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.
To assist in tracking summer budgets and expenditures, we have recently created new commitment items to help track summer salary budgets and expenditures. This change will allow you to see the actual costs related to summer teaching separate from your budgeted nine month salaries.
The budget commitment items are:
670011 – Summer Program Faculty
670012 – Summer Faculty
670013 – Summer Adjunct Faculty
670014 – Summer Graduate Salaries
The expense commitment items are:
700810 – Summer faculty (tenure/tenure track)
700811 – Summer Adjunct faculty
700812 – Summer Graduate Salaries
701010 – Summer Program faculty
Based on your summer requests, your summer faculty allocation will be transferred to each specific commitment item for tenure/tenure track faculty, adjunct faculty, program faculty, and graduate student budgets by the Provost’s Office. Transfers from other sources should not be created and will not be processed.
PCR processing will not change, but you will see the budget, encumbrances, and actual charges for summer salaries in the respective commitment items for each category in Budget to Actual reports.
The only exception is summer salaries for individuals with permanent summer appointments (chairs, assistant/associate deans, etc.) which have been permanently budgeted. These salaries will continue to charge where they are budgeted currently.
The budget will be checked at the total of the four budget lines (Summer Faculty All). As shown in the above example, you will be able to see which group is not budgeted at the expected vs. actual expenditures. An over-budget notification will be automatically generated to the account manager if the allocated budget is not sufficient to cover the total summer salary expenditures.
Summer allocation transfers will be done before summer PCRs begin to be processed in order for funds to be available when appointments begin encumbering funds.
If you have any questions, please contact Cindy Waggoner by email at email@example.com or by phone at 5-8378.
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.
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.
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.
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