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KANSAS STATE UNIVERSITY. UNDERSTANDING BUDGETS IN FIS Cindy Bontrager Jean Bramwell Geneva Jahnke. General Information and Definitions. General Information and Definitions. Training Goals Understand the difference between allocated and non-allocated funds

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kansas state university



Cindy Bontrager

Jean Bramwell

Geneva Jahnke

general information and definitions1
General Information and Definitions
  • Training Goals
    • Understand the difference between allocated and non-allocated funds
    • Discover how the annual budget interfaces into FIS
    • Learn to prepare budget/fund transfers
    • Review budget reports
general information and definitions2
General Information and Definitions
  • Centrally Allocated Funds
    • Budget amounts are downloaded into FIS
    • Only allocated to non-grant fund projects
general information and definitions3
General Information and Definitions
  • Non-allocated Funds
    • Currently these budget amounts are NOT downloaded into FIS
    • The balance (cash) carried forward from prior year is not included as current year revenue (the beginning balance is shown on the account summary report)
    • Revenue generated by departments are deposited into a project/source/organization (multi-segment account)
general information and definitions4
General Information and Definitions
  • Centrally Allocated Sponsored Research Overhead (SRO - 2901-2160) and Institutional Support (INS - 2520-2060)
    • Non-Allocated fund sources.
    • However, because they are centrally allocated, revenue entries (as apposed to budget entries) are made in FIS at the beginning of the fiscal year to distribute the cash
general information and definitions5
General Information and Definitions
  • Differences between allocated and non-allocated funds
    • Allocated funds are distributed from central administration
    • The budget/revenue is posted at the beginning of the fiscal year for allocated funds
general information and definitions6
General Information and Definitions
  • Differences between allocated and non-allocated funds (contd.)
    • Non-allocated funds are revenues that are generated by departments
    • Non-allocated funds available are the revenues that have been collected to date less expenditures plus encumbrances
annual budget interface with fis1
Annual Budget Interface with FIS
  • Each fiscal year, the Budget Office completes the annual operating budget for Kansas State University and its sub-agencies, Research-Extension and College of Veterinary Medicine
  • The Budget Office allocates funds to the campus based on Legislative, Board of Regents and KSU central administrative approval.
annual budget interface with fis2
Annual Budget Interface with FIS
  • Position Listing
    • Original budget source into FIS (allocated funds only)
    • Contains:
      • Unclassified positions
      • Classified positions
      • Student positions
      • Other operating expenditures (OOE)
position listing
Position Listing


Fund Source

position listing1
Position Listing


Fund Source

annual budget interface with fis3
Annual Budget Interface with FIS
  • Allocated Fund Download
    • Funds are downloaded into FIS from the position listing
    • Amounts are downloaded into FIS using project/source/org (multi-segment account)
    • Program Code Activity (PCA) which defines the service or activity (i.e. instruction) is unique to the project
annual budget interface with fis4
Annual Budget Interface with FIS
  • Allocated Fund Download (contd.)
    • Amounts downloaded to following budget object codes
      • Revenue – B0100 (revenue is deposited to each multi-segment account equal to the budget amount using R6641 object code)
      • Classified salaries and benefits – B1000
      • Unclassified salaries and benefits – B1100
      • Student salaries and benefits – B1200
      • OOE – B2000
  • Overview of:
    • Allocated Budget TransferProcess
    • Non Allocated Funds Transfer Process
    • Forms found on the Controller’s Office website - http://www.ksu.edu/controller/eforms/
  • Allocated Budget Transfer Form
    • Used to transfer budget for allocated funds
    • Once completed and approved, the Budget Office checks for accuracy and available balances
    • Directly uploaded into FIS
  • Non-allocated Funds Transfer Form
    • Used to transfer cash for non-allocated funds
    • Revenue object codes used are built into the form (R6651 - Increase and R6652 - Decrease)
  • Rules for Allocated Budget Transfer and Non-allocated Funds Transfer
    • Budget transfers must be made within the same source/index
    • Adequate funds must be available before a transfer can be processed
  • Rules for Allocated Budget Transfer and Non-allocated Funds Transfer (contd.)
    • Required fields:
      • Project/source/org/object code (multi-segment account)
      • Explanation of the transfer
      • FIS short description
    • Please notify the other department involved with the transfer
  • Complete an Allocated Budget Transfer or Non-allocated Funds Transfer Form
    • Go to the Controller’s Office website http://www.ksu.edu/controller/
    • Next, click on E-forms
    • Under the Savable Forms subdirectory, select the Allocated Budget Transfer or Non-allocated Funds Transfer
  • Header Information:
      • Explanation (Required): Fill in a brief explanation of what and why you are moving budget with associated cash
      • FIS Description (Required): Fill in what you want to see in FIS for a description of the budget transfer. (limit of 25 characters)
  • Header Information:
      • Dean/Financial Officer (Optional): Provide the name of the responsible Dean or Financial Officer that own the Projects involved
      • Dean/Financial Officer Email (Optional): Provide the full email address of the responsible Dean or Financial Officer. This address will be parsed to provide the necessary address to email final advice to this individual
      • Copies to (Optional): Provide the full email address of anyone else who you wish to receive ‘advice’ emails on this action. Currently, this feature is not working, but will in the near future
  • Click on Next button or Funding tab
    • Funding Information
      • The funding area is divided into two zones – Increase and Decrease. Enter the appropriate project, source, organization, object and budget amount and click on the Save button
  • Source and Object are drop-down boxes. Limited items are available for these fields and they must be selected from the drop-down lists
  • The system will verify that the project names entered are structurally valid and will then display the appropriate line with an ‘Edit’ or ‘Remove’ button. You may either edit the funding line or remove it
  • Continue with other funding lines
  • Click on the ‘Next’ button or on the ‘Trustees’ tab
  • Trustees
    • If you have position trustees, they will appear on the listing below
    • If no trustee is showing, select the add trustee button
    • Contact Bryan Boutz in the Controller’s Office for questions regarding this process
  • Final Form (Document Actions):
    • Select “view form” to view the form for a final check and print it for your records
    • If we have Departmental approval authority we can click on the ‘Release and Approve’ button. This will release the document to the Budget Office
    • If we do not have approval authority, we must release the document to an Approver
  • An email form will be shown where you can add other recipients and any other message you require
  • The “TO:” address comes from your Trustees and is directed to anyone who has Approver authority
  • When the form is complete, a copy may be printed for your records
  • Note the transfer number for reference
  • Releasing and approving the form will send the transfer to the Budget Office
  • If a budget transfer is submitted by a college/department and then found later to be in error before it is processed in FIS, it can be rejected and sent back to the person who prepared it for correction and re-submission
  • When the electronic form is received by the Budget Office, the form will be processed within three working days.
  • The electronic signature from the approving party will be used as an official signature. Therefore, the Budget Office will no longer require a hard copy of the budget transfer.However, each college or department may require a hard copy of the budget transfer document for internal approval procedures.
  • Contact other departments whose FIS projects are involved in the budget transfer. It may be helpful to send them the document number so they are able to access the document
  • The approval process for colleges and departments may vary based on who is selected as the “trustee” to approve budget transfers. Some colleges/departments prefer their financial officer to approve these documents while others have administrative officers and accountants approve the documents
  • Please remember that when a budget transfer is submitted to the Budget Office, it is considered by the Budget Office to be approved
allocated budget transfer form funds transfer form
Allocated Budget Transfer Form/Funds Transfer Form
  • The Allocated Budget Transfer Form/Funds Transfer Form are in the process of being revised to provide flexibility to departments to enter one side of the transaction.
  • The revised forms will be available beginning in FY 2008.
  • On the following page is a draft of the new form.
fis budget reports1
FIS Budget Reports
  • Transaction Detail Report
    • The transaction detail report gives a list of every transaction during the time period selected
    • The original budget download transactions are posted in July of the current fiscal year
fis budget reports3
FIS Budget Reports

A project can have multiple fund sources. The Budget Office has two fund sources to one project – 0003 and 2000.

fis budget reports4
FIS Budget Reports

B0100 – Revenue budget equals total amount funded in 0003 to org 05020

B1000 – Classified budget in 0003 fund source to org 05020

B2000 – Other Operating Expenditures in 2000 fund source to org 05020

fis budget reports5
FIS Budget Reports

Classified Budget

fis budget reports6
FIS Budget Reports
  • Budget Report for Non-grants
    • Used to determine remaining balance for budget categories in allocated funds
    • Prior year carry-forward added in August
    • Not appropriate report for non-allocated funds unless budgets have been entered
fis discoverer budget reports1
FIS Discoverer Budget Reports

Original Budget – Amount downloaded from the budget system to FIS

Revised Budget – Reflects the changes that have occurred to the original budget

fis discoverer budget reports2
FIS Discoverer Budget Reports

Prior Periods – Prior month actual expenditures

Current Period – Current Month actual expenditures

YTD Actual – Total of Prior and Current Month Actuals

fis discoverer budget reports3
FIS Discoverer Budget Reports

Encumbrances – Amount of encumbrances charged to this multi-segment account

YTD Plus Encumbrances – Total of YTD actual expenditures plus encumbrances

Budget Available – Revised Budget less YTD plus encumbrances amount

fis discoverer budget reports4
FIS Discoverer Budget Reports

Revenue – Deposited to each multi-segment account equal to budget amount (This provides cash balance amounts in allocated funds on AcctList reports)

Budget Available should be equal to zero. If not, please notify the Budget Office!

fis budget reports7
FIS Budget Reports

Any Questions?