Budget Revision Training

Background Information
GL Accounting String
Funds Checking
GL Funds Inquiry
Fiscal vs. Rollover Accounts
Budget Revisions Needed
Budget Revisions Not Allowed
Drill Down Procedure
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GL Accounting String
(aka Accounting Key Flexfield)
Accounting Flexfield sections





Example: Budget Office operating expense line

10.G0000.30200.100BUDG00.53001.000060
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GL Accounting String
Fund
10.G0000.30200.100BUDG00.53001.000060

Ranges:
10 Educational & General (E&G)
20 Designated
30 Auxiliary
40 Restricted
50 Loans
60 Endowment
70 Plant
80 Agency

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GL Accounting String
Funding Source
10.G0000.30200.100BUDG00.53001.000060

Examples:
G0000 E&G Unspecified (G1xxx is Fund 1; G2xxx is Fund 2)
D1000 Designated
D2000 Service Departments
D4000 Indirect Cost Recovery
A1000 AES Student Services
R1000 Federal Grant
R5000 Private Grant
Z2000 Agency Scholarship

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GL Accounting String
Organization
10.G0000.30200.100BUDG00.53001.000060

Ranges:
1xxxx President
2xxxx Academic Affairs/Colleges
3xxxx Business Affairs
5xxxx Student Affairs
6xxxx Information Technology
7xxxx University Advancement

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GL Accounting String
Project Value
10.G0000.30200.100BUDG00.53001.000060

Examples:
1 E&G (State) accounts
21 Designated accounts
22 Service Departments
24 Indirect Cost Recovery
310 AES Student Services
41 Federal Grant
45 Private Grant
82 Agency Scholarship

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GL Accounting String
Object
10.G0000.30200.100BUDG00.53001.000060

Examples:
40001 Revenue Budget
51101 - Wages
53001 Operating Budget
53005 Materials and Supplies
53010 Utilities
53025 Printing and Reproduction
57001 Travel
58500 Capital Asset Purchases

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GL Accounting String
NACUBO
10.G0000.30200.100BUDG00.53001.000060

Examples:
000010 Instruction
000020 Research
000030 Public Service
000040 Academic Support
000050 Student Services
000060 Institutional Support



000070 Operation & Maintenance of Plant
000080 Scholarship
000090 Auxiliary
000100 Depreciation & Amortization
000110 Agency
000000 Used only for Revenue &
Transfers

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Funds
Checking
Oracle performs absolute funds checking at the non-labor expense summary
(60000 object).
For non-sponsored activities, budget changes between non-labor expense pools
belonging to the same project are not required.
Must exercise care that overall account balance (99999 summary) does not go
negative due to revenue or labor expense deficits.
Budgeted Object Codes Summary Objects

40001 Revenue
40000
99999
44600 Transfer In (Intrafund)
44626 Transfer In (Interfund)
51001 Single Incumbent Salaries 51000
52999
51002 Faculty Salaries
51003 Longevity Pay
51010 Pooled Salaries
51101 Wages 51100
52001 Benefits 52000
53001 Operating Expense 53999
60000
53425 Transfer Out (Intrafund)
53430 Transfer Out (Interfund)
54001 Books 54999
55001 Scholarship 55999
57001 Travel 57999
58001 Capital Outlay 58999
59001 Merchandise for Resale 59999
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GL Funds
Inquiry
Budget Encumbrance Actual = Funds Available
Account balance = funds available in 99999 summary line.
A negative ( ) in funds available column is always a deficit, even in revenue
lines.
To view current account balance: Select Revised Budget, Year to Date
Extended amounts, All encumbrances, and latest open period.
Hint: First select Summary account level to get overview of account, then drill
down into detail accounts, periods, and transactions using the Tools menu.

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Fiscal Accounts
E&G (except HEAF) and Auxiliary
Funded by expense budget
Easy to transfer between accounts (just move budget)
Unencumbered balance lapses at fiscal year-end

GL Funds Inquiry (Budget Encumbrance Actual = Funds Available)


Account

Budget

Encumbrance

Actual
Funds
Available
Operating (53999) 800.00 50.00 150.00 600.00
Travel (57999) 200.00 0.00 100.00 100.00
Non-Labor Total (60000) 1,000.00 50.00 250.00 700.00
Account Total (99999) 1,000.00 50.00 250.00 700.00
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Rollover Accounts
Designated (start with 2), Restricted, Plant, Agency, HEAF
Self-funded by revenues, transfers-in and/or carryover balance
Transfer between accounts by actual funds transfer, not by moving budget
Balance before encumbrances carries forward to next year (non-lapsing)
Account is fully funded when revenue summary (49999) is non-negative.

GL Funds Inquiry (Budget Encumbrance Actual = Funds Available)


Account

Budget

Encumbrance

Actual
Funds
Available
Revenue (49999) (1,000.00) 0.00 0.00 (1,000.00)
Operating (53999) 800.00 50.00 150.00 600.00
Travel (57999) 200.00 0.00 100.00 100.00
Non-Labor Total (60000) 1,000.00 50.00 250.00 700.00
Account Total (99999) 0.00 50.00 250.00 (300.00)
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Rollover Accounts (continued)

Account

Budget

Encumbrance

Actual
Funds
Available
Revenue (49999) (1,000.00) 0.00 (1,200.00) 200.00
Operating (53999) 800.00 50.00 150.00 600.00
Travel (57999) 200.00 0.00 100.00 100.00
Non-Labor Total (60000) 1,000.00 50.00 250.00 700.00
Account Total (99999) 0.00 50.00 (950.00) 900.00

Account

Budget

Encumbrance

Actual
Funds
Available
Revenue (49999) (1,000.00) 0.00 (800.00) (200.00)
Operating (53999) 800.00 50.00 150.00 600.00
Travel (57999) 200.00 0.00 100.00 100.00
Non-Labor Total (60000) 1,000.00 50.00 250.00 700.00
Account Total (99999) 0.00 50.00 (550.00) 500.00
$200
revenue shortage

(after $800 received)
$200
revenue surplus

(after $1,200 received)


When is a budget revision needed?
To set up a new budget
To align expenditures with actual or anticipated revenues
To fully fund labor costs
Position Changes
Benefits and Longevity (non-E&G accounts)
To address or avoid funds checking failures in non-labor
expenses
To transfer funds between two or more accounts
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Which revisions are not allowed?
Transfer of funds into or out of the following E&G
subgroups:




Transfers which cross fund groups (with a few
exceptions)
Example: Indirect Cost Recovery funds may not be moved to an E&G account.
Transfers which would violate the purpose of an account.
Examples:
Endowment income restricted to payment of scholarships may not pay travel.
Fee revenue may not be used for purposes outside of the fee justification.

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Prefix E&G SUBGROUP Prefix E&G SUBGROUP
135 Research Enhancement 165 Advance Technology
145 Incentive Funds 180 Special Lines / State Transfers
160 HEAF 185 Institutional Enhancement
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Drill Down
Procedure




1. Place cursor on summary line you wish to examine. Next, select Tools and
select Detail Accounts
2. Place cursor on the detail account line you wish to examine. Select Tools and
select Period Balances
3. Place cursor on month of interest. Select Tools and select either Budget Lines,
Actual Lines, or Encumbrance Lines based on type of inquiry.
For additional information, refer to Accounting for Your Project in Oracle
(Reconciliation Guide) available at the Accounts Control website:
http://portal.utpa.edu/utpa_main/dba_home/comptroller_home/accounts_control_home/
Contact Information
UTPA Budget Office website:
www.utpa.edu/budget/

Email:
Richard Wilson: wilsonr@utpa.edu
Frances Rivera: frivera@utpa.edu
Eduvina Rodriguez: erodriguez65@utpa.edu
Magda Rangel: rangelma@utpa.edu
Budgetoffice@utpa.edu
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