OnePurdue Budget & Fiscal Planning Showcase

1. OnePurdue Budget & Fiscal Planning Showcase Funds Management Budgeting workBench (FMBB) Training August/September 2007

2. Agenda • New fields & form format • Examples, Examples, Examples • Document Tips • Base Budget Tracking Report • Who to contact for questions . . . • Questions & Answers

3. FMBB Form Revised(Appendix A)(New Form Required September 10, 2007)

4. New Form Fields

5. New Form Fields • Selection Criteria • PROCESS: (Select from Drop Down List) • ENTR - Enter • TRAN - Transfer (Most Commonly Used) • SUPL – Supplement • DOCUMENT TYPE: (Select from Drop Down List) • CHGS – Changes (Most Commonly Used) • CHJV – Changes with JV • SUPL – Supplement

6. More - New Form Fields

7. More - New Form Fields • Recurring vs. Non Recurring • Previously used “Reserve Code” – 001 for Non-Recurring Transactions • REC/NREC field allows you to select from drop down list • REC – Recurring • NREC – Non Recurring • Sender/Receiver • Sender = Debit = “-” • Receiver = Credit = “+” • On the form the field is automatically populated when REC/NREC is selected.

8. Form Fields

9. Form Fields Defined… • Fund • Fundcenter/Costcenter • Commitment Item (FM) • A Commitment item conversion table from Object Code and Position code combinations for Salary & Wage transfers has been created. • (i.e. 71099/0030A12 = 506010) • Supply & Expense can be at detail or high level, or at reserve commitment item. • Currently, there are some restricted reserve commitment items that are only to be used by the President/Provost/EVPT/Central Office areas. • The Conversion list and restricted reserve commitment items list can be found in Appendix C & D respectively, and on the B@P website under the Resources section.

10. Form Fields Defined

11. Form Fields Defined • Funded Program • Only use real orders, no statistical internal orders. • Reference SIOs in short and/or long text • Amounts = $$$ • Text = CUL + Short Text Field • CUL – Previously FTE • Format should be 100.00 for someone who is Full Time • Format for Part Time - 050.00 or 065.00 • Maximum of 10 characters in CUL Field (i.e. 1,234,567.89) • If not included in recurring transactions, the base budget tracking report will not be effected. • Short Text Field appears in SAP Transaction.

12. Form Fields Defined • Long Description – Available for viewing via Webview • Reference of Journal Voucher # and JV Date Parked • Prepared By – Please be sure to include for contact information regarding problems and corrections.

13. EXAMPLESEXAMPLESEXAMPLES(See Appendix B – Examples 1-14)

14. Document Tips • Appendix F is a Quick Reference Sheet in preparing a FMBB. • Appendix E and the Business@Purdue website examples of Process/Doc Type combinations. • List includes example uses of combinations. • List can be found under Resources section on the Business@Purdue website. • Transferring between budgeted and non-budgeted funds • Do not use Balance Sheet Account on FMBB. • i.e. Balance Sheet Account - 4000001000 • Use transfer GL Accounts on JV, not the Commitment Items from the FMBB. • Attach approved copies of JV when required.

15. More Document Tips • Prepare JV when transferring General Funds between campuses. • i.e. same fund 21010000, but change between 4010XXXXXX & 1010XXXXXX (See Example #10) • Verify Recurring Balance by commitment item prior to preparing a recurring FMBB. • Revised FMBB form is now available. • Revised form found on Business@Purdue website and on the Business Services – University Business Office Forms website. • Required use starts September 10, 2007. • After this date any document not on new form will be returned to the preparer

16. Base Budget Tracking Report • Available on OnePurdue Portal • Select Financial Systems/Reports/Funds Management/Base Budget Tracking

17. Who to contact for questions . . . . Bette Bilyeu – 47127 – bette@purdue.edu Katie Stair – 61056 – kstair@purdue.edu

18. Questions ? . . . . .