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ReconciliationsHow to reconcile department ids.

Finding answers to what is that? How did it get there? What do I do now?

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Appropriated Budgets◦An Appropriated Budget is spending authority. Permanent budget / (On-going budget) One-time budget

Carry forward

Budget Basics Review

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Local Budgets◦Spending

Authority Revenues: $221.00 -Expenses: $3,397.31 -Pending EX Journal Expenses: $2.00+Transfers: $45.00+Balance Forward: $25,652.62= Fund Balance: $22,519.31-Encumbered: $37.95 = Fund Balance with Enc: $22,481.36

Budget Basics Review

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Depending on sponsor guidelines, re-budgets may require sponsor approval

To request a change in budget, the OSP Budget Adjustment Request form should be completed and submitted to your Sponsored Project Administrator◦ http://research.boisestate.edu/osp/applications-an

d-forms/ Your Sponsored Project Administrator will determine

if sponsor approval is needed, and will submit the request to the sponsoring agency for approval. If no sponsor approval is required, the SPA will proceed with the budget adjustment

How Do I Change My Grant Budget?

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Frequently Asked Questions

*Appropriated Budget Summary

*Budget Overview - View Only

*Budget Status Report

GL Summary Report

*Budget History Report

GL Detail Report

Chart field Report

Payroll/HR Expense Distribution Report (provided by HR)

What is my original Budget?Best Good Better Better

What is my Appropriated carry forward?

Best Good Better Better

What Appropriated transfers have been made to/from my department?

Best Good Better Better

How much have I spent this month on OE, Travel, etc.?

Good Better Good

How much have I spent year to date on OE, Travel, etc.?

Better Good Better Better

I want to see invoices that have been paid.

Good Better

I want to see whose salaries come out of my department.

Best

How much Budget is remaining? Good Best Better Good Good

What is my Local fund balance carry forward?

Good Better

What fund balance transfers (Local) have been made in my department?

Good Better

I want to see all the Department IDs in my college.

Good Good

I want to see a list of all departments/accounts.

Best

How do I determine which report to use?

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Appropriated Budget Summary Report

Appropriated Only

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Budget Overview Report

The Blue numbers represent hyper links that you can click on and drill back.

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Budget Status ReportAppropriated only

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Budget History ReportAppropriated only

This report provides information like original budget, carry forward and posted transfers for one account within a department id.

Legislative Reference Numbers

ADJ Adjustment ( Permanent Budget)CFD Carry Forward ( One-time Budget)ORG Original /Base ( Permanent Budget)PTN Permanent Transfer ( Permanent Budget)TRN One-Time Transfer (One-time Budget)

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How do I run a GL Detail report?

• Go to the Bronco Web home Page

• Click on the A-Z index, Click

“A”• Click on

Administrative Accounting

Office• At the lower

right side of the screen click on GL

Detail Report• Step by step

instructions will appear.

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Open PeopleSoft Finance

Click on BSU Processes and Reports

Under BSU General Ledger

Choose GL Detail Report(You may need to set up a run control if you haven’t

already.)

Link for directions to run GL Detail Reporthttp://vpfa.boisestate.edu/process/uformsdocs/Run_GL_Detail_Report.pdf

How do I run a GL Detail report?

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How do I run a GL Detail report? (appropriated/local)

Fill in the blanks or change an existing value. Then click on Run.

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How do I run a GL Detail report? (sponsored projects)

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How do I run a GL Detail report

Once you select the format click on OK. This will take you back to the previous Page

This is where you can choose the format of your report

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How do I run a GL Detail report?

Click on the Process Monitor Link

Click on refresh until Run Status shows SuccessAnd Distribution Status shows PostedThen choose the Details hyper-link

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How do I run a GL Detail report?

Click on View Log/Trace

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How do I run a GL Detail report?

Choose the report file "BSSGL700 XXXX.PDF"

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How do I run a GL Detail report?

A PDF file with your report will now be displayed. You can view, print or save.

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Appropriated GL Detail ReportYear and month the report covers, Department Id and name

Revenue budgets – There is no revenue in appropriated departments

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Appropriated GL Detail Report

Source CodesAM Asset managementAP Accounts PayableCR Cash Receipts EX Expense ReportHR Human ResourcesIDC Inter-department ChargesONL One Line Journal EntryPO Purchase OrderSF Student Financials Journal EntrySFP Student Fee PostingTA Travel

Expense Account

Budget Rollup Account

Legislative Reference Number

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Appropriated GL Detail Report

Expense Section. Expenses are listed as positive numbers and decrease your budget. Decreases are negative numbers and increase your budget.

Budget SectionIncreases (transfers in) to budget are listed as positive numbers. Decreases (transfers out) to budget are listed as negative numbers.

Remaining spending authority for this budget roll up account. Can not be in deficit!

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How do I run a GL Detail report?

This is the breakdown of the amount showing on the Detail General Ledger Report as Pending Expenses. This information will only be available until the over night process is run. After the process runs, these will show as encumbrances.

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Local GL Detail Report

Year and month the report covers, Department Id and name

Revenue budgets are rollups in the 300000 series – Revenue collected is listed as positive numbers and increase your fund balance.

Budget estimates are not posted for revenue accounts. When the Budget is compared to the posted revenue it will show as a negative. This is expected and is not an issue.

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Local GL Detail ReportExpense Section –

Budget Section

Local Budgets are estimates of the amount a department will use during the coming fiscal year within each account of a department id.

Actual expense compared to budget estimate - Not your spending authority

Expenses are listed as positive numbers and decrease your budget. Decreases are negative numbers and increase your budget.

Increases (transfers in) to budget are listed as positive numbers. Decreases (transfers out) to budget are listed as negative numbers.

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Local GL Detail Report

Surplus budgets are in the 900000 series –Transfers in are positive.

Spending authority for local department id

It is not necessary to transfer funds between account rollups in a Local department id.

Budgets are not loaded in Surplus accounts. When the Budget is compared to the posted revenue it will show as a negative. This is expected and is not an issue.

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Grant GL Detail Report

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• .

Payroll/HR Expense Distribution Report

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Current Procedure:

Each pay period the Budget Office contacts departments with payroll budget errors (not enough budget for payroll to post in the account roll-up). Departments must complete a budget transfer immediately in order for payroll to post that week.

Payroll Budget Errors

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New Procedure (expected to take effect in January, 2016):

The Budget Office will allow payroll to post as it is each pay period, but will check all Appropriated Dept IDs each month for deficit balances. Departments with a deficit balance in any account roll-up will be notified and will be required to clear the deficit within the month.

Payroll Budget Errors

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Payroll Correction? - Move payroll expenses

Internal Payment? - Moves non-payroll expenses

Journal Entry? - Moves non-payroll expenses

Fund Balance Transfer? - Moves fund balance

Budget Transfer? - Moves budget

You have identified an Error -Now What?

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Payroll Correction Journal Entries are used to move actual posted payroll expenses from one account rollup in a department id to another. They are used to fix payroll expense errors.

They can be used for Appropriated, Local and Grants Department ids.

Must go through the approvals process that is detailed in the

template instructions.

Must use an approved template which can be found on the Administrative Accounting Office website

◦ On the Boise State Website A-Z Index, go to the Administrative Accounting Website, look for Procedures for Processing Payroll Corrections.

Payroll Correction Journal Entry

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Payroll Correction Journal Entry

Click on the link

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Payroll Correction Journal EntryAfter clicking on the link on the Administrative Accounting Website, you will see this screen

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Used to move non-payroll expenses between department id’s.

Can be done ‘to’ or ‘from’ appropriated, local and/or grants.

Internal Payment

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Internal Payment

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Used to move non-payroll expenses between department id’s of the same fund - or –

To move non-payroll expenses between accounts within the same department id.

Has to be used within the same fund: Local to Local, Appropriated to Appropriated, Grant to Grant

Journal Entry

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Journal Entry

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Negative numbers move expense out of department.

Positive numbers move expense into department.

Journal Entry

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Is done on a Journal Entry form

Used to move fund balance between local department ids.

Covers fund balance deficits.

Use account ‘998980’ – Surplus Transfers

Fund Balance Transfer

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Fund Balance Transfer

Positive numbers move fund balance out of the department.

Negative numbers move fund balance into the department.

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Budget transfers are used for Appropriated and a few rare Local departments (computer lab fee account and other special handling departments) only.

Move budget on either a one time or permanent basis from one account rollup in a department to another.◦ Examples are transfers to cover budget deficit or to

move OE to Travel. Must be submitted through the electronic budget

transfer system.◦ On the Boise State Website A-Z index, go to the

Budget Office website, click on the On-Line Budget Transfer. This brings up the next page, choose On-Line Budget Transfer Web Application. This leads you into the actual application.

Budget Transfers

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Budget Transfers

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Budget Transfers

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Budget Transfers

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Budget Transfers

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If you have questions regarding Appropriated or Local Department IDs, contact the Budget Office:

Phone: (208) 426-1273

Email: budget_office@boisestate.edu

Website: http://vpfa.boisestate.edu/budget/

Questions?

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If you have questions regarding Grant Dept IDs or if you would like additional information regarding the grant budgeting process and

tools for grant budget management, please see the OSP webpage for contact information:

 http://research.boisestate.edu/osp/quick-guide-to-services/

Or call (208) 426-4420 or (208) 426-2953

Questions?