Table of Contents
Understanding Fund Balances
2
Finding a Fund Balance for Trust and OSR Funds with the Comprehensive
Financial Summary Report
6
Finding a Fund Balance for Trust and OSR Funds with the G/L Fund Balance
Report
15
Understanding the Search Results on Fund Balance Reports
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1
Understanding Fund Balances
Overview
There are three balances that are important for managing trust and some research funds:
budget balances, fund balances, and cash balances. Just like it sounds, cash balances show
the amount of cash you have on hand.
With budget balances and fund balances, there are two key differences. The first is that a
fund balance is the life-to-date net worth of a fund, measured by total assets minus total
liabilities. A budget balance, on the other hand, is the amount that remains of the budget
that was set for a specific time period.
Trust funds and most research funds have a multi-year life, while budget periods are
typically for a single fiscal year. That means that the life-to-date fund balance is often
different from the time-bound budget balance.
Another key difference between budget balances and fund balances is the ledger each
balance is based on. Budget balances are based on budget ledgers, which show transactions
that have passed budget checking but that haven't necessarily been approved or posted.
Fund balances, on the other hand, are based on the GL Actuals ledger, which only shows
transactions that have posted. So because the balances are pulled from transactions at
different stages of their lifecycle, the balances will be different.
What Do Fund and Budget Balances Measure?
Budget balances are the best measure of the current, day-to-day balance based on the
current year's budget, since they reflect all transactions that have been successfully budget
checked. Fund balances are the best measure of a life-to-date net worth based on
transactions that have been posted. The fund balance is a more “firm” balance than the
budget balance.
Note: Keep in mind that posted transactions include vouchers, voucher payments and
GL journals. Purchase requisitions and purchase orders aren't posted, but since they
are budget checked, they're reflected in the budget balance. The purchases you make
will be reflected in the fund balance as soon as the voucher that manages payment for
the purchase posts. (Refer to "ConnectCarolina Financial Concepts: The Steps
Transactions Go Through" on the Resource Documents page for an explanation of this
process.)
What is a Cash Balance?
Cash balances are a different measure from fund balance. Cash balances show what cash
remains after transactions have gone through the payment process in the system.
Transactions that affect cash balance include vouchers that have paid. If a voucher has
been entered and posted and not paid, then its amount isn't included in the cash balance.
Below is a description of each type of balance.
2
Balance Definitions
What is a Fund Balance Useful For?
Checking the fund balance is a useful way to monitor certain trust and OSR funds. These
funds include:
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Auxiliary Trust funds - Money received from the operation of self-supporting
auxiliary enterprises, including food services, housing operations, student
bookstores, and parking services. Proceeds result from the sale of merchandise or
services and must be spent to meet the mission of the fund's department. These
operations serve students, faculty, staff or the general public. In some cases, net
proceeds fund scholarships and financial aid, as is the case with student stores.
Recharge Trust funds - A type of Auxiliary trust fund that receives money from
recharge centers, which sell goods and services to campus departments and
external customers. Recharge centers set their prices based on incurred costs and
regulatory guidelines. Examples include Core facilities - research businesses that
provide services such as reading slides or raising genetically mutated mice.
Clinical trials - Research studies that explore whether a medical strategy,
treatment, or device is safe and effective for humans.
Capitation-based grants - Grants that pay for research on a "per capita" or per
participant basis.
Finding Your Fund Balances on SAS Reports
You can find your fund balances using the SAS reports in InfoPorte, if you were given
access to SAS by your department. The information on the reports is one day behind
ConnectCarolina. For general tips on how to work with SAS reports, see Overview of the
Infoporte Finance and HR Applications.
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The main reports that show fund balances are:
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Comprehensive Financial Summary Report. For details, see Finding Fund
Balances for Trust and OSR Funds with the Comprehensive Financial Summary
Report.
GL Fund Balance Report. For details, see Finding Balances for Trust and OSR
Funds with the G/L Fund Balance Report.
They are located on the Financial Reporting tab in Infoporte, on the Cash/Balance Reports
page.
Both reports show beginning and ending fund balances, and revenue and expense totals.
They also have a summary and detail view. But there are some key differences between the
reports. Below is a table outlining why you may want to use one report over the other:
4
Additional Resources
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For information and tips on using InfoPorte, see Overview of the InfoPorte
Financial and HR Applications.
For step-by-step instructions on finding fund balances, see Finding Fund Balances
for Trust and OSR Funds with the Comprehensive Financial Summary Report
and Finding Balances for Trust and OSR Funds with the GL Fund Balance
Report.
5
Finding a Fund Balance for Trust and OSR Funds with
the Comprehensive Financial Summary Report
Overview
A fund balance represents the life-to-date net worth of a fund. One way to find the fund
balance is by running the Comprehensive Financial Summary Report, a SAS report in
InfoPorte. The source of this report is the GL Actuals ledger.
Use the report to check your fund balance at any time to see where your funds stand on the
GL Actuals Ledger. The balance reflects only posted transactions. You can also compare the
fund balance to the budget balance for your fund to see how far apart they are.
The report has three tabs:
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A summary tab shows a summary of your fund by source. It has beginning and
ending fund balance, revenue, expenses, cash and year-to-date total assets and
liabilities.
A detail tab shows the individual transactions that make up the totals on the
summary view. It lists the transactions by account.
A cash and investment tab shows summarized cash and investment accounts by
source. It's best for looking at a cash balance for your funds.
You can also find a fund balance by running the G/L Fund Balance Report. For more
information, see Finding a Fund Balance for Trust and OSR Funds with the G/L Fund
Balance Report.
Menu Path
Finance Menu > Financial Reporting > Cash/Bal > Comprehensive Financial Summary
Steps - Finding a Fund Balance for Trust and OSR Funds with the
Comprehensive Financial Summary Report
Follow these steps:
1. Log into InfoPorte, and then open the Finance application by clicking on the Finance
button.
2. Choose this menu option:
Finance Menu > Financial Reporting > Cash/Bal > Comprehensive Financial Summary
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Result: The system displays the Comprehensive Financial Summary report with the
Ledger/Actuals Source Report with Fund Group - Summary tab showing.
Note: The system automatically starts searching and returning results when you open
a tab, or each time you change the search filters. There is no Search button on the
SAS report screens.
3. Do one of the following:
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To see a summary view of the report, stay on the Ledger/Actuals Source
Report with Fund Group - Summary Tab. The summary view shows your
fund balances by source.
To see a detail view of the report, click on the Ledger/Actuals Source Report
with Fund Group - Detail Tab. The detail view shows transactions that make
up your fund balance by accounting period and account.
4. Fill in the search fields.
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For Trust funds, it's best to filter on source to narrow your results, but with these
trusts, enter an additional filter:
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For trusts allocated across multiple departments, enter a source and
department ID.
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For endowment trusts, enter a source and fund code. Depending on which
fund you enter, your results will include principal or income, as appropriate.
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Note: Sources for endowments have more than one fund. Some funds are
for income, another is for principal.
For OSR funds, it's best to filter on project.
In this field:
Do the following:
Business Unit
The business unit represents the UNC-Chapel Hill schools and
divisions, UNC General Administration, and foundations.
Enter the business unit for the balance you want to see. Possible values
include:
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uncch for University transactions
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uncga for General Administration transactions
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chXXX for foundation transactions. Each foundation has its own
business unit. Most begin with CH, and are followed by three
letters identifying the foundation, such as CHBUS for the Business
Foundation and CHLAW for the Law School Foundation.
Note: Based on your user profile, the system may fill in this value for
you. Change the value if necessary.
Fiscal Year
The fiscal year runs from July 1 to June 30. The default value is the
current fiscal year. You can change this to a different fiscal year if you
need to.
Leave the default value if you want to see your fund balance for the
current fiscal year.
Notes: If you need to see the previous fiscal year, be sure to change the
Budget Period to the prior year too.
Accounting Period
The accounting period is a numeric representation of each calendar
month starting with 0 as the Beginning Balance period. July = 1,
August = 2, September = 3 and so on until ending with June = 12. The
accounting periods align with the fiscal year.
Mark all accounting periods starting with 0 through the current period,
to get your current beginning and ending fund balance.
Tip: Right-click inside the Accounting Period area and choose Select
All to mark all periods at once.
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In this field:
Do the following:
Fund Code
The five-digit fund code represents two things:
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the major fund group, which is a high-level grouping of funds such
as State funds or Endowment funds
the general purpose of the fund
The first three digits identify the fund group; the last two identify the
purpose.
Only mark fund codes for endowment trust funds. Depending on which
fund you enter, your results will include principal or income, as
appropriate.
Source
Source identifies where the money is coming from within the major
fund group. It identifies the source of the funds at a specific level of
detail, such as an individual gift, scholarship, or activity. The source has
five digits. Source ranges only work with specific fund ranges. The
Chartfield Structure insert document called Fund Ranges With Their
Matching Source Ranges shows a list of all fund ranges and the
corresponding range of sources.
Enter the source if you're searching for a trust fund balance.
Project
Project identifies a unique ID assigned by either OSR for a grant or
Accounting Services for a capital improvement project.
Enter the project ID if you're searching for fund balances for contracts
or grants.
Department
The department represents who is using the funds and contains six
digits. The first three digits specify the high-level organizational unit. A
list of department ranges is found in the Chartfield Structure reference.
Only select a department if the trust, contract or grant you're searching
for is shared by multiple departments. Otherwise, do not mark
anything.
If you do need to mark a department, start by marking the highest
level, Level 3, which is the default filter and represents a school or
division. Drill through the filters by clicking Level 4, Level 5, and so on
to narrow the results. Mark the appropriate department at each level,
until you find the smallest level you need, and mark it.
5. Leave all of the default values in the other search fields.
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Result: The system displays your fund balances in the lower half of the screen. See the
screenshots for the tab you chose in the respective procedure below. For descriptions of
each field in the search results, see Understanding the Search Results on Fund
Balance Reports.
Ledger/Actuals Source Report with Fund Group - Summary Tab
1. If you chose the summary tab, review the balances, and scroll to the right to see all the
columns including the ending fund balance.
Notes:
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Expense amounts display as positive numbers. But the system subtracts the total
expense from the starting fund balance, adds the total revenue, and shows the
correct ending fund balance.
Liability amounts display as positive numbers. But the system subtracts the total
liabilities from the total assets to show the correct YTD (Year-to-Date) Total
Assets and Liabilities balance, which represents the total of all asset accounts
that begin with 1, and all liability accounts that begin with 2.
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The ending fund balance should equal the YTD Total Assets & Liabilities balance.
The three screens below do not represent all columns on the report due to space
constraints. The first screen shows the left side of the search results, the second
screen shows the middle, and so on.
Ledger/Actuals Source Report with Fund Group - Detail Tab
1. If you chose the detail tab, review the totals on the detail tab, and scroll to the right to
see all the columns.
Notes:
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The Accounting Period is on the left and the total amounts for each transaction
detail are on the far right.
The three screens below do not represent all rows on the report due to space
constraints. The first screen shows the left side of the search results, the second
screen shows the middle, and so on.
Printing a Report
1. If you need to create a report, do one of the following:
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On the summary tab, right-click in the search results area and choose Export
Crosstab 1 from the pop-up menu.
On the detail tab, right-click in the search results area and choose Export Fund
Detail List Table 1 from the pop-up menu.
Result: The system displays the Export or Save As dialog box.
2. Choose the report criteria you need, and click OK.
Note: Excel downloads don't work well in Internet Explorer. If you have problems
downloading, save the file before opening it. The preferred browser for InfoPorte is
Mozilla Foxfire or Chrome.
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Result: The system downloads the results to Excel.
3. Save the report and open it to review.
Note: If you create a pivot table after exporting the results to Excel, be sure to change
the expense total to a negative number since it will be exported as a positive number.
Otherwise, your ending fund balance won't display correctly on the report.
14
Finding a Fund Balance for Trust and OSR Funds with
the G/L Fund Balance Report
Overview
A fund balance represents the life-to-date net worth of a fund. One way to find the fund
balance is by running the G/L Fund Balance Report, a SAS report in InfoPorte. The source
of this report is the GL Actuals ledger.
Use the report to check your fund balance at any time to see where your funds stand on the
GL Actuals Ledger. The balance reflects only posted transactions. You can also compare the
fund balance to the budget balance for your fund to see how far apart they are.
The report has four tabs, and all of them show a beginning and ending fund balance and a
summary and detail view on the same screen. Each tab varies as follows:
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The first tab presents results by fund group and account type.
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The second tab presents results by fund group, account type and account.
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The third tab presents results by department and account type, and lets you drill
down to the source.
The fourth tab shows changes in assets and liabilities by account.
You can also find a fund balance by running the Comprehensive Financial Summary
Report. For more information, see Finding a Fund Balance for Trust and OSR Funds with
the Comprehensive Financial Summary Report.
Menu Path
Finance Menu > Financial Reporting > Cash/Bal > G/L Fund Balance Report
Steps - Finding a Fund Balance for Trust and OSR Funds with the
G/L Fund Balance Report
Follow these steps:
1. Log into InfoPorte, then open the Finance application by clicking on the Finance
button.
2. Choose this menu option:
Finance Menu > Financial Reporting > Cash/Bal > G/L Fund Balance Report
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Result: The system displays the G/L Fund Balance Report with the G/L Fund Balance
- Summary Level tab showing.
Note: The system automatically starts searching and returning results when you open
a tab, or each time you change the search filters. There is no Search button on the
SAS report screens.
3. Do one of the following:
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Stay on the G/L Fund Balance - Summary Level tab to see revenue and expense
totals summarized by fund group and account type, along with the beginning and
ending fund balance. A detail level shows each expense and revenue amount by
account and accounting period.
Click the G/L Fund Balance - Account Level (A) tab to see revenue and expense
totals summarized by fund group, account type and account, along with the
beginning and ending fund balance. A detail level shows each expense and revenue
amount by account and accounting period.
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Click the G/L Fund Balance - Account Level 4 (B) tab to see revenue and expense
totals summarized by department, source, and account type, along with the
beginning and ending fund balance. A detail level shows each expense and revenue
amount by account and accounting period.
Click the G/L Asset & Liability Changes tab to see asset and liability changes
summarized by department, fund group and account along with the beginning and
ending fund balance, called the year-to-date total amount on this screen. A detail
level shows each change by account and accounting period.
8. Fill in the search fields.
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For Trust funds, it's best to filter on source to narrow your results, but with these
trusts, enter an additional filter:
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For trusts allocated across multiple departments, enter a source and
department ID.
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For endowment trusts, enter a source and fund code. Depending on which
fund you enter, your results will include principal or income, as appropriate.
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Note: Sources for endowments have more than one fund. Some funds are
for income, some are for principal.
For OSR funds, it's best to filter on project.
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In this field:
Do the following:
Business Unit
The business unit represents the UNC-Chapel Hill schools and
divisions, UNC General Administration, and foundations.
Enter the business unit for the balance you want to see. Possible values
include:
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uncch for University transactions
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uncga for General Administration transactions
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chXXX for foundation transactions. Each foundation has its own
business unit. Most begin with CH, and are followed by three
letters identifying the foundation, such as CHBUS for the Business
Foundation and CHLAW for the Law School Foundation.
Note: Based on your user profile, the system may fill in this value for
you. Change the value if necessary.
Fiscal Year
The fiscal year runs from July 1 to June 30. The default value is the
current fiscal year. You can change this to a different fiscal year if you
need to.
Leave the default value if you want to see your fund balance for the
current fiscal year.
Notes: If you need to see the previous fiscal year, be sure to change the
Budget Period to the prior year too.
Accounting Period
The accounting period is a numeric representation of each calendar
month starting with 0 as the Beginning Balance period. July = 1,
August = 2, September = 3 and so on until ending with June = 12. The
accounting periods align with the fiscal year.
Mark all accounting periods starting with 0 through the current period,
to get your current beginning and ending fund balance.
Tip: Right-click inside the Accounting Period area and choose Select
All to mark all periods at once.
Fund Code
The fund code represents two things:
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the major fund group, which is a high-level grouping of funds such
as State funds or Endowment funds
the general purpose of the fund
The first three digits identify the fund group; the last two identify the
purpose.
Only select fund codes for endowment trust funds. Depending on which
fund you enter, your results will include principal or income, as
appropriate.
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In this field:
Do the following:
Source
Source identifies where the money is coming from within the major
fund group. It identifies the source of the funds at a specific level of
detail, such as an individual gift, scholarship, or activity. The source has
five digits. Source ranges only work with specific fund ranges. The
Chartfield Structure insert document called Fund Ranges With Their
Matching Source Ranges shows a list of all fund ranges and the
corresponding range of sources.
Enter the source if you're searching for a trust fund balance.
Project
Project identifies a unique ID assigned by either OSR for a grant or
Accounting Services for a capital improvement project.
Enter the project ID if you're searching for fund balances for contracts
or grants.
Department
The department represents who is using the funds and contains six
digits. The first three digits specify the high-level organizational unit. A
list of department ranges is found in the Chartfield Structure reference.
Only mark a department if the trust, contract or grant you're searching
for is shared by multiple departments. Otherwise, do not mark
anything.
If you do need to mark a department, start by marking the highest
level, Level 4, which is the default filter and represents a school or
division. Drill through the filters by clicking Level 4, Level 5, and so on
to narrow the results. Mark the appropriate department at each level,
until you find the smallest level you need, and mark it.
5. Leave the default values in the other search fields.
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Result: The system displays the fund balances for the tab you chose, with the
summary in the middle of the screen and the detail at the bottom. See the screenshots
for the tab you chose in the respective procedure below. For descriptions of each field
in the search results, see Understanding the Search Results on Fund Balance Reports.
G/L Fund Balance - Summary Level Tab
1. If you chose the Summary Level tab, review the balances. Scroll down or right to see
more rows and columns, or maximize the windows by displaying and clicking the
Maximize icon.
Note: The Detail Level screens below do not represent all rows and columns due to
space constraints.
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G/L Fund Balance Account Level (A) Tab
1. If you chose the Account Level (A) tab, review the balances. Scroll down or right to see
more rows and columns, or maximize the windows by displaying and clicking the
Maximize icon in each window.
Note: The screens below do not represent all rows and columns due to space
constraints.
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G/L Fund Balance Account Level 4 (B) Tab
1. If you chose the Account Level 4 (B) tab, review the balances. Scroll down or right to
see more rows and columns, or maximize the windows by displaying and clicking the
Maximize icon in each window.
Note: The screens below do not represent all rows and columns due to space
constraints.
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G/L Asset & Liabilities Tab
1. If you chose the Asset & Liabilities tab, review the balances. Scroll down in either the
Summary or Detail section to see more rows, or maximize the windows.
Note: The Detail Level screens below do not represent all rows and columns due to
space constraints.
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Printing a Report
1. If you need to create a report for any tab search results, do one or both of the following:
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Right-click in the search results of the Summary window, and choose Export
Crosstab 1 from the pop-up menu.
Right-click in the search results of the Detail window, and choose Export Fund
Detail List Table 1 from the pop-up menu.
Result: The system displays the Export or Save As dialog box.
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2. Choose the report criteria you need, and click OK.
Note: Excel downloads don't work well in Internet Explorer. If you have problems
downloading, save the file before opening it. The preferred browser for InfoPorte is
Mozilla Foxfire or Chrome.
Result: The system downloads the results to Excel.
3. Save the report and open it to review.
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Understanding the Search Results on Fund Balance
Reports
Overview
Search results for fund balances on SAS reports are presented at a summary and detail
level. At either level, the system displays results across several columns or rows. See the
tables below for field descriptions.
Key Fields
Here are the two key fields to look for on the Fund Balance reports:
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Beginning Fund Balance: Shows how much money is in the fund at the
beginning of the fiscal year you selected in the search filters.
Ending Fund Balance: Shows how much money is in the fund at the end of the
accounting period you selected in the search filters.
Comprehensive Financial Summary Report
Ledgers/Actuals Source Report with Fund Group - Summary
The table below defines each field in the search results on the Summary tab.
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This field:
Is defined as:
Source Code
A five-digit code that identifies where the money is coming from within
the major fund group. It shows the source of funds at a detailed level,
such as an individual gift, an individual scholarship, or a specific
activity. Sources are grouped in ranges of similar-acting sources. Source
ranges only work with specific fund ranges. The Chartfield Structure
insert document called Fund Ranges With Their Matching Source
Ranges shows a list of all fund ranges and the corresponding range of
sources.
Source Description
Name of the source.
Fund Group
The code for the major fund group from which an entity is spending.
The fund group is the first three digits of the fund code. It represents a
high-level grouping of funds such as State funds or Endowment funds.
Beg Fund Balance
The beginning balance of the fund for the fiscal year selected.
Grants Rev - 42XXXX
The dollar amount in grant revenue accounts.
Gifts Rev – 46XXXX
The dollar amount in gift revenue accounts.
This field:
Is defined as:
Investment Rev –
43XXXX
The dollar amounts in investment revenue accounts.
Sales and Svcs Rev –
44XXXX
The dollar amounts in sales and service revenue accounts.
Tfr Rev – 48XXXX
The revenue amounts transferred from other funds and sources.
Other Rev
The dollar amount in these revenue accounts:
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45XXXX (Fees, Licenses & Fines)
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47XXXX (Misc.)
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49XXXX (Appropriations)
Total Revenue
Total amount in all types of revenue accounts.
Equity Adjustments
Transfers on 3XXXXX (Fund Balance) accounts.
Per Expense - 51XXX
Personnel expenses.
NPer & Not Tfr
Expense
Non-personnel and non-transfer expenses.
Tfr Expense - 58XXXX Transfer expenses.
Total Expense
Total of all types of expense accounts.
Ending Fund Balance The ending balance of the fund for the accounting period selected. It
equals the Beginning Fund Balance plus Total Revenue minus Total
Expense.
YTD Total Assets &
Liabilities
The current total of all 1XXXXX (Asset) accounts and 2XXXXX
(Liabilities) accounts. Equals the amount in the Ending Fund Balance
column.
Claim on Cash
The dollar amounts in these cash accounts:
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111000 to 111399
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111999
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This field:
Is defined as:
Other Cash
The dollar amounts in all other cash accounts:
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111400 to 111499 (Capital Improvements Cash)
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111801 and 121101 (Petty Cash)
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111802, 121102, and 121103 (Imprest Cash)
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111803 (Bank Card Cash)
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111804, 111806, 111812, and 121104 (Cash with Fiscal Agent)
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111807 (Capital Improvements Cash Clearing)
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111808 (Capital Improvements Receipts)
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111809 (Bond Proceeds Adjustments)
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111810 (Petty Cash – Restricted)
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111811 (Cash with Fiscal Agent – Overseas)
Investments – 112 &
122
Investment transactions. The account codes for investment accounts
begin with 112 and 122 respectively.
Receivables – 113,
114, 115, 123, 124 &
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Accounts Receivable transactions. The account codes for receivable
items begin with the first three digits listed in the field name.
Other Assets
All other assets outside of Cash, Other Cash, Investments, and
Receivables.
Payables – 211, 212,
213, 214, 221, 223,
224, & 227
Accounts Payable transactions. The account codes for payable items
begin with the first three digits listed in the field name.
Other Liabilities
Other payables outside of the ones listed in the Payables column.
Ledgers/Actuals Source Report with Fund Group - Detail
The table below defines each field in the search results on the Detail tab.
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This field:
Is defined as:
Fiscal Year
The financial year. The fiscal year runs from July 1 to June 30.
Accounting Period
Each calendar month in the fiscal year. July = 1, August = 2, September
= 3 and so on until ending with June = 12. The Beginning Balance
period is 0.
This field:
Is defined as:
Busn_And_Desc
The business unit the transaction falls under, and a description. The
University's main business units are:
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UNCCH = University transactions
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UNCGA = General Administration transactions
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CHxxx = Foundation transactions
Fund Group
The code for the major fund group from which an entity is spending.
The fund group is the first three digits of the fund code. It represents a
high-level grouping of funds such as State funds or Endowment funds.
Fund Description
The name of the fund group code.
Fund_CD_And_Desc
The five-digit fund code and name. The code includes the fund group
followed by the two-digit purpose code that shows how it's being spent,
such as on research or instruction, or what type of instruction.
Source
A five-digit code that identifies where the money is coming from within
the major fund group. It shows the source of funds at a detailed level,
such as an individual gift, an individual scholarship, or a specific
activity. Sources are grouped in ranges of similar-acting sources. Source
ranges only work with specific fund ranges. The Chartfield Structure
insert document called Fund Ranges With Their Matching Source
Ranges shows a list of all fund ranges and the corresponding range of
sources.
Account Type
The type of transaction. There are five types:
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1 = Assets
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2 = Liabilities
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3 = Fund Balance
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4 = Revenue
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5 = Expenses
Account Summary
Desc
A specific description of the account type, such as Personnel for the
Expenses account type.
Account
A six-digit code that identifies the accounting classification of
transactions. The first digit identifies the broadest level of classification
while the remaining digits break down the account type into further
subgroups as explained in the Chartfield Structure reference.
Acct_And_Desc
The account's six-digit code and descriptive name.
Dept_And_Desc
Who is using the funds. Shows the six-digit department number and
descriptive name.
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This field:
Is defined as:
Proj_And_Desc
A unique project ID assigned by either OSR for a contract or grant, or
Accounting Services for a capital improvement project, and a
descriptive name.
Prog_And_Desc
A five-digit program code beginning with one or two letters and
assigned by a school or division to track spending for specific activities.
Cost Code 1 &
Description
A 10-digit code assigned by a school or division to track a group of
specific costs such as those for a lab or a chair package, and a
descriptive name.
Cost Code 2 &
Description
Cost Code 3 &
Description
Claim on Cash
The dollar amounts in these cash accounts:
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111000 to 111399
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111999
Cap Improvement
Cash
The dollar amounts in capital improvement accounts 111400 to 111499.
On the Summary tab, they're included in the Other Cash amount.
Petty Cash
The dollar amounts in petty cash accounts 111801 and 121101. On the
Summary tab, they're included in the Other Cash amount.
Imprest Cash
The dollar amounts in imprest cash accounts 111802, 121102, and
121103. On the Summary tab, they're included in the Other Cash
amount.
Bank Card Cash
The dollar amounts in bank card cash account 111803. On the Summary
tab, they're included in the Other Cash amount.
Cash with Fiscal
Agent
The dollar amounts in cash with fiscal agent accounts 111804, 111806,
111812, and 121104. On the Summary tab, they're included in the Other
Cash amount.
Cap Improvements
Cash Clearing
The dollar amounts in capital improvements cash clearing account
111807. On the Summary tab, they're included in the Other Cash
amount.
Cap Improvements
Receipts
The dollar amounts in capital improvements receipts account 111808.
On the Summary tab, they're included in the Other Cash amount.
Bond Proceeds
Adjustments
The dollar amounts in bond proceeds adjustments account 111809. On
the Summary tab, they're included in the Other Cash amount.
Petty Cash_Restricted The dollar amounts in petty cash account 111810. On the Summary tab,
they're included in the Other Cash amount.
32
This field:
Is defined as:
Cash with Fiscal
Agent – Overseas
The dollar amounts in cash with fiscal agent - overseas account 111811.
On the Summary tab, they're included in the Other Cash amount.
Total Amount
The total of all columns or rows.
GL Fund Balance Report
G/L Fund Balance (Summary Level of All Tabs)
The table below defines the fields in search results at the summary level for each of the
four report tabs. You won't see all the fields listed here on every summary tab.
This field:
Is defined as:
Fund Description
Either the three-digit major fund group code, or the full five-digit fund
code, and its name. [A major fund group represents a high-level
grouping of funds such as State funds or Endowment funds. A fund
adds the two-digit purpose code at the end to show how it's being spent,
such as on research or instruction, or what type of instruction.
Example: The fund group 281 represents unrestricted endowment
funds. There are several funds under this fund group including 28102
(Regular Term Instruction) and 28103 (Summer Term Instruction).
Account Type
Identifies the type of account the transaction falls under. There are five
types:
l
1 = Assets
l
2 = Liabilities
l
3 = Fund Balance
l
4 = Revenue
l
5 = Expenses
Account Summary
Desc
A specific description of the account type, such as Personnel for the
Expenses account type.
Acct_And_Desc
The account's six-digit code and descriptive name.
33
This field:
Is defined as:
Acct_Level4_Name
The Level 4 account classification of the transaction. Account
classifications are groupings of similar account codes. There are four
possible levels of classifications, with Level 1 being the most general,
and Level 4 being the most specific.
Example: Account 522470 (PC Support Services) has these account
levels:
l
Level 1 - Expense
l
Level 2 - Purchased Services
l
Level 3 - Contractual Services
l
Level 4 - Information Technology
Dept Level 6
The specific department that is using the funds.
Source
A five-digit code that identifies where the money is coming from within
the major fund group. It shows the source of funds at a detailed level,
such as an individual gift, an individual scholarship, or a specific
activity. Sources are grouped in ranges of similar-acting sources. Source
ranges only work with specific fund ranges. The Chartfield Structure
insert document called Fund Ranges With Their Matching Source
Ranges shows a list of all fund ranges and the corresponding range of
sources.
Total Amount
The total of all columns or rows.
Total Amount Beginning Balance
The total beginning balance of your funds for the fiscal year selected.
Total Amount Current Year Activity
The total net amount of changes to assets and liabilities for the
accounting period selected.
Total Amount - Year
to Date
The ending fund balance for the accounting period selected.
G/L Fund Balance (Detail Level of All Tabs)
The table below defines the fields in search results at the detail level for each of the four
report tabs. All but the Total fields are identical on each tab's detail view.
34
This field:
Is defined as:
Fiscal Year
The financial year. The fiscal year runs from July 1 to June 30.
Accounting Period
Each calendar month in the fiscal year. July = 1, August = 2, September
= 3 and so on until ending with June = 12. The Beginning Balance
period is 0.
This field:
Is defined as:
Busn_And_Desc
The business unit the transaction falls under and a description. The
University's main business units are:
l
UNCCH = University transactions
l
UNCGA = General Administration transactions
l
CHxxx = Foundation transactions.
Fund Description
The three-digit fund group code and descriptive name. The fund group
is the first three digits of the fund code. It represents a high-level
grouping of funds such as State funds or Endowment funds.
Fund_CD_And_Desc
The five-digit fund code and descriptive name. The code includes the
fund group followed by the two-digit purpose code that shows how it's
being spent, such as on research or instruction, or what type of
instruction.
Source
A five-digit code that identifies where the money is coming from within
the major fund group. It shows the source of funds at a detailed level,
such as an individual gift, an individual scholarship, or a specific activity.
Sources are grouped in ranges of similar-acting sources. Source ranges
only work with specific fund ranges. The Chartfield Structure insert
document called Fund Ranges With Their Matching Source Ranges
shows a list of all fund ranges and the corresponding range of sources.
Identifies where the money is coming from within the major Fund
Group.
Account Type
Identifies each type of transaction. There are five types:
l
1 = Assets
l
2 = Liabilities
l
3 = Fund Balance
l
4 = Revenue
l
5 = Expenses
Account Summary
Desc
A specific description of the account type, such as Personnel for the
Expenses account type.
Acct_And_Desc
The account's six-digit code and descriptive name.
Dept_And_Desc
The department's six-digit code and descriptive name.
Proj_And_Desc
A unique project ID assigned by either OSR for a grant or Accounting
Services for a capital improvement project, and a descriptive name.
Prog_And_Desc
A five-digit program code beginning with one or two letters and assigned
by a school or division to track specific activities.
35
This field:
Is defined as:
CF1_And_Desc
A 10-digit code assigned by a school or division to track a group of
specific costs such as those for a lab or a chair package, and a descriptive
name.
CF2_And_Desc
CF3_And_Desc
Total Amount
The total of all columns or rows.
Total Amount Beginning Balance
The beginning fund balance for the fiscal year selected.
Total Amount The total net amount of changes to assets and liabilities for the
Current Year Activity accounting period selected.
Total Amount - Year
to Date
36
The ending fund balance for the accounting period selected.