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.
Welcome to the new fiscal year! As we end FY19 and begin FY20, we want to share information on overbudget notifications and carryforwards and what to expect regarding these two processes over the next months.
To accommodate the transition to a new fiscal year we temporarily turned off notifications for over-expended budget lines effective August 31, 2019. You can continue to monitor your FY19 budgets by running the Overbudget Report (transaction code ZOVERBUDGET). In addition, since the accounting office is still posting final FY19 billings, you can continue to do any temporary budget adjustments necessary to correct FY19 deficits. We will send out another communication prior to turning notifications back on which usually occurs around mid-October.
To facilitate access to funding we will be processing carryforwards for all funded program accounts in fiscal year dependent funds during the 1st half of September. Carryforwards for all permanently funded accounts will occur during the normal processing time, usually on or around October 15th.
Our thanks for your continued attention and cooperation. As always, if you have questions or need assistance, please call 5-2376 or email us at Budget@txstate.edu
To: Account Managers
From: Cristine Black, Assistant Vice President of Budgeting, Financial Planning and Analysis
Subject: Fiscal Year 2020 Budgets
Fiscal Year 2020 Operating Budget
The Fiscal Year 2020 budget for accounts in E&G, Designated, and Auxiliary funds has been uploaded into SAP and submitted to the Texas State University System Board of Regents. The Board approved the operating budget on August 23.
Account managers and their authorized designees can review their budgets now using the Budget to Actual report (ZBUDACT) in SAP.
Merit raises have been loaded to employees records and the budget adjustments are being processed. Please remember you may use the Business Explorer program to compare the position salary budgets to employee or positions cost.
Salary Encumbrances for Fiscal Year 2020
The program that will create salary and fringe encumbrances for FY 2020 is scheduled to be run on Friday, September 6. Please review your accounts with the Budget to Actual report after that date to ensure that your budgets and encumbrances are correct for the new fiscal year. As a reminder, the program only encumbers salary for employees paid in the monthly payroll.
For further information or for assistance, call the Budget Office at 5-2376 or email us at email@example.com.
The University’s administrative overhead rate has changed. It was previously 3.5% of non-personnel expenses for non-Method funds (with fund numbers starting with 2 or 3). Starting in fiscal year 2018, the administrative overhead will be calculated on revenues collected. In fiscal year 2018, the rate will be 1.40% of revenue. In fiscal year 2019, the rate will be 1.94% of revenue.
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.
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