BUDGET DEFICITS
Budget Deficit Handling
Training Guide
Clearing Budget Deficit Quick Guide
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BUDGET DEFICITS
Table of Contents
Resolving Current Year Budget Deficits
3
Resolving Prior Year Budget Deficits
4
Correcting Budget Deficits
5
OBIEE Budget Deficit Report
6
Business Intelligence Reports
8
Encumbrance Query – POs Only
9
Salary Encumbrance Queries
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BUDGET DEFICITS
Resolving Current Year Budget Deficits
The following outlines the process you can use to resolve any Budget Deficits in the Current or Previous fiscal year.
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BUDGET DEFICITS
Resolving Prior Year Budget Deficits
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BUDGET DEFICITS
Correcting Budget Deficits
Use the following steps when working through
Step
1
Action
Review Budget Deficit Report and assess how to correct the deficit. If awaiting promised funds, please
contact originating department first. Use the following as a guideline.
IF budget deficit occurs in…
Current Year
THEN Correct using the following…
Check Encumbrances
Run UTD_ENCUMBRANCE_BY_COST_CENTER
query
Run PO Query
If error, contact Jene Janich
•
Liquidate encumbrances
•
Move encumbrances
If Deficit still exists,
Increase Budget
• Budget Journal
• Budget Transfer
If Deficit still exists,
Transfer cost
• IDT
• Payroll Reallocation, contact Budgets
• Payroll overpayment, contact Payroll
• PAF to move future payroll cost
Prior Year Budget Deficit
Determine if there is an available Funding Source
If similar Funding Source is available,
Perform Budget Transfer
If no budget exists,
Request Acctg Operation (Seo) to move Fund
Balance
If no similar Funding Source is available,
Transfer Cost
• IDT
• Swap Funds (Budget office approval)
2
Review Budgets Overview.
Review Available Fund Balance.
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BUDGET DEFICITS
OBIEE Budget Deficit Report
This report lists Revenue and Expense Budget totals and any Shortfalls. You’ll need to run and review this during
your Budget Deficit Handling process.
Revenue Budget Shortfall Fields
Field
Department Id
Department Desc
Cost Center ID
Cost Center Desc
Budgeted Revenue
Revenue Actuals
Budget Shortfall
Description
5 digit code showing Department. ChartField Security
enforced.
Department title. ChartField Security enforced.
8 digit code showing Cost Center. ChartField Security
enforced.
Cost Center title. ChartField Security enforced.
Amount of the estimated budget for the Fiscal Year.
Amount of revenue booked.
Difference between Budgeted Revenue and Revenue
Actuals
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BUDGET DEFICITS
Expense Deficit Fields
Field
Department Id
Department Desc
Cost Center ID
Cost Center Desc
Project
Expense Budget
Expense Actuals
Encumbrance
Budget Deficit
Description
5 digit code showing Department. ChartField Security enforced.
Department title. ChartField Security enforced.
8 digit code showing Cost Center. ChartField Security enforced.
Cost Center title. ChartField Security enforced.
Project Name (used if Grant/Contract).
Estimated amount budgeted for fiscal year.
Total amount of expenditures.
Total amount of encumbrances (procurement and payroll).
Amount after deducting Expense Actuals and Encumbrance from Expense Budget.
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BUDGET DEFICITS
Business Intelligence Reports
Step-by—Step: Login to Business Intelligence Reports (OBIEE)
The following outlines the process you can use to view the Budget Deficits Report in OBIEE.
1.
Login to Galaxy. Click Business Intelligence Reports.
2.
Click Finance on FMS: EPM Reports.
3.
Click Budget Deficits. This tab is second to last on the Finance Tab.
4.
Click Ellipses on Department.
5.
6.
Choose a value from Department. Click >. Click OK.
Click Go.
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BUDGET DEFICITS
Encumbrance Query – POs Only
The Open Encumbrance Tool displays all open Purchase Orders for a given cost center. This is a custom solution
created by Procurement to allow you to view either the open purchase orders or the details of a specific purchase
order.
Figure 1. Encumbrance Summary
Figure 2. PO Detail
Step-by—Step: Run Open Encumbrance Summary
1.
Click Main Menu. Click on Procurement Custom > Purchasing Custom >
Open Encum Inquiry- Summ.
2.
Type a cost center (either a range or a single cost center) using from
and thru fields.
Click Search to view results.
Once the tool runs it will ask you to confirm the Cost Center from and
Cost Center through entries that you have made.
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BUDGET DEFICITS
Note: Please do not press ENTER on your keyboard to run the tool. It
will not return anything if you do so.
3.
Review Remaining Amount column. Use that detail to help resolve any
outstanding Encumbrances.
Discuss with appropriate Budget Deficit Support Team.
• Payroll – Budget Office
• Purchase Order – Procurement
Step-by—Step: Run Open Encumbrance Purchase Order Detail
1.
Click Main Menu. Click on Procurement Custom > Purchasing Custom >
Open Encum Inquiry- Detail (For PO details).
2.
Type or paste Purchase Order. You’ll need the exact PO number.
Click Search to view results.
Once the tool runs it will ask you to confirm the Cost Center from and
Cost Center through entries that you have made.
Note: Please do not press ENTER on your keyboard to run the tool. It
will not return anything if you do so.
3.
Review the report. Notice the Remaining Amount column. When
there’s an a value, discuss with Jene Janich.
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Salary Encumbrance Queries
There are several Salary and Encumbrance Queries you can run in Gemini HR:
Query Title
Query Name
Description
Employee Listing for Select CC
UTD_EES_BY_CC_PROMPT
Employees listed by Cost Center. You are
prompted to enter the Cost Center and the
4 digit year.
Job Class Prompt
UTD_EES_BY_JOB_CLASS_PROM
PT
Employees listed by Dept, Name, Emp ID,
Effective Date, Pay Status and Job Code.
You are prompted to enter the Job Class
number.
Empl Status A, L, P, S, W
UTD_HR_JOB_ACTIVE
Employees with A (Active) HR Status and
enrolled in Payroll for North America. It
pulls all Paygroups.
Labor Distribution by Cost
Cent
UTD_LABOR_DIST_BY_CC
Employees listed by Dept Security (netid)
for a Cost Center
Labor Distribution by Job
UTD_LABOR_DIST_BY_JOB
Employees listed by Dept Security (netid)
for a Job Code
Open Posns by Departments
UTD_POSITIONS_BY_DEPT
All open positions for a department.
Need to supply the department number.
Posn Incumbents by
Departments
UTD_POSITION_INCUM_BY_DEP
T
Lists the positions and employees in a
department. Need to supply the
department number.
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Step-by—Step: Run Salary Encumbrance by Cost Center
The following outlines the process you can use to view the Salary Encumbrance amounts from Gemini
HR.
1.
Sign into Galaxy. Select Gemini HR
2.
Click Main Menu. Click Reporting Tools. Click Query. Click Query
Viewer.
Change Search By to Folder Name. Ensure that begins with field shows
the following:
3.
4.
5.
Click Search.
Click HTML on UTD_LABOR_DIST_BY_CC.
6.
Type Acctg Department (Type assigned to Cost Center).
Type Cost Center (Enter 8 digits or first 4 digits followed by %).
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7.
Click View Results button.
8.
Displayed fields include:
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