V1 – August 2011
1
Introduction ........................................................................................... 3
Financial Reporting Calendar – Key Dates ................................................. 3
Reporting Support Model .......................................................................... 4
Financial Reporting Systems ..................................................................... 5
nVision reporting ..................................................................................... 6
Calumo reporting ................................................................................... 19
Requesting new reports or report changes .............................................. 30
Report Basics – How to run a report………………………………….……………….….31
Training and Education .......................................................................... 33
Glossary ............................................................................................... 34
Explanation of Fund Codes ..................................................................... 37
Contact Details / Who can help .............................................................. 42
Links to other Finance Services ............................................................... 43
2
The Financial Reports Guide provides examples of standard UNSW financial management reports that are available to meet business
needs. This covers all the main uses of financial information including summary financial statements for a Faculty, Division, School,
Department or Centre, through to transaction reports for a Project or Research Grant.
The guide provides commentary on the reports, and explanations of financial terms and concepts to assist in interpreting this
information. The objective is to provide relevant financial information that is easy to understand, that managers and administrators can
use to manage and control their areas of responsibility and make informed business decisions.
This Financial Reports Guide forms part of an extensive range of financial information services available across UNSW.
Users of financial information and reporting can access detailed information, guidance and training through a range of media including
the Finance Website, Finance Training Resources, and support from a team of experienced finance professionals.
Audience for this Guide








Faculty and Division General Managers
Faculty and Division Finance Teams
Heads of Schools
Centre Managers
Researchers
School Administration Managers
Project Managers
Staff who require financial information
Financial Reporting Calendar
For an overview of the key financial reporting dates across UNSW including monthly financial results, quarterly forecasts, the annual
budget process, enrolment planning, year-end annual report, fringe benefits tax and HERDC reporting requirements, please refer to
http://www.fin.unsw.edu.au/InformationCentre/Calendar.html (In development)
3
Finance Training
-Online
- Workshop
- Faculty Specific
Finance Expert
Advice
- Faculty /Division
- Central Finance
Users of
Financial
Information
Reporting Guides
-Finance website
- Reference info.
Continuous
Improvement
-responsive to
changes in needs
of the business
4
The New South Financials System (NSF) records the financial transactions of the University and provides information for monitoring, analysing and reporting
the results of our financial operations. NS Financials is powered by PeopleSoft (Oracle) computer software which also provides our Student Administration and
Human Resource Management Systems (HRMS).
nVision is the financial reporting tool that extracts information from NSF to support the “day to day” operational financial reporting requirements of managers
across UNSW. nVision reports can provide summary financial information for a Faculty, School, Department, Centre, Project or Research Grant as well as transaction
level data.
Calumo is a management reporting and planning system which UNSW uses to construct and track its budgets, forecasts and monthly business unit financial results.
5
Ref.
F1
Report Name
Financial Statement
Description /Purpose
Revenue and Expenditure report for a
Faculty, Division, School, Dept, Centre, or a
project, which compares actual financial
results with budget for the month , year to
date and previous year‟s results
Frequency
Faculty /
Division
Manager
Head of
School
/
Depart.
School
Manager
Researcher
Monthly
   
Monthly
  
Project
Manager

How much have I spent this year against my
budget, and what have I spent it on ?
F3
Financial Statement
by Fund Group
Revenue and Expenditure report, comparing
actual financial results with budget
summarised by major fund groups
(Operating, Commercial, Restricted,
Strategic)
How much have I spent this year
summarised by the main funding groups ?
F4
Trial Balance
A listing of each general ledger account
(asset, liability, revenue and expense)
showing opening balance, movement and
closing balance for the period.
Monthly

  

How much have I spent on individual
accounts and what were the transactions ?
6
Ref.
F5
D2
PrjStatS
Report Name
Full Year Financial
Statement with
Commitments
Summary Financial
Statement by
Department
Projects Summary
Report
Description /Purpose
Revenue and Expenditure report for a
business unit or a project including financial
commitments to the end of the year, and
showing budget remaining
Frequency
School
Manager
Researcher
   
Monthly
  
How much have each of my departments
spent this year against their budget ?
Summary financial report for projects within
a business unit or fund, showing budget,
revenue, expenditure, commitments and
debtors
Head of
School
/
Depart.
Monthly
How much have I spent this year, what am I
still committed to spend, how much of my
original budget is left?
Summarised revenue and expenditure report
for sub departments within a selected Faculty
or Division
Faculty /
Division
Manager
Weekly & as
required


Project
Manager







What are the budget funds remaining for
each of the projects in my School ?
PrjStatD
Project Detailed
Report
Detailed financials for individual projects,
including budget, revenue , expenditure and
commitments
For an individual project , what have I spent
my funds on and how much budget is
remaining ?
Weekly & as
required
7
Ref.
PCSUMLTD
RES_Stat
GLFS
Report Name
Projects Summary
Report- Life to date
Research
Statement
General ledger
financial statement
Description /Purpose
Frequency
Faculty /
Division
Manager
Summary of financial results for projects
within a selected department or fund group
for the current year and the entire life of the
project
Weekly & as

required
How much have I spent on my projects for
the life of the project and how much budget
is remaining to spend this year ?
Financial summary of revenue , expense and
budget information for Research projects,
with the capability to drill through to
transaction level data
How much have I received and spent on my
research project, what have I spent it on,
how much is left to spend ?
Report listing all revenue / expenses for a
specific project with transaction detail
available on Purchase Orders, Accounts
Receivable, Procurement Card and/or Salary
Details
Mthly email by
GMO, & report
can be run as
required
Weekly & as
required

Head of
School
/
Depart.
School
Manager
Researcher
Project
Manager






 


What are the specific transactions supporting
the expenditure on my project
8
5
2
3
Actual
Month
Budget
F1
UNSW
Financial Statement
ZOO - Faculty of Zoology
3 - 2011
Year to Date
Actual
Budget
Variance
1
4
Variance
Last Yr YTD
Actual
Financial Statement
Last Yr Full Yr
Actual
Traditional Income Statement format showing
Revenue less Costs arriving at Operating Result
Revenue:
Teaching Revenue:
DEEWR Fee
Local Fee
13,835,275
13,569,567
265,708
13,835,275
13,569,567
265,708
6,683,184
26,175,955
136,650
139,546
(2,896)
136,650
139,546
(2,896)
109,125
386,625
3,828,810
3,637,071
191,739
3,828,810
3,637,071
191,739
1,801,179
7,277,382
148,000
133,333
14,667
148,000
133,333
14,667
56,678
206,193
17,948,735
17,479,517
469,218
17,948,735
17,479,517
469,218
8,650,165
34,046,155
RTS/IGS
95,560
101,382
(5,822)
334,459
304,145
30,314
362,848
1,399,377
RIBG
14,590
21,296
(6,706)
51,065
63,889
(12,824)
41,401
168,514
Other Research Revenue
33,754
324,163
(290,409)
430,795
419,662
11,133
775,020
2,007,590
143,904
446,841
(302,937)
816,319
787,696
28,623
1,179,269
3,575,481
Investment Income
-
-
-
-
-
-
-
-
Learning and Teaching
-
-
-
-
-
-
-
-
Scholarships
-
-
-
600
-
600
-
900
International Fee
Other Teaching
Total Teaching Revenue
This report can be run at any level (i.e., Faculty or
Division, Department, School, Fund or Project).
Research Revenue:
Total Research Revenue
Other Revenue:
Sundry Grant Programs
-
-
-
-
-
-
-
106,280
Sundry Other Revenue
87,776
41,393
46,383
104,502
86,893
17,609
154,924
956,931
Internal Income
47,634
38,745
8,889
245,096
200,190
44,906
121,401
451,610
135,410
80,138
55,272
350,198
287,083
63,115
276,325
1,515,721
18,228,050
18,006,496
221,553
19,115,252
18,554,296
560,956
10,105,760
39,137,357
1,541,132
1,377,528
(163,604)
2,790,899
2,908,348
117,449
2,299,946
12,160,573
598,012
598,854
843
1,458,095
1,422,061
(36,034)
1,336,421
6,140,968
4,192
860
(3,332)
7,389
860
(6,529)
9,895
34,258
2,143,335
1,977,242
(166,093)
4,256,383
4,331,269
74,886
3,646,261
18,335,798
Scholarship Expenses
27,689
33,907
6,218
51,529
40,866
(10,663)
41,027
211,820
Contract & Consulting Services
52,157
88,010
35,853
98,713
130,510
31,797
109,037
552,860
Total Other Revenue
Total Revenue:
Costs:
People Cost:
Academic
General
Other Peoples Cost
Total People Cost
Other Costs:
Entertainment
2,987
7,650
4,663
4,750
14,650
9,900
896
109,367
Marketing
4,552
20,280
15,728
12,645
24,180
11,535
9,068
106,556
Utilities
930
600
(330)
6,949
1,800
(5,149)
891
10,681
Repairs and Maintenance
854
7,089
6,235
854
11,028
10,174
7,462
32,430
Consumables
35,715
69,970
34,256
54,510
172,322
117,812
78,412
500,702
Travel
34,853
52,325
17,472
62,712
72,225
9,513
60,366
594,951
Equipment Non Capital
22,604
38,667
16,063
27,561
95,817
68,256
25,821
577,553
9,698
500
(9,198)
21,218
72,798
51,580
14,443
118,889
Softw are License Fees
License Fees - Other
-
383
383
-
1,153
1,153
-
318
16,637
16,964
327
50,653
40,892
(9,761)
57,114
261,289
Grants Exp - External
-
4,750
4,750
-
4,750
4,750
2,980
48,571
Commissions to Agents
-
-
-
-
-
-
-
-
Other Expenses
11,114
32,034
20,921
69,846
88,958
19,112
111,151
317,023
Internal Expense
30,258
20,488
(9,770)
43,723
26,913
(16,810)
127,915
593,491
Interest Expense
-
-
-
-
-
-
-
-
Hire/Rental/Lease (Exp)
Total Other Costs
Total Costs:
Result before Depreciation
Depreciation
Operating Result
250,047
393,618
143,571
505,663
798,862
293,198
646,582
4,036,502
2,393,382
2,370,860
(22,522)
4,762,046
5,130,131
368,084
4,292,843
22,372,301
15,834,667
15,635,636
199,031
14,353,205
13,424,166
929,040
5,812,916
16,765,056
22,311
18,341
(3,969)
66,430
55,024
(11,406)
50,801
293,777
15,812,357
15,617,295
195,062
14,286,776
13,369,142
917,634
5,762,115
16,471,279
1
Headings denote the business unit and time period
for which amounts are displayed
2
Actual – amounts recorded for transactions from
both the Actuals and Accruals ( Accrue_Add)
ledgers.
3
Budget - this column displays relevant budget
amounts from the annual UNSW budgeting
process.
4
Variance - the difference between actual and
budgeted transactions. Positive amounts indicate
a ‘favourable’ variance ,(negative) amounts
indicate an unfavourable variance.
5
Expand/Collapse – Expand or collapse ( + / -)
the rows to see more or less detail
Notes: :
• This report does not include commitment information
• Please use the columns to the right of the display area
to drill down to underlying transactional details
• Amounts exclude GST
9
1
5
Revenue:
Teaching Revenue:
DEEWR Fee
Local Fee
International Fee
Other Teaching
Total Teaching Revenue
Research Revenue:
RTS/IGS
RIBG
Other Research Revenue
Total Research Revenue
Other Revenue:
Investment Income
Learning and Teaching
Scholarships
Sundry Grant Programs
Sundry Other Revenue
Internal Income
Total Other Revenue
Total Revenue:
Costs:
People Cost:
Academic
General
Other Peoples Cost
Total People Cost
Other Costs:
Scholarship Expenses
Contract & Consulting Services
Entertainment
Marketing
Utilities
Repairs and Maintenance
Consumables
Travel
Equipment Non Capital
Softw are License Fees
License Fees - Other
Hire/Rental/Lease (Exp)
Grants Exp - External
Commissions to Agents
Other Expenses
Internal Expense
Interest Expense
Total Other Costs
Total Costs:
Result before Depreciation
Depreciation
Operating Result
4
3
2
UNSW
Financial Statement by Fund Group
ZOO - Faculty of Zoology
9 - 2011
Consolidated Operating
Year to Date
Budget
Actual
Restricted
Variance
Sco p e ID : Z OO
Z OO
R un o n: 2 7 A p ril 2 0 11 at 12 :2 9
Commercial Actiities
Year to Date
Budget
Actual
R ep o rt ID : 0 5_ F 3 Y T D
Layo ut ID : U N SW _ F 3 _ Y T D
Variance
Year to Date
Budget
Actual
Strategic
Variance
Total University
Year to Date
Budget
Actual
Variance
Actual
Year to Date
Budget
68,224,399
2,203,832
34,578,578
5,125,018
110,131,827
(31,680,588)
(1,197,604)
(15,803,617)
(3,045,472)
(51,727,282)
-
-
-
23,952
23,952
-
23,952
23,952
-
-
-
36,543,811
1,006,228
18,774,960
2,103,498
58,428,497
68,224,399
2,203,832
34,578,578
5,125,018
110,131,827
(31,680,588)
(1,197,604)
(15,803,617)
(3,021,520)
(51,703,330)
-
11,739,075
5,346,399
17,085,474
(11,739,075)
(5,346,399)
(17,085,474)
18,251,113
18,251,113
36,341,684
36,341,684
(18,090,571)
(18,090,571)
-
-
-
-
-
-
18,251,113
18,251,113
11,739,075
5,346,399
36,341,684
53,427,158
(11,739,075)
(5,346,399)
(18,090,571)
(35,176,045)
539,212
61,514
600,726
59,005,271
1,207,848
33,750
1,241,598
128,458,899
(668,636)
27,764
(640,872)
(69,453,628)
3,050
827,857
4,456,834
5,287,741
23,538,854
148,790
523,322
3,831,587
4,501,714
9,005,413
45,347,097
(145,740)
(523,322)
(3,003,730)
(44,880)
(3,717,672)
(21,808,243)
450
825,903
99,189
925,542
949,494
60,000
1,767,906
164,634
1,992,541
1,992,541
(60,000)
450
(942,004)
(65,445)
(1,066,999)
(1,043,047)
-
-
-
3,050
450
2,192,972
4,617,537
6,814,009
83,493,619
148,790
60,000
523,322
6,807,342
4,700,098
12,239,552
175,798,537
(145,740)
(60,000)
450
(523,322)
(4,614,370)
(82,562)
(5,425,543)
(92,304,918)
11,927,040
5,933,855
72,787
17,933,682
31,076,037
13,633,365
19,065
44,728,467
19,148,998
7,699,510
(53,722)
26,794,785
6,924,894
2,371,521
30,549
9,326,964
18,954,527
5,701,094
119,847
24,775,468
12,029,633
3,329,573
89,298
15,448,504
35,369
408,033
4,334
447,736
101,128
929,637
11,762
1,042,527
65,759
521,604
7,428
594,791
1,265,474
385,762
7,775
1,659,011
4,954,421
599,775
1,262
5,555,458
3,688,947
214,013
(6,513)
3,896,447
20,152,777
9,099,171
115,445
29,367,393
55,086,114
20,863,870
151,936
76,101,920
34,933,337
11,764,699
36,490
46,734,526
714,400
153,113
48,964
28,579
41,337
157,739
676,374
378,208
251,733
21,148
916
268,952
240,139
(32,752)
(524,857)
2,423,993
20,357,675
1,821,557
729,815
140,259
214,220
52,828
474,851
1,602,695
847,595
847,240
47,849
19,055
557,654
123,607
224,798
236,478
7,940,499
52,668,966
1,107,157
576,701
91,295
185,641
11,491
317,112
926,321
469,387
595,506
26,701
18,139
288,702
(116,532)
257,550
761,335
5,516,506
32,311,291
1,094,994
190,444
19,805
26,471
17,702
71,017
1,111,502
800,529
1,541,755
18,838
844
70,569
404,740
42,703
1,291,063
6,702,975
16,029,939
2,428,675
685,759
67,965
11,511
102,952
247,500
3,719,876
2,378,087
1,861,091
32,866
15,843
97,548
638,600
308,561
1,208,680
84,562
13,890,077
38,665,545
1,333,681
495,315
48,160
(14,960)
85,251
176,483
2,608,374
1,577,558
319,336
14,028
14,999
26,978
233,860
265,858
(82,383)
84,562
7,187,102
22,635,606
(19,801)
15,850
14,727
4,414
12,803
27,046
185,345
53,573
33,249
1,132
163
10,689
12,847
(116,183)
235,854
683,590
35,442
22,682
40,581
10,265
16,233
55,310
377,983
135,627
72,048
3,750
6,269
1,290
(3,913)
(98,025)
1,688
677,228
1,719,754
55,243
6,832
25,854
5,850
3,429
28,264
192,638
82,054
38,799
2,618
6,107
(9,399)
(16,760)
18,159
1,688
441,374
1,036,165
125,399
14,681
2,871
836
5,971
4,480
156,819
218,154
60,495
14,872
146,637
2,319
541,585
1,295,120
2,954,131
186,375
326,587
1,376
150
2,578
188,094
768,190
163,469
423,772
6,489
750
52,460
85,899
1,979,235
4,185,424
9,740,882
60,976
311,907
(1,495)
(686)
(3,393)
183,614
611,370
(54,685)
363,276
(8,383)
750
(94,176)
83,580
1,437,650
2,890,304
6,786,751
1,914,992
374,088
86,367
60,300
77,813
260,282
2,130,040
1,450,463
1,887,232
55,990
1,922
350,211
791,516
25,117
1,191,608
10,657,942
40,025,335
4,472,048
1,764,842
250,182
236,146
174,590
965,755
6,468,744
3,524,778
3,204,150
90,954
41,167
657,241
814,667
615,345
3,326,369
86,250
26,693,228
102,795,148
2,557,056
1,390,755
163,814
175,846
96,777
705,473
4,338,704
2,074,315
1,316,917
34,964
39,245
307,030
23,151
590,228
2,134,761
86,250
16,035,286
62,769,812
38,647,595
75,789,932
(37,142,337)
7,508,915
6,681,552
827,363
265,904
272,787
(6,883)
(2,954,131)
(9,740,882)
6,786,751
43,468,283
73,003,389
(29,535,106)
732,790
2,139,878
1,407,089
196,973
471,826
274,853
23,304
64,307
41,002
71,893
181,048
109,155
1,024,960
2,857,059
1,832,099
37,914,805
73,650,054
(35,735,249)
7,311,942
6,209,726
1,102,216
242,600
208,480
34,120
(3,026,024)
(9,921,930)
6,895,906
42,443,323
70,146,330
(27,703,007)
Funds – Year to date Actual, Budget and
Variance by Fund Group, with a total of all Funds
in the end columns.
2
Actual – amounts recorded for transactions
from both the Actuals and Accruals (
Accrue_Add) ledgers
3
4
Budget - this column displays relevant budget
amounts from the annual UNSW budgeting
process.
Variance - the difference between actual and budgeted
transactions. Positive amounts indicate a ‘favourable’
variance ,(negative) amounts indicate an unfavourable
variance.
5
Financial Statement
by Fund Group
Variance
36,543,811
1,006,228
18,774,960
2,079,546
58,404,545
1
F3
Traditional Income Statement format
showing Revenue Less Costs arriving at
Operating Result.
This report can be run at any operational
level (i.e., Faculty or Division, Department,
School, or Project.
The month to date (MTD) version of this
report displays amounts for the selected
month only.
The year to date (YTD) version of this report
displays amounts for the periods up to the
selected period for that year.
Notes: :
• This report does not include
commitment information
• Amounts exclude GST
• Please use the columns to
the right of the display area
to drill down to underlying
transactional details.
Expand/Collapse – Expand or collapse ( + / -)
the rows to see more or less detail
10
Trial Balance
1
5
2
3
4
A trial balance is a list of all the general
ledger accounts for a business unit or a
project. It includes assets, liabilities,
revenue and expenses.
Notes: :
• amounts are the combination of the
amounts recorded in the ACTUALS
and ACCRUE_ADD ledgers
• this report does not include
commitment information
• amounts exclude GST
• Please use the columns to the right of
the display area to drill down to
underlying transactional details.
• If an account appears that has nil
totals, there have been transactions for
that account
1
2
Expand/Collapse – Expand or collapse the
sections to see more or less detail. (Note that
drill downs can be performed from columns to
the right (look for green shaded headers).
Opening Balance – balance as at the beginning
of the year. For Assets, Liabilities and Equity
accounts, the amount equals the previous
years closing balance. For Revenue and
Expense accounts the opening balance is nil.
3
Movement – the difference between the closing
balance and the opening balance. For
Revenue and Expense accounts this equates to
the YTD amounts.
4
Closing Balance- the balance of the accounts
as at the selected date.
5
Expand and collapse by Account, Fund and
Department ID.
• Please note that the numbers do not
add up due to rows being hidden in
order to fit the report into this Quick
Reference Guide).
11
5
2
Full Year
Budget
Revenue:
Teaching Revenue:
DEEWR Fee
Local Fee
International Fee
Other Teaching
Total Teaching Revenue
Research Revenue:
RTS/IGS
RIBG
Other Research Revenue
Total Research Revenue
Other Revenue:
Investment Income
Learning and Teaching
Scholarships
Sundry Grant Programs
Sundry Other Revenue
Internal Income
Total Other Revenue
Total Revenue:
Costs:
People Cost:
Academic
General
Other Peoples Cost
Total People Cost
Other Costs:
Scholarship Expenses
Contract & Consulting Services
Entertainment
Marketing
Utilities
Repairs and Maintenance
Consumables
Travel
Equipment Non Capital
Softw are License Fees
License Fees - Other
Hire/Rental/Lease (Exp)
Grants Exp - External
Commissions to Agents
Other Expenses
Internal Expense
Interest Expense
Total Other Costs
Total Costs:
Result before Depreciation
Depreciation
Operating Result
UNSW
Full Year View with Commitments
ZOO - Faculty of Zoology
9 - 2011
Year to Date
Actual
Budget
Variance
3
R ep o r t ID : 0 7_ F 5
1
4
Layo ut ID : U N SW _ F 5.X N V
Sco p e ID : Z OO
6
7
Z OO
R un o n: 2 7 A p r il 2 0 11 at 13 :4 5
Commitments
F5
Financial Statement with Commitments
Budget
Uncommitted
25,863,638
260,038
7,386,830
253,414
33,763,919
13,835,275
136,650
3,828,810
148,000
17,948,735
25,863,638
260,038
7,386,830
253,414
33,763,919
(12,028,363)
(123,388)
(3,558,020)
(105,414)
(15,815,184)
-
12,028,363
123,388
3,558,020
105,414
15,815,184
1,216,581
255,556
1,678,646
3,150,783
755,166
755,166
912,436
191,667
1,258,986
2,363,089
(912,436)
(191,667)
(503,820)
(1,607,922)
-
1,216,581
255,556
923,480
2,395,617
922,659
607,781
1,530,440
38,445,143
600
153,260
245,592
399,452
19,103,354
703,903
525,946
1,229,849
37,356,857
600
(550,643)
(280,354)
(830,397)
(18,253,503)
-
(600)
769,399
362,189
1,130,988
19,341,789
This report can be run at any level (i.e., Faculty or
Division, Department, School, Fund or Project).
1
Headings denote the business unit and time
period for which amounts are displayed
2
Actual – amounts recorded for transactions from
both the Actuals and Accruals ( Accrue_Add)
ledgers.
3
Budget - this column displays relevant budget
amounts from the annual UNSW budgeting
process.
4
13,236,353
6,512,815
10,600
19,759,769
3,878,522
1,878,314
9,236
5,766,072
10,053,663
4,854,539
8,020
14,916,222
6,175,141
2,976,225
(1,216)
9,150,150
6,962,929
3,185,847
2,018
10,150,794
2,394,903
1,448,654
(654)
3,842,902
336,831
564,815
149,567
206,212
7,200
73,112
634,129
789,850
471,013
143,298
6,600
242,769
29,000
439,272
291,106
4,384,773
24,144,542
79,380
116,973
5,259
27,003
7,681
3,677
90,286
78,587
199,239
56,537
56,182
119,616
63,774
904,194
6,670,265
243,709
449,310
96,067
135,372
5,400
52,823
473,210
592,703
423,551
94,798
3,451
167,176
19,750
320,127
216,311
3,293,759
18,209,981
164,330
332,337
90,808
108,369
(2,281)
49,146
382,924
514,116
224,312
38,261
3,451
110,994
19,750
200,511
152,537
2,389,565
11,539,715
136,129
113,658
3,723
6,249
72,636
3,771
30,998
4,813
162,408
138,482
672,867
10,823,661
121,322
334,185
144,308
179,209
(4,205)
63,186
471,206
707,493
240,776
81,948
6,600
24,180
29,000
181,174
227,331
2,807,713
6,650,615
14,300,601
12,433,088
19,146,876
(6,713,788)
220,095
66,430
165,072
98,642
-
14,080,506
12,366,659
18,981,804
(6,615,146)
(10,823,661)
5
Variance - the difference between actual and
budgeted transactions. Positive amounts indicate
a ‘favourable’ variance ,(negative) amounts
indicate an unfavourable variance.
Full Year Budget - represents the budget for
the full twelve months which agrees to the
Calumo system
6
Commitments – orders for supplies of goods
and services, salary payments expected to be
made for continuing staff, casuals not included
7
Budget Uncommitted - amount of budget
available to spend after allowing for actual and
predicted/ committed expenditure
Notes: :
• amounts are the combination of the amounts recorded
in the ACTUALS and ACCRUE_ADD ledgers
• this report does not include commitment information
• amounts exclude GST
• Please use the columns to the right of the display area
to drill down to underlying transactional details.
12
D2
3
1
4
5
6
Standard Financial
Statement by Fund
Group
This report can be run at any
level (i.e., Faculty or Division,
Department, School, Fund or
Project.
2
The month to date (MTD) version
of this report displays amounts
for the selected month only.
The year to date (YTD) version of
this report displays amounts for
the periods up to the selected
period for that year.
Notes: :
• amounts are the
combination of the amounts
recorded in the ACTUALS
and ACCRUE_ADD
ledgers
• this report does not include
commitment information
• amounts exclude GST
• Please use the columns to
the right of the display area
to drill down to underlying
transactional details.
1
2
Expand/Collapse – Expand or collapse the
sections to see more or less detail. (Note
that drill downs can be performed from
columns to the right (look for green shaded
headers).
Funds – Year to date Actuals, Budget and
Variance by Fund Group, with a total of all
Funds in the end columns.
3
Revenue – Actual, Budget and Variance
revenue by Department ID. Actuals data is a
combination of Actuals and Accruals and
can be expanded to see the details.
5
4
People Costs– Actual, Budget and Variance
People Costs by Department ID. Actuals
data is a combination of Actuals and
Accruals and can be expanded to see the
details.
6
Other Costs– Actual, Budget and Variance
Other Costs by Department ID. Actuals data is
a combination of Actuals and Accruals (
Accrue-Add ledger)) and can be expanded to
see the details.
Results– Actual, Budget and Variance
Results by Department ID. Revenue less
People Costs less Other Costs equal
Results. Actuals data is a combination of
Actuals and Accruals and can be expanded
to see the details.
13
PRJSTATS
Project Summary Report
9
3
1
2
3
4
5
5
Depart– the department the project
belongs to.
2
Description – Title of the
project
6
Income Funded – Is this project
income funded? If Yes then the
available amount is limited to revenue
received, and no budget allocated
funds
3
Project Manager – identifies
the project manager.
7
Status - identifies if the project is
marked as active “A” or inactive “I”.
4
Fund – the activity of fund that
this project is linked to.
8
Budget B/Fwd – Brought forward
balance – balance remaining from the
prior year carried over to the current
year
1
Project ID
6
7
8
9
11
10
12
13
14
15
16
17
18
9
Budget Current – the budget
allocation amount for the current
year plus revenue transactions for
the current year.
13
Budget Remaining – The balance which is
determined by subtracting expenses and
commitments from the budget amount
17
Cash Balance - the actual balance (bank) amount
of a project not including Commitments and
Debtors amounts.
10
Total Budget– the combination of
Budget B/Fwd plus Current budget
14
Revenue–bills invoiced. Note: amount is
excluded in the estimated end of year
project value.
18
Debtors - Bills invoiced but not been
received.
15
Actuals Var. to Bud – The difference
between the Budget Current and Revenue.
16
Costs - the result of the current
year expenditure that is posted in
the general ledger.
11
12
Budget Expended – the result of the
current year expenditure that is
budget checked against the Total
Budget
Commitments – The combination of
commitments and pre-commitments
eg salary payments expected to be
made..
Notes : :
• amounts are those recorded in the ACTUALS ledger only
• amounts exclude GST
• Please use the columns to the right of the display area to
drill down to underlying transactional details (as shown by
green shaded column headers)
14
PRJSTATD
Project Detail Report
3
1
4
5
6
7
8
9
10
1
Expand/Collapse – Expand or collapse the sections to
see more or less detail. (Note that drill downs can be
performed from columns to the right (look for green
shaded headers).
2
Account Type – A name and code given to an account
that indicates the account’s purpose.
3
Budget B\Fwd– It is taking the balance from the
previous year and moving forward to the current year.
4
Budget Current- The awarded amount within the
calendar year. It can be either revenue or budget
allocated.
5
Total Budget- The combination of Budget B/Fwd plus
Current budget
6
Budget Expended– The result of the current year
expenditure that is budget checked against the Total
Budget
7
Commitments- The combination of commitments and
pre-commitments.eg orders for goods and services and
salary payments expected to be made for continuing
staff, excluding casuals
8
Budget Remaining- The balance which is determined
by subtracting expenses and commitments from the
budget amount.
9
Actuals - The result of the current year expenditure
that is posted in the general ledger.
2
11
10
Accruals- Transactions that are brought to
account as they are earned or incurred (not
necessarily when cash is received or paid)
11
Closing Cash Balance- The actual balance (bank)
amount of the project and it does not include
Commitments and Debtors (including GST) amounts.
Notes: :
• amounts are those recorded in the ACTUALS ledger only
• amounts exclude GST
• Please use the columns to the right of the display area to drill down
to underlying transactional details (as shown by green shaded
column headers)
15
PCSUMLTD
Life to Date Project Report
9
3
1
2
3
4
6
5
1
Project ID
5
Depart– the department the project
belongs to.
8
9
10
11
12
13
14
15
16
7
9
Budget Expended – the result of the
current year expenditure that is
budget checked against the Total
Budget
Commitments – The combination of
commitments and pre-commitments
eg salary payments expected to be
made..
13
Actuals Var. to Bud – The difference
between the Budget Current and Revenue.
14
Costs - the result of the current
year expenditure that is posted in
the general ledger.
2
Description – Title of the
project
6
Income Funded – Is this project
income funded? If Yes then the
available amount is limited to revenue
received. and no budget allocated
funds
3
Project Manager – identifies
the project manager.
7
Status - identifies if the project is
marked as active “A” or inactive “I”.
11
15
Cash Balance - the actual balance (bank)
amount of the project and it does not include
Commitments and Debtors (including GST)
amounts.
4
Fund – the activity of fund that
this project is linked to.
8
LTD– Brought forward balance –
balance remaining from the prior year
carried over to the current year
Budget Remaining – The balance
which is determined by subtracting
expenses and encumbrances from
the budget amount
12
Revenue– revenue outstanding
from bills invoiced.
16
Debtors - Outstanding revenue from
bills invoiced
10
Notes: :
• amounts are those recorded in the ACTUALS ledger
only
• amounts exclude GST
• Please use the columns to the right of the display
area to drill down to underlying transactional details
(as shown by green shaded column headers)
16
1
Total movement by
category for the month
(see “As at” date in header). 1
1
4
2
Calendar year.
3
Life to Date. Balances
from the project start
date to the run date on
the report
3
4
Budget brought forward
from last year. 3
5
Allocated budget for the
year. 3
6
Direct salary costs (incl
7
Reductions in project
salary expenses received
from faculties. 4
8
Non salary related costs.
5
6
2
2
7
9
10
11
8
9
superannuation, long service
leave and payroll tax.)
Total of People
Payments, Salary
Supplementation
Payments & Other
Payments.
Purchase Orders & salary
commitments. 3
Balance remaining after
deducting the Total
Project Payments and the
Budget Commitments
from the Total Budget
amount.
10
12
11
12
13
14
13
15
Income received from
the granting body or
billed to the granting
body.
Represents all the
income received that did
not come from the
granting body.
Unpaid Invoices for the
year. 5
Is the total actual cash
received to date less the
total actual expenses to
date.
14
15
1
Does not include any Commitment or Accrual amounts.
2
For amounts in the Payment and Income sections of the statement the YTD column represents all actual expenditure incurred or
project revenue billed. It does not include any Commitment or Accrual amounts.
All budget amounts are annual figures and only relate to the Year to Date column.
3
4
Occurs where a Granting body pays a fixed rate for a researcher, if the researcher’s wages exceed the fixed rate the faculty pays the
shortfall from Operating Funds.
5
Including GST.
17
GLFS*
PROJECT ID:
RM08755 Page NO. 1
PROJECT Name:
MANGEMENT OF MUS IN VIETNAM
Run Date 25 July 2011 AT 10:50
Journal ID
Project Transaction List
APRIL 2011
1
2
3
General Ledger Financial Statement
Transaction Detail Report
Date
Account
Journal Header Description
Journal Line Description
Monetary Amount
Employee Name
14-APR-2011
28-APR-2011
14-APR-2011
28-APR-2011
14-APR-2011
28-APR-2011
01-MAY-2011
14-APR-2011
28-APR-2011
14-APR-2011
28-APR-2011
4101
4101
4104
4104
4108
4108
4108
4109
4109
4162
4162
External Loaded Journals
External Loaded Journals
External Loaded Journals
External Loaded Journals
External Loaded Journals
External Loaded Journals
PRT on Super General
External Loaded Journals
External Loaded Journals
External Loaded Journals
External Loaded Journals
3,025.62
3,025.62
136.15
136.15
164.90
164.90
29.68
6.05
6.05
277.68
277.68 P
7,250.48
Phan,Thuy
Phan,Thuy
Phan,Thuy
Phan,Thuy
Phan,Thuy
Phan,Thuy
Thi
Thi
Thi
Thi
Thi
Thi
Bich
Bich
Bich
Bich
Bich
Bich
3,025.62
3,025.62
136.15
136.15
164.90
164.90
Phan,Thuy
Phan,Thuy
Phan,Thuy
Phan,Thuy
Thi
Thi
Thi
Thi
Bich
Bich
Bich
Bich
6.05
6.05
277.68
277.68
Employee Benefits
0000959618
0000965993
PAGE#: 1101 LINE#: 2
PAGE#: 1125 LINE#: 2
PAGE#: 1101 LINE#: 2
PAGE#: 1125 LINE#: 2
PAGE#: 1101 LINE#: 2
PAGE#: 1125 LINE#: 2
PRT ON SUPER GENERAL
PAGE#: 1101 LINE#: 2
PAGE#: 1125 LINE#: 2
PAGE#: 1101 LINE#: 2
PAGE#: 1125 LINE#: 2
Total General Payroll
14-APR-2011
28-APR-2011
4839
4839
External Loaded Journals
External Loaded Journals
272.31
272.31
544.62
Phan,Thuy Thi Bich
Phan,Thuy Thi Bich
272.31
272.31
Equipment
APV0955909
APV0955909
PAGE#: 1101 LINE#: 2
PAGE#: 1125 LINE#: 2
Total Employee Benefits
07-APR-2011
07-APR-2011
5260
5260
Accounts Payable
Accounts Payable
Other Expenses
APV0955909
Vietnamese travel software
Vietnamese language software
Total Equipment
22.14
11.81
33.95
07-APR-2011
6611
Accounts Payable
Contract Services
APV0961451
Introuction Gifts for Vietnam
Total Other Expenses
211.60
211.60
14-APR-2011
6101
Accounts Payable
Consumables
APV0962206
APV0955909
Invoice No. 322WHOQOL--Que
Total Contract Services
303.05
303.05
21-APR-2011
07-APR-2011
6486
6500
Accounts Payable
Accounts Payable
Travel Domestic
APV0955909
AMAZON.COM
Commision fee
Total Consumables
60.13
30.00
90.13
07-APR-2011
7010
Accounts Payable
Travel international
APV0955909
APV0955909
APV0955909
Taxis
Total Travel Domestic
112.08
112.08
07-APR-2011
07-APR-2011
07-APR-2011
7107
7110
7110
Accounts Payable
Accounts Payable
Accounts Payable
1 night accommodation
Taxis--Hong Kong
Overseas visa application
Total Travel international
497.20
61.59
140.00
698.79
Total PAYMENT
9,244.70
PAYMENT
General Payroll
0000959618
0000965993
0000959618
0000965993
0000959618
0000965993
PRT0000010
0000959618
0000965993
0000959618
0000965993
1
General Ledger Account (4 Series Payroll, 5 Series Assets, 6 Series Goods & Services, 7
Series Travel).
2
The description field of the General Ledger Header, (External Loaded Journals are
journals loaded via an interface with an external product – i.e.: HRMS.) 1
3
The description field of the General Ledger Journal Line.
1
*
Amount
Note –
(1) The system will only produce a
transaction list if there is activity
in the month you run the
statement
HRMS journals will not display employee specific details.
The GLFS report is run through NSFinancials and not nVision
18
Number
M1
Report Name
Management
Reporting pack
Purpose
Revenue and expenditure reports for a business
unit, showing actual, budget and forecast data,
current month and ytd comparisons, total year
budget, summary by fund, including EFTSL and
FTE data, plus FTE charts
Freq.
Faculty /
Division
Manager
Head of
School /
Depart.
School
Manager
Monthly
 

Monthly
 

Monthly
 

Monthly
 

Researcher
Project
Manager
Comprehensive management reporting pack. How is
my School performing in terms of its revenue and
expenditure against budget, including analysis of staff
numbers and student load.
FS1
Budget – Actual Forecast Report by
Fund
Actual, budget or forecast financial data by
detailed fund with an option to view summary
fund level
How is my School performing against budget for
revenue and expenditure summarised by funding
group ?
FS3
Management
report by Fund
Financial statement , showing current month and
ytd comparisons , total year budget and forecast
and EFTSL, filtered by entity, fund and time.
How is my School performing with budget and forecast
comparisons of financial and student load data ?
D2
Department Report
Comparative view of Actual, Budget and Forecast
How much have each of my departments spent this yr.
19
Number
HD1
HA1
Report Name
Entity Report EFTSL v FTE
Staff Costs
Purpose
EFTSL (equivalent full time student load) vs FTE
full time equivalent staff)
Freq.
Head of
School /
Depart.
School
Manager
Monthly
 

Monthly
 

Monthly
 

Monthly
 

Monthly
 

How do my student load numbers compare with my
staff numbers
Comparative view of individual employee costs,
actual vs budget at a specific time in the selected
org
Faculty /
Division
Manager
Researcher
Project
Manager
Analysis of my staff cost and FTE information
including comparison to budget
HA2
Staff Costs
Comparative view(mthly spread) of full year
budget vs actual+budget vs actual+forecast for
each employee in the selected org
Analysis of my staff cost and FTE information enabling
me to filter by entity and fund type with comparisons
to budget and forecast
L1
Leave Report
Summary
Staff leave balances, leave taken days/amt &
future leave for each employee (1 line per
employee)
How much leave do my staff have owing to them and
what is the cost of this leave
L2
Leave Report
Detail
Staff leave balances, leave taken days/amt &
future leave for each employee with Dept, Fund
details (multiple lines for some employees)
How much leave do my staff have owing to them and
what is the cost of this leave split by entity and fund
20
M1
3
4
5
6
Management Reporting Pack
The report contains Actual and Budget data that
can be run for any period at any department and
fund level. It also includes comparative and
EFTSL data and HR FTE data and graphs .
This report provides a summary P&L by
summary Fund, detailed P&L for each summary
fund grouping and HR statistics in separate
worksheets.
1
2
1
Summary P&L – Summary P&L
accounts by summary fund groupings.
2
Capex – Summary expenditure on
capital.
3
Actual – amounts recorded for actual
transactions from both Actuals and
Accruals ledgers.
4
Budget - displays relevant budget
amounts from the official UNSW
budgeting process.
5
Forecast - displays relevant forecast
amounts from the quarterly forecast
process.
6
Variance - the difference between
actual and budgeted transactions,
or forecast and budget.
21
2
3
FS1
Standard Financial Statement by Summary Fund
Reported Amounts:
YTD figures are shown to the month selected on the parameters
page.
4
This report can be run for any individual department, school,
faculty or division and time period. By selecting the category
(Budget, Actual or Forecast) on the parameter sheet, the report
displays the Budget, Actual or Forecast data by summary fund
level.
The report can also be run at a more detailed fund grouping by
selecting the drop down button option below the Entity title.
1
1
5
1
Traditional Income Statement format showing
Revenue Less Costs arriving at a net result.
2
Headings denote the Department and time
period for which the amounts are displayed.
3
Summary fund levels are displayed in the
columns of the report.
4
Revenues are shown as positive.
5
Costs are shown as positive.
Notes : :
• Actual amounts are the combination of the ACTUALS &
ACCRUE_ADD ledgers
• this report does not include commitment information
• amounts exclude GST
22
FS3
Standard Financial Statement
1
2
3
4
by selected (summary or detail) fund
5
This report can be run for any individual or
summary Department, Fund and time
period. It also includes comparatives and
EFTSL data.
1
2
EFTSL – Equivalent full-time student
load (EFTSL) is a measure of a
student's study load. An EFTSL of 1.0
is the standard annual study load of a
student undertaking a program on a
full-time basis.
Actual – amounts recorded for actual
transactions from both Actuals and
Accruals ledgers.
3
Budget - displays relevant budget
amounts from the official UNSW
budgeting process.
4
Forecast - displays relevant forecast
amounts from the quarterly forecast
process.
5
Variance - the difference between
actual and budgeted transactions,
or forecast and budget.
23
1
ACTMGTACCRUE
–
amounts
recorded for actual transactions from
both Actual and Accrual ledgers.
3
Forecast - displays relevant forecast
amounts from the quarterly forecast
process.
2
Budget - displays relevant budget
amounts from the official UNSW
budgeting process.
4
Variance - the difference between
actual and budgeted transactions,
or forecast and budget.
1
2
3
D2
Entity Report 2011 Budget (10)
Standard Financial Statement for a selected fund (summary or detail)
and summary department. The report is run for a selected parent
department (eg Faculty) and will dynamically display all direct
children departments in the columns of the report.
4
24
3
1
2
4
4
HD1
4
Entity Report EFTSL vs FTE
This is the non Financial Management
Report that contains EFTSL, HR FTE data
and student to staff ratios. The report can
be run for any time period and fund
combination for a selected parent
department. The report displays all direct
children of the selected department in the
columns of the report.
1
This section of the report
displays the EFTSL related data
2
This section of the
displays
HR FTE related data
3
This section of the report
displays
The relevant data for the
selected parent department
4
report
These sections of the report
displays the relevant data for the
direct children of the parent
department
25
1
Parameters – Use the shaded parameters to filter the report by double
clicking on the relevant selection
2
Details – The report details the financial and non-financial information by
employee in the rows of the report
3
Expand/Collapse – Expand or collapse this sections for employee on Costs to
see more or less details.
HA1
Staff Costs
This is the HR report containing both actual & budgeted costs
and FTE by employee. It can be run using the following
parameters: Summary or low level Department, Fund, Time
period, Employee Type and Employee Category.
3
1
2
26
1
Parameters – Use the shaded parameters to filter the report by double
clicking on the relevant selection
2
Sorting – use the radio buttons to automatically sort the report by the
selected column.
3
This section of the report displays the full year budget, Actual + budget,
Actual + Forecast , variance and FTE by employee by detail departments
HA2
Staff Costs
This is the HR report containing Actual, Forecast and budgeted costs and FTE
by employee. It can be run using the following parameters: Summary or low
level Department, Fund, Time period, Employee Type and Employee Category.
1
2
3
27
1
Parameters – Use the shaded parameters to filter the report by
double clicking on the relevant selection
2
Details – The report details the financial and non-financial leave
information by employee in the rows of the report
3
Forecasted Leave Balance – This column displays the forecasted
leave balance based on current leave balance less any future
leave in the HR system and extrapolated leave accruals to Dec.
L1
Summary Leave Report
This report contains recreation leave balances, leave taken days, leave
taken costs and leave accrual to the end of the current financial year for
individual employees. The report can be run for any summary or low
level department, fund, Employee type and time period.
1
3
2
28
1
Parameters – Use the shaded parameters to filter the report by
double clicking on the relevant selection
2
Details – The report details the financial and non-financial leave
information by employee in the rows of the report
3
Forecasted Leave Balance – This column displays the forecasted
leave balance based on current leave balance less any future
leave in the HR system and extrapolated leave accruals to Dec.
L2
Detailed Leave Report
This report contains the recreation leave balances, leave taken
days, leave taken costs and leave accrual to the end of the current
financial year for individual employees. The report details each
employee by Department, fund and employee type. It can be run
for the following parameters: Summary or low level department,
fund, Employee type and time period.
1
3
2
29
This form and supporting guidelines are available on the is available on the Finance Website on
http://www.fin.unsw.edu.au/files/forms/Reporting/RR1_Finance_Report_Request_Form.pdf
30

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
To Login, go to the UNSW Finance website: www.fin.unsw.edu.au.
Select “NS Financials Log-in” on left hand side of the “Quicklinks” menu bar.
It will prompt you to the “NS Financials Log-in” page, click “Login to NS Financials for
nVision Reports and Mac Roundtrip users”;
It will prompt you to login to Citrix by entering the Username (Staff ID number) and
password in the cells and then click “Log On” button.
It will take you to the Citirx page. Click the “Production” Folder icon and then the
“Financial nVision” Excel icon.
For some users, you might need to login again if a pop up box appears.
It will take you to the “nVision” home page. Click “Open Report” button on the right hand
side of the “Actions” menu bar.
It will prompt you to the “Report Request” pop up box. Click the “Get List” button.
Select by highlighting “UNSWA” in the “Business Unit” column and it will provide a list of
reports in the “Report Request–Description” column. Select the report name and click the
“OK” button.
A new pop up box will appear. Enter the “scopename” in the “Scope” cell. As for the date,
you can either select “Today‟s date” in the “Main as of Date” column box or use “Specify”
for a particular date. Then click the “Run” button.
Wait for it to run and the report will appear.
If you require further information in running an nVision Report, please go to the UNSW
finance website or contact your Faculty finance representative.




Place the cursor on “Our Services” on the top of the menu bar and scroll down to
“Training” and it will lead you to another scroll down box on the right hand side. Then
scroll down and click “On Line Training Tool”.
Click the “On-Line Training Tool” button under “How Do I Access the Online Training
Tool?”
It will pop up to a new window. Click the “Reporting Fundamentals” plus button on the
right hand side of the “My Roles” menu bar.
Then click the “nVision” plus button and then double click “How to Login to nVision” or
“Run a Report Using Citrix” and it will guide you through the steps and provide more
information.
31
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Open Excel (2007 version) and click the “Calumo” icon on the right hand side of the
menu bar.
Click the “Browse” icon on the top left hand corner and it will prompt you to the “Calumo
Report Index” page.
From the Calumo front page, click the report you would like to run directly.
It will prompt you to a pop up window, click the “Open” button.
Note: If you receive a “Security Warning – Macros have been disabled” message
underneath the menu bar, click the “Options” button.It will prompt you to a pop up
window, select “Enable this content” button and then click “OK” to enable “Macros”.
It will take you to the “Report Selection Criteria” page. Double click the entity box and it
will come up with the “Select Entity” pop up box.
Enter the “Entity” name in the “Search” cell and then click the “magnifying Glass” icon.
It will prompt you to the “Entity” name. Highlight the “Entity” name and then click the
“OK” button.
The selected “Entity” will appear in the “Entity Selection” cell.
Use the “Drop down” cell to select “Year” and “Current Month”.
For Fund selection, double click the “Fund” selection cell to select the fund via the
member explorer just like the “Entity” selection. Click the “triangle” icon to expand your
search.
Once you select all the criteria, click the “Refresh Pack” button on the top right hand
corner of the“Report Selection Criteria” box and it will lead you to the report.
If you require further information in running a Calumo Report, please go to the “Calumo
Report Index” page and click “Documents” on the top left hand side of Explorer Menu bar.
Click “Calumo Guide”, then click “Calumo quick guide for Beginners” and finally click “Open”
in the pop up box and it will provide you the information.
32
Finance provide training and support to new and existing staff to ensure we maximise your understanding of financial information, reporting and
systems. Training is available through a variety of media including on-line (UPK training), Classroom or Faculty / Division specific training. A schedule
of training sessions is available on the Finance Website http://www.fin.unsw.edu.au/OurServices/Training_BookingintoTraining.html, and additional
training can be provided to satisfy specific user requirements.
Staff new to Financial Concepts & Reporting
-
-
-
Introduction to basic finance
terminology , concepts,
procedures and reports
Introduction to Finance Systems
o New South Financials
o nVision
o Calumo
Continuous
Improvement
Experienced Staff
New Users
Staff familiar with Finance processes and
procedures
-
Advanced finance system training
Refresher courses
Business Unit financial
management
Managing projects
Managing research grants
Relevant for all Staff
-
New financial information and
reports
-
Latest Finance policy and procedure
changes
Reporting quick reference guides
The Finance training website can be found at http://www.fin.unsw.edu.au/OurServices/Training.html or contact the Finance Training team at
[email protected]
Note –training programs are continually being enhanced and new programs introduced so please check the finance website for availability.
33
Account
Also Referred to as "GL Account Code". Every financial transaction which relates to income, expenditure, assets, liabilities or equity is coded to an account
as it is entered into NS Financials.
Accounting
Period
The Schedule of Financial Operating periods & closes for updates to the Payroll and the General Ledger. UNSW has monthly management reporting over a
calendar year, so Accounting Period 1 is January. In most cases, the Month End Close is the nearest Sunday to the last day of the month. Refer reporting
timetablehttp://www.fin.unsw.edu.au/InformationCentre/Calendar.html
Accrual
Accounting
Accrual accounting refers to the accounting basis where transactions are brought to account as they are earned or incurred (not necessarily when cash is
received or paid) and included in the financial statements for the accounting periods to which they relate. This concept becomes important in managing
budgets, because by relying on the cash balance we may be overstating the funds available to spend eg unpaid purchase orders.
Budget
A forward plan that estimates the likely revenue and expenditure for the period ahead. At UNSW, the budget is set annually and remains unchanged for
that period. Faculties and Divisions are invited to prepare quarterly forecasts which review the expected end of year financial position.
Budget brought
forward
The budget remaining from the prior year carried over to the current year.
Budget Remaining
Budget Remaining represents the total funding available for a business unit or a project after deducting actual expenditure (salaries, equipment,
consumables etc) and commitments (purchase orders, pending salaries etc) from the original budget.
Calumo
The software used by the University to capture and report financial and non-financial data for management reporting and budgeting purposes. Sometimes
also referred to as FIMS at UNSW.
CAPEX
Capitalised expenditures are expenditures embodying future benefits. The costs are not fully charged in the year incurred, rather they are spread over
multiple periods by depreciation.
Cash Balance
The physical amount of money in an account. It represents actual cash receipts less cash payments / expenses for a project. At the end of a project the
Budget Remaining must equal the Cash Balance.
Chart of Accounts
The Chart of Accounts (COA) is the way UNSW captures, authorises and reports on data in the NS Financials general ledger. The COA is a detailed listing of
all ChartFields used at UNSW ( Account, Fund, Department and Project ).
ChartField
ChartField is a PeopleSoft term which is a segment into which UNSW allocates and stores financial transactions. A number of ChartField segments at UNSW
are used regularly e.g. Account, Department, Fund and Project. The two additional ChartField fields of Class and Program are not used at present.
34
Closing balance
The amount of funds in an account at the end of a period, especially a month or year.
Commitments
A financial term referring to future financial obligations, e.g.,goods we have received but not invoiced or paid for yet. Encumbrances and preencumbrances are examples of commitments. Intrinsically, the value of commitments at any point in time constantly changes due to ever changing
circumstances.
Debtor
Person or organisation who owes the University money.
DEEWR
Department of Education, Employment and Work Relations or DEEWR is a Commonwealth Government organisation. DEEWR has a number of roles and
one of them is to administer funding to Universities under the Higher Education Support Act.
Depreciation
A non cash expense that recognises the reduction in value of an asset over time as a result of wear and tear, age or obsolescence. There are several
accounting methods to write off an assets depreciation cost over the period of its useful life. UNSW employs the straight line method.
DEPTID
DEPTID refers to Department Identifier. An essential numeric chartfield for all PeopleSoft transactions. Note: Departments are also referred to as
organisations, faculties, units, schools, divisions etc at UNSW.
EFTSL
An equivalent full-time student load (EFTSL) refers to the measurement of a student's study load. The measure is used, in part, to allocate funding and
monitor university performance.
Encumbrance
Monies “reserved” for future expenditure eg purchase orders which have been ordered but not paid for yet, or salaries assigned for the year but not paid
yet .It ceases to be an encumbrance when paid-out or when the actual liability amount is determined and recorded as an expense. Encumbrance is relevant
in the purchasing order part of NS Financials system. Pre-encumbrance is relevant only when using eProcurement in NS Financials. Encumberances are
used to assist managers understand the real budget funds they have remaining after allowing for all future financial obligations.
FBT
Fringe Benefit Tax is a tax payable by an employer for providing a benefit to the employees e.g. using a car for private purposes. It is usually a non cash
benefit.
FIMS
Financial Information Management System, ( refer to CALUMO ).
Financial Year
A predetermined timeframe for recording and reporting financial information. For UNSW the financial year is 01 January to the 31st December.
Forecast
An estimate made about the future. An updated view of progress towards the annual budget reflecting YTD results and expected impacts of
variability against budget assumptions for the remaining periods of the budget period.
FTE
Full Time Equivalent is a way to measure a worker's involvement in a project, or a student's enrolment at an educational institution. An FTE of 1.0 means
that the person is equivalent to a full-time worker, while an FTE of 0.5 signals that the worker is only half-time. Typically, different scales are used to
calibrate this number, depending on the type of institution (schools, industry, research) and scope of the report (personnel cost, productivity).
35
Fund
Segregates financial information for the purpose of carrying on specific activities within UNSW. Think of Funds as 'buckets' for categorising the different
types of money. At UNSW we use two funds General (or Un-Restricted) Fund and Non-General (or Restricted) Fund.
General Ledger
The General Ledger contains all UNSW financial transactions. Information from the General Ledger is used by UNSW to analyse, report and monitor the
results of our business. The General Ledger, Chart of Accounts and ChartFields are interdependent.
Generated Load
The load (EFTSL) that is generated by enrolments in programs offered by Faculties.
GST
Goods and Services Tax in Australia is a 10% tax levied on many items purchased or consumed in Australia and paid to the Federal Government. In NS
Financials it is referred to as Value Added Tax or VAT.
HRMS
Human Resources Management System – PeopleSoft payroll system at UNSW. The information from this system links to NS Financials and is updated each
day at the close of business by the Human Resources Department.
IGS
The Institutional Grant Scheme is a Commonwealth Government funding program for general research activities. The IGS has been replaced by the Joint
Research Engagement (JRE) program in 2010. Under JRE, the IGS funding formula is reviewed to remove competitive grant income from the calculation
methodology used to allocate this research block grant, thereby rewarding universities which diversify their sources of research income.
Income Funded
A project account to receive revenue for providing labour or services, from the sale of goods or property, or as profit from financial investments.
JULIA
Jointly UnLocking Information Assets is the UNSW Data Warehouse and Business Intelligence (DWBI) Platform delivers operational, analytical, “do it
yourself” and canned reports to various areas around the University for decision support and planning.
Life to date (LTD)
LTD is the total periodic existence of an account that goes beyond the financial year. It includes prior years, current year-to-date and budget forecast
financial data.
Month end
Month end is when the financial data (captured in NS Financials) closes for that period. At UNSW the month end dates are not based on calendar months
but the nearest Sunday to the last day of the month.
NSF
New South Financials is the name UNSW uses for its financial accounting system. The system is provided by PeopleSoft (part of the Oracle Corporation).
NSS
New South Solutions is the name UNSW uses for its software collectively, NS Financials, HRMS and Student Administration.
nVision
PS/nVision is PeopleTools software that you use to design and create Microsoft Excel spreadsheet reports using NS Financials data. PS/nVision retrieves
information from the NS Financials database and places it into a Microsoft Excel spreadsheet, allowing the user to drill down into the database.
Opening Balance
The amount of funds in an account at the beginning of a period, especially a month or year. For example, if one has an account with a balance of $100,000
at the end of December, this becomes the opening balance for the beginning of January.
Project
Projects represent activities which are defined by for specific purpose and need to managed and budgeted for separately. Revenue and Expenditure are
generally booked to predefined projects within our Chart of Accounts.
36
Fund codes are used by the University to categorise its activities into relevant groupings to assist it to
manage its financial affairs. Fund codes provide information about various types of activity (revenue
and expenditure) that occurs across University organisational units and indicate the purpose for which
monies can be used.
The Tree: “All_Funds_Calumo” in NS Financials, reflects the above fund code structure.
37
Consolidated Operating Funds
This grouping of funds is associated with the core teaching activities of the University, such as the
salaries of teaching staff etc. Research related revenues received by the University for its own purposes
( such as supporting University infrastructure), as distinct from administered grants are also included in
this fund code grouping.
Operating funds (OP) – The main teaching fund budget for core teaching activities. It is the main
functional funds for the Schools, Divisions and Faculties. OP001 is the main fund code in this area.
Faculty Research Grants (IR)- Also referred to as internal research funds. These are allocations from
faculty operating funds used for internally approved specific research and related activities.
Suspense (SU) – this fund code is typically used to keep track of amounts which require further action.
For example, expenditure incurred for a third party that will be later charged to that third party can be
recorded in Suspense. All amounts recorded to this code should be viewed a temporary. The natural
balance of suspense activities is nil.
Generating income (GI) – this fund code is used to record activities which are undertaken to raise
additional revenue ancillary to core activities but not with the intention of generating a profit. Examples
include charging fees for running a field trip, or selling course materials etc. Before using this code,
consideration should be had to using a project code within the main operating fund code. When the
number, size and complexity of these kinds of activities become more difficult to manage, the use of this
fund code group may be warranted.
Capital (CPF) - this fund code is principally used to group activities relating to major capital projects
undertaken by the University such as buildings, land and manufacturing equipments. Ordinary
purchases of plant and equipment are more appropriately coded to the main operating fund code.
Commercial Activities
Generating Income Activities (GI) (formerly called BA – Business Activities). This fund code is used for
activities undertaken with the intention of generating a profit (or surplus) which are separate from or
not closely related to the core activities of the university (teaching and research). Paid outside work and
external consultancy fees are examples of activities which can be recorded in this fund code group.
External revenues recorded in this fund code group attract a University expense of 15% of the income,
to reflect consumption of University overhead. Projects within this fund code group are viewed over a
three year period. Revenue raised in one year (net of the 15% university cost) is able to be offset with
expenditure up to two succeeding calendar years. Revenue can be generated externally ( outside of the
University) or internally ( within the University).
The principle for Commercial Activities is that all genuine surpluses made are reinvested in teaching and
research by the Faculty making them.
Restricted Funding
Funds provided to the University for a specific purpose which are subject to specific conditions or
restrictions as to how the funds are used , for example, grants awarded to academics which are
administered by the University. Grants received from Commonwealth and State government research
instrumentalities that oblige the University to perform certain duties are also included in this fund group
38
unless related to major capital projects when the CPF fund code applies. Amounts received from donors,
benefactors, and to establish endowments, must also be included in this fund code group.
External Research (RE) - used to record activities relating to contracts with external organisations for
specific research. Eg: Dairy Corporation, Renewable Energy, Heart Foundation, Government Agencies such
as ARC (Australian Research Council) and NHMRC (National Health and Medical Research Council). External
research projects are administered through the Grants Management Office (GMO).
Other Research –
Research Non-Contractual Funds (RF) - Research projects that are not administered through
the Grants Management Office (GMO). It is funds provided by a source external to UNSW and not
bound by a contract. It can be used as surplus research funds.
National Priority Research Funds (NP) –this fund code is used to record revenues and
expenditure related to national priorities by the Australian commonwealth government to assess
the quality and impact of research in Australia.
Other Restricted –
Beneficial Fund (BE) - A fund where the capital is used, consistent with the protocol, and
continues to be used until all funds, including investment returns, have been disbursed.
Endowment Fund (ED) - A donation, bequest or grant where the total capital is held. The
capital amount is kept but the growth or income from the investment of the fund is used for
scholarships, prizes etc. The conditions attached to the original donation or bequest of the money
will usually determine how it is used.
Fundraising Contribution (FC) – Activities involving Donations, Bequests, Gifts, Sponsorships
and event-based income administered through Foundation office.
Contract Grants (GN) – Contracts or Grants from government agencies which are non-research.
Strategic Funds
Funding in this category is to support initiative and structures related to research activities.
Strategic Priorities (SPF) - Strategic Priorities represent activities undertaken in areas of
particular strategic importance to the university. Expenditure incurred in this fund group are mainly
focussed in supporting ARC and NHMRC funding applications, Goldstar awards and other research
strategic initiatives.
Strategic Investment in Research (SIR) - The Strategic Investment in Research involves
research development expenditure with the expectation of favourable future returns.
Learning & Teaching (LT) – expenditure incurred on activities that support best practice in
learning and teaching through the provision of cohesive, strategic and integrated approaches to
student learning.
39
PROJECT BUDGETS
The University‟s official budgeting process occurs each year between August and December and results
in the University Council approving annual budgets for each Faculty, Division and Controlled Entity of the
University at the major fund group levels: Operating fund, which includes the Capital fund, Commercial
Activities; Strategic and Restricted fund groups.
The official university budget process is compiled in Calumo and transposed to NS Financials when
finalised. The Budget ledger within the General Ledger module of NS Financials contains the official
University budget detailed at the same department, fund and account levels as detailed in Calumo.
Notably, the official budget of the University is not built up from a project level of detail as the effort
involved in breaking down by every account level of every project in every department and fund is
considered to outweigh the expected benefits. Moreover, the official University budget once finalised
does not change which would mean a project not foreseen at budget time but which needs to occur
nonetheless, could not contain a „budget‟ amount without causing budget totals to change.
The Projects Ledger (within Commitment Control) provides a mechanism that enables organisational
units to detail out projects it expects to undertake within a period of time, without the need to provide
detailed „by account‟ information. Recognising that a budgeting process is unlikely to predict every
future activity, a Projects Ledger more loosely aligned with official Budgeting process, provides the
necessary flexibility.
NS FINANCIALS
Financial and Dept Reporting
Project Reporting
GENERAL LEDGER
PROJECT LEDGER
Actual
“Actuals”
Accrue
Add
Project level actuals
Budget
Project level
budgeting
Project budgets are used
to assist Organisational
units manage to their
official Budget.
The Project ledger is used to administer, amongst other items, External
Research grant income and charitable income received. In the case of
Research Grants, project ledger amounts are used to assist researcher’s
acquit the grant over the relevant period of time.
40
FUND CODE ATTRIBUTES
Income Funded – fund group permitting the receipt of revenue
Budget Allocation – fund group permitting an allocation of budget funds
Multi-year –activities in these fund groups span across multiple (more than one) financial (and budgetary) year,
January to December, of the University. The balance will carry over into the next budget period.
Fund Group
Type
Code
Income
Funded
Budget
Allocation
Multi-year
OPERATING
Operating Funds
OP
Yes
Yes
No
Faculty Research Grants
IR
Yes
Yes
No
Suspense Accounts
SU
Yes
No
No
Commercial Activities
(Operating) 1
GI
Yes
No
No
Capital Funds
CPF
Yes
Yes
Yes
COMMERCIAL
ACTIVITIES
Commercial Activities
(Business Activities) 2
GI
Yes
No
Yes
RESTRICTED
External Research Funds
RE
Yes3
Yes
Yes
Research Funds
RF
Yes
No
Yes
National Priority Research
Funds
NP
Yes
No
Yes
Beneficial Fund
BE
Yes5
No
Yes
Endowment Fund
ED
Yes5
No
Yes
Fundraising Contribution
FC
Yes5
No
Yes
Contract Grants Fund
GN
Yes
No
Yes
Strategic Priorities Fund
SPF
No
Yes
Exceptional
Strategic Investment in
Research
SIR
No
Yes
Exceptional
Learning & Teaching Fund
LT
No
Yes
No
STRATEGIC
6
6
Notes:
1
GI fund codes – GI101-104, GI107-116, GI119-122, GI126, GI128, GI133-135, GI137, GI139
2
GI fund codes – GI105-106, GI117-118, GI123-124, GI127, GI129, GI130-132, GI136, GI138
3
Only Research Finance Office (RFO) is allowed to put income.
4
Research Finance Office (RFO) initially set an amount where the project is to receive a grant amount and will adjust as required for relevant events
subsequent, e.g. cancellation, curtailment etc.
5
Foundation Office / Donate UNSW use only.
6
If a project amount balance is obligated to be held over to a subsequent financial year due to contractual agreement, then it will be allocated as a budget in
the following year. Where this occurs, this amount is taken to be an amount comprised within the following year‟s official budget, not additional to.
41
Mark Van Poppel
Australian Defence Force Academy
X 88710
Tania Maiolo
University Services
X 58425
Michael Innes-Brown
Tony Gardner
Darren Parkinson
Faculty of Medicine
Faculty of Science
X 52703
X 58111
Achamma Kurlekar
Edison Bayas
Robert Owens
Australian School of Business
X 59767
Faculty of
Engineering
X 54609
Facilities
Management
Information
Technology
X 59540
X 53443
Betty Romero
College of Fine Arts
Urania Stamios
Philip Kringas
Mahamoodur Bhuiyan DVC(A)
x52604
Faculty of Arts &
Social Sciences
Research Finance
Sujeet Jena
Foundation
x53275
X 59807
Margaret Noble Built Environ.
x57910
Andrea Burns
DVC (R)
x53126
Kenny Parajes
Law
x53612
X 50753
X 58297
42
Area
Manager
Contact / Help Desk
Email
Accounts Payable
John Hilton
[email protected].
Billing & Accounts Receivable
John Hilton
[email protected]
Corporate Finance ( Statutory reporting,
Catherine Yeung
X 52165
[email protected]
Decision Support & Financial
Planning (Budgets, Reporting)
Julian Manche
X 59322
[email protected]
Finance Shared Services
Claudia Teal
X 58128
[email protected]
Finance Systems (NSFinancials)
Greg Kasch
X 53491
[email protected]
Management Information Systems
Alister Cairns
X 52074
[email protected]
Program Management Office
Louis Kapeleris
X 53616
[email protected]
Risk Management & Insurance
Paul Bransdon
X 52725
[email protected]
Travel
Cathy Hansen
X 52687
[email protected]
Fixed Assets, taxation, Teaching Revenue)
(Calumo , nVision)
Training
Treasury
[email protected]
Andrew Fellowes
X 52887
[email protected]
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