Budget Details

 

The Budget Details page displays budget details about a specific fund.  This page provides a financial statement about any research account.  It reflects the current budget entered within PeopleSoft, posted expenses at the end of the prior month, and current encumbered expenses including PO/AP and salary data. It reflects cash balances, categorical balances, direct cost balances, encumbrances, carry forwards (prior year balance) and overall budget balances.

 

Also, displayed at the bottom of the page is the Personnel Details for the fund.  Total line will be displayed on the bottom of the page summing up the financial columns:  Project Salary,

 Monthly Rate, Committed Salary, Committed Fringe, and Total Committed

 

On this page a user can go back and forth between related funds, looking at their budget data.  The user can also look at budget years in a cumulative fashion or non-cumulative fashion. 

Budget Details Screen Shot

 

Budget Details Search Screen Elements

Features within the Budget Details page allow the user to look at various years within a project period.  By default, the user will see the current cumulative total budget, expenses, encumbrances and overall balances.  The user has two other options that will allow them to select a previous budget year and select ‘View Single Year’ from the drop down list, the total budget and expenses for the selected year will appear.  The user can select “View Cumulative Years-Project” to see cumulative totals for projects with different fund numbers.

 

Caption

Type

Description

Other Budget Years / Related Funds

Drop Down List

Gives user option of picking between various budget years for the selected projects. All the budget years will be listed for the fund that is in the header followed by the fund number.

 

View Cumulative Years

Drop Down List

This determines whether the user will see budget years in a single-year by year fashion, cumulatively in the View dropdown for budget years by fund or project.

  • View Cumulative Years by Fund is the default.

  • View Cumulative Years by Project

  • View Single Year

Search

Button

Filters the data based on the Budget year(s)

Clear Selections

Button

Clears the selected search criteria.

 

Budget Details Main Screen Elements

Project Header

Caption

Type

Description

Fund #

Text

Displays the PeopleSoft fund number for the budget.

Status

Text

Displays the fund status – Active, Inactive, etc.

PI Name

Text

The name of Principal Investigator of the Agreement

Project Title

Text

The name of the Agreement (Project)

Sponsor Name

Text

The name of the sponsor

Sponsor #

Text

The sponsor number for the project

Budget Start/End

Text

The Budget start and end dates

Project Start/End

Text

The Project start and end dates

 

 

 

Main Page Elements

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

Category / Account

Text

Lists different budget categories/ accounts such as Salaries & Wages, Fringe Benefits, and Travel.  By selecting the + sign next to the Categories, accounts under those categories will expand allowing the user to drill all the listed expenses and encumbrances for both the category and accounts.

Budget

Link

Lists Budget allocated against each category. The link goes to Budget Breakdown.

Expense

Link

Lists total expense for each category based on the last month’s General Ledger close. For the Salary and Fringe Benefits category, the link will go to the Labor Distribution page, and for all other categories, the link will go to the Transactions Detail page.

Encumbrance

Link

Lists committed costs for each category. For the Salary and Fringe Benefits categories, the link will go to the Salary Details page, and for all other categories, the link will go to the Transactions Detail page.

Balance Available

Text

Available direct cost balance for each category is listed. The Balance Available is calculated as:

(Budget – Expense – Encumbrance)

Direct

Text

List total direct budget, expense, encumbrance and balance for the project or single budget year if selected.

Indirect

Text

List total direct budget, expense, encumbrance and balance for the project or single budget year if selected.

Total Costs

Text

Sum of Direct and Indirect costs.

Total Income

Link

Sum of income deposited into the fund (cash, letter of credit, etc.). Link takes the user to the Revenue Breakdown page.

Prior Year Balance

Text

Balance amount from prior year

Cash Balance

Text

Cash Balance is calculated as:

(Total Revenue - Total Expenses to Date)

 

Personnel for Current Budget:

Caption

Type

Description

Name

Text

Displays the Name of the employee.

 

Annual Rate

Text

Displays the Annual Rate for the employee.

Monthly Rate

Text

Displays the Monthly rate for the employee.

Months Remaining

Text

Displays the Months Remaining for which the salary is to be paid.

Committed Salary

Text

Monthly rate X Months remaining.

Fringe Rate

Text

Displays the Fringe Rate for the employee according to job code.

Committed Fringe

Text

Fringe rate X Months remaining

Total Committed

Text

Sum of Committed Salary + Committed Fringe.

Total

Text

Total line will be displayed on the bottom of the page summing up the financial columns:

  • Project Salary

  • Monthly Rate

  • Committed Salary

  • Committed Fringe

  • Total Committed

 

 

Budget Details Export Options

Reports can be downloaded by clicking on the available download links.

 

When download to Excel, formulas are also downloaded (see table below)

 

 

 

Field

Formula if any

Date as of

Displays the date the report was generated

Project Title

The name of the Agreement (Project)

Fund Number

Displays the PeopleSoft fund number for the budget.

Sponsor Name:

The name of the sponsor

PI Name

The name of Principal Investigator of the Agreement

F + A Rate

Rate at which expenditures will be charged overhead

F + A Basis:

Bases for which overhead will be charged (total direct costs, modified total direct costs, etc.)

Project Period

The dates in which the project will be executed

Budget Period

The dates of the budget allocation within the project

Chief Code

The code assigned to the hospital department in which the grant has been authorized (example: 30CA)

Sponsor ID

The unique identifier assigned by the sponsor

Fund Type

Identifies whether the fund is research, sundry or other

Account Cycle

Identifies whether it is a project period based or fiscal year based fund

Last GL Import

The last date that the expenditure totals were modified

Last PO/AP Import

The last date that purchase order or accounts receivables were received

Last HR Import

The last date that salary data was received

# records

Number of records downloaded

As of Date

Date that the data is reflective until

Include User Orders as Encumbrances

The PO/AP encumbrance + User Entered Orders

Categories

The expense category for which charges have been posted

Budget

Lists Budget allocated against each category.

Expense

Lists total expense for each category based on the last months close.

Encumbrance

Lists committed cost for each category. It’s the PO/AP details

Balance Available

The Balance Available is Budget – Expense – Encumbrance

Direct Expenses Total

Sum of expenses for all categories attributed against direct expense is listed.

Direct Cost Balance

Direct Budget – direct expense – direct encumbrance.

Indirect

Sum of Indirect expenses for all categories is listed.

Total Income

Sum of income for all categories is calculated and displayed.

Total Cost

Sum of Direct and Indirect Cost.

Cash Balance

Total Revenue minus total expenses to date is the cash balance that gets displayed.

Budget Details Navigation

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 Details

 

 

The Budget Details page can be accessed from the following pages:

 

By clicking the Budget Details tab from the following pages:

 

 

From Budget Details the user can navigate to: