Initiating Electronic Budget Adjustments

1. Initiating Electronic Budget Adjustments

2. Course Outline • Timeline & eLearning Review • Electronic Budget Adjustment Form • Workflow • Demonstrations and Exercises

3. July 1, 2019Electronic Budget Adjustment & Cash Transfer university wide Go-Live! Timeline June 10, 2019Electronic Cash Transfer Pilot Go-Live! May 6, 2019Electronic Budget Adjustment Pilot Go-Live! FI Workflow Subject Matter Expert (SME) committee continues meeting. OBM, Controller, HR Training & UC Flex continue development of procedural, training & technical project work Budget Adjustment Pilot Training A123 project begins: Electronic budget adjustments & cash transfers User training & Go-Live preparations FI Workflow Subject Matter Expert (SME) committee formed FI-eForms launched: Request & Change Cost Center/Fund Various committees investigate issues, technical aspects, policy impact, & other concerns in the creation of FI Workflow/eForms System monitoring, new FI-eForm review 2018 2017 2016 2015 2019 May June July April April Sept Oct You Are Here

4. eLearning Review: When & Why • Based upon the eLearning module and your personal experience, when and why would a budget adjustment be appropriate?

5. eLearning Review: PoliciesUptown General Fund & Local Funds • How do budget adjustments for the Uptown General Fund and Local Funds differ? • How are they similar?

6. Budget Adjustment Guidelines • Don’t spend money you don’t have • Don’t give more than you take • Ask permission when appropriate • Unbudgeted revenue will be swept • Total compensation is more than just salary

7. eLearning Review: Budget Adjustment Types • What are the three budget adjustment process types?

8. eLearning Review: Budget Adjustment Types Transfer: A decrease (Sender -) to an expense commitment item (5*,87*, 7*) and a corresponding increase (Receiver +) to another expense commitment item within the same fund. • Zero net impact (increase offset by decrease) • Never involves revenue (4*) commitment items

9. eLearning Review: Budget Adjustment Types Supplement: Increases the overall budget, always involves a revenue commitment item and an expense commitment item when initiated for the Uptown General Fund.

10. eLearning Review: Budget Adjustment Types Return: Decreases the overall budget; extremely rare to be initiated by a decentral user within the General Fund.

11. eLearning Review: Budget or Actuals? • How do I know whether I need to process a budget adjustment, cash transfer, or both? • Changing the plan or moving cash? • Within a fund or between funds? • Ideally, transfers have been budgeted • Transfer lines (83*, 87*) or Operating/Salary Lines?

12. Budget Adjustment Form [1] Application toolbar: Data Entry [1] Header options & support documentation upload area Tracking footer and links Account line entry area

13. Budget Adjustment Form [2] Application toolbar: Data Entry [1]

14. Request Description Descriptions should be: • Thorough and Descriptive (yet succinct) • Functional, not Operational • Avoid Idioms, Jargon, or Acronyms specific to your department Vague, operational, and overly jargoned descriptions will be rejected.

15. Request Description Examples

16. Support Documentation Uploads • Upload support documentation when additional information would be required by an approver or auditor verification. • Support documentation should not contain large graphic or image files • Limit support documentation to a maximum of 10 text based pages (i.e.Word, Email)

17. Workflow: Overview Initiation & Validations Approvals

18. Budget Adjustment WorkflowInitiation and Validations

19. Budget Adjustment WorkflowApprovals

20. Workflow Routing Limitation • Supplements and Returns must contain account lines with the same col/div and first five cost centernumbers. • The Sender account line(s) within a transfer must have the same col/div and first five cost center numbers. • A transfer may contain any number of Receivers.

21. FI-eForms Overview • Located in the UC Flex portal • Utilized to view and determine the status of budget adjustment forms

22. FI-eForms Overview The form workflow status Select “Budget Adjustment Overview.” Initiates search

23. FI-eForms Overview SAP FI document number. Two numbers will display when a “One Time and Permanent” budget version is submitted. Username of form initiator The form workflow status Budget adjustment form “A” number. Click on number to view form.

24. OBM Budget Adjustment Review • General Funds • Available revenue or transfer-in amounts to justify supplements • Correct fringe amount and account line for operational to salary expense transfers. • Local and General Funds • Acceptable Description • Proper justification and support documentation • Support documentation complies with size limit and file type

25. Reporting R/3 Business Warehouse FM805: Period Budget vs. Actuals FM812: Budget Activity by Period FM866: Budget Document Detail • GR55: Revenue Expense Transfer Budget Report • FMEDDW: Budget Document Display

26. Exercises & Demonstrations Budget Adjustment Entry Best Practice View…..Budget & Actuals Information in GR55 Do….. Initiate Budget Adjustment Review.....Budget Preposting in GR55

27. Instructor Demonstration (1)General Fund Budget Adjustment Supplement Objectives • Demonstration on using R/3 transaction GR55 • Complete a budget adjustment supplement • Confirm preposting using GR55 Scenario Your department’s General Fund account (cost center 6260000000) received $1,950 of revenue which posted to the Misc Income g/l account (451101). You need to submit a budget adjustment supplement to budget the revenue.

28. Exercises • Training Portal URL: https://qaportal.ucflex.uc.edu • Username & Password will be provided • Open R/3 and the Budget Adjustment Form

29. Opening R/3 and Budget Adjustment Form (2) Navigate to FI-eForms and open Budget Adjustment form Launch R/3

30. Exercise (1)General Fund Budget Adjustment Supplement Scenario Your department’s General Fund account received a transfer-in of $100,000 to fund the first year of a faculty member’s research lab expenses. You need to review your General Fund’s account information using R/3 transaction GR55, followed by budgeting the transfer-in by completing a budget adjustment supplement, and lastly review the pre-posting in GR55 to ensure you entered the information correctly. • The following table provides the account line information needed to complete the exercise; the “?” indicates information which can be derived from the scenario or by viewing GR55; the expense commitment item and the budget adjustment text will be entered at your discretion: Option A: Complete the exercise using the information provided in the scenario.orOption B: Complete the exercise using the step-by-step instructions provided in the detailed data entry section of your exercise handout.

31. Instructor Demonstration (2)General Fund Budget Adjustment Transfer Objectives • Demonstration on using R/3 transaction GR55 • Complete a budget adjustment transfer • Confirm preposting using GR55 Scenario Your department’s general fund account (cost center 6200000000) needs to transfer $10,000 from admin and educational supplies to fund student travel.

32. Exercise (2)General Fund Budget Adjustment Transfer Scenario A new graduate assistant position with a planned compensation of $14,500 has been approved to assist in research in one of your department’s labs for one year. This position’s salary and fringe will be budgeted with a transfer from your General Fund’s Admin and Educational Supplies expense commitment item. You need to review your General Fund’s account information using R/3 transaction GR55, followed by completing the budget adjustment transfer (including an entry to the Central Fringe Pool; the FY19 student fringe rate is 7%), and lastly review the pre-posting in GR55 to ensure you entered the information correctly. • The following table provides the account line information needed to complete the exercise; the “?” indicates information which can be derived from the scenario or by viewing GR55; the expense the budget adjustment text will be entered at your discretion: Option A: Complete the exercise using the information provided in the scenario.orOption B: Complete the exercise using the step-by-step instructions provided in the detailed data entry section of your exercise handout

33. Instructor Demonstration (3)Budget Adjustment Form Tips and Tricks Demonstrations: • Upload feature and how to create an unpload file • Create by Reference feature • Copy Row option • Save a form and retrieve a form once saved • FI-eForms Overview

34. Contacts and ResourcesOffice of Budget Management Chris Jackson Assistant Director Budget Management 513-556-3150Chris.Jackson@UC.EDU Kelly Beck Assistant Vice President Budget Management 513-556-0378Kelly.Beck@UC.EDU Maddie Forrester Associate Director Budget Management 513-556-1158Maddie.Forrester@UC.EDU Kevin Newman Sr. Financial Analyst Budget Management 513-556-1125 Kevin.Newman@UC.EDU Daniel Newman Sr. Financial Analyst Budget Management 513-558-3803Daniel.Newman@UC.EDU General Department InformationLocation: Suite 510, University Hall Mail Location 0155Phone: (513) 556-0192Email: OBMMail@UC.EDU

35. Contacts and ResourcesOffice of Budget Management • Utilize training and reference materials locate on Business Core Systems help website: • https://www.uc.edu/af/bcs/uc

36. Conclusion & Questions • All FY19 budget adjustments will still require a paper A123, going forward all FY20 budget adjustments will utilize the FI-eform. • Ensure to read all email notifications. • The “Create by Reference” feature is currently not available for use on rejected budget adjustments. • Access to the FMBB transaction will no longer be available to decentral users. • If you have a question or need assistance, please don’t hesitate to ask for assistance. • OnBase will still house A123s for reference and auditing.