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JC Kellam Building, Suite 820
San Marcos, TX 78666-4615
512.245.2376
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budget@txstate.edu

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Welcome to the Office of Budgeting, Financial Planning, & Analysis

The Office of Budgeting, Financial Planning, & Analysis has as its mission to develop, operate, and support quality processes for budget development, budget control, and financial analysis.  We strive to provide outstanding customer service driven by quality principles in pursuit of excellence.


Overbudget Notifications Reinstated following Winter Break on Monday, January 6, 2014

 

The first email notifications will arrive the morning of Monday, January 6 following Winter Break.  You can check the status of your budget lines in SAP now or at any time by running the Overbudget Report (transaction code ZOVERBUDGET).

We turned off notifications for over-expended budgeted salary lines during Winter Break. Now that we are preparing for the start of the Spring 2014 semester, we are turning the over-budget notifications back on.

Please Click Here for more information.

 


 

Spring Budget Classes Are Here!

Spring Budget Classes are now open for registration on the Training and Development tab in the SAP Portal. Look for the Budget link in the Course Catalog section. Seating is limited to 15, so register now to save your seat! https://ibis.sap.txstate.edu/irj/portal.

Due to high demand, the first 4 classes in the series have been scheduled for two dates each.  Although we highly recommend the classes be completed in the order shown, the classes may be taken out of sequence if it would best accommodate your schedule.  All classes are hands-on and will be held in the Computer Lab in JCK 623. You must have security access to run the covered reports in SAP prior to the class. Bring your account numbers and your questions. We will bring the answers!

Not sure where to start? Check out the course descriptions and recommendations on the Budget Classes page of the Reference Materials & Training section of the Budget website by clicking the following link:

www.fss.txstate.edu/budget/training/classes-and-sessions.html

 

SAP Basics Report Fundamentals Mon, February 3 Or Wed, March 19 9 a.m. to 11 a.m.
Budget To Actual Wed, February 5 Or Thurs, March 20 9 a.m. to 11 p.m.
Budget-Related Reports I Fri, February 14 Or Mon, March 24 9 a.m. to 11 a.m.
Budget-Related Reports II Fri, February 21 Or Wed, March 26 9 a.m. to 11 a.m.
Salary Budgets Mon, February 24     9 a.m. to 12 p.m.
BexAnalyzer Training Thurs, March 27     9 a.m. to 12 p.m.

 

If these training dates will not work for your schedule, you can request one-on-one training by sending an email to budget@txstate.edu and request one-on-one training.  A Budget Analyst will contact you to make the appropriate arrangements.

If the Budget Office can ever be of assistance, please contact us via email at budget@txstate.edu or call us at 512-245-2376.


 

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► Travel Encumbrance Information

  Process:

The traveler or their travel assistant submits a travel request through the save-and-send-for-approval function.  TRAVELTracks will check budget and activate workflow, with the first step in the workflow directed to the account manager.  At the time the request was saved a statistical encumbrance is created.  A statistical encumbrance does not actually consume any budget.  However, the travel amount will be reflected in the B2A report AND the Budget Balance report.   Since the encumbrance is statistical, the system balance will be greater than the B2A balance by the amount of the statistical encumbrance.  And, because the budget is actually still available, other offices (such as payroll, purchasing, AP, accounting-IDTs, etc.) could post to the account and consume the budget “statistically set aside” for the travel request.  The Travel Office is the last step in the travel approval workflow, so there is a chance that when they go to approve a request, they will get an overbudget notification.   Travel Office staff will coordinate with Budget Office staff when this occurs.  The Budget Office staff may contact departments to resolve budgeting issues.

Once a travel request's workflow routing is complete, meaning the Travel Office has approved the request, the statistical encumbrance is eliminated and a real encumbrance is posted.

Reporting:

The B2A and Budget Balance reports will reflect a statistical encumbrance immediately when the creator hits “save.”  To determine which encumbrances are statistical from the budget to actual, you must drill down into the documents in the encumbered column in GL 710096 – 710099.  When you drill down from B2A, you’ll see the document numbers and from there you’ll drill down to the actual request in PDF form.  The document has possible three statuses that you can see immediately upon opening them: 

♦ Saved (NOT released for approval) - Statistical

♦ Released for Approval - Statistical

♦ Approved - Real

Another way to view the actual document in SAP is with the All Postings report (ZFMRP_RFFMEP1AX):

Choose the particular range of GLs (710096 – 710099) and Value Type 52 (Business Trip Commitments) and enter the account you’re looking at.  Enter /STATTRAVEL as the layout.  This layout subtotals by document number and has a specific column for the statistical indicator.  If there is only one line for that document with an X in that column, the posting is statistical.  A real posting will have, by document number, a minimum of three lines: a positive and a negative line with the statistical indicator, and then a posting line with that column blank.

► BEx Analyzer problems??

Upgrading to Microsoft Office 2010 or installing other Microsoft updates can cause problems that installation of the most recent version of SAP-GUI should fix.  To download SAP-GUI, go to Technology Resources.  For assistance with the installation or other software-related issues, please contact ITAC.

► How does your fund handle —

   — salary review, state and university longevity pay, fringe benefits, and work-study matching?  The Budget Office created a Funds Crosswalk table that shows whether these items are to be paid from your individual account or from a central account.


How Can We Help You?

We are continually updating and adding to our website.  If you don't find the resource you need here, please contact us at budget@txstate.edu.  Questions are welcomed, comments appreciated.