faculty improvement program) savings

• Disability retirement one-time savings (on hold for 5 years)

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Miscellaneous ResourcesMiscellaneous Resources

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On-Campus & PeopleSoft RequisitionsOn-Campus & PeopleSoft Requisitions

• Barnes & Nobles• Central Stores• To reimburse individuals for service provided the

requisition should include:– The payee full name– Social security number– Complete mailing address– Brief description of service provided– The amount to be paid– Retain a copy and mail the original to Accounts

Payable mail zip +6214

http://www.uakron.edu/busfin/purchasing/

On-Campus RequisitionsOn-Campus Requisitions

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On-Campus & PeopleSoft RequisitionsOn-Campus & PeopleSoft Requisitions

• Located under PeopleSoft Financials https://fs.uakron.edu

• Training seminar required https://www.uakron.edu/seminars/

• Training session description http://www.uakron.edu/its/peoplesoft8/peoplesoft.php

• Pays outside vendors • Step-by-step instructions

http://www.uakron.edu/its/learning/training/PSoft8Fin.php#Reqs

PeopleSoft RequisitionsPeopleSoft Requisitions

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Additional Purchasing OptionAdditional Purchasing Option

• Alleviates the use of PeopleSoft• Order office supplies on-line • Visa application

http://www.uakron.edu/busfin/purchasing/docs/visacardapp.doc

• Tax exempt form http://www.uakron.edu/busfin/purchasing/ElectronicForms.php

VisaVisa

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QUESTIONS?

1 office of resource analysis and budget information session

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