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.
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.
|
Search |
Button |
Filters the data based on the Budget year(s) |
Clear Selections |
Button |
Clears the selected search criteria. |
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:
|
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
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. |
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:
Sub-Modules
By clicking the Budget Details tab from the following pages:
Project Details
Contract Details
Salary Details
Transaction Details
Expense Details
Projections
Links
Financial Summary by clicking on ‘Fund’ link.
Expense Details by clicking on the ‘Cash Balance’ link.
From Budget Details the user can navigate to:
Sub-Modules
Project Details
Contract Details
Salary Details
Transaction Details
Expense Details
Projections
Agreement Summary
Financial Summary
Links
Labor Distribution by clicking on the ‘Expense’ link for Salaries and Fringe Benefits category.
Grant/ Contract Transaction Details by clicking on the ‘Expense’ and ‘Encumbrance’ links, except within the Salaries and Fringe Benefits categories.
Salary Details by clicking on the ‘Encumbrance’ link for salaries category
Revenue Breakdown by clicking on the ‘Revenue’ link.