UPDATES

Budget Summary


The Budget Summary includes budgeted amounts, encumbrances, transaction totals, and budget balances and is the online equivalent to the printed BSR. The Budget Summary Report now also includes Open Balances. Open Balances are outstanding commitments on a budget for orders or contracts placed through the Ariba system (eProcurement).

This report is not limited by access; anyone with access to MyFD may look at the Budget Summary Report for any budget.

To view the Budget Summary Report:

  1. Select Budget Summary from the Reports dropdown menu
  2. Enter a budget number in the View Budget # field, select a time period, and click Go

Reading the Budget Summary Report

Read the Budget Summary from left to right, starting with the Account Code Column. Expenditures are categorized by account codes. If there was activity in an account code during the reporting period, the account code and description will be blue links; click on these to see more detail in the Transaction Summary report.

The Budgeted Amount column shows the amount originally budgeted by account code. For some budgets and account codes, there may be no budgeted amount and this is expected.

To the right of the Budgeted Amount is the Total Prior Transactions; this is the total amount spent, by account code, between the budget period start date and the beginning of the reporting period displayed. The reporting period Transactions indicates the amount spent during the reporting period displayed.

Encumbrances & Open Balances displays the amount that has been encumbered as wellas open balance commitments for orders or contracts placed through the Ariba system (eProcurement). Encumbrances may be included or excluded in the remaining amount by clicking on the "Include Encumbrances" checkbox. Open Balances also has the ability to be included or excluded in the remaining amount by clicking on a new "Include Open Balances" checkbox.

The Total Transactions is the sum of the total prior transactions and reporting period transactions.

How do I find my budget balance?

Budget balances are located on the Budget Summary, but are found in slightly different places for state or grant budgets than for revenue-generating budgets. 
Determine if your budget is a state, grant or a revenue generating budget while looking at the Budget Summary:

  • If there is a single green line at the bottom of the report that says "Total Expenditures" or a green line and an additional gray "Total Revenue" line, read this like a state or grant budget
  • If there is a "Total Expenditures" line, gray "Total Revenue" line AND a green "Cumulative Net (Income) or Loss" line, this is a revenue-generating budget

State or Grant Budgets:

Locate the budget balance in the Total Expenditures line under the Remaining Budgeted Amount column. 
Balances for State/Grant budgets are calculated using figures in the green Total Expenditures line according to this formula:


Click here to view a rollover demonstration of how to find the budget balance for a state or grant budget.

Self-Sustaining (Revenue-Generating) Budgets:

Generally speaking, the balance on a self-sustaining budget is the difference between the total expenditures and total revenue. However, it is essential that you understand how your department manages and maintains these budgets. There are different ways of managing these types of budgets that may affect how this report can be read and consequently, where the budget balance is located. Some departments use the budgeted amount column while others do not. Use of this column will affect how the budget balance is seen on the report.

If there is NO budgeted amount in the Cumulative Net line, the budget balance is located in the Cumulative Net (Income) or Loss Line under the Remaining Budgeted Amount column. Tip: Parenthesis indicate a loss and no parenthesis represent income.

Click here to view a rollover demonstration of how to find the budget balance for a self-sustaining budget.

If the "Cumulative Net Income Loss" line is NOT zero, MyFD report calculations may not accurately report the budget’s balance. For these few budgets, the necessary course of action for identifying the budget balance is to speak with your budget administrator (or person in charge of budget revisions for your unit) about how these funds are used and managed within your department.

IMPORTANT NOTE:  If your department does not need to use the budgeted amount column for self-sustaining budgets, and there are amounts displayed  in that column, you may contact the Office of Planning and Budgeting so they may assist you in making the necessary changes in the budget system (BGT). Unfortunately, the MyFD Team cannot assist with BGT modifications.

 

Need more information?

Check out the Introduction to the Budget Summary eLearning or our FAQs on Reports / Budget Summary.

 

Budget Worksheet


The Budget Summary includes budgeted amounts, encumbrances, transaction totals, and budget balances and is the online equivalent to the printed BSR. The Budget Summary Report now also includes Open Balances. Open Balances are outstanding commitments on a budget for orders or contracts placed through the Ariba system (eProcurement).

This report is not limited by access; anyone with access to MyFD may look at the Budget Summary Report for any budget.

To view the Budget Summary Report:

  1. Select Budget Summary from the Reports dropdown menu
  2. Enter a budget number in the View Budget # field, select a time period, and click Go

Reading the Budget Summary Report

Read the Budget Summary from left to right, starting with the Account Code Column. Expenditures are categorized by account codes. If there was activity in an account code during the reporting period, the account code and description will be blue links; click on these to see more detail in the Transaction Summary report.

The Budgeted Amount column shows the amount originally budgeted by account code. For some budgets and account codes, there may be no budgeted amount and this is expected.

To the right of the Budgeted Amount is the Total Prior Transactions; this is the total amount spent, by account code, between the budget period start date and the beginning of the reporting period displayed. The reporting period Transactions indicates the amount spent during the reporting period displayed.

Encumbrances & Open Balances displays the amount that has been encumbered as wellas open balance commitments for orders or contracts placed through the Ariba system (eProcurement). Encumbrances may be included or excluded in the remaining amount by clicking on the "Include Encumbrances" checkbox. Open Balances also has the ability to be included or excluded in the remaining amount by clicking on a new "Include Open Balances" checkbox.

The Total Transactions is the sum of the total prior transactions and reporting period transactions.

How do I find my budget balance?

Budget balances are located on the Budget Summary, but are found in slightly different places for state or grant budgets than for revenue-generating budgets. 
Determine if your budget is a state, grant or a revenue generating budget while looking at the Budget Summary:

  • If there is a single green line at the bottom of the report that says "Total Expenditures" or a green line and an additional gray "Total Revenue" line, read this like a state or grant budget
  • If there is a "Total Expenditures" line, gray "Total Revenue" line AND a green "Cumulative Net (Income) or Loss" line, this is a revenue-generating budget

State or Grant Budgets:

Locate the budget balance in the Total Expenditures line under the Remaining Budgeted Amount column. 
Balances for State/Grant budgets are calculated using figures in the green Total Expenditures line according to this formula:


Click here to view a rollover demonstration of how to find the budget balance for a state or grant budget.

Self-Sustaining (Revenue-Generating) Budgets:

Generally speaking, the balance on a self-sustaining budget is the difference between the total expenditures and total revenue. However, it is essential that you understand how your department manages and maintains these budgets. There are different ways of managing these types of budgets that may affect how this report can be read and consequently, where the budget balance is located. Some departments use the budgeted amount column while others do not. Use of this column will affect how the budget balance is seen on the report.

If there is NO budgeted amount in the Cumulative Net line, the budget balance is located in the Cumulative Net (Income) or Loss Line under the Remaining Budgeted Amount column. Tip: Parenthesis indicate a loss and no parenthesis represent income.

Click here to view a rollover demonstration of how to find the budget balance for a self-sustaining budget.

If the "Cumulative Net Income Loss" line is NOT zero, MyFD report calculations may not accurately report the budget’s balance. For these few budgets, the necessary course of action for identifying the budget balance is to speak with your budget administrator (or person in charge of budget revisions for your unit) about how these funds are used and managed within your department.

IMPORTANT NOTE:  If your department does not need to use the budgeted amount column for self-sustaining budgets, and there are amounts displayed  in that column, you may contact the Office of Planning and Budgeting so they may assist you in making the necessary changes in the budget system (BGT). Unfortunately, the MyFD Team cannot assist with BGT modifications.

 

Need more information?

Check out the Introduction to the Budget Summary eLearning or our FAQs on Reports / Budget Summary.

 

Reconciliation Status Report


The Reconciliation Status Report leverages the Budget List Report functionality, providing an activity-to-date view of the reconciliation status for a pre-existing budget list or for a specific budget number in an adjustable three month timeframe.  This report gets its information directly from the Reconciliation Report and  is accessible from the MyFD reports dropdown menu, or via a link on the Reconciliation Report.

Working with  the Budget Status Report

To view a report:  Choose a pre-existing budget List with the ‘View List’ drop down, or enter an individual budget number to view three months worth of reconciliation status for budgets you have access to. If you do not have a budget list created there are two places to learn more:

    • Watch a quick 3-5 minute tutorial on Budget list creation
    • Take a look at the Budget list report page with full text instructions.

Reading the Report:

Each month indicates whether the budget is  open to expenditures and revenue or if it has closed and nothing further will post to that budget. Two columns beneath each month display the current reconciliation status for that month, the NetID of the person who set that ‘Status’ as well as the ‘Next Step’ in the process (as determined by the person who set the current status).  

Status information is obtained from the Reconciliation Report. The ‘Status’ and ‘Next Step’ hyperlink directly to that month’s Reconciliation Report (where the status can be set or changed), while the NetID links to the current UW Directory information.

Status  Definitions and How They Appear on this Report:

Current Status
Meaning
How to Set
Action Needed
Transactions have posted to this budget/month but no reconciliation activity has been performed.
Automatically set by system.
No Transactions

The No transactions have posted.

Note: Transactions may continue to post to a budget until the month has closed.

Automatically set by system.
Inactive

Budget did not exist during the selected time period.

“Inactive” only shows up if:

  • The time period selected includes three months that span a biennium crossover, i.e. May/June/July or June/July/August.

And

  • The budget(s) existed in one biennium but not in the next.
Automatically set by system.
In Process Reconciliation activity has been recorded on the Reconciliation Report. Automatically set by system after any reconciliation activity has occurred (transactions have been checked, flagged or a comment/note has been entered).
In Process (Rejected) The Reviewer, Secondary Reviewer or PI Reviewer have rejected this reconciliation. (A note is required to reject a reconciliation and will be found on the Audit trail). Set by Reviewer, 2nd Reviewer or PI Reviewer. (Note is required to reject.)
Reconciled Detailed review of transactions and supporting documentation. Set by  Reconciler.
Reviewed High level budget review and analysis by a person accountable for the budget and someone conversant with the rules and regulations of the budget . Set by departmental reviewer.  (Reviewer determines next step, i.e. done no further review, 2nd review or PI review.)
2nd or PI Reviewed Additional High level budget review and analysis by a person accountable for the budget and someone who is conversant with the rules and regulations of the budget, potentially the Principle Investigator. Set by  2nd Reviewer or PI.

Additional MyFD Learning Opportunities:

Other Resources:

 

Transaction Summary


The Transaction Summary displays individual transactions that impacted the budget, by account code, during a reporting period and is the online equivalent of the printed BAR.  This report is not limited by access; anyone with access to MyFD may look at the Transaction Summary Report for any budget.

To view the Transaction Summary report:

  1. Select Transaction Summary from the Reports or Transactions dropdown menu
  2. Input a budget number in the View Budget # field, select a time period, and click go

OR

  1. Click on the account code or account code description from the Budget Summary report

Reading the Transaction Summary Report

Transactions are categorized and totaled by sub and sub-sub account codes; click on the + near the account codes to see transactions displayed as individual line items.   Click on the “Hide Totals” button to remove all + icons; the report may then be sorted by column heading.

Read the Transaction Summary Report from left to right, starting with the account code and account code description.  For each transaction, the sub-sub account code is displayed, followed by the transaction description. Clicking on either the blue account code or description will drill down to the Transaction Detail Report for that transaction.

Transaction Date is typically the day the transaction posted to FIN.  For payroll transactions however, the transaction date reflects the pay date.

Reference fields vary depending on the type of transaction and provide some indication of the type of transaction.  For example, payroll transactions have an EID, pro-card transactions display a PC followed by a number, online transactions display a TX followed by a description.  See chart below for a list of known Reference Codes.

The transaction amount is listed in the amount column; credits are indicated by parenthesis while debits will not show parenthesis. View an example.

If a department is using PCA: Task, Option and Project codes will be displayed to the far right.

Reference Codes

The following codes can be found at the beginning of Reference Fields in the Transaction Summary Report and Transaction Detail Report.

 Code
Description of Code
 Need Help?
 AE Non-PO Invoice pcshelp@uw.edu
 BPO Blanket Purchase Order (eProcurement) pcshelp@uw.edu
 CTI Cost Transfer Invoice Contact phone # in Reference Field 3
 EI eProcurement Purchase Order Number pcshelp@uw.edu
 EID Employee Identification Number payroll@uw.edu
 ER eTravel Transaction traveluw@uw.edu
 FS Financial Accounting myfdhelp@uw.edu
 FSA Financial/Procurement Services (usually a credit) pcshelp@uw.edu
 ISD Internal Sales Document Contact phone # in Reference Field 3
 JEE Benefits payroll@uw.edu
 JV Journal Voucher See the JV page for contact by JV number
 PR Procard or Corporate Travel Account (CTA). Transaction Description field will have a prefix of "PC" for Procard and "TR" for CTA. procard@uw.edu
 T PAS Purchase Order Number pcshelp@uw.edu
 TS Facilities Transfer Contact phone # in Reference Field 3
 TX Expense Transfer Click blue TX for copy and audit trail
 TR Corporate Travel Account (CTA) uwcts@uw.edu
 XP Payment to Individual (P2I) pcshelp@uw.edu
 XR eReimbursement pcshelp@uw.edu
 ZB Indirect Cost gcahelp@uw.edu 

 

Know a code we need to add to this list?  Email us at myfdhelp@uw.edu.

Need More Information?

Check out our Transaction Summary FAQs.