budget basicsplanetarium example nt752 university of north texas 134000 college of music –gen 105...

Budget Basics

UNT Budget Office

budget.unt.edu

budget.unt.edu

Agenda

Objective

Financial Resources

Chart of Accounts

Budget 101

Questions

Appendix: Chartfield Setup/Change Form

Objectives

Seven training objectives.

1. Distinguish between State, Local, Auxiliary, and Restricted chartstrings,

2. Identify and describe the differences between a project / departmental chartstring,

3. Identify and describe the differences between budgetary and non-budgetary chartstrings,

4. Identify and describe the difference between centrally and non-centrally funded chartstrings,

5. Learn the concept of "budget checking" and how that differs by chartstring type,

6. Define what an account is, understand how it differs from a chartstring, and be able to explain account hierarchies, and

7. Identify where to find budget resource documents online.

Financial Resources

Financial Resources

The University of North Texas has 4 primary categories (sources) of funding. Each category is governed by specific rules.

1. State Funds (Educational & General, E&G). Funds given by the state of Texas. At UNT, State Funds are primarily used for salaries.

2. 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.

3. 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.

4. Restricted Funds. Restricted funds are given by donors or external agencies, for nothing in return, for specific purposes. Examples include grants, gifts, and endowments.

Chart of Accounts

(COA)

Chart of Accounts

The Chart of Accounts refers to the 9 individual fields that make up a chartstring.

ChartfieldGL

Business Unit

Organization Department

Fund Category

Fund Function Project* Program Purpose Site

Field Length 5 6 3 6 3 7 4 5 4

Use Who? Who? How? How? Why? Why? Why? Why? Where?

WHOis spending the money?

HOWis the

transaction being funded?

WHYis the money being spent?

WHEREis the

transaction occurring?

Chartfield: GL Business Unit

The GL Business Unit reflects the UNT System Component

CHARTFIELDGL Business

UnitOrganization Department

Fund Category Fund Function Project Program Purpose Site

Field Length 5 6 3 6 3 7 4 5 4


ExampleNT752

University of North Texas

122300Physics

105Educational &

General

800001GRD-General

100Instruction

General

1274Planetarium

EXAMPLES: o NT752 UNT Denton

o SY769 UNT System

Chartfield: Organization Department

Organization Department represents the academic or operating unit responsible for the transaction. Signature authority is held at the Org Dept level.




Field Length 5 6 3 6 3 7 4 5 4


ExampleNT752


122300Physics

105Educational &

General

800001GRD-General

100Instruction

General

1274Planetarium

Example

NT752University of North Texas

134000College of

Music – Gen

105Educational &

General

805038State

AppropriationHEF

400Academic Support

ExampleNT752


160100Division of Student

Affairs

200Designated

Operating Managed

880002Student Service

FFF

500Student Services

6600First Flight

Week

Chartfields: Fund Category & Fund

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.




Field Length 5 6 3 6 3 7 4 5 4


ExampleNT752


122300Physics

105Educational &

General

800001GRD-General

100Instruction

General

1274Planetarium

Example


134000College of

Music – Gen

105Educational &

General

805038State

AppropriationHEF

400Academic Support

ExampleNT752


299999General

University

105Educational &

General

805080State Approp-

Hazlewood

550Institutional

Support

20017Exempt-

Hazlewood

E&G (STATE)• 105 Education & General

• 106 Education & General - Projects

• 800001 GRD General Revenue Dedicated

• 800003 Laboratory Fees

• 805009 Core Research

• 805038 Higher Education Fund (HEF)

DESIGNATED (LOCAL)•200 Designated Operating Managed

•202 Designated Operating General

•201 Designated Operating - Project

• 830001 Tuition

• 880001 Instructional FFF

• 830029 Designated Oper-Central Alloc

• 840001 Faculty Discretionary

• 850000 F&A Recovery Fund

• 885000 Departmental Discretionary

AUXILIARY• 120 Auxiliary• 121 Auxiliary - Projects

•810002 Auxiliary Union

•810004Auxiliary Parking

•810020Auxiliary Housing

•810030Auxiliary Dining

RESTRICTEDFund Cats – VARIOUS

• 349000 Schol/Rest-Departmental

• 190000 Federal Direct

• 195001 State of TX Direct

• 200010 DepOp/End-Bill & Ann Stokes

FUN

D C

AT

FUN

D

Chartfields: Fund Category & Fund

Chartfield: Function

Function designates the purpose of the expense. It is required for federal, state, and other reporting.




Field Length 5 6 3 6 3 7 4 5 4


ExampleNT752


122300Physics

105Educational &

General

800001GRD-General

100Instruction

General

1274Planetarium

Example


134000College of

Music – Gen

105Educational &

General

805038State

AppropriationHEF

400Academic Support

ExampleNT752



Affairs

200Designated

Operating Managed


FFF

500Student Services

6600First Flight

Week

ExampleNT752


135360Public

Administration

303Restricted

Expendable

340305Schol/Rest H

Sumners Public

630Scholarships &

Fellowships

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

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.

CHARTFIELDGL

Business Unit

Organization Department

Fund Category Fund Function ProjectPC Business

UnitActivity Program Purpose Site

Field Length 5 6 3 6 3 7 5 3 4 5 4


Example

NT752Universityof North

Texas

152000Facilities - Gen

106Educational &

General - Projects

805038State

Appropriation HEF

600Operations & Maintenance

1000202Music

CourtyardFeasibility St

NFCAPFacilities and

Capital Projects

101

Example

NT752Universityof North

Texas

152000Facilities - Gen

304Restricted

Expendable -Projects

305015Specs Charit

Found Courtyard

600Operations & Maintenance

1000202Music

CourtyardFeasibility St

NFCAPFacilities and

Capital Projects

101

Bonus Fields!

Chartfields: Program & Purpose

Program is used to track formal institutional programs and initiatives.

Purpose is used to track informal activities.




Field Length 5 6 3 6 3 7 4 5 4


ExampleNT752



Affairs

200Designated

Operating Managed


FFF

500Student Services

6600First Flight

Week

ExampleNT752


163800Housing Admin

120Auxiliary Housing

810020AuxiliaryHousing

700Auxiliary

Enterprises

13781Professional

Development

1260Crumley

Hall

ExampleNT752


220600Athletic Dev – Gen

202Designated

Operating General

885000DepartmentalDiscretionary

500StudentServices

3010Letterman’s Association

11308R08-

Contributions

Chartfield: Site

Site identifies the physical location at which a transaction is occurring.




Field Length 5 6 3 6 3 7 4 5 4


ExampleNT752


122300Physics

105Educational &

General

800001GRD-General

100Instruction

General

1274Planetarium

ExampleNT752


163800Housing Admin

120Auxiliary Housing

810020AuxiliaryHousing

700Auxiliary

Enterprises

13781Professional

Development

1260Crumley

Hall

Understanding Chartstrings

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.



Fund Category Fund Function Program Purpose SiteRemaining

Budget

ExampleNT752



Affairs

200Designated

Operating Managed


FFF

500Student Services

6600First Flight

Week

$5,000

ExampleNT752


151200University Budget

& Analytics

200Designated

Operating Managed

830001Designated

Tuition

550Institutional

Support

6600First Flight

Week

$1,000

Understanding Chartstrings

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?



Fund Category Fund Function Program Purpose Site Budget

ExampleNT752



Affairs

200Designated

Operating Managed


FFF

500Student Services

$20,000

ExampleNT752



Affairs

200Designated

Operating Managed


FFF

500Student Services

6600First Flight

Week

$5,000

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 Salaries-Staff

D5031 Wages 50401 Longevity Pay

D5301 Materials & Supplies Exp 53001 Supplies-Office

D5301 Materials & Supplies Exp 53022 Uniforms

D5301 Materials & Supplies Exp 53083 Maintenance Supplies-Plmbng

D5371 Printing & Reproduction 53701 Printing Services

D5371 Printing & Reproduction 53731 Publications Services

D5371 Printing & Reproduction 53761 Copy Services

D5501 Other Operating Exp 55261 Conference Registration

D5501 Other Operating Exp 80153 I/C Postage-Exp

D5251 Travel 52513 TIS Lodging

D5251 Travel 52533 TOS Airfare

D5331 Communication & Utilities 53303 Telecom-Monthly Charge

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

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.


Account Hierarchy: Account B5010 Salaries & Wages

B-LevelAccount

B-Level Account Description

C-LevelAccount

C-Level Account

DescriptionD-LevelAccount D-Level Account Description

Base Account Account Description

B5010 Salaries & Wages C5010 Faculty Salaries D5010 Salaries-Faculty/Academic 50101 Salaries-Faculty 9 Mo-FT

B5010 Salaries & Wages C5010 Faculty Salaries D5010 Salaries-Faculty/Academic 50103 Salaries-Faculty Summer-FT

B5010 Salaries & Wages C5010 Faculty Salaries D5010 Salaries-Faculty/Academic 50105 Salaries-Faculty-12 Mo-FT

B5010 Salaries & Wages C5010 Faculty Salaries D5012 Salaries-Faculty/Acad-PartTim 50121 Salaries-Faculty-Adjunct-PT

B5010 Salaries & Wages C5010 Faculty Salaries D5012 Salaries-Faculty/Acad-PartTim 50123 Salaries-Other Academic-PT

B5010 Salaries & Wages C5014 Staff Salaries D5014 Salaries -Staff 50141 Salaries-Professional Admin

B5010 Salaries & Wages C5014 Staff Salaries D5014 Salaries -Staff 50143 Salaries-Staff

B5010 Salaries & Wages C5014 Staff Salaries D5016 Salaries-Student 50161 Salaries-Undergraduate

B5010 Salaries & Wages C5030 Wages D5031 Wages 50401 Longevity Pay

B5010 Salaries & Wages C5030 Wages D5031 Wages 50404 Overtime Pay

B5010 Salaries & Wages C5030 Wages D5031 Wages 50409 Termination Payout

B5010 Salaries & Wages C5030 Wages D5031 Wages 50415 Augmentation Pay


Org Dept Hierarchy: B15000 Sr VP Finance & Administration


The roll-up structure for each chartfield affects workflow routing or annual reporting.

• Org Department Hierarchies:

o The system allows for a holder at each of the A, B, C, D, and E levels.

o The hierarchy levels affect ePar (payroll) and ePro (procurement) approval routing

• Fund Category, Fund, and Function Hierarchies:

o The different hierarchy levels affect how the transactions are reported on UNT’s annual financial statements.


• Project, Program, Purpose, and Site Hierarchies:

o Most fields are used for internal tracking.

o 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

Questions?

Budget 101

Chartstring Types

There are two types of chartstrings: Departmental Chartstrings and Project Chartstrings.

• Departmental Chartstrings

o Chartstrings do not contain a project code.

o Reporting is broken out by fiscal year.

• Project Chartstrings

o Chartstrings contain a project code.

o Used to track activity that has a finite life.

o Reporting is life-to-date which means reports cannot be run for a particular year.

o Examples: Grants, Faculty, Construction, Internally funded research.

Chartstring Types

Departmental Project

Chartstring Types

Departmental chartstrings are further broken out into Budgetary and Non-Budgetary.

Chartstring Types

Departmental

BudgetaryNon

Budgetary

Project

• Budgetary Chartstrings

o Budgetary Chartstrings are those for which the budget can be reasonably guaranteed and estimated year over year.

o Balances may or may not rollforward. Depends on the Fund.o Examples: State Appropriations, Tuition, Fees, Summer Camps,

Parking, Housing

• Non-Budgetary Chartstrings

o Non-Budgetary Chartstrings are those for which the budget cannot be reasonably guaranteed and estimated year over year.

o Funds rollforward.o Examples: Gifts, one-time speaking engagements, F&A, royalties

Chartstring Types

• 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)

105 805001 Education & General (State)

200 830001 Designated Tuition (Local)

Departmental chartstrings can be Centrally Funded or Non-Centrally Funded

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.

Chartstring Types

Each Fund Category can only have one chartstring type assigned to it:

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

FUN

D C

AT

1. Departmental-Budgetary: Fund Cats 105, 120, 200 (Blue)

2. Departmental-Non Budgetary: Various Fund Cats. Most common Fund Cats 202 & 303 (Green)

3. Project: Various Fund Cats. Most common Fund Cats 106, 121, 201, & 400 (Orange)

*There are many Restricted Fund Categories. Only four examples are shown.

How to Read a Chartstring

In addition to answering the questions of who, how, why, and where, the Chart of Accounts provides insight as to whether the chartstring:

1. Is Budgetary, Non-Budgetary, or a Project,

2. Is funded Centrally or Non-Centrally, and

3. Rolls Forward or is swept (closes) at year end.




Field Length 5 6 3 6 3 7 4 5 4


ExampleNT752


122300Physics

105Educational &

General

800001GRD-General

100Instruction

General

1274Planetarium

ExampleNT752


134300Composition

Studies

201Designated

Operating Projects

840002Faculty

Start Up

220Research

Departmental

1600346Fac NSP-

Stout, David

12258iARTA

ExampleNT752


135360Public

Administration

303Restricted

Expendable

340305Schol/Rest H

Sumners Public

630Scholarships &

Fellowships

Budget checking occurs at the C-Level

Budgeting occurs at the D-Level

Individual D-account lines should

carry a positive balance.

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.

Budget checking occurs

on the chartstring total.

It doesn’t matter if individual

account lines are negative as long

as the total balance is positive.

Non Budgetary Chartstrings

PreEncumbrances

Requisitions

Vacant position salaries

(not yet paid)

Encumbrances

Purchase orders

Filled position salaries

(not yet paid)

Actuals

Vouchers (invoices)

Paid salaries

Columns on the Cognos Report

The Actual, PreEncumbrance, and Encumbrance columns reflect stages of an expense.

Helpful DocumentsBudget Website > Resources > Documents

Budget Management Documents

o 1. Valid Fund Category & Fund Combinations

o 2. Requisition Category Codes

o 3. Closing Rules

o 4. 9.2 Budgetary Accounts

o 5. Common Terms

o 6. Common Journal Headers

• Chartfield Values & Trees

Helpful Documents available on the Budget Website

https://budget.unt.edu/sites/default/files/valid_fund_category_and_fund_combinations.xlsx

https://budget.unt.edu/sites/default/files/requisition_category_codes.xlsx

../Desktop/closing_rules.xlsx

https://budget.unt.edu/sites/default/files/9.2_budgetary_accounts.xlsx

https://budget.unt.edu/sites/default/files/common_terms.xlsx

https://budget.unt.edu/sites/default/files/common_journal_headers_0.xlsx

Questions?

Appendix: Chartfield Setup

Change Form

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.

https://budget.unt.edu/sites/default/files/chartfield_setup_change_form_0.pdf

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.

https://budget.unt.edu/documents

Holder Changes

• Grants – NGRCT Projectso Contact the Office for Grants and Contracts

Administration (OGCA) (i.e. the Research Office) for

assistance

• All other Holder Changes o Email the Budget Office.

1. CC the current holder and the new holder

2. Identify the Org Dept Number and Name

3. Include the Name and Empl ID of the current

holder and the new holder

4. Indicate the Effective Date

Holder Changes – Example

Email

TO: [email protected]

CC: [email protected] , [email protected]

Please update the Org Dept Holder for 151210

Movie Department from Jane Smith(10300001) to

John Smith (10400020) effective 09/01/2021.

mailto:[email protected]



Thank You.