Budget Overview

 

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. 

Budget Overview Screen Shot

Note: Each category of expenses and income can be further expanded by clicking the ‘+’ sign, which shows the Expense & Income Accounts.

 

Budget Overview Search Screen Elements

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. 

Budget Overview Main Screen Elements

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)

Budget Overview Export Options

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

 

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

 

 

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)

 

Budget Overview 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 Overview

 

 

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

 

By clicking the Budget Overview tab from the following pages:

 

From Budget Overview users can navigate to the following: