Chancellor's Office Business Policies and Procedures

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15.10 Budget Status Reporting

Purpose:

To establish policies and procedures associated with budget status reporting.

Policy:

Department Heads will review the status of their departmental operating budgets at least quarterly.

Procedures:

1. Periodically (at a minimum of quarterly), after reconciliation of FIS activity, Business Processing Staff produces and distributes reports on budget status. These reports should include budget status for payroll and all other expenditures (e.g., services and supplies):
   • Payroll budget status report - This report includes (for each organization code, index, and account code) employee's name, fiscal period, monthly amount, year-to-date amount, remaining encumbrance, and the total for year-to-date plus encumbrance.
   • S&S budget status report - This report includes (for each organization code, index, and account code) adjusted budget, report period activity, year-to-date activity, budget reservations, and available balance.
2. Business Processing Staff sends these reports to the Department Head.
3. After review, the Department Head signs/initials and dates the budget status report and returns it to Business Processing Staff.
4. To ensure completion and routing of this report Business Processing Staff may want to use a document similar to the sample Tracking Summary for Budget, Accounts Receivable, and Contract Status Reports.
5. Business Processing Staff files the report in archive files.

Examples:

• Tracking Summary for Budget, Accounts Receivable, and Contract Status Reports - Sample

Banner Reports:

FGRBDSH Budget Status Report

NOTE: Be sure to complete the parameter for the Index or Organization Code to print only your department's budget status

FGRODTH Organization Detail History

NOTE: Be sure to complete the parameter for the Index or Organization Code (from and to) to print only your department's budget status

FWRODTH Transaction Detail History

Similar to FGRODTH, with the following differences:

• It can be generated across the fiscal year
• It includes ALL transactions before and after a change that occur in the defaults of the index
• The output can be in the form of a printed report or downloaded into a spreadsheet
• It does not have the budgetary error inherent in FGRODTH

NOTE: Be sure to complete the parameter for the Index or Organization Code (from and to) to print only your department's transaction detail.

FWRFOAP Payroll Detail by Organization

Used to show all personal expenses (salaries, wages, overtime, OPE, etc.) for employees paid by index.

• This report can be generated for a specified fiscal period or the entire fiscal year (if the fiscal period field is left blank).

Note: Be sure to complete the parameter for Index to print only your department's salaries

Last Updated: 01/30/04