Budget Training
• Budget Overview
Pages 2 - 3
• Screens Access Needs
Page 4
• GLBR - The Budget
Pages 5 - 16
• LGLA & viewing the details
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LGLA – GL activity detail
VOUI - Vouchers
BINQ - Blanket PO
GLJE - Journal Entry
PINQ - Purchase Order
Pages 17 - 41
Pages 17 -18
Pages 19 – 24
Pages 25 – 29
Pages 30 – 37
Pages 38 – 41
• Budget Components
Pages 42 – 44
• On-line JE’s, Vouchers & Contracts
Page 45 – 57
• Short Cuts to the Budget
Pages 58 – 60
10/2002
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BUDGET
Purpose:
Use as a financial tool for planning and managing the allocation and
expenditure of funds during each fiscal year.
Sources of funds: Mountain View receives revenue from the following sources:
State of Texas
Taxes
Tuition
Interest from Investments
Cost Center Manager’s Responsibilities:
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Develop an operational budget for each cost center and submit for campus approval
according to budget planning schedules and procedures established by MVC VP’s
and the Strategic Planning Committee.
Monitor your monthly budget report (GLBR in Colleague) which reflect the
following information:
Encumbered amounts
Current expenditures ( MTD Actual; as of previous month)
Year -To-Date expenditures (YTD Actual)
Annual Budget
Available Budget
Monthly, print a copy of your budget for each division in your area of responsibility.
Analyze and reconcile all items to verify that expenses are all legitimate. To analyze
the report you will need two additional reports. The LGLA, general ledger activity
listing to vouchers and journal entries, and the Labor distribution report to analyze
your salaries. The Labor distribution report should arrive in your office by the 10th of
the month. If you do not receive your report, contact the business office. You print the
LGLA report from Colleague based on your need.
When approving new expenditures (requisitions, check request, petty cash, travel,
etc.), always check the budget line in Colleague to verify that enough money is
available to cover the expenditure. If necessary, you will need to request a budget
adjustment to move money from another account to cover the expense. This must
occur before the business office can approve your expense request.
To request a budget adjustment, do the following:
o Send an e-mail to MVCBUDADJ.
o Adjustments are made within 48 hours of receipt of your e-mail. When the
adjustment is complete, you will receive an e-mail reply indicating
completion.
o RULES:
ƒ You can only move salaries among salary accounts (20xxx).
ƒ You must have authority over the division in order to request an
adjustment.
ƒ You can move money between your various divisions, but you can not
move between funds.
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Business Office Responsibilities:
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Oversees the annual budget development.
Before approving expenditures, verify that the division has sufficient budget dollars
to cover the expense.
Train campus personnel to print their budget and explain good budget management.
Assist campus personnel with budget questions.
Review and input all budget adjustments.
District Business Affairs Responsibilities:
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Implements the Budget each fiscal year.
Tracks the progress of current budget expenditures.
Reports variances on a monthly basis to the Vice Presidents of Business Services and
to the Board of Trustees.
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Cost Center Managers
Screen Access Needs
Budget Management
General Ledger Function in Colleague:
GLBR - Annual or YTD Budget Report
PURPOSE: Shows a summary of your budget by actual, encumbrances,
and budget amount, month to date and year to date.
GLJE - General Journal Entry
PURPOSE: Review the details of a journal entry that is referenced on the
LGLA report.
LGLA - List General Ledger Activity
PURPOSE: Review details of individual line general ledger accounts as
listed on your budget report (generated using GLBR),
Purchasing Function in Colleague:
BINQ - Blanket Purchase Order Inquiry
PURPOSE: Inquire about the source and details of a blanket purchase
purchase order. Will show the status of delivery/payment.
PINQ - Purchase Order Inquiry
PURPOSE: Inquire about the source and details of a purchase order. Will
show the status of delivery/payment.
RINQ - Requisition Inquiry
PURPOSE: Inquire about the source and details of a requisition. Will
point you to the purchase order number if a PO has been generated.
Accounts Payable Function in Colleague:
VENI - Vendor Activity Inquiry
PURPOSE: Shows the total amount of dollars spent by the district for a
given vendor. This is useful in determining the approval authority required
for Professional Service Contracts. If the value of your contract will cause
the amount paid to the vendor to exceed $24,999, prior board approval
must be obtained.
VOUI - Voucher Inquiry
PURPOSE: Look up a voucher reference number that will appear on
entries listed on LGLA or GLJE reports.
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Click GENERAL LEDGER
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At the General Ledger Screen
Select or type GLBR
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When the GLBR screen appears enter the requested information for each field.
Field 1 - enter the year for the budget that you wish to review (2003, 2002 etc.)
Field 2 – enter an A for annual
Field 3 – enter the calendar month that you want to review. In most cases you
will want the immediate prior month after accounting is closed. In this case enter
the month (01, 05, 10 etc.). The year will default to the budget year you
previously entered. If you want to look at all of last year, enter 083102 or
whatever year you want to review.
Field 4 – enter an A for all statuses
Field 5 – this field has an * immediately behind the number 5. Whenever you see
the *, it is instructing you to enter F8 to view the next screen. Enter F*8.
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F8 takes you to the GLSF screen
Field #1 - this field has an * immediately behind the number, so enter F8.
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F8 takes you to the JSBU screen where you are requested to provide your budget
selection.
Field #1 – enter I to include a component in your budget report and hit enter.
• NOTE: If you are not sure what to enter, simply select field help and all of the
options for the field are displayed. Field help is a button on the top of your
screen.
Field #2 – enter the fund number for your budget (Fund 11, 12 etc.). If you wish
to review budgets for more then one fund, enter additional fund numbers. Hit
enter to move to Field #3.
Field #3 - enter I to include the location.
Field #4 – enter 06 for MVC. Hit enter to move to Field #5.
Field #5 – enter I to include you division(s).
Field #6 – enter your division(s) number (six digit unique number).
Hit enter until you reach Field #13.
Field #13 – enter F9 to return to the previous screen GLSF.
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Upon returning to screen GLSF, your cursor should be setting on Field #2.
Field #2 - this field has an * immediately behind the number, so enter F8.
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F8 takes you to the CSPC screen where you are requested to select how you want
your budget to appear/print. You want to print your budget with two totals,
account sub-class and division. Do the following.
Field #1 – delete the GLS.BUDGET.OFFICER field. Select the Fld Delete button
at the top of the screen. When asked if you want to delete the field, click yes.
You will notice that Field #1 now contains the field name of Fund. Since you
want to print your report by sub-class and division, perform the following:
o Enter twice to move your cursor to the break field.
o Using the arrow key move the cursor down to the break field at the right
of division.
o Enter Y for yes. This tells the program that you want to total after each
division.
o After you enter Y, your cursor will be on the account field. Hit enter
three times.
o This will take you Field #5, which is blank.
o Field #5 – enter … and hit enter.
o This will take you to field name selection screen. It list all the field names
that are available to you. Search the screen until you find
GL.SUBCLASS. It should be #9. Enter 9 and hit enter.
o This will return you to CSPC screen. Hit enter twice and enter Y for yes
to include a sub-total for each account sub-class.
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Your screen should now look like this.
Enter F9 to finish the screen and return to prior screen.
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This will return you to the GLSF screen
Field #4 – enter F9 to indicate that you are finished with your selection. You do
not need to enter an Y to verify your data. It is used only for large amounts of
data, and is designed to let you verify the data before proceeding.
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F9 returns you to the GLBR screen.
Field #6 – it defaults to S. Hit enter.
Field #7 – default to Y. Hit enter.
Field #8 – Enter Y for yes you are ready for your report.
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Now you should be at the print screen for GLBR.
Field #1 – Hit enter to go to field #2.
Field #2 – enter your printer number. MCVDATA can assist you with your
number if you do not know it. Enter you printer number & hit enter.
Enter F9 to indicate that you are finished with this screen.
If you want, you can view the report on-line rather than printing the report.
To hold the report and not print, change the P to an H in field #1 and enter F9.
The report will appear on your screen for viewing. Scroll through the report by
entering “R + enter” to move to the right of the page, “L + enter” to move to the
left, “D + enter” to move down the page, etc.
When you are finished with the screen, enter an S and you will return to the
print screen where you can change the H back to a P and print the report, or you
can hit F9 and end the process.
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After you select P or H, a screen similar to this will appear. When the graph at
far right reaches 100%, your report is finished. If you wait for a short while, the
screen will atomically return you to the General Ledger main menu; otherwise,
you can hit F9 and return to the main menu.
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Print the LGLA – List GL Activity
As a part of budget management, you will sometime need to analyze expense items
to determine where the expense entry came from or why you have suddenly
exceeded your budget. In these instances a quick approach would be to view the
details using the LGLA screen (GL Activity).
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At the General Ledger Screen
Select the LGLA.
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Field #1 – enter the budget year for the entries that you want to view.
Field #2 – enter the starting month for the entry you want to view.
Field #3 – enter the ending month for the entry you want to view.
Field #4 - Select Actuals or Budget or Encumbered depending on the line item
that your are requesting.
Field #5 - enter the full general ledger accounting string for the account that you
wish to look-up (11-06-OOOOOO-22222). You can enter multiple general ledger
account codes if you wish.
Hit enter twice to reach field # 7.
Field #7 - enter “Y” to go to the report screen. Follow the instructions outlined
for printing the GLBR screen.
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Behind this page you will find a copy of the budget report printed from screen
GLBR for division 401035 (Form A).
We have highlighted two line items for investigation through the LGLA screen.
The first line item on the GLBR is for 11-06-401035-23611 for $104.95 and is a
current month actual expense entry.
The second page (form B) shows a printout of the LGLA for the general ledger
account and you can see the entry for $104.95. In the left margin you will notice
the reference for VO541253 and a description “Laser Network”. The VO
number references the voucher and the number. The description is the name of
the vendor.
If you need to view the entry perform the following:
o At the main Financial System Menu
o Select Accounts Payable
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At the Accounts Payables screen.
Select the VOUI screen to look at the voucher.
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At the VOUI screen enter the voucher number. NOTE: you only need to enter
the 541253 to view the information concerning the voucher.
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When you enter the voucher number the following information will appear.
Notice the Status: Outstanding. A list of the various messages follows:
o Needs approval – business office/district purchasing must approve.
o Outstanding – Mechandise has not been received into Colleague
o Accepted – Receiving has received into Colleague. If a check request, the
receiving is district accounts payable department.
o Invoiced – the item has been invoiced but not paid.
o Paid – the invoice has been paid.
o Reconciled – everything about the item has been received and paid.
This item shows a check request for $104.95 to Laser Network and it is still
outstanding.
When you finish reviewing the voucher hit F10 or click on finished to return to
the previous menu.
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The second line item on the GLBR (form A) for division 401035 is for $9173.4
against account 11-06-401035-24201 and is an encumbrance amount (amounts
that have been approved and entered but not paid, such as a requisition/PO,
check request, travel, etc.) An encumbrance is a commitment to pay; thus, your
budget is reduced by the amount of the encumbrance.
Notice the printout of the LGLA for this entry (form C). Its reference is
BO005927. The BO indicates a blanket purchase order.
To access the details of this entry, select Purchasing from the Financial System
menu.
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At the purchasing menu select BPM, Blanket Purchase Order.
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At the purchase order screen, select BINQ screen
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Enter the blanket purchase order number recorded on the LGLA printout (form
C). Enter 5927 and hit enter to view the detail.
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Viewing the blanket PO tells us that the blanket is new and no expenses have
been recorded against it. It was approved for $750 and expenses are zero. Keep
in mine that encumbered means that you committed your budget to spend the
$750. It reduced this amount from you budget dollars available. As you spend,
the encumbered is reduced and acutals are increased. The budget was reduced
at the time of the encumbrance.
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When you finish viewing the screen, hit F10 or click finished to return to the
previous menu.
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Next we will view a journal entry.
The example budget report for division 401035 did not contain a journal entry.
The following page contains a GLBR printout (form D) for division 801030 and
a line item for 11-06-8011030-24401 for $7.99.
The page behind the GLBR is a copy of the LGLA (form E) for the above line
item for $7.99. Notice that it has a J or JE reference for journal entry.
To view journal entries
Select General Ledger from the Financial System menu.
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From the general ledger menu select General Ledger Entries.
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At the General Ledger Entries menu select
General Journal Entry GLJE.
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At the GLJE screen you must enter G for general and hit enter.
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Next enter the journal number as shown on the LGLA. Enter 52127 and hit
enter.
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The journal entry information will appear.
In this instance it is a petty cash entry.
For details about the entry you can consults your own files for the entry or
contact the business office. We process all petty cash entries.
If you want, you can enter F3 and enter #3 to move to field #3 and detail into the
petty cash journal and find your entry. F8 will allow you to detail into the field.
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When the detail screen appears, you may need to hit enter a few times to find
your entry.
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When you are finished, hit F9 or click on Finished to return to the previous
screen.
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On the same GLBR for division 801030 (form D), you will find an entry for 1106-801030-24431 for $996.08. On the second sheet behind the GLBR is a copy of
the LGLA (form F) for that entry. Take a look at the $996.08 entry. Its reference
is VO for voucher.
To look up vouchers go to the Accounts Payable function and the VOUI screen.
Enter the voucher number, 539767 and hit enter.
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The following screen will appear.
Notice that the status of this item is Outstanding. In field #7 it shows invoice is
paid. It shows paid because all processing is complete with one exception. Look
on the screen for the words Check No / Date and Paid Amount. Both of these
fields are blank. The check was in-line to be cut at the time I was generating this
screen.
Notice field #4 on the screen. It shows that this is a purchase order.
If you want to see what requisition this is associated with, select F3 and go to
field #5, detail into field #5 by entering F8.
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This will take you to the PINQ screen to view the details about the PO and the
requisition. Field #7 contains the requisition number of 6C73851. You can detail
into any field that contains an * and see additional information about the field.
When you are finished looking at the PINQ screen, enter F9 to return to the
previous screen.
In most instance you will find out the information you need by review one or
both of these screens.
As always, enter F9 or click finished to exit.
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The Budget Components
State Laws & DCCCD Board Policy
The budget for the DCCCD is governed by the State of Texas Education Code. The code
requires the district to adopt a budget annually on or before August 20. By November 1
of the fiscal year for which the budget is adopted, the approved budget must be filed with
the Texas Higher Education Coordinating Board and the Dallas County Clerk’s office.
Funds
The DCCCD operates a balanced budget utilizing fund accounting principles. Funds are
established for current operating and maintenance purposes as well as funds restricted by
donors and other outside agencies for specific operating purposes. The following funds
are currently established:
FUND 11 – Unrestricted Current Fund
Funds received by the District that have no limitations or stipulations placed on them
by external agencies or donors. The funds are used for carrying out the primary
purposes of the District, i.e., educational, student services, extension, administration
and maintenance of facilities.
FUND 12 – Auxiliary Enterprise Fund
Funds for activities that serve student, faculty, or staff for charges that are directly
related to the cost of the service. Examples are food services and bookstore. The state
of Texas expects auxiliary enterprises to be self-supporting.
FUND 13 – Restricted Current Funds
Funds (through grants) available for current purposes, but with restrictions from
outside agencies or persons. Revenues will not exceed expenditures in this fund for
the current year.
FUND 14 – Interdepartmental Services Fund
Funds received by the District that have no limitations or stipulations placed on them
by external agencies or persons. This is and internal fund used to charge locations that
benefit from services provided by the district. Examples are LAN access, Library
services and micrographic services.
FUND 24 – Agency Funds
Funds held by the College or district as custodial or fiscal agent for students, faculty
members, and/or others.
FUND 34 – Loan Funds
Funds available for loans to students.
FUND 45 – Unexpended Plant Fund
Funds for the construction, rehabilitation, and acquisition of physical properties for
institutional purpose.
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Fund 46 – Retirement of Indebtedness Fund
Funds accumulated to meet debt service charges and the retirement of indebtedness.
Fund 47 – Investment in Plant Fund
Funds already expended for plant properties. Physical properties as stated at cost at
the date of acquisition or fair market value at the date of donation for gifts.
Depreciation on physical plant and equipment is not recorded.
Fund 58 – Quasi-Endowment and Similar Funds
Funds subject to certain board designated restrictions
Chart of Accounts
The Chart of accounts is the method of assigning an accounting structure for operational
budget control and for tracking and reporting accounting activities as required by the
State of Texas and the Internal Revenue Service. The current chart of accounts is
detailed on the DCCCD web-site (Click Business Services, click Business Affairs and
click Chart of Accounts).
The major sub-classes of accounts are as follows:
1xxxxx Income/Revenue
20xxxx Salaries & Payroll
21xxxx Staff Benefits
22xxxx Purchased Services
23xxxx Operating Expenses
24xxxx Supplies, certain books, subscriptions, & material
26xxxx Minor Equipment, Furniture & Fixtures
27xxxx Capital
28xxxx Payment of Bond Principal, Interest, or related Expense
29xxxx Transfers
72xxxx Federal Awards
Income/Revenue
The following are the sources of funds to support the operational budget of the district
and campus:
1.
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3.
4.
5.
6.
State of Texas
Local taxes
Tuition
Interest from Investments
Contract
Grants
Items 1 through 4 are the sources of funds for most cost center expenses. Contracts and
grants support specific cost activities that they authorize. When your cost center budget is
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approved each year, you are granted your portion of the campus income to spend in
support of your cost center mission. This is your annual budget. The income or budget
amount is the first entry made in your cost center checkbook; however, unlike your
personal checkbook where you make an income entry monthly, here your income is
entered once at budget approval. When you go through the annual budget build process,
you are not asked to project your income needs. You are asked to project your annual
expense needs. This estimate is the basis for your income/budget allocation; thus, it is
very important that you estimate your budget needs as accurately as possible.
Expense
When you plan your budget for the year you are concentrating on planning and defining
how much money you will need to spend in support of your mission for the next fiscal
year. The best time to start planning a budget is at least one year before the budget is to
be implemented. Make note of the unplanned expenditures that catch you by surprise.
Look carefully at all of the current year trends for they are a good indication of what to
expect for the future (some cost go down i.e., personal computing needs and some cost go
up i.e., cost of books, supplies and construction/installation for new programs). Always
ask the experts (College Computing, Facilities, and Business Office) about how their
costs will impact your costs and your new initiative.
Review the mission, objectives and strategic plans for the district and your college. They
will point out new items that have not been included in your current year’s budget, but
could have costs implications for future years.
Fund Balance
The district and each campus operate on a balanced budget basis. Expenditures can not
exceed income/budget for any year. Each campus is allocated funds annually and any
excess of funds from Funds 11 and 12 are used to underwrite unexpected or unallocated
expenses for non-recurring items, capital items or repair and maintenance. The rules and
schedules for requesting these funds are defined in BPM 21.5.
Grants, Contracts & other sources of funds
Refer to BPM 23.0.0 and “The Grants Management Handbook”
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Viewing journal entries, vouchers and DCCCD Contracts from
your desktop.
District completed a project in 2002 to scan accounting and contract
records and placed them into a file for viewing from your PC. You can
now view all supporting documentation for the following:
1. DCCCD Contracts
2. Journal Entries
3. Vouchers – Invoices, Professional Travel, In-county Travel, Check
Request, Student Travel, Professional Service Contract, Petty Cash,
etc.
If you have authority for one or more of these three views, you would have
received an e-mail from Janet Huber of the DSC during September 2002.
Her instructions tells you how to place the three icons on your PC
desktop. However, if you need help send an e-mail to MVCDATA.
To get new or additional access to the above functions, e-mail the
Director of Business Operations, who will in turn request access authority
from the district. It should take several days to a week to complete.
Your access authority will permit you to view and print journals,
vouchers, and DCCCD approved contracts from your PC. Journals and
vouchers begin with September 2000 through 2002 and forward. All
district contracts are also included for your on-line viewing
The journal entries and vouchers will come in handy as you reconcile your
budget. As you are aware, when you print your budget report (GLBR
screen in Colleague) you sometime question entries that appear. When
you need to research the entry, you print the LGLA screen (List GL
Activities) which shows you the source of every entry. The reference on
the LGLA screen is usually a Joxxxxxx or JExxxxxxx for journal entry or
VOxxxxxx for voucher. You can now enter the reference number into the
on-line view for journals or vouchers and a copy of the document and all
supporting detail can be viewed on line or printed from your office. This
will save time and effort.
DSC will begin scanning documents immediately after the accounting
month is closed. If you can not locate a document in the on-line views,
contact Wilma Allen or Janet Huber via e-mail.
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Journal Entries (JE’s)
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Click on the JE Icon on your desktop.
The following window will appear.
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In the name box (highlighted in the box) enter the journal number that
you wish to view. In our example the journal number is JO46723. You
only need to enter the 46723 and select Find Now.
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Give it time to search. When your search is complete, the following will
appear if your entry was located.
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Under the name field at the bottom of the window the JE number will
appear.
Click on the number and the JE should appear.
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Play with the buttons and icons on the top of your screen. You can’t
hurt anything, but you will discover that you can maneuver through the
journal with ease.
You can advance pages
Rotate the document
View multiple documents
Zoom in and out, etc.
Play with the buttons or call the business office for assistance.
NOTE: If when you first enter the JE screen, and you notice that the menu looks a
bit different from the one above, do the following:
1. Click on the file
2. Click on imagining and the above screen should become your default.
• After you review the document you can select print to print a copy at
your local printer.
• You can select File, then Send. The send will place the JE image as an
attachment to your e-mail.
• Close the window when you are finished an re-use it whenever you
need it.
• If an entry comes back as not being found, send an e-mail to Wilma
Allen or Janet Huber at DSC. They will check it out and get back to you.
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Vouchers
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Click on the voucher icon on your desktop.
The window will look identical to the JE window
In the name field enter your voucher number.
For our example I used voucher VO507696.
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You only need to enter 507696
Select Find Now to view the voucher.
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When the voucher number appears at the bottom of the window, click
on it to view the voucher.
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The voucher should appear and look similar to the following.
Play with the buttons on the menu to maneuver through the
voucher.
Note that this voucher has 19 pages.
Find page 10.
Zoom out.
Send the document to your e-mail.
Close the window when you are finished.
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Contracts
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All DCCCD contracts are available for your viewing from your PC
desktop.
Select the Contract Icon.
This message will appear indicating that you can not change a
document.
Click Ok.
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You should see the following window.
Click on the Find Contract Search Word.
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The following should appear.
Input a word, such as a company name to narrow your search.
MVC will give you all MVC contracts.
In my example I input MVC and got an alphabetical list of all MVC
contracts.
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Scroll to the right to view other fields.
Scroll down to view other contracts
Scroll to find the contract that you wish to view.
Click on the LINK TO IMAGE field, and the entire contract will appear.
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I selected the first contract in the list.
Notice at the bottom of window that the contracts has 8 pages.
View all pages at once by clicking the multi page icon
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Now you can focus on the page that is of most importance to you. For
example you may want to know when the contract was signed by
DCCCD.
Click on the page that contains the signatures.
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When you click that page it appears in full view.
Print a copy of the contract or e-mail a copy if needed.
Close the window when you are finished.
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