KANSAS STATE UNIVERSITY UNDERSTANDING BUDGETS IN FIS Cindy

KANSAS STATE UNIVERSITY UNDERSTANDING BUDGETS IN FIS Cindy Bontrager Jean Bramwell Geneva Jahnke

General Information and Definitions

General Information and Definitions Ø Training Goals l l Understand the difference between allocated and non-allocated funds Discover how the annual budget interfaces into FIS l Learn to prepare budget/fund transfers l Review budget reports

General Information and Definitions Ø Centrally Allocated Funds l Budget amounts are downloaded into FIS l Only allocated to non-grant fund projects

Centrally Allocated Funds Fund Source 1000 0003 1000 Description Sub Agency Fund Type Operating Expend - Main Campus M GU 1003 Operating Expend-including Off E GU 1000 1020 Cooperative Extension Service- E GU 1000 1030 Agriculture Experiment Station E GU 1000 5003 Operating Expend - Vet Med V GU 1900 EDIF - AES E GU 2062 2000 General Fees Fund M GU 2062 2001 General Fees Fund - DCE M GU 2062 2002 General Fees Fund - Salina M GU 2062 2003 General Fees Fund - Int Programs M GU 2129 5500 General Fees Fund - Vet Med V GU 3044 1300 Federal Extension Fund - ESARP E GU 3046 1321 Fesf-Hatch – ESARP E GU 3046 1322 Fesf-Regional Research – ESARP E GU 3046 1323 Fesf-Mcintire Stennis – ESARP E GU 5160 5300 Hosp & Diagnostic Lab Rev Fd - V GU 7100 7200 Interest On St Agr Univ Fd M GU

General Information and Definitions Ø Non-allocated Funds l l l Currently these budget amounts are NOT downloaded into FIS The balance (cash) carried forward from prior year is not included as current year revenue (the beginning balance is shown on the account summary report) Revenue generated by departments are deposited into a project/source/organization (multi-segment account)

General Information and Definitions Ø Centrally Allocated Sponsored Research Overhead (SRO - 2901 -2160) and Institutional Support (INS - 2520 -2060) l l Non-Allocated fund sources. However, because they are centrally allocated, revenue entries (as apposed to budget entries) are made in FIS at the beginning of the fiscal year to distribute the cash

Non-allocated Funds Fund Source 2263 1150 2364 Description Sub Agency Fund Type Fertilizer Research Fund E RU 1180 Land Use Value E RU 2472 2500 Faculty of Distinction Matching Fund M RU 2478 5220 Faculty of Distinction Matching Fund V RU 2479 1190 Faculty of Distinction Matching Fund E RU 2520 2060 Restricted Fees Fund (Centrally Allocated Institutional Support) M RU 2520 2080 Restricted Fees Fund M RU 2540 2090 Kansas Career Work Study Program Fund M RU 2590 5530 Restricted Fees Fund V RU 2697 1100 Restricted Fees Fund E RU 2901 2160 Sponsored Research Overhead Fund (includes Centrally Allocated SRO) M RU 2921 1200 Sponsored Research Overhead Fund - ESARP E RU 3047 1330 Smith Lever E RU 3142 3145 Sponsored Project Awards M RU 3143 5140 Vet Med Federal Funds V RU 3144 1340 University Federal Fund - Ag E RU 3855 3350 Fed Awards Adv Pymt US Dept Ed Awards M RU 3872 1360 Federal Awards Advance Payment E RU

Non-allocated Funds Sub Agency Fund Type Ks Artificial Breeding Service Unit Fees Fund E RU 4410 Student Health Fees Fund M RU 5114 4420 Salina Student Union Fund M RU 5117 4430 Salina Housing System Operations Fund M RU 5163 4500 Housing Systems Operations M RU 5181 4630 Parking Fees Fund M RU 5641 4740 Housing System, Repair, Equip, and Improve M RU 5643 4760 Student Rec Building Repair and Equipment Fund M RU 5673 4950 Parking System Reserve Fund M RU 6003 7000 Service Clearing Fund M RU 7521 5710 Health Profession Student Loan Fund V RU Fund Source 5104 1400 5109 Description

General Information and Definitions Ø Differences between allocated and non- allocated funds l l Allocated funds are distributed from central administration The budget/revenue is posted at the beginning of the fiscal year for allocated funds

General Information and Definitions Ø Differences between allocated and non- allocated funds (contd. ) l l Non-allocated funds are revenues that are generated by departments Non-allocated funds available are the revenues that have been collected to date less expenditures plus encumbrances

Annual Budget Interface with FIS

Annual Budget Interface with FIS Ø Each fiscal year, the Budget Office completes the annual operating budget for Kansas State University and its subagencies, Research-Extension and College of Veterinary Medicine Ø The Budget Office allocates funds to the campus based on Legislative, Board of Regents and KSU central administrative approval.

Annual Budget Interface with FIS Ø Position Listing l l Original budget source into FIS (allocated funds only) Contains: • • Unclassified positions Classified positions Student positions Other operating expenditures (OOE)

Position Listing Project Fund Source

Position Listing

Annual Budget Interface with FIS Ø Allocated Fund Download l l l Funds are downloaded into FIS from the position listing Amounts are downloaded into FIS using project/source/org (multi-segment account) Program Code Activity (PCA) which defines the service or activity (i. e. instruction) is unique to the project

Annual Budget Interface with FIS Ø Allocated Fund Download (contd. ) l Amounts downloaded to following budget object codes • Revenue – B 0100 (revenue is deposited to each multi-segment account equal to the budget amount using R 6641 object code) • Classified salaries and benefits – B 1000 • Unclassified salaries and benefits – B 1100 • Student salaries and benefits – B 1200 • OOE – B 2000

Budget/Fund Transfers

Transfers Ø Overview of: l l l Allocated Budget Transfer Process Non Allocated Funds Transfer Process Forms found on the Controller’s Office website http: //www. ksu. edu/controller/eforms/

Transfers Ø Allocated Budget Transfer Form l l l Used to transfer budget for allocated funds Once completed and approved, the Budget Office checks for accuracy and available balances Directly uploaded into FIS

Transfers Ø Non-allocated Funds Transfer Form l l Used to transfer cash for non-allocated funds Revenue object codes used are built into the form (R 6651 - Increase and R 6652 Decrease)

Transfers Ø Rules for Allocated Budget Transfer and Non-allocated Funds Transfer l l Budget transfers must be made within the same source/index Adequate funds must be available before a transfer can be processed

Transfers Ø Rules for Allocated Budget Transfer and Non-allocated Funds Transfer (contd. ) l Required fields: • Project/source/org/object code (multi-segment account) • Explanation of the transfer • FIS short description l Please notify the other department involved with the transfer

Transfers Ø Complete an Allocated Budget Transfer or Non-allocated Funds Transfer Form l l l Go to the Controller’s Office website http: //www. ksu. edu/controller/ Next, click on E-forms Under the Savable Forms subdirectory, select the Allocated Budget Transfer or Nonallocated Funds Transfer

Transfers

Transfers • Header Information: • Explanation (Required): Fill in a brief explanation of what and why you are moving budget with associated cash • FIS Description (Required): Fill in what you want to see in FIS for a description of the budget transfer. (limit of 25 characters)

• Transfers Header Information: • Dean/Financial Officer (Optional): Provide the name of the responsible Dean or Financial Officer that own the Projects involved • Dean/Financial Officer Email (Optional): Provide the full email address of the responsible Dean or Financial Officer. This address will be parsed to provide the necessary address to email final advice to this individual • Copies to (Optional): Provide the full email address of anyone else who you wish to receive ‘advice’ emails on this action. Currently, this feature is not working, but will in the near future

Transfers Ø Click on Next button or Funding tab l Funding Information • The funding area is divided into two zones – Increase and Decrease. Enter the appropriate project, source, organization, object and budget amount and click on the Save button

Transfers l l Source and Object are drop-down boxes. Limited items are available for these fields and they must be selected from the drop-down lists The system will verify that the project names entered are structurally valid and will then display the appropriate line with an ‘Edit’ or ‘Remove’ button. You may either edit the funding line or remove it

Transfers l Continue with other funding lines l Click on the ‘Next’ button or on the ‘Trustees’ tab

Transfers Ø Trustees l l l If you have position trustees, they will appear on the listing below If no trustee is showing, select the add trustee button Contact Bryan Boutz in the Controller’s Office for questions regarding this process

Transfers Ø Final Form (Document Actions): l l l Select “view form” to view the form for a final check and print it for your records If we have Departmental approval authority we can click on the ‘Release and Approve’ button. This will release the document to the Budget Office If we do not have approval authority, we must release the document to an Approver

Transfers l l An email form will be shown where you can add other recipients and any other message you require The “TO: ” address comes from your Trustees and is directed to anyone who has Approver authority

Transfers Ø When the form is complete, a copy may be printed for your records Ø Note the transfer number for reference Ø Releasing and approving the form will send the transfer to the Budget Office

Transfers Ø If a budget transfer is submitted by a college/department and then found later to be in error before it is processed in FIS, it can be rejected and sent back to the person who prepared it for correction and re-submission

Transfers Ø When the electronic form is received by the Budget Office, the form will be processed within three working days. Ø The electronic signature from the approving party will be used as an official signature. Therefore, the Budget Office will no longer require a hard copy of the budget transfer. However, each college or department may require a hard copy of the budget transfer document for internal approval procedures.

Transfers Ø Contact other departments whose FIS projects are involved in the budget transfer. It may be helpful to send them the document number so they are able to access the document Ø The approval process for colleges and departments may vary based on who is selected as the “trustee” to approve budget transfers. Some colleges/departments prefer their financial officer to approve these documents while others have administrative officers and accountants approve the documents Ø Please remember that when a budget transfer is submitted to the Budget Office, it is considered by the Budget Office to be approved

Allocated Budget Transfer Form/ Funds Transfer Form Ø The Allocated Budget Transfer Form/Funds Transfer Form are in the process of being revised to provide flexibility to departments to enter one side of the transaction. Ø The revised forms will be available beginning in FY 2008. Ø On the following page is a draft of the new form.

Revised Final Allocated Budget Transfer/ Funds Transfer Form

FIS Budget Reports

FIS Budget Reports Ø Transaction Detail Report l l The transaction detail report gives a list of every transaction during the time period selected The original budget download transactions are posted in July of the current fiscal year

FIS Budget Reports

FIS Budget Reports A project can have multiple fund sources. The Budget Office has two fund sources to one project – 0003 and 2000.

FIS Budget Reports B 0100 – Revenue budget equals total amount funded in 0003 to org 05020 B 1000 – Classified budget in 0003 fund source to org 05020 B 2000 – Other Operating Expenditures in 2000 fund source to org 05020

FIS Budget Reports Classified Budget

FIS Budget Reports Ø Budget Report for Non-grants l l l Used to determine remaining balance for budget categories in allocated funds Prior year carry-forward added in August Not appropriate report for non-allocated funds unless budgets have been entered

FIS Discoverer Budget Reports

FIS Discoverer Budget Reports Original Budget – Amount downloaded from the budget system to FIS Revised Budget – Reflects the changes that have occurred to the original budget

FIS Discoverer Budget Reports Prior Periods – Prior month actual expenditures Current Period – Current Month actual expenditures YTD Actual – Total of Prior and Current Month Actuals

FIS Discoverer Budget Reports Encumbrances – Amount of encumbrances charged to this multi-segment account YTD Plus Encumbrances – Total of YTD actual expenditures plus encumbrances Budget Available – Revised Budget less YTD plus encumbrances amount

FIS Discoverer Budget Reports Revenue – Deposited to each multi-segment account equal to budget amount (This provides cash balance amounts in allocated funds on Acct. List reports) Budget Available should be equal to zero. If not, please notify the Budget Office!

FIS Optio Budget Reports

FIS Budget Reports Any Questions?