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Budget

Budget Procedures and Changes

• Changes to Fiscal Year 2007 Budget NEW

• Types of Account Groups

• Forms

• Unallowable Expenditures

• Account Inquiry in Canopy NEW

• Account Inquiry in FAMIS

Reports

• THECB Finance and Resource Planning

• THECB Reports (PDF)
  

• TAMUS Budget/ Accounting Reports

• Operating Budgets

• Legislative Appropriation Request for 2010-2011

Account Reconciliation

• Sample A-Non-Budgeted Account Reconciliation (Excel) / (PDF)

• Sample B-Budgeted Account Reconciliation-State (Excel) / (PDF) Rvd 05/05

• Sample C-Budgeted Account Reconciliation-Local (Excel) / (PDF)

Forms

• Budget Transfer Request Form (Word) Rvd 05/05

• Budget Transfer Request-Sample

• FAMIS Access Request Form (Excel) / (PDF)

• Fiscal Request Form (Word)

• Fiscal Request-Sample

• New Account Request Form (Word)

• New Account Request-Sample

• Signature Authority Form (Word)

• Signature Authority-Sample

Links

Annual Financial Reports

Operating Budgets

A&M System Recognized for Online Post Expenditure Reports

Budget Procedures and Changes

Changes to Fiscal Year 2007 Budget

• 12xxxx accts now have Wages (1700) & Operating (4000) budget in 22xxxx

• 132xxx accts now have Wages (1700) & Operating (4000) budget in 232xxx

• 137xxx accts now have Wages (1700) & Operating (4000) budget in 237xxx

• 143xxx accts now have Wages (1700) & Operating (4000) in 243xxx

• 148xxx accts now have Wages (1700) & Operating (4000) in 248xxx

FY07 Unallocated Faculty Budget Changes

• Unallocated Faculty Salaries Budget will no longer be included in the budget. Funding will still be provided but by paper trail only.

• Affected account numbers 132220, 132230, 132265, 132275, 132305, 137201, 137301, 137501, 143001, 160040

• This budget is typically used for Adjuncts

• Amounts will now be monitored on paper by department & Provost office (Pam Trant)

• Will use 132985 as source of funds on EPA document/F-500

Types of Account Groups

• Education & General (E&G)-State (begins with 1)

• E&G-Local (begins with 2) [Wages & Operating only]

• Designated-Local (begins with 2)

• Auxiliary-Local (begins with 3)

• Restricted-Restricted Local or Federal (begins with 4 & 6)

• Plant Funds/Construction Accts-State or Local (begins with 8)

• Endowment & Agency Accounts

Education & General (E&G)-State

• State Appropriated Funds

• Account Range (100000-199999, 870000-879999)

• Must show direct benefit to the University & follow strict state guidelines and laws

• Longevity (1610) & Benefits (1900s) are not pd in acct

• Special Allocations:

Indirect Cost (142000-142999)-Bal brought fwd

Research Development Funds (1603xx)-Lose @ YE (?)

HEAF (1609xx, 87xxxx)-Bal brought fwd

THECB-ATP/ARP Grants (1401xx-1402xx)-Bal brought fwd until grant ends

Other E&G accounts lose any budget available @ YE

E&G-Local Accounts

• Account Range (220000-248999)

• All have Wage (1700) and Operating Budgets (4000) only. No budgeted salaries. They will all remain in the ‘1' account number.

• Beginning FY05, Operating Budget from E&G-State accounts were moved to E&G-Local accounts (137101 now 237101)

• Beginning FY07, Wage Budget from E&G-State accounts will be moved to E&G-Local accounts.

• Must show direct benefit to the University & follow strict state guidelines and laws as E&G-State accts

Designated/Auxiliary (Local)

• Account Range (200000-399999)

• Guidelines of the University and Texas A&M System apply to all purchases with local funds

• Budgeted accts:

216540-216549 (Student ID Cards Fee)

216550-216559 (Group Hospital Fee)

216600-216609 (Applied Music Fee)

216700-216709 (Transcript Fee)

217000-217099 (Computer Use Fee)

218000-218499 (Designated Tuition)

218500-218599 (Library Access Fee)

310000-319999 (Std Service Fees)

315000-315999 (Athletic Fees)

317000-317009 (UPD)

332000-349999 (Dorms, SUB, Apts)

Self-supporting accts:

• 200001-216000

• 320000-329990

Restricted

• Account Range for Grants & Contracts-400000-499999

• Account Range for Scholarships-650000-659999

• Restricted by Outside Sponsor

• Federal Grants begin with 40XXXX

• All expenditures are reviewed and approved by Grants & Contracts Office (documents should be routed to their office before acct payable)

• May have support accounts (5 more digits added to acct #-400123-00002)

Plant Funds/Construction Accts

• Account range (800000-899999)

• Purpose: To capture total costs of large projects usually under a contract (ex.: renovations, new construction)

Endowment & Agency Accts

• Endowments start with 074xxx or 075xxx

• View account balances on Scr 18 instead of Scr 19: 1100 "Claim on Cash" provides current balance

• Scr 4 provides the Endowment Earnings Distribution

• Agency Accts start with 094xxx

Unallowable Expenditures

E&G Accounts UNALLOWABLE EXPENDITURES:

• FOOD

• PLANTS/FLOWERS

• GIFTS

• POST GRADUATE SCHOLARSHIPS

• REIMBURSEMENT TO STUDENT OR NON-EMPLOYEES

• ALUMNI ACTIVITY

• AIRFARE FOR STUDENTS

• CHRISTMAS CARDS

• VEHICLE RENTAL FOR STUDENTS

• ALCOHOL

• LEGAL SIZE PAPER OR FILE CABINETS

• COMMENCEMENT CEREMONIES

• EMPLOYEE AWARDS OVER $50

• MOVING EXPENSES

Account Inquiry in Canopy

• The website is http://canopy.tamu.edu/

• Same FAMIS User ID and password

• Access Employee Payroll Action Module (EPA)

• Access Document Routing & Approvals

• Access Account Inquiry (Scr 19/23/21)

• Access Fixed Assets Module (Inventory)

Note: If you don't have access to all of these modules, you can complete a FAMIS Security Access form: FAMIS Security Access Form (Excel) / (PDF)

ACCOUNT INQUIRY (FRS)

My Accounts

• Enter

  • "Account number" or

  • "Department" or

  • "Responsible Person" or

  • "Title"

• Hit "Search" button

• Hit "Add" button to Add to Favorites (limited to 20 accounts)

Subcode Search (Scr 80)

• Search for type of expenditures

  • 1740, 1745 Student Wages

  • 5825 Rental of Copying Machines

  • 4010 Supplies

  • 5787 Computers

  • 5910 Scholarships

Attributes (Scr 6)

• Verify "Resp Person" (If outdated, please complete a new Signature Authority Form: Signature Authority For (PDF) / (Word)

• Verify "Mail Code" (This is where your monthly reports are sent.)

• Verify "Gen Exp Bud:" (If it is ‘Y' then it generates its own budget and is considered self-supporting.)

• Verify "Year End Process:" T for budgeted accounts/F or P for accounts with balances that roll forward

• Verify "Responsible Persons" (If outdated, please e-mail Gettie)

• Verify "Comments:"

• Summary (Scr 19/34)

• Summary by Obj. Code: (Scr 19)

• Summary by Budget Pool (Scr 34)

  • Budget = Actual+Encumbrance+Available

  • -CM Actual = Current Month Totals

  • -Actual = Fiscal Year-to-Date Totals

  • -Encumbrance = Budget Reserved for future payments

  • -Available = Budget clear and available to spend/encumber

• Year Type: FY for budgeted accts; PY for Prior Year and IN for multi-year grant accounts

• 13th Month includes all activity for the Fiscal Year

Open Commitments (Scr 21)

• Original-Original amount at the beginning of the year

• Adjusted- Any adjustments to increase or decrease existing encumbrance (usually done by Purchasing)

• Liquidated-Amount paid Year-to-Date

• Current-Current balance being reserved for payments through fiscal year-end

Transactions (Scr 46/23)

• Change the "Months" and "Thru" then "Submit" button

• Use "Download" button to download into Excel

Vouchers (Scr 23 with filter)

• Actual payments only

• Click Voucher number to get detail

• Click on Title of any column to Sort

Status Column: Check Information

• CYCL - In Check Cycle or State Voucher Cycle

• DROP - Dropped before payment - acctg reversed

• PAID - Paid (after printing or Prepaid)

• PEND - Pending voucher - no acctg. posted

• P-CN - Pending cancelled before acctg. posted

• P-OP - Pending voucher - open (no acctg. posted)

• P-CL - Pending closed - closed but not posted; Should post overnight and enter into CYCL otherwise there may be a problem

• OUT - Outstanding (after being posted but before entering the check or state voucher cycle

• RECN - Reconciled (Cleared Bank or State Comp)

• VOID - Check or State voucher voided

Payroll

If you have security access to the 770 series screens in FAMIS

Provides payroll detail

• Name

• Account number

• Salary/Wage amount

• Benefits

• Beginning and Ending Dates

Reports

Provides Monthly Account Statements in PDF or Excel

To change "Fiscal Year", enter year and hit "Set CC/FY" button

• Can get reports back 2 years + Current year

Assets

• Enter department code for list of assets

• Note: Must have access to FFX in FAMIS. (Submit FAMIS Security Access Request Form (Excel) / (PDF)

• Use "Export to File" button to download to Excel

Transactions (Scr 523)

• Change "FY Only:" to ‘No' to see all transactions

• Use "Export to File" button to download to Excel

Location (Scr 535)

• "Room" and "Other Location" very important for annual physical inventory

• "Edit" button can be used to change "Room" and "Other Location"

Building

Verify building name here-Get number from Location tab Departments

Search by Name

Search by ID (acronym)

LOG OUT

Don't forget to log out

Account Inquiry in FAMIS

For any budget related questions, please contact Budget Office (ext. 2897)

or Payroll Office (ext. 3703)

For more information, contact:
Texas A&M University-Kingsville
700 University Blvd.
Kingsville, TX 78363
Telephone: 361.593.2111
email: webmaster@tamuk.edu.