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1. Budget Review How to use Budget Review in CX (CARS) Budget Review is a CX menu option that allows those responsible for a department or campus budget to monitor their actual revenue and expenditures compared to Budget. Budget Review is a real time. It will also allow you to look back in history. Training Library Office of Academic Affairs

2. Once you’ve logged into CX… • Step 1 • From CX Menu chose • option [e] Budget Review Budget Review Training Library 2 Office of Academic Affairs

3. Step 2 • Enter the fiscal year you want to review using the last 2 digits of the fiscal year. • For example, 2013/2014 would be inserted as 1314 and 2012/2013 would be inserted as 1213. (Remember, Webster’s fiscal year and academic year are the same and run June 1 – May 31) • Output would be the following: • CX Printer name for your location. Budget Review Training Library 3 Office of Academic Affairs

4. Step 3 • Output Device • Output would be the following: CX Printer name for your location. Generally, this will default to your available printer. • Each location has its own output devices • To identify your output options, simultaneously press the [Ctrl] and [T] keys on your keyboard. • Enter the letter to the left of the selected output device. • Once finished depress the F1 key Budget Review Training Library 4 Office of Academic Affairs

5. Main Screen Budget Review Training Library 5 Office of Academic Affairs

6. Fd: Fund Typical choice would be one of the following: 10 - current unrestricted fund 20 - current restricted fund 30 - endowment funds TIP In general, you will type in “10” for the fund. Fund 10 relates to unrestricted operating accounts (funds from revenue versus donations). Most department and campus budget are fund 10. Budget Review Training Library 6 Office of Academic Affairs

7. Func: Function Code • Function code is your department or campus budget code. • Campuses have two function codes: • One begins with “1” and includes tuition revenue and instructional expenses • The other begins with “4” and includes operating expenses • Press F1. • This allows you to see your budget for the year and revenue/expenses to date. Budget Review Training Library 7 Office of Academic Affairs

8. Func: Function Code TIP Use an asterisk for the first digit to see both campus function codes. If you use an * in a function number (ex. *502), CX will search for all functions that contain the last three numbers, (ex., 1502, 4502, etc.) and combine the objects for those functions. This is a great way to see your “bottom line” and contribution margin. Budget Review Training Library 8 Office of Academic Affairs

9. Obj: Object Code Object Code, also know as line item, reflects the types of revenue and expenses in your budget. 4XXX – revenue 5XXX – salaries and benefits 6XXX – operating expenses TIP Use an asterisk for the first digit to see a type of line item. If you use an * in a object code (ex. 6*), CX will search for all object codes beginning with 6. Budget Review Training Library 9 Office of Academic Affairs

10. Prd: Fiscal Period Fiscal period allows you to view revenue and expenses through a specific month or for only a specific month. TIP Lookup Options Simultaneously press the [Ctrl] and [T] keys on your keyboard to see field choices. Budget Review Training Library 10 Office of Academic Affairs

11. Freq: Frequency Frequency refers to annual or month views. A for annual M for monthly Y for year-to-date “Freq: A” is used in combination with “Prd: ALL” and provides a view of total actual to date and budget for the entire year. “Freq: M” and “Freq: Y” are used when the period select is a month. M shows only actual and budget for that month. Y shows actual and budget through that month. Budget Review Training Library 11 Office of Academic Affairs

12. Selecting a period of “ALL” and frequency of “A” will result in activity year-to-date actual results (i.e., activity through September 28) will appear in the “Act” and “Enc” columns. However, the “Bgt” column will display annual budget information. • Selecting period equals September (“SEPT”) and frequency equals month (“M”) will result in activity for the month of September in all three columns. • Selecting period equals September (“SEPT”) and frequency equals year-to-date (“Y”) will result in activity for the period June through September in all three columns. • Tips • Period and Frequency • Most often, you will not need to change period or frequency. These options are most helpful when comparing one year to another. Budget Review Training Library 12 Office of Academic Affairs

13. Please be aware that tuition revenues are deferred and allocated each month based upon the term/semester. This process takes place mid month for the month just ended. Therefore, because Spring registration starts as early as November, when you look at your tuition revenues in November, please be aware that the spring tuition revenues have not yet been deferred. This could make your revenue appear better than it is. • Adjunct wages are paid the last three pay periods of the term. This means that there are no adjunct instruction expenses for the first month of the term. This could affect the perception of how well a department or campus is performing at any given time. • Tips • Period and Frequency • Know what tuition has been posted to your budget. • Know when adjunct instruction expenses are paid and will show up in your budget. Budget Review Training Library 13 Office of Academic Affairs

14. Lvl: Budget Level • Budget Level provides options for viewing your budget in a summary format. • Lvl= ‘I’ line item detail (default) • Lvl= ‘B’ two line summary of revenue and operating expenses • Lvl= ‘G’ summary of revenue, personal expenses, and operating expenses • Lvl = “S” summary of revenue, fees, personnel expenses, and operating expenses Budget Review Training Library 14 Office of Academic Affairs

15. View of Line Item Detail Summary vs. Line Detail Budget Review Training Library 15 Office of Academic Affairs

16. Summary View of Revenue and Expenses Summary vs. Line Detail Budget Review Training Library 16 Office of Academic Affairs

17. Summary of Revenue/Gains, Personal Expenses, and Operating Expenses Summary vs. Line Detail Budget Review Training Library 17 Office of Academic Affairs

18. Review – allows you to change the fund, function, etc., parameter options for a new review – use this enter a new fund/function or to change year and other parameters. • Change Display – allows you to change the period, frequency, etc. parameter options for a new review; can also be done with Review. • Help – provides a brief help screen for the field you are on. • Scroll Down – allows you to move down the page. • Scroll Up – allows you to move up the page. • … - allows you to view additional options. • Transactions – allows you to view detail transactions affecting the object identified. • Output – allows you to print your review screen to the device identified on the first screen. • Exit – allows you to exit the menu. • Ctrl ‘C’ (control c) – will always get you out of anything in CX (CARS). Top menu Bar Most options are self explanatory. An example of transactions follows. Budget Review Training Library 18 Office of Academic Affairs

19. Transaction Detail Option Allows users to view specific transaction items Title of Tutorial Training Library 19 Office of Academic Affairs

20. Select [t] for Transactions (or scroll to Transactions and hit enter) • Move the cursor using the up, down, and side to side arrow keys until you have highlighted (highlight is indicated by brackets around the amount) the identified amount. • Select [F1]. • A pop-up menu will ask you whether voided items should be included. Answer [n] for no. • The system will retrieve the details comprising the identified amount. • At this point you can indicate that you are finished [f], scroll down [d], scroll up [u], or print information [o]. • When you select [f] for finished, the system kicks you out to the previous screen. • You can then repeat the process above, i.e., to identified amount and select [F1], or depress the [CRTL and [C] keys to return to the REVIEW Budget options. How to use Transaction Details Tips Transaction Details are abbreviated based on what is entered into CX at the time of payment. If additional information is need, please contact Accounts Payable. Salary information is detailed to the employee level. Consequently, there many people some non-managerial employees with that may not be able to see salary object codes. Budget Review Training Library 20 Office of Academic Affairs

21. Transaction Detail • Select [t] for Transactions • Move the cursor using the up, down, and side to side arrow keys until you have highlighted the identified amount. • Select [F1]. Budget Review Training Library 21 Office of Academic Affairs

22. Transaction Detail • Press Y to include voided transactions • Press N to exclude voided transactions Budget Review Training Library 22 Office of Academic Affairs

23. Transaction Detail Budget Review Training Library 23 Office of Academic Affairs

24. Printing To print your budget, you will need to select output from the top menu (or “O”). Your budget will print to the printer selected when you first entered the Budget Review menu. Budget Review Training Library 24 Office of Academic Affairs

25. Exiting To end your Budget Review session, select Exit from the top menu (or “E”). Budget Review Training Library 25 Office of Academic Affairs

26. Hopefully this tutorial will help you to use Budget Review to your campus’ advantage. If at any time additional help is needed simultaneously depress [CRTL] and the letter [W] , to access Help Features. Budget Review Training Library 26 Office of Academic Affairs