© office of human resource services, university of florida,...

Table of Contents

Introduction and Overview ........................................................................................................ 1

Definitions and Key Concepts ..................................................................................................... 1

myUFL ChartFields ................................................................................................................... 2

Commitment Control: Fundamentals ......................................................................................... 4

KK Budget Inquiry: State Appropriations ................................................................................ 10

KK Budget Inquiry: Grants ..................................................................................................... 15

Commitment Control: Budgets Overview ................................................................................. 17

Checking Budget Exceptions .................................................................................................... 20

Manager Self Service: Notify Preferences ................................................................................. 22

Commitment Control: Budget Transfer .................................................................................... 25

Commitment Control: Upload Budget Transfer ........................................................................ 28

Commitment Control: Cash-Based Budget Inquiry................................................................... 34

Summary and Conclusion ........................................................................................................ 37

PST950 Budget and Commitment Control Page 1

Introduction and Overview • Today we will discuss

o Definitions and Key Concepts o myUFL ChartFields o Commitment Control: Fundamentals o KK Budget Inquiry: State Appropriations o KK Budget Inquiry: Grants o KK Budgets Overview o Checking Budget Exceptions o Manager Self Service: Notify Preferences o KK Budget Transfer o KK Import Budget Transfer o KK Budget Inquiry: Cash-Based o Summary and Conclusion

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Definitions and Key Concepts

• The myUFL System is a collection of online services and business processes, which includes o The Portal o A Finance System o A Human Resources System o An Enterprise Reporting System o A Student Financials System

• Security Roles. Security role UF_FI_UNIVERSAL_INQUIRY allows you view only access to all

financial modules; however does not allow budget transfers. Security role UF_KK_BDGT_TRANSFER_PROCESSOR allows you to perform budget transfers. This class is recommended prior to requesting UF_FI_UNIVERSAL_INQUIRY; however it is required prior to requesting UF_KK_BDGT_TRANSFER_PROCESSOR.

Obtaining the UF_KK_BDGT_TRANSFER_PROCESSOR role requires additional approval by the University Budget Office and is designated primarily for budget officers or their proxies. Those who do not complete budget transfers as part of their job duties will not be granted this role.

• Commitment Control (KK) o An accounting methodology in myUFL that identifies and reserves (“commits”) funds for future

payment obligations o Designated “KK” because “CC” = credit card in myUFL

• Ledger Groups o Provide information associated with the category of budget o Different ledger groups for different “categories” of budget available to departments o Different sources of funds, different “rules” associated with spending o For example, APPROP, CASH_BASED, KKGMCHD


• Budget-Based Funds o The distinction between budget-based funds and cash-based funds determines your “available

spending authority” o Budget allocations funded from State Appropriations (including student tuition revenue) are

made in lump-sum amounts by the University Budget Officer as determined by UF’s RCM budgeting model

o These allocations may be further allocated to colleges, centers, and divisions o Once the budget allocation has been made, these funds can be spent o Sponsored Projects also are considered “budget-based” o Think of budget-based funds as a credit line that has been extended and guaranteed to your

department

• Cash-Based Funds o Available resources (operating budget amounts) are based on beginning cash balances, plus

revenue, less expenditures and encumbrances o Includes Auxiliaries, Component Units, Returned Overhead and Residuals, as well as others o These funds can be spent only when the “cash” has been obtained o Think of this as the cash you have in your wallet —you must have the cash in your wallet in

order to be able to spend it _______________________

myUFL ChartFields • ChartFields are the data entry fields that, used in proper combination, allow the completion of revenue

and expense transactions within myUFL. • Budget Details Form. Defining a Budget Search requires the entry of data into specific ChartFields. • ChartFields required for all transactions

o Business Unit o Department o Fund Code o Program Code o Account

• Business Unit ChartField (Required) o Sometimes called a “GL Unit” (General Ledger Unit) - UFLOR, for example

• Department ChartField (Required) o Department IDs have eight digits o Required for myUFL financial transactions o Used to identify your organizational structure

• Fund Code ChartField (Required) o Answers the question “Where does your department’s money come from?” o There are 82 UFLOR Fund Codes from which to choose

Fund Code Examples 101 E&G Gen Rev, Main Campus 102 E&G Gen Rev, HSC 103 E&G Gen Rev, IFAS 171 Transfer from Component Units 201 C&G Federal Restricted 209 C&G Other Restricted


• Program Code ChartField (Required) Answers the question “Why Are You Doing This?” o Examples:

0100 Physical Plant Admin 0500 Custodial Services 1100 Instruction & Research 2200 Individual/Proj Res 4400 Computing Supp 4600 Academic Admin 6100 University Supp

• Account ChartField (Required) o Answers the question: “What are you doing?” o Used to specify the classification of activities o Six-digit code o Account ChartField value that begin with: 1 represents Assets 2 represents Liabilities 3 represents Fund Equity 4 represents Revenue, Operating 5 represents Revenue, Non-Operating 6 represents Expenses, Personnel Operating 7 represents Expenses, Other Operating 8 represents Expenses, Non-Operating 9 represents Statistics & Self-Balancing

• Dept Flex ChartField is required with these Fund Codes: o 131 FIN AID UNRESTD-INSTITUTIONA o 143 AUX - DOCE FUND o 162 MATERIAL & SUPPLY FEE o 192 CONCESSION Fund and others...

• Source of Funds ChartField is required with these Fund codes: o 171 C&G - TFTS FR COMPONENTS o 201 C&G FEDERAL RESTRICTED o 213 UFRF ALLOCATIONS and others...

• Fund Codes 201, 209, 211, 212, and 213 require these additional ChartFields: o Project o PC Business Unit - GRANT o Activity ID (for grants = “1”)

For more information on Chartfields…http://hr.ufl.edu/training/myUFL/Toolkits/chartfields.asp


Commitment Control: Fundamentals • Commitment Control is a function of myUFL

o Used to control commitments and expenditures automatically by checking them against predefined, authorized budgets

o Will stop transactions that would exceed budget o Designed to answer: “What is my available spending authority?” o Track the following against a designated budget

Encumbrances Expenditures

o The Cycle for financial transactions: PURCHASE ORDER: KK creates an encumbrance VOUCHER: KK relieves the encumbrance, creates an expenditure

o In general, Commitment Control (“KK”) answers the question: “What is my available spending authority?” If you do not have sufficient budget, the process will be stopped

• Ledger Groups o State Appropriation APPROP o Cash-Based CASH_ BASED o Grants KKGMCHD o Construction CONST o Student Government STUGOV

• Each ledger group calculates available Spending Authority, or your “Available Spending” balance o Related to FUNDING SOURCES, each with a different set of “rules” for spending

• Different Funding Sources are grouped under the same ledger group (Figure 1).

APPROPLedger Group

- State Appropriations

FLFL

APPROPLedger Group

- State Appropriations

FLFLFLFL

AUXAUX

CASH_BASEDLedger Group

- Component Units - Auxiliaries- Returned Overhead

CUCU

RR

AUXAUX

CASH_BASEDLedger Group

- Component Units - Auxiliaries- Returned Overhead

CUCU

RR

KKGMCHD Ledger Group

- Sponsored Projects

SPSP

KKGMCHD Ledger Group

- Sponsored Projects

SPSP

CONSTLedger Group

- Funds for Capital Projects

CPCP

CONSTLedger Group


CONSTLedger Group


CPCP

STUGOVLedger Group

- Activity & Service Fee

STUGOVLedger Group

- Activity & Service Fee

Figure 1. “Color of Money” Funding Sources


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KK Budget Inquiry: State Appropriations • State Appropriations (Figure 2): Funding is allocated into three “buckets” of funding (account codes):

o KK – Salaries o KK – OPS o KK – Other Expenses

Figure 2. State Appropriations

KK - OPSKK - Salaries KK – OtherExpenses

State of Florida Legislature

State Appropriations $$ UniversityBudget Office

UF Colleges

$$

KK - OPSKK - Salaries KK – OtherExpensesKK - OPSKK - SalariesKK - Salaries KK – OtherExpenses


State Appropriations $$


State Appropriations


State Appropriations $$ UniversityBudget Office

UF Colleges

$$

UniversityBudget Office

UF Colleges

$$


• SALARIES and OPS commitments are not encumbered. o Projected Payroll Reports are provided

Based on amount of employee’s current earnings Based on the Fringe Benefits Pool rate of the employee’s Salary Admin Plan

o Payroll expenses will be posted even if a balance is not available Negative balances must be corrected immediately We’ll review budget transfers later

• OTHER EXPENSES are encumbered via processes associated with vendor relations

o Spending is restricted via a “budget check” process Before purchase order is issued Before a voucher is issued

• Please NOTE:

o If you do not have sufficient budget to proceed at any of these points… o the process will be stopped until you acquire the needed funds

• For State Appropriations: Budget

Less: Encumbrances (purchase orders and travel authorizations) Less: Expense (vouchers, JE, payroll, expense rpt)

= Funds Available to spend

• In myUFL, you can gain access to information about your budget via “Commitment Control” o Follow the path:

Commitment Control Review Budget Activities Budget Details

• On the Budget Details form (Figure 3), enter ChartField information associated with your department to define your search

o Business Unit (UFLOR) is provided by default. o For Ledger Group. Click on the Look Up button or type “A” to activate Type Ahead

functionality. o Click on “APPROP” to enter the Ledger Group value. o We can select one of three “Account” ChartField values for State Appropriations:

600000 - Salaries 650000 - OPS 700000 - Other

o In the Department ChartField, let’s use: “0102” o Let’s use the Lookup icon to search for the Fund Code.

Fund Code: – answers the question: “Where does the money come from?” o In the Budget Reference: ChartField, let’s enter: “CRRNT”

Note: Budget Reference answers the question “When did I receive this money?” CRRNT = spending occurs in the FY in which it was budgeted. CYFWD = unexpended balances at end of FY are carried forward and budgeted in next

FY. Same restrictions as state appropriations, but not used for recurring expenses.


o In the Budget Period: ChartField, enter: “2011” Note: BUDGET PERIOD is typically based on Fiscal Year, but some funding sources

use other references.

• Click: Search at the bottom of the Budget Details form to see “Search Results” table (Figure 3).

NOTE: You can save this search pattern for future retrieval by clicking on the Save Search Criteria link.

Select a line to display Budget Details report.

Figure 3. Budget Details Form


• Budget Inquiry gives you information about your balances in the Budget Details page (Figure 4)

o ChartFields o Budget = Allocated Amount o Expense = What you’ve spent o Encumbrance = What you’re in the process of spending – POs, TAs, etc. o Pre-encumbrance = No longer used o “Without Tolerance” is set by the University o “Exception Errors” indicates the number of times someone has tried to spend money when it

wasn’t available.

Figure 4. Budget Details Report

Click: Drill to Ledger icon • The Ledger provides information about your balance by FY and accounting period (month) • Click: “Show All” icon to show all columns • Accounting Period: 1 = Jul; 3 = Sep • Click: Drill Down twice to see transaction line details (Figure 5)

Figure 5. Payables Voucher Line Drill Down


Click: Drill to Activity Log icon • Activity Log displays KK transactions and detail amounts starting at the beginning of the fiscal year • Click: Drill Down icon • Click: View Related Links icon • Click: Go to Source Entry link to view actual voucher

Figure 6. Budget Journal Line Drill Down

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KK Budget Inquiry: Grants

• For Grants: Budget Less: Encumbrances (purchase orders and travel authorizations) Less: Expense (vouchers, JE, payroll, expense rpt) = Funds Available to spend

• For Grants Ledger Group o Depending Upon Fund Code

– KKGMCHD or… Cash_Based

• Navigation: Commitment Control Review Budget Activities Budget Details • Budget Details form is displayed - define the search (Figure 7).

Figure 7. Define the Search for a Grants Budget

Business Unit = UFLOR

Ledger Group = KKGMCHD

Department ID

Fund Codes = 201, 209

Project

Click Search to execute

KKGMCHD

2905

201

00018145


• From the Search Results table (Figure 8), make the appropriate selection. Your Budget Details will be displayed (Figure 9).

Figure 8. Search Results table

Figure 9. Budget Details report

Attributes link


• Click: Attributes link to see Budget Detail Attributes (Figure 10).

Figure 10. Budget Details Attributes

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Commitment Control: Budgets Overview

• Navigation: Commitment Control Review Budget Activities Budgets Overview to display Budgets Overview tabs (Figure 11).

• On the Add a New Value tab: o Enter an Inquiry Name o Click: Add to display the Budgets Overview form (Figure 11).

Figure 11. Budgets Overview tabs


• Provide the following values: o Description: Course Example o Ledger Group: Click Ledger Group Look Up or use Type Ahead, select the KKGMCHD

line o Enter/Lookup FUND_CODE: 201% o Enter/Look Up PROJECT_ID: 00000030% o De-Select “Closed” o De-Select “Hold”

• Click: Search (Figure 12) to execute the search. • Change maximum number of rows to at least 500 • Click: Search again (Figure 13) to view Budget Overview results

Figure 12. Budgets Overview form

201

00000030


_______________________

Figure 13. Budget Overview Results

Available Budget

Total Expenses

Budget Amount

Change Max Rows to at least “500”

Click: Search to display Budget Overview Results

Click: Search to display Budget Overview Results


Checking Budget Exceptions • Two methods to check Budget Error Exceptions:

1. Via Commitment Control 2. Drilling down from Budget Inquiry

• Definition: Budget Error Exception o A transaction that fails budget checking, causing an error or warning to be issued.

• Method 1. KK Review Budget Check Exceptions (Figure 14)

o Commitment Control Review Budget Check Exceptions Budget Exceptions o Budget Exceptions form: Enter Ledger Group and any other information you have and click

Search. Leave other fields blank for a list of all values.

Figure 14. Commitment Control Budget Exceptions form


Method 2. KK Budget Details o Commitment Control Review Budget Activities Budget Details o Displays Budget Details page (Figure 15).

Figure 15. Budget Details screen

Figure 16. Budget Exceptions screen

Click: “Budget Exceptions” link to display Budget Exceptions form (Fig. 16).


Manager Self Service: Notify Preferences

• You can decide when and how to be notified of exceptions; three examples of exceptions: 1. “Exceeds budget tolerance” 2. “No budget exists” 3. “Non Key CF Exception”

• Also can be notified when a specified percentage of budget has been spent • Navigation: Manager Self Service Budgets Notify Preferences (Figure 17) • Click: Advance Search to display the Advance Search screen (or use Type Ahead) • Click: Search icon to display Look Up Budget Type window • Click: Look Up button to display search results. • Select: Appropriations from Search Results table to display form for selecting Alert Level (Figure 18) • Confirm “Advanced” is checked • Click: Add a Budget Alert button (Figure 19)

Figure 17. Notify Exceptions screen


Figure 18. Notify Preferences navigation

Figure 19. Form to select Alert Type

• Refer to Figure 20 for these steps:

o Specify the budget item combination of ChartFields to receive the exception information required. Fields must contain the full ChartField values or you may choose to use “wildcard” (%)

independently. o Set checkbox to receive notification when 75% of budget has been used. o De-select the “Send me Alerts via Worklist” option. o Select the “Send me Alerts via Email” option.

Confirm “Advanced” is checked to specify the budget for which to be notified.

Select: “Add a Budget Alert” to specify the details of the notification.


• Return to Budget Search page and click: Save Budget Overrides (Figure 21).

Figure 20. Set Notification Preferences for specified budgets

Figure 21. Save Preferences

_______________________

Field must contain the full ChartField value. Wildcard will not work correctly used in conjunction with ChartField values and should not be used alone.

Fields must contain the full ChartField value or you may use “wildcard” (%) independently in these ChartFields. Wildcard will not work correctly used in conjunction with ChartField values.

Set checkbox to be notified when 75% of budget has been used. De-select Worklist. Select Email.

Click: Return to Alert Listings

Click: Save Budget Overrides to save preference settings


Commitment Control: Budget Transfer

• In State Appropriation Funds, you can transfer budget o From OPS (650000) to Other (700000) or o From Salaries (600000) to OPS or Other

• Transfers from OPS or Other to Salaries should be done only in special circumstances • At the college level, budget can be transferred between departments • Navigate: Commitment Control Budget Journals Enter Budget Transfer

- to display Transfer Budgets tabs (Figure 22). • Click: Add to set parameters for a budget transfer.

Figure 22. Budget Transfer tabs

• On the Budget Header tab (Figure 23): o Click: Look Up icon to select APPROP Ledger Group (or use Type Ahead) o Verify that Transfer Adjustment is selected


Figure 23. Budget Header tab • On the Budget Lines tab (Figure 24), set parameters in the following ChartFields for this example:

o Budget Period: 2011 o Fund Code: 101 o Dept: 16010000 o Program: Used by IFAS only o Account: 600000 o Bud Ref: CRRNT o Amount: -1000.00

• On the Budget Lines tab:

o Click: Journal Line Copy Down link.

• On Journal Entry Copy Down Option form (Figure 25), select the information you want copied to the next row. De-select anything you do not want copied.

Figure 24. Budget Lines tab


Figure 25. Journal Entry Copy Down Option form

• On the Budget Lines tab (Figure 26): o Click: “+” to add line

Figure 26. Add one Journal Line

• On the Budget Lines tab (Figure 27): o Change ChartFields as indicated below o Click: Process button to post journal o Click: Yes to confirmation message window (Figure 28)

Account: From Personnel to Other

DeptID: If you are transferring between departments

Amount: Moving one amount to several; negative to positive


Figure 27. Transfer of funds

Figure 28. Post confirmation message window

_______________________

Commitment Control: Upload Budget Transfer This is a process that will allow you to perform fund transfers within myUFL by uploading a completed copy of the Upload Budget Transfer Template

Upload Budget Transfer allows you to:

• Process multi-line budget transfers more easily and efficiently • Reduce the amount of time spent within myUFL • Reduce potential input errors

Accessing Upload Budget Transfer Template –

• Visit http://cfo.ufl.edu/budget.asp • Locate the Upload Budget Transfer Template link • Click: to open template

Change Account to transfer to: 700000

Change amount to positive. Amounts on the two lines must balance (-1,0000,00, 1000.00)

http://cfo.ufl.edu/budget.asp�


Completing the Upload Budget Transfer Template –

• Complete Budget Header Information and Budget Line Information sections (Figure 29)

Figure 29. Confirmation message window

Budget Line Information: • Description - this field is limited

to 30 characters • Budget Period - enter the fiscal

year of the transfer • Department - enter the

appropriate department IDs • Fund • Program – (IFAS only) • Account • Budget Reference - will be

CYFWD or CRRNT • Amount - negative/credited

amounts are indicated with minus signs. Parentheses are not allowed

Budget Header Information: • Business Unit - will default with UFLOR.

Change as needed. • Journal ID - will default with NEXT. Do not

change. • Journal Date - enter the date of the journal

entry. • Budget Entry Type - choose either Transfer

Original or Transfer Adjustments • Description - fully describe the purpose of

this budget transfer


• Save template as .XLS (.XLSX is not recognized) (Figure 30)

Figure 30. Save As screen

Creating the Output Flat Flat –

• Click: Create Journal Entries button (Figure 31) • Save to same location as .xls file, if desired.

Figure 31. Create Journal Entries button

Importing the Upload Budget Transfer – • Navigate: Commitment Control Budget Journals Import Budget Journals

- to display Import Budget Journals tabs (Figure 32).


Figure 32. Import Budget Journals tabs • Click: Add to display the Import Commitment Control Budget Journal page. • Click: Add to browse, select and upload the .OFF file (Figure 33).

Figure 33. Import Commitment Control Budget Journals

Processing the Upload - • Click: Run to begin the upload process. • Click: OK on Process Scheduler Request page to generate Process Instance number (Figure 34). • Click: Process Monitor link to verify Upload Budget Transfer processed successfully. • Click: Refresh button until Run Status column = Success and Distribution Status column = Posted

(Figure 35). • Click: Details to confirm that the data were recorded successfully and obtain your Journal ID #.

Figure 34. Process Instance number and Process Monitor link

Figure 35. Run Status = Success; Distribution Status = Posted


Verifying the Import - • Click: View/Log Trace link (Figure 36). • Click: the 2nd link to open the correct log file (Figure 37). • Confirm “Process completed successfully with 1 journal imported” appears within log file (you may

need to scroll if text does not wrap) and note 10-digit Journal ID number (Figure 38).

Figure 36. View Log/Trace link

Figure 37. 2nd link to correct log

Figure 38. Successful journal import statement and Journal ID number


Entering Budget Transfer - • Navigate: Commitment Control Budget Journals Enter Budget Transfer

- to display Enter Budget Transfer tabs (Figure 39). • Click: Find an Existing Value to search for noted imported Journal ID number (Figure 40).

o User ID will belong to the one entering the budget transfer not necessarily the one who uploaded the template. Clear User ID if needed.

• Input more descriptive text in the Long Description field as needed on Budget Header tab. • Click: Budget Lines to see more details of the uploaded budget transfer (Figure 41). • Verify all ChartField data are correct (change if needed). • Click: Process button to post journal (Figure 41). • Click: Yes to confirmation message window. • Confirm Budget Header Status field indicates “Posted” (Figure 42).

Figure 39. Enter Budget Transfer tabs

Figure 40. Find an Existing Value tab


Figure 41. Budget Lines tab and Process button

Figure 42. Posted Budget Header Status

_______________________

Commitment Control: Cash-Based Budget Inquiry

• Two components: o Available to encumber (make commitments) o Available to disburse

For Cash-Based: Beginning Cash Balance

Collected Revenue

Less: Actual expenditures (payroll, vouchers, expense reports, etc.) _______________________________________________________ = Funds Available to spend

• Budget Details form (Figure 43): o Account: EXPREV o May enter just the first four digits of your Department ID to specify the search o Cash is controlled at the division/subdivision


Figure 43. Budget Details form

• Budget Details report page (Figure 44): o ChartFields o Ledger Amounts

Don’t be distracted by the negative value. Your available budget listed below is what’s important.

Your encumbrances will be tracked here, but they will not affect your cash. Of course, the cash balance will be affected once the funds are spent.

o Available Budget At the beginning of the year, Available Budget will be based on your ending cash

balance. It will increase as you make deposits, and will decrease as you spend. o Budget Exceptions

Note Account: EXPREV

May use first four digits


Figure 44. Budget Details report

Don’t be distracted by the negative value. Your available budget listed below is what’s important.

At the beginning of the year, Available Budget will be based on your ending cash balance. It will increase as you make deposits, and will decrease as you spend.

Encumbrances will be tracked here.


Summary and Conclusion

• Introduced Commitment Control o An accounting methodology in myUFL that identifies and reserves (“commits”) funds for future

payment obligations o It checks to make sure you have funds for intended expenditures

• Q: What abbreviation do we use for Commitment Control?

• Q: Why not CC?

• Q: Which ledger groups did we discuss today

• Q: What is the navigational path that begins your inquiry about your budget?

• Q: From which accounts can you transfer funds?

_______________________

Budget & KK Toolkit

• Located at: http://hr.ufl.edu/training/myUFL/Toolkits/upgrade.asp • Web Simulations:

o Budget Inquiries o Budgets Overview o Budget Exceptions o Manager Self Service o Budget Transfer o Upload Budget Transfer o Displaying Charts

• Instruction Guides o Completing a KK Budget Inquiry: Cash-Based o Completing a KK Budget Inquiry: Grants o Completing a KK Budget Inquiry: APPROP o Completing a Budget Transfer o Completing an Upload Budget Transfer o Completing a KK Budgets Overview o Checking for Budget Exceptions o Manager Self Service: Notify Preferences o Using myUFL Account Codes o ChartFields for a KK Budget Inquiry o Checking Budget Exceptions

http://hr.ufl.edu/training/myUFL/Toolkits/upgrade.asp�


o Displaying Charts o Where Are My Available Balances? – Search Tips

• Classroom Training – Related courses and how to register • Security Roles – For Budget & KK functions in myUFL • Other Helpful Information • Contact Information

Contacts

• Contact the University Budget Office at: 352-392-2402

• For technical issues, contact the UF Help Desk at: 352-392-HELP

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