How to Read and Understand Your Electronic Budget Statements

1. How to Read and Understand Your Electronic Budget Statements March 29, 2005 Presented By: Tucson Smith, CAHNRS-BFO Esther Tate, CAHNRS-BFO

2. Budget Statements are delivered via email as a .pdf file through an automatic electronic scheduler called Infoburst • Adobe Acrobat is required to open the .pdf file • Budget Statements are sent around the 10th of each month • The budget statement shows the balance as of the end of the last month Example: 3/31/05 Detail covers one month of activity Example: March 1, 2005-March 31, 2005

3. Sample Email From: burst@conveyor2.it.wsu.edu [mailto:burst@conveyor2.it.wsu.edu] Sent: Friday, March 11, 2005 4:04 PMTo: etate@wsu.eduSubject: Budget Statement 12D-4168-2927 Attached : Infoburst Budget Statement.pdfDocument Description: Budget StatementNotes: Attached is your monthly budget statement for the above referenced account. If you have any questions about this budget statement please contact Esther Tate at 509/335-6885 or etate@wsu.edu

4. Navigating through the Electronic Budget Statement

5. Five Budget Statement Reports • Expense by Object • Expense by Object Subobject • Expense Detail • Revenue by Source Subsource • Revenue Detail

6. Review Examples of Budget Statements • Grants (11A-14Z) • State Funds (09A) • Development Accounts (17A) • Service Centers (15T)

7. Expense by Object

8. Date report was generated Account Number Expenditures through:

9. Percentage of Project Period Elapsed Project Period Title of Project Percentage Spent to Date

10. Cumulative Expenditures Amount of Funding-Approved Budget Amounts obligated but not yet disbursed Allocation is not amount of cash received-see revenue reports

11. Allocation – Expense – Encumbrance = Balance This is how much you have left to spend in each category (Expense + Encumbrance) / Allocation = % Spent Not all commitments encumber

12. Time Slip Benefits Also called Overhead or Indirect Costs

13. Expense by Object Subobject This is a cumulative report which provides more detail for each budget category The first part of the subobject describes the basic category Wages: 01 The second part describes the specific expense Meals Taxable: MT

14. Total for the category is the same as the line item category on the Expense by Object Report

15. Only the subobject will appear on the Detail report

16. No expenditures to date for this budget category Totals the same as Expense by Object Report

17. Expense Detail Provides Detail for the Current Month-not a cumulative report Date expense posted to the account Fiscal Year Expense Category Time period for these expenses Description can be found on Expense by Object Subobject Report

18. The document which directly initiated the transaction. The alpha prefix identifies the type of document. S=Salary & Benefit Encumbrance V=Payroll Batch Number The first 5 digits are the position number. The last alpha character is the employment type code. E=Admin/Prof C=Classified F=Faculty Indicates the end date of the salary encumbrance Indicates the month worked Employee name

19. Position number + employment type code H=nonstudent temporary U= student temporary Indicates the month worked V=Payroll Batch Number

20. K=Purchase Order PC=Purchase Card P=Payment Request # Vendor ID # B=Budget journal voucher BA=Blanket purchase order K=Purchase Order Vendor Name

21. B=budget journal voucher Travel Authority (TA) # Employee ID# P=payment request # Travel Authority (TA) #

22. Payroll Period Vendor ID # S=Salary & Benefit Encumbrance V=Payroll Batch Number

23. F&A is calculated on the total of each day’s expenditures on the account

24. Revenue by Source Subsource This is a cumulative report of revenue. Revenue is cash actually received Amount Awarded Source of Revenue Revenue received to date Est. Revenue – Revenue Received = Variance

25. Revenue Detail Provides Detail for the Current Month-not a cumulative report No revenue was received during the time period of the budget statement

26. Revenue Detail Example of revenue received on a grant account that is periodically invoiced Invoice # Vendor ID # Billing Receivables System batch sequence #

27. Revenue Detail Example of revenue received from a letter of credit grant account Revenue (cash) is drawn down daily from the letter of credit revenue pool equal to the total daily expenditures on the grant

28. Example of State Account Salaries (00) are encumbered to the end-date of the fiscal year, assignment, position or appointment; whichever comes first Amount of funding-Normally in operations can be allocated between objects Carry forward Encumbrances are charged to new fiscal year dollars

29. Allocation Adjustment Report truncated for presentation purposes

30. Benefits on state funds automatically allocate Report truncated for presentation purposes

31. Example of Development Account Discretionary accounts (scholarship and development) supported by donations

32. Revenue deposited

33. Detail for revenue deposited Report truncated for presentation purposes

34. Example of Service Center Account Amount of funding to operations object 03

35. Revenue by Interdepartmental Requisition Invoice (IRI) Automatically charged on revenue

36. Source description-funds received for

37. Cash register # references what register deposited funds Cash register transaction # Income Journal Voucher-transfer of funds

38. Reconciling Budget Statements Keep a pending file for expenditures: Purchase orders, travel expense vouchers, etc. Monthly review and compare pending file documents with the budget statement When the expense posts to the account verify that the amounts are correct and reasonable Watch for incorrect charges and the proper posting of expenditures

39. Reconciling Budget Statements When corrections are needed please contact BFO or your department finance/budget manager 90-Day Rule for Grants (B.P.P.M. 30.25) Corrections must be initiated within 90 days of the date the expenditure posted on the account End of Fiscal Year In general, expenditures incurred in a given fiscal year cannot be transferred after the July cutoff date following year-end

40. Filing Budget Statements Save as an electronic file or Print out only the pages needed Expense by Object Expense Detail

41. Resources Business Policies and Procedures Manual B.P.P.M. 30.07 Budget Statement http://www.wsu.edu:8080/%7Eforms/manuals.html To access the BPPM through non-wsu.edu domains go to: http://www.wsu.edu/forms2/index.cgi

42. Tucson Smith Fiscal Specialist Supervisor 509/335-2826 smitht@wsu.edu Esther Tate Grant & Contract Specialist 509/335-6885 etate@wsu.edu Contact Us CAHNRS-Business & Finance Office 405 Hulbert Hall PO Box 646241 Pullman WA 99164-6241 Fax: 509/335-2926