BUDGET TRAINING MANUAL

FY 2022

Florida Gulf Coast University Budget Office

TABLE OF CONTENTS

Contents

Our Mission _______________________________________________________________________________________________ 1

The Budget Trail __________________________________________________________________________________________ 2

The Color of Money at FGCU _____________________________________________________________________________ 3

Using the “Primary” Related Worktag __________________________________________________________________ 4

Getting Started in Workday ______________________________________________________________________________ 5

Workday & Budget Management ________________________________________________________________________ 6

Budget Expenditure Report ____________________________________________________________________________ 7

Trial Balance/FGCU Net Assets Reports ________________________________________________________________9

Budget Amendments (Budget Transfers) ____________________________________________________________ 10

Rate Amendments ______________________________________________________________________________________ 11

Budget Manager Responsibilities _____________________________________________________________________ 12

Negative Account Balances ____________________________________________________________________________ 13

University Budgets Website ___________________________________________________________________________ 14

Fiscal Year Quarters & Budget Periods Timeline _____________________________________________________ 15

Contact Information ____________________________________________________________________________________ 16

BUDGET TRAINING

Page 1

Our Mission

STRATEGIC HIGHLIGHTS

The University Budget Office supports the mission of Administrative Services, and the University, by providing

operational management of appropriated resources and analytical review of fiscal issues impacting the

institution. The University Budget Office is charged with the oversight of the entire University Budget, and

therefore will interact through teamwork at all levels of the administration. It is through this interaction that

the Budget Office provides its greatest service, supporting individual units in completion of their mission

through effective communication and guidance on the utilization of resources.

TRAINING HIGHLIGHTS

The staff of the University Budget Office is here to provide assistance wherever we can. With that in mind, we

offer this training and manual as a means to assist you in the completion of your functions and reach the

objectives of your individual units. Under no circumstances however this training should be considered our

last available output to assist you in the completion of your task. If there is any assistance we can provide,

please let us know.

Megan Clipse

Director, University Budgets

Florida Gulf Coast University

BUDGET TRAINING

Page 2

The Budget Trail

• Nearly 18 month cycle, begins with…

➢ A system wide Legislative Budget Request (LBR) is created

➢ The Board of Governor’s (BOG) approve the LBR

➢ The Governor’s Office creates a budget

➢ The House and Senate build budget offers in Chambers

➢ The “Appropriations Dance Commences”

➢ A Budget is born! A 3 day cooling off period begins before voting commences

➢ Taxwatch gives the Governor a hand before making veto decisions

➢ We finally get a number (May or June)

• While Tallahassee Talks Budget, FGCU Does Also

➢ Planning and Budget Council

➢ Budget Committee

➢ Cabinet

➢ University Board of Trustees

The University is constantly projecting, developing, and planning its internal distributions while monitoring

the external environment.

BUDGET TRAINING

Page 3

The Color of Money at FGCU

THERE ARE ALL TYPES OF FUNDS AND SOURCES

• General Revenue (a.k.a. E&G, State Appropriations)

• Educational Enhancement (Lottery)

• Incidental Revenue (Tuition)

• Local Funds

• Athletics

• Activity and Service

• Concessions

• Financial Aid

• Auxiliary - *Budget is permission to spend funds that YOU HAVE TO EARN

• Sponsored Research and Programs

THE FUNDING SOURCE GOES A LONG WAY IN DETERMING HOW FUNDS CAN BE USED!

WHAT IS FDM?

Every Cost Center of Funding Source has a FDM string of worktags

• Unique combinations that generate your particular budget

• Used to budget and record expenditures

• Very flexible accounting structure

FDM DEFINED

• Foundation Data Model

• Consists of Related Worktags:

• Fund – Indicates type of funds (Aux, E&G, Grant, etc.)

• Cost Center - Department funds belong to

• Custom Worktags – Activity (ACXXXX)/Gift (GFXXXX)/Grant (GRXXXXX)/Project (PJXXXX)

• Program Code - Two-digit code for the type of activity (PG0XX)

• Ledger Account – High level organization of expenditures & budget

• Spend/Revenue Category – Detailed description of expenditures & revenue

WORKDAY BUDGET STRUCTURES

• Operating Budget – Contains the budget & expenditures for most funds on campus

• Gift Budget – Foundation supported activities & scholarships

• Capital Budget – Construction & capitalized projects

BUDGET TRAINING

Page 4

Using the “Primary” Worktag

PRIMARY WORKTAG

The “Primary” worktag is the unique code that will automatically populate the remaining related worktag

pieces required for each account. The primary tag you use depends on what type of fund the account resides

in.

Fund Type Activity Tag (ACXXXX)

Grant Tag (GRXXXXX)

Gift Tag (GFXXXXX)

Project Tag (PJXXXX)

E&G/General Revenue

X

Athletics X

Auxiliary X

Grant X

Housing X

Foundation Reimbursable

X

Scholarships X

F&A Returns X

Activities & Services (A&S)

X

Construction Projects

X

Concessions X

WHY USE THE “PRIMARY” TAG?

The “Primary” tag is a unique identifier! Inputting this code FIRST for your accounts eliminates any fund/cost

center/program code mix-ups.

ACCOUNT POOL CODES

77100P Salaries

77101P Temporary Employment (OPS)

77102P Employer Contributions (Benefits)

71110P Utilities

71120P Library Resources

71140P Other Operating Expenses

71141P Charge Backs (Reoccurring Expenses – Copy Charges, Postage, Freight and Telephones)

71143P Travel

72100P Capital Expenditures (Individual Items over $5,000)

72200P Fixed Capital Outlay

76800P Scholarships/Financial Aid

75700P Transfer Out (8% Overhead Assessment tied to Auxiliaries)

BUDGET TRAINING

Page 5

Getting Started in Workday

fgcu.edu/Workday

Workday is a web-based program and will run on most internet browsers (Google Chrome, IE, Firefox, etc.) plus

your mobile devices!

**Please reference the “Getting Started in Workday” user-guide on the FGCU Workday Training website for more

detailed navigational instructions https://www.fgcu.edu/workday/training**

BUDGET TRAINING

Page 6

Workday & Budget Management

PRIMARY REPORTS FGCU Budget Expenditure – To view available balances at the summary pool level and to drill-down

further into detailed transactions. FGCU Trial Balance for Organization – To view cash balances for auxiliary operations at the fund level. FGCU Rate Control – To view all positions within your organization and the dollars associated

Where do I find these reports? You can navigate to these reports through either using the Search box at the top left corner and typing in “Budget” or by selecting the “Budget Administration” applet within the Applications menu on the home screen.

Workday Report Labels & Titles Meanings

Plan Structure – The type of budget (Operating, Gift & Capital) Actuals – Amount of budget that has been used (year to date). Encumbrances – Budget that is committed to cover a specific expense in the current fiscal year. Pre-Encumbrance/Reserved Journals – Transactions that are underway in the system, but not yet final Remaining Balance – Represents the budget available for use for each specific ledger pool type. Original Budget – July 1 starting budget Permanent Amendment – Any permanent budget amendment/transfer posted Temporary Amendment – Any temporary budget amendment/transfer posted Base Budget – Original budget plus all permanent amendments Current Budget = Original Budget + Perm. Amendment + Temp. Amendment

BUDGET TRAINING

Page 7

FGCU Budget Expenditure Report By Fund, Cost Center or Activity

Used to view available balances & detailed transactions. (A combination of old Banner screens FGIBAVL & FGIBDST and the Cognos Budget Expenditure Report)

Enter either your Cost Center or Activity first, make sure Plan Structure is “Operating Budget Structure” (unless wanting

to view Gifts or Capital Projects), and Period is the Fiscal Year you want to view. Click .

The first view you get of the report will be the high-level “summary”, but then you can click down further into each

row using the in order to expand the report and start seeing the details.

CURRENT BUDGET - ACTUALS – ENCUMBRANCE (Pre & Reserved) = $ Remaining

Optional fields to add filters for Ledger Accounts or additional drill-down specific worktags.

BUDGET TRAINING

Page 8

FGCU Budget Expenditure Report (Expanded) Transaction Detail View

Upon expanding the report, you will begin to see the ledger account pools and detailed ledger accounts broken out on the report. Within these rows are where you can start clicking on anything in blue to see the individual transactions, whether it be budget related, actual expenditures or encumbrances. Tip: If you are running this report for an auxiliary you will also see the Revenues displayed, not just expenditures.

Transactional Detail View after clicking on a blue item:

Click in any field then select the

“RELATED” icon

2) Any report can be exported into

Excel by clicking this spreadsheet

button.

Click in any field then select the

“RELATED” icon

1) Click in any field you want to see

detail of.

Click in any field then select the

“RELATED” icon

3) Detailed Views can even be

displayed in graphs/charts by

clicking here!

BUDGET TRAINING

Page 9

FGCU Trial Balance for Organization Auxiliary/Fund Cash Position

Cash collected, spent and the amount remaining. Only place for cash balances, versus budget. (Translates to the old Banner FGITBSR screen)

This screen will be beneficial to you if you have AUXILIARY funds or any accounts that handle CASH. Activity and Service cash - Sponsored Research, or Athletics.

For the prompt page, if you use the Trial Balance Report you will need to

select the following:

Organization =

• For an auxiliary you will need to use the Activity Hierarchy level

for your area under “My Organization Hierarchies”

• For a gift you will need to use the All Gifts Trial Balance Hier

Worktags = Use this to filter down your Organization by either specific

activity code(s) or Gift, Funds, etc.

Period = defaults to current period, but can be changed to prior periods

The rest of the fields are optional and used if you want to drill down more

specifically or filter certain items from the prompt page.

Click to view your fund balance and cash position as of today.

BUDGET TRAINING

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Budget Amendments (Budget Transfers) Transferring budget is 95% electronically automated within Workday using the Budget Amendment task if you are a Cost Center Manager or have been granted Budget Amendment access (Please refer to Budget Amendment Aid for step-by-step instructions). Depending on your department’s own internal policies & structure though, you may still use the paper form.

BUDGET TRANSFER REMINDERS

• Transfers are not allowed between General Revenue Accounts and Auxiliary Accounts

• Transfers are not allowed between different Auxiliary Accounts

ALWAYS LIST A JUSTIFICATION OR YOUR TRANSFER MIGHT BE

RETURNED AS INCOMPLETE!

Please Note: Negative balances must be corrected before additional

transfer requests are processed.

This form may be found on the Budget Office Website:

http://www.fgcu.edu/BudgetOffice/forms.html

This form can be found on the Budget Office Website:

http://www.fgcu.edu/BudgetOffice/forms.html

BUDGET TRAINING

Page 11

Rate Amendments To submit a Rate Amendment please fill out this form and submit it to the budget office by fax (X1010), inter-

office mail, or e-mail.

This form can be found on the Budget Office Website:

http://www.fgcu.edu/BudgetOffice/forms.html

BUDGET TRAINING

Page 12

Budget Manager Responsibilities

THE BUDGET MANAGER:

• Serves as the official contact for the department concerning financial matters

• Ensures that the department’s financial affairs operate in accordance with the University’s Policies

and Procedures

• Maintains departmental balances. Department’s Available Balance (E&G) and Available Cash Balance

(Auxiliary funds, non E&G) should remain positive. Negative balances require immediate attention;

transfers will not be processed before the negative balance is resolved.

• Submits Annual Operating Budget. In preparation for the new fiscal year, budget submissions are

posted at the end of the fiscal year. The submissions are based on expenditure reports, budget

reports, and anticipated amendments.

• Processes and/or submits the required documentation. With the approval of the appropriate persons,

the budget manager is responsible for processing amendments to an accounts’ rate, budget, and

other matters as needed.

• Responsible for navigating and interpreting the University’s online financial systems. Budget

managers are responsible for attending Budget Office training sessions to garner the necessary skills

used to operate and understand Workday data.

BUDGET TRAINING

Page 13

Negative Account Balances

BUDGET MANAGEMENT POLICY (3.025)

The University Budget office is responsible for the management and oversight of the departmental budgets.

The University Budget Office is at its discretion, will complete budget amendments or other financial

transitions in order to rectify budgets which are negative at the “pool” level. This policy does not apply to the

Sponsored Research Trust Fund.

This policy requires all departments maintain a positive budget.

This policy is created to provide the University Budget Officer with the authority to properly manage various

departmental budgets, as well as the University budget in order to assure the University meets its financial

obligations for responsible management of University funds.

Upon close of the fiscal month, the University Budget Officer will review budgets and identify those areas with

negative balances at the pool level, and/or funds where revenues do not meet expenses. When necessary, the

University Budget Officer will reallocate resources from within the unit to rectify negative balances or

negative cash balances. Prior to doing so, the Budget Officer will notify the appropriate department personnel

via email of the negative position. Departments will have three business days from the notification to rectify

any outstanding issues before action will be taken by the University Budget Officer. In the event that a budget

amendment is used to solve a negative balance, such transfer will be processed as a non-recurring

amendment.

Should the University Budget Officer reallocate budget to rectify a negative balance, or if its actions otherwise

impact the financial resources of a given unit, said unit will be notified once such adjustments are made.

For a complete description of Policy 3.025 visit:

http://www.fgcu.edu/generalcounsel/files/policies/3_025_Budget_Management_Policy_1_27_10.pdf

BUDGET TRAINING

Page 14

University Budgets Website

http://www.fgcu.edu/BudgetOffice

Here you can download forms, access budget reports and much more.

If you have any questions feel free to contact the Budget Office.

We are here to help you!

Please also checkout the FGCU Workday website (fgcu.edu/workday) for additional

training resources, job aids and on-demand videos.

BUDGET TRAINING

Page 15

Fiscal Year Quarters & Budget Periods Timeline

July Aug Sept Oct Nov Dec Jan Feb March April May June

1 2 3 4 5 6 7 8 9 10 11 12

July: FISCAL YEAR

BEGINS ON JULY 1st

Operating Budget

posted for the Fiscal

Year.

Dec: Halfway through

the fiscal year.

Perfect time to check

the health of your

budget moving

forward.

End of the Quarter:

Budget Planning for new

FY begins.

April: Deadline for

permanent budget

transfers

May: New FY Budget

being developed

June: FISCAL YEAR

ENDS ON JUNE 30th

BUDGET TRAINING

Page 16

Contact Information

MEGAN CLIPSE DIRECTOR, UNIVERSITY BUDGETS

FELICIA NACHEF COORDINATOR, UNIVERSITY BUDGETS

Tel 239-590-1123

Fax 239-590-1010

mclipse@fgcu.edu

Tel 239-590-1197

Fax 239-590-1010

fnachef@fgcu.edu

@FGCU_Budget

FGCU Budget Office

Company Information

University Budgets

Edwards Hall, Suite 218

www.fgcu.edu/budgetoffice