This page is designed to provide a single or aggregated Budget Overview for a grouping of Principal Investigators (PIs), program projects or Chief of Service (Org) codes. It lists the currently awarded budget by project, expenses as of the last financial close in the General Ledger, outstanding obligations under encumbrances and overall balance amounts.
Budget Overview is best used when the grouping of funds is based on whether the account is managed from a cash or budget perspective. For example, the user could view all NIH funds for department or PI, sundry accounts at the particular hospital or all subcontracts.
Note: Each category of expenses and income can be further expanded by clicking the ‘+’ sign, which shows the Expense & Income Accounts.
The Budget Overview page does not have an expanded search. These are the fields available in the search criteria.
Caption |
Type |
Description |
Category |
Drop Down List |
Drop down List of budget categories including Salaries & Wages, Equipment, Travel, etc. |
Account # |
Drop Down List |
Account number associated with category, on an existing order within the selected records.
|
Include User Orders |
Checkbox |
Indicates whether to display the user entered orders as encumbrances under the User Orders category. Allows orders that have been entered in the purchasing module and have not yet been matched to data coming into the system, to be factored into the budget. |
Information viewed is by default for the current month close date unless dates have been entered in the search criteria.
Caption |
Type |
Description |
Last GL Post |
Label |
The last date when the General Ledger data was received |
Last PO/AP Post |
Label |
The last date when the Purchasing and Accounts Payable data was received |
No. of Funds |
Label |
Displays the number of funds for the budget. |
Category/ Account |
Text |
Lists different Budget categories/accounts such as Salaries & Wages and Fringe Benefits from the PeopleSoft valid list, plus an additional category for ‘User Orders’. When a category is expanded using the ‘+’ sign, it will list all the accounts for that category in the grid. |
Budget |
Link |
Shows budget for each category. The link brings the user to the Budget Breakdown page for the Category/Account. |
Expense |
Link |
Lists total expense for each category based on the last months close. For the Salaries & Wages category the link will go to the Labor Distribution page. For all other categories the link will go to Transactions Overview page. |
Encumbrance |
Link |
Lists committed cost for each category. For the Salaries & Wages and Fringe Benefits categories the link will go to the Salary Overview page. For all other categories the link will go to Transactions Overview page. |
Balance Available |
Text |
Available balance for each category is listed. The Balance Available is calculated as: (Budget – Expense – Encumbrance). |
Direct Costs |
Text |
Sum of the direct costs for all the applicable categories |
Indirect Costs |
Text |
Sum of the indirect costs for all the applicable categories |
Total Costs |
Text |
Calculated as: (Direct Costs + Indirect Costs) |
Total Income |
Link |
Sum of income for all categories is calculated and displayed. Link takes the user to the Revenue Breakdown page |
Prior Year Balance |
Text |
Populated for fiscal year funds, the prior year balance shows the total cash balance on the fund at the end of the last fiscal year |
Cash Balance |
Text |
Calculated as: (Total Revenue - Total Expenses to Date) |
Reports can be downloaded by clicking on the available download links.
Download to Excel
When download to excel, formulas are also downloaded (see table below)
Download to PDF
Fields |
Formula if any |
# Funds Included |
Displays the number of project funds in the grouping that the data is based on |
As of Date |
Date when the data was generated |
Include User Orders as Encumbrances |
Outside user entered orders factored into budget totals |
Category/Account |
Header for the list of category and accounts returned into the report |
Budget |
Budget allocated against each category |
Expense |
Total expense for each category based on the last months close. |
Encumbrance |
Committed cost for each category. This is the PO/AP details. |
Balance Available |
Calculated as: (Budget – Expense – Encumbrance) |
Direct Costs |
Sum of expenses for all categories |
Indirect Costs |
Sum of Indirect expenses for all categories is listed. |
Total Cost |
Sum of Direct and Indirect Cost. |
Total Income |
Sum of income posted. |
Prior Year Balance |
Populated for fiscal year funds, the prior year balance shows the total cash balance on the fund at the end of the last fiscal year |
Cash Balance |
Calculated as: (Total Revenue - Total Expenses to Date) |
The navigation trail keeps track of the path that the user came in from to allow for easy ‘back’ access to where they came from. Example:
Agreement Summary >> Budget Overview
The Budget Overview page can be accessed from the following pages:
Sub-Modules
By clicking the Budget Overview tab from the following pages:
Agreement Summary
Financial Summary
Expense Overview
Salary Overview
Transactions Overview
From Budget Overview users can navigate to the following:
Sub-Modules
Agreement Summary
Financial Summary
Transactions Overview
Salary Overview
Expense Overview
Links
Budget Breakdown by clicking on the amounts under the ‘Budget’ column
Salary Overview by clicking on the ‘Expense’ for Salaries or Fringe Benefits categories
Transactions Overview by clicking on the Expense or Encumbrance links for categories other than Salaries or Fringe Benefits
Revenue Breakdown by clicking on the ‘Income’ link