Jackson State University Office of Budget & Financial Analysis (OBFA)

1. Jackson State UniversityOffice of Budget & Financial Analysis(OBFA) Understanding Budget and Position Control

2. How to contact OBFA Location H. P. Jacobs Administrative Building 5thFloor Staff Tammiko L. Harrison, Executive Director tammiko.l.harrison@jsums.edu, 979-2345, Room #513 Latashia Chambers, Budget Analyst latashia.c.chambers@jsums.edu, 979-2936, Room #514 Tina Collier, Budget Analyst tina.collier@jsums.edu, 979-2938, Room # 515

3. Training Objectives • To provide a basic overview of the Accounting System used at Jackson State University (JSU) • To learn the definitions and uses of each element of a FOAP(al) • To provide a general overview of Position Control • Describe how this information can be used by various departments/divisions 3

4. Budget and Position Control Quiz Which letter should be used for the Chart of Account? a) B b) J c) T 4

5. Budget and Position Control Quiz Which letter should be used for the Chart of Account? a) B b) J c) T 5

6. Budget and Position Control Quiz A position control number is ___ characters? a) 6 b) 4 c) 2 6

7. Budget and Position Control Quiz A position control number is ___ characters? a) 6 b) 4 c) 2 7

8. Budget and Position Control Quiz In P.A.W.S/Banner, the account code refers to ? a) Department/Division (art or music) b) Expense Category (travel or supplies)c) Position control # 8

9. Budget and Position Control Quiz In P.A.W.S/Banner, the account code refers to ? a) Department/Division (art or music) b) Expense Category (travel or supplies) c) Position control # 9

10. Budget and Position Control Quiz Which is not an element of the FOAP(al)? a) Program b) Foundation c) Activity 10

11. Budget and Position Control Quiz Which is not an element of the FOAP(al)? a) Program b) Foundation c) Activity 11

12. Budget and Position Control Quiz An "organization" can have more than one "fund"? a) True b) False 12

13. Budget and Position Control Quiz An "organization" can have more than one "fund"? a) True b) False 13

14. Budget and Position Control Quiz Financial Information is the same in Banner & P.A.W.S ? a) True b) False 14

15. Budget and Position Control Quiz Financial Information is the same in Banner & P.A.W.S ? a) True b) False 15

16. Budget and Position Control Quiz Budget Period #2 refers to ? a) February b) August c) May 16

17. Budget and Position Control Quiz Budget Period #2 refers to ? a) February b) August c) May 17

18. Why is it important to understand budgeting? • Evaluate the efficiency of current operations • Strategically plan for how we operate in the future • Effectively allocate and use financial resources • Help others evaluate the financial operations of the institution 18

19. Unrestricted and Restricted Funds Unrestricted Funds Do not have external stipulations, but the University may designate these funds for specific purposes. Restricted Funds External stipulations are imposed on the use of these funds by granting or contracting agencies or donors. All revenues, whether unrestricted or restricted, may only be expended according to University purchasing, approval, and financial policies and procedures 19

20. Definition of JSU Major Fund Areas • 1xxxxx Funds (Unrestricted General)- Major revenues and expenses related to the University’s primary instructional mission and its support functions (inclusive of designated). • 2xxxxx Funds (Restricted Gifts and Grants) - Externally funded sponsored projects that support research, instructional or public service activities related to the mission of JSU. • 3xxxxx Funds (Unrestricted Self-Supporting) - Intended to be profit making and/or self-sustaining entities that provide products or services to the University’s customers. Inclusive of Dining Services, Residence Halls, and Athletic Operations. 20

21. What is a FOAP(al)?(It is an acronym) 21

22. Fund – What is the Source? • The “F” in FOAPal stands for Fund and identifies where the money comes from • Mandatory and 6 digits • One Fund can be associated with many different Organizations 22

23. Fund – What is the Source? Tuition & Fees State Support Investment Income Sales & Services Grants 23

24. Organization – Who is Responsible? • The “O” in FOAPal identifies the Organization (Org) responsible for managing the money • Mandatory and 6 digits • Follows a structure very similar to the University’s Organizational Chart • One Org can be associated with many different Funds 24

25. Account - What is the Transaction For? • The “A” in FOAPal stands for Account (Acct) and tells what the transaction is for • Mandatory and 6 digits Account Code Categories 5xxxxx - Revenue 6xxxxx - Expense related to employee compensation 7xxxxx - Expense related to operations 25

26. Program - How Do We Compare? • The P, in FOAPal stands for Program (Prg) and identifies the functional purpose of the transaction using the same categories as other universities • Mandatory and 2 digits Program Codes - Follow a standardized system of comparable functional categories that are required by the National Association of College and University Business Officers (NACUBO) 26

27. Program - How Do We Compare? 40-Academic Support 20-Research 30-Public Service 10-Instruction 50-Student Service 60-Institutional Support 91 to 95-Auxiliaries ( Housing, Stadium Dining, Athletics) 70-Facilities 80-Scholarships 27

28. Activity - Which Specific Project? • The 2nd “a” in FOAP(al) stands for Activity and identifies a specific project or event that is tracked by a department/division • Optional and 6 digits. Activity Codes - Must be carefully and consistently entered by the user to ensure that transactions are accurately recorded for reported. 28

29. Location - Physical Position • The “l” in FOAPalstands for Location and identifies the true physical position of an asset. • Optional and 3-6 digits. 29

30. Budget Query 101 Step #2 - Click On The Finance Tab Step #1 - Log Into Your JSU P.A.W.S 30

31. Budget Query 101 Step #4 - Budget Status by Account Step #3 - Select Budget Queries 31

32. Budget Query 101 Step #5 – Choose Report Display options, then Continue 32

33. Budget Query 101 Step #6 – Populate query parameters, Then Submit Query 2 1 2 3 4 5 6 #1 should always be current fiscal year #3 should always be “J” 33

34. Budget Query Results 34

35. Pending Documents Results 35

36. Encumbrance Query 101 Step #2 - Populate query parameters, then Submit Query Step #1 - Encumbrance Queries 36

37. Open Encumbrance Query Results 37

38. View Document Query 101 Step #2 - Populate query parameters, then View documents Step #1 – View Document 38

39. View Document Query Results 39

40. Position Control - What and Why? • A position is simply a box on a departmental or divisional “org chart” • 2 types of positions • Single and Pooled • Positions are used to manage employees (faculty, staff, and students) • 6 digits. 40

41. What is a Position Control (pc) # ? • A “pc” # is a unique, 6 digit number assigned to a specific position • A position is budgeted in a department/division. • All positions are budgeted to a FOAP. 41

42. Questions and Answers

43. How to contact OBFA Location H. P. Jacobs Administrative Building 5thFloor Staff Tammiko L. Harrison, Executive Director tammiko.l.harrison@jsums.edu, 979-2345, Room #513 Latashia Chambers, Budget Analyst latashia.c.chambers@jsums.edu, 979-2936, Room #514 Tina Collier, Budget Analyst tina.collier@jsums.edu, 979-2938, Room # 515