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Budget reports are sent weekly to report managers throughout the University. If you feel you need to access these reports, speak to your manager. Directors should contact Wilton Thomas-Hooke at whooke@njcu.edu to establish access for themselves or their subordinates.
If you have been assigned access to receive reports and do not see any, change the number of days to 7 (or however far back you wish to go) next to where it says “Last” and then hit refresh. The report manager holds reports for 21 days. All fields other than “User Id” and “Days” should be left blank. If you still do not see your reports contact whooke@njcu.edu or dgandolfi@njcu.edu.
Budgets are loaded into the system by department based upon what is approved by the Board of Trustees. The salary budget is based on salary projections for regular employees, students, part time employees, overtime, adjunct, overload and any other salaries. The non-salary budget is allocated to various expense codes based upon the request of the department/division. If the department/division did not submit an allocation of expenses, an allocation was made based upon the prior year’s actual expenditures.
Budgets can be adjusted throughout the year. In order to move funds within the non-salary portion of the budget a budget transfer form must be completed. (See the “Forms” section of the Training Package).
Transfers from the salary budget require VP approval and can be accommodated by using the Budget Transfer form (See the “Forms” section of the Training Package).
The budget reports have a “Drill down” feature. In order to see the detail of any given non-salary expense, click on that number. You will then see four options (ITS is developing an enhancement to streamline these options). They are as follows:
1. Review Journal Details
This drill down will provide the source of manual or automated journal entries made to the account that you have selected for drill down. A journal ID beginning with “ACCRUAxxxx” designates an entry originating from a Purchase Order. An entry beginning with “SFxxxxxxxx” originated in the Students Financial area (Bursar). A journal ID beginning with “HRxxxxxxxx” indicates an entry originating in Human Resources (payroll). An entry beginning with “00000xxxxx” designates a manual entry that was made by the Controller’s Office.
2. Review Payable Activities
This drill down lists individual vouchers which have been paid. The vendor’s name and invoice # will be listed.
3. Review P.O. and Payments
This drill down provides data supporting any open commitments and Purchase Orders.
4. Acct Period for MFT-Prv/Grnt
This drill down breaks down the current balance in an expense account into what months they occurred. Why are my budget reports wrong?
Budget reports may not reflect all the transactions due to the timing of when transactions are processed. For example, telephone and copying charge-backs are performed monthly; invoices may be in-progress and not processed until the end of the week or there may be key-stroke errors whereby a check request is charged to the wrong account. That is why it is important that departments review their reports weekly and call the budget office if you have any questions that could not be resolved by using the drill down functions.
For fiscal year 2006 the University implemented Commitment Control. This is an important control feature for budgeting. The control is set to prohibit a department overspending or over committing its non-salary budget. If the item you are attempting to enter causes you to exceed your non-salary budget in total, you will not be able to enter it. The first thing you should do is examine your budget to ascertain what is causing the over budget message. The drill down feature described above can assist you with this. If you find things that have been charged to your budget that do not belong, an expense transfer form should be filled out and sent to Accounting.
Blanket purchase orders that you do not intend to spend up to the limit can also cause the appearance that you are going to go over your annual budget. Review your purchases and if the full amount of the blanket purchase order is more than you need, please contact Procurement Services. Please check the Temporary Labor account in your budget. If there are charges to this account and you are not using an employment agency to fill a temporary position, it is likely that these charges belong in the salary portion of the budget. Contact the budget office if this is the case and an adjustment will be made (this issue is in the process of being rectified).
If you know that you have or will exceed the non-salary portion of the budget contact your Dean or VP to ascertain where funds can be transferred from.
If you cannot determine the cause of the error message contact the budget office for assistance.
Examine your approved budget and ascertain if this new expenditure can be made within current limitations. If possible certain expenses can be reduced or delayed to accommodate this new item. If this cannot be accomplished, contact your dean/vice president to determine where funds can be transferred from. If all possibilities and sources are exhausted, the University maintains a Contingency Fund for emergencies. A transfer from this fund must be approved by the President or his designee. Blanket purchase orders that you do not intend to spend up to the limit can also cause the appearance that you are going to go over your annual budget. Review your purchases and if the full amount of the blanket purchase order is more than you need, please contact Procurement Services. Blanket purchase orders that you do not intend to spend up to the limit can also cause the appearance that you are going to go over your annual budget. Review your purchases and if the full amount of the blanket purchase order is more than you need, please contact Procurement Services.
Please check the Temporary Labor account in your budget. If there are charges to this account and you are not using an employment agency to fill a temporary position, it is likely that these charges belong in the salary portion of the budget. Contact the budget office if this is the case and an adjustment will be made (this issue is in the process of being rectified).
If you know that you have or will exceed the non-salary portion of the budget contact your Dean or VP to ascertain where funds can be transferred from.
If you cannot determine the cause of the error message contact the budget office for assistance.
Examine your approved budget and ascertain if this new expenditure can be made within current limitations. If possible certain expenses can be reduced or delayed to accommodate this new item. If this cannot be accomplished, contact your dean/vice president to determine where funds can be transferred from. If all possibilities and sources are exhausted, the University maintains a Contingency Fund for emergencies. A transfer from this fund must be approved by the President or his designee.
Blanket purchase orders that you do not intend to spend up to the limit can also cause the appearance that you are going to go over your annual budget. Review your purchases and if the full amount of the blanket purchase order is more than you need, please contact Procurement Services.
Please check the Temporary Labor account in your budget. If there are charges to this account and you are not using an employment agency to fill a temporary position, it is likely that these charges belong in the salary portion of the budget. Contact the budget office if this is the case and an adjustment will be made (this issue is in the process of being rectified).
If you know that you have or will exceed the non-salary portion of the budget contact your Dean or VP to ascertain where funds can be transferred from.
If you cannot determine the cause of the error message contact the budget office for assistance.
I have an unanticipated expense, what should I do?
Examine your approved budget and ascertain if this new expenditure can be made within current limitations. If possible certain expenses can be reduced or delayed to accommodate this new item. If this cannot be accomplished, contact your dean/vice president to determine where funds can be transferred from. If all possibilities and sources are exhausted, the University maintains a Contingency Fund for emergencies. A transfer from this fund must be approved by the President or his designee.
Blanket purchase orders that you do not intend to spend up to the limit can also cause the appearance that you are going to go over your annual budget. Review your purchases and if the full amount of the blanket purchase order is more than you need, please contact Procurement Services.
Please check the Temporary Labor account in your budget. If there are charges to this account and you are not using an employment agency to fill a temporary position, it is likely that these charges belong in the salary portion of the budget. Contact the budget office if this is the case and an adjustment will be made (this issue is in the process of being rectified).
If you know that you have or will exceed the non-salary portion of the budget contact your Dean or VP to ascertain where funds can be transferred from.
If you cannot determine the cause of the error message contact the budget office for assistance.
I have an unanticipated expense, what should I do?
Examine your approved budget and ascertain if this new expenditure can be made within current limitations. If possible certain expenses can be reduced or delayed to accommodate this new item. If this cannot be accomplished, contact your dean/vice president to determine where funds can be transferred from. If all possibilities and sources are exhausted, the University maintains a Contingency Fund for emergencies. A transfer from this fund must be approved by the President or his designee.
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