Financial Records System Manual

Chapter 9 - Budgeting in the FRS System
ORIGINAL AND REVISED BUDGETS
The FRS provides the ability to establish and manage budgets for both revenues and expenditures. The system maintains two budget amounts: Original Budget and Revised Budget (Current Budget). The Original Budget is the budget established at the beginning of the fiscal year and normally does not change until the next fiscal year. The Revised Budget (current budget) reflects the Original Budget plus or minus any changes that have occurred since the beginning of the fiscal year. For sponsored programs, budgets are established at the beginning of the project instead of the fiscal year. This chapter describes the budget process, responsibility and reporting.
BUDGET POOLS
Budgeting at Colorado State University is at the pool level. Budget pools are summarized groupings of related subcodes, such as, travel related subcodes. Budget pools serve two purposes. First, they establish budgets at the levels required by the State Office of Budgets and Planning for the budget requests. Second, they are necessary for the budget reallocation feature of the system to work.
BUDGET REALLOCATION
Automatic Budget Reallocation (ABR) pulls budget from budget pools to cover expenditures as they occur. It then calculates the budget balance available by budget pool. Budget reallocation is provided as an option by the FRS. Individual account holders need to decide if they wish to use this feature when they request new accounts. For most accounts, the decision can change from year-to-year but changes may only be entered at June 30th. For project funds such as the 53 fund, the initial selection may not be changed subsequently. The choice is made by completing the New Account Request form. If the budget reallocation option is not selected, budget is pulled from individual subcodes whether budget exists or not. Reports, therefore, show large budget balances available at the pool levels and over expenditures at the subcode level. Only the grand total reflects the correct budget balance available. If no choice is made the FRS defaults to ABR. Examples of accounts with and without the budget reallocation feature are provided at the end of the chapter.
BUDGETING RESPONSIBILITY
The budgeting process and responsibility also vary depending on which fund group is involved. The following describes responsibility, process and budget pools for the University's various fund groups.
State Appropriated Funds
The budgets appropriated by the legislature and approved by CCHE and the Board of Governors of the Colorado State University System are allocated by the Office of Budgets and Institutional Analysis based on information developed from departmental requests. These amounts are established in the FRS as the Original Budget. Changes initiated by either the Office of Budgets and Institutional Analysis or departments require a Budget Change Request (BCR) or may be input on FRS screens 09d or 010. These changes do not affect the Original Budget but do result in changes to the Revised Budget. Budget pools for appropriated funds are the following:
1800Cost of Sales
2000Faculty Salaries and Benefits
2100Administrative Professional Salaries and Benefits
2200Federal Faculty Salaries and Benefits
2250Federal Administrative Salaries and Benefits
2300Graduate Research Assistants Salaries and Benefits
2320Graduate Support Assistants Salaries and Benefits
2340Graduate Teaching Assistants Salaries and Benefits
2360Graduate Vet Resident 3 Year Program Salaries and Benefits
2400State Classified Salaries and Benefits
25001st Year Temporary Faculty Salaries and Benefits
25401st Year Temporary Administrative Professional Salaries and Benefits
25501st Year Temporary Support Staff Salaries and Benefits
2560Other Temporary Support Staff Salaries and Benefits
25902nd Year Temporary Support Staff Salaries and Benefits
2600Student Hourly Salaries and Benefits
2650Workstudy Salaries and Benefits
2700Miscellaneous Salary Related Expense
3000Travel
3400Supplies
4000Services
7800Utilities Expense
8000Capital Outlay/Equipment
9000Indirect Costs/G and A
Sponsored Programs
Budgets for sponsored programs are dictated by the grant or contract agreement and are established in the FRS by the Office of Sponsored Programs as Original Budgets. Changes to the budget generally are a result of changes in the contractual agreement but may also result from changes in the assessment of indirect cost. Budget changes are reflected in the Revised Budget amount. Budget pools for sponsored programs are as follows:
2000Personal Services
3000Domestic Travel
3200International Travel
3400Supplies
4000Services
7500Subcontracts
7800Utilities Expense
8000Capital Outlay/Equipment
9000Indirect Cost/G and A
Self-Funded Activities
Budgets for self-funded activities are determined by the account holders and are established by the Office of Budgets and Institutional Analysis or the Self Funded Accounting Office of Business & Financial Services as Original Budgets. Budget Changes must be must be requested by completing a Budget Change Request (BCR). Changes are reflected in the Revised Budget amount. Budget pools for self-funded activities are as follows:
0XXXRevenue (Budgeted at Subcode Only)
08XXInterdepartmental Credits (Budgeted at Subcode Only)
09XXAuxiliary Interdepartmental Credits (Budgeted at Subcode Only)
1800Cost of Sales
2000Faculty Salaries and Benefits
2100Administrative Professional Salaries and Benefits
2200Federal Faculty Salaries and Benefits
2250Federal Administrative Salaries and Benefits
2300Graduate Research Assistants Salaries and Benefits
2320Graduate Support Assistants Salaries and Benefits
2340Graduate Teaching Assistants Salaries and Benefits
2360Graduate Vet Resident 3 Year Program Salaries and Benefits
2400State Classified Salaries and Benefits
25001st Year Temporary Faculty Salaries and Benefits
25401st Year Temporary Administrative Professional Salaries and Benefits
25501st Year Temporary Support Staff Salaries and Benefits
2560Other Temporary Support Staff Salaries and Benefits
25902nd Year Temporary Support Staff Salaries and Benefits
2600Student Hourly Salaries and Benefits
2650Workstudy Salaries and Benefits
2700Miscellaneous Salary Related Expense
3000Travel
3400Supplies
4000Services
7800Utility Expense
8000Capital Outlay/Equipment
9000Indirect Costs (General and Administrative Expense)
BUDGET CHANGE REQUESTS
Budget Change Requests (BCR'S) may be entered either interactively (if security profile permits) using screens 09D, 010 or by completing and processing a BCR form. A copy of both screens 09D, 010 and the BCR form follow.
http://www.colostate.edu/Depts/OBIA/pdf/budforms/expbudch.pdf
http://www.colostate.edu/Depts/OBIA/pdf/budforms/revbudch.pdf
Screen 09D or 010 BUDGET INPUT (BCR)
Budget Change Requests (BCR'S) may be entered either interactively (if security profile permits) using screens 09D, 010 or by completing and processing a BCR form. A copy of both screens 09D, 010 and the BCR form follow.
Screen 09D is used by fund managers or Dean's Office personnel, who have responsibility for more than one department. Screen 010 is used by campus personnel who have responsibility for one department. A batch MUST be opened (screen 030) prior to using these screens.
RESTRICTIONS:09D010
Funds 15,53,64,88not allowednot allowed
Entries between fundsnot allowednot allowed
Entries between deptsallowednot allowed
- The budget pool you are crediting must have positive budget balance
In order for the budget transaction to be accepted by the system, it may be necessary to move expense and/or encumbrances from the account first.
- If crediting a 136xxx\166xxx account (Cost Share), you cannot debit 137xxx\167xxx or 138xxx\168xxx accounts.
- If crediting a 137xx\167xxx account (RSP), or a 138xxx\168xxx (Faculty Research Grant), you must debit an account within the range 136000-138999 or 166000-168999.
  1. Position the cursor after SCREEN and type 09D or 010. Press the ENTER key.
  2. TAB to the ACCOUNT field and input the 10 digit account to be debited (increase the budget). DON'T FORGET THE SUBCODE! Press the ENTER key. The subcode should be one of the valid budget pools as listed below.
  3. Optional - TAB to the BUDGET REF NO field and type up to 7 alpha-numeric characters.
  4. Optional - TAB to the DATE field and type the date as MMDD. If left blank, the system will input today's date.
  5. TAB to the DESCRIPTION field and type up to 20 characters to describe the type of entry being input.
  6. TAB to the AMOUNT field and type in the dollar amount. The amount should be input the AMOUNT as whole dollars, DO NOT use pennies.
  7. Optional - TAB to the REF NO 2 field and type up to 7 alpha-numeric characters to further describe the transaction.
  8. TAB to the CREDIT ACCOUNT field and input the 10 digit account to be credited (decrease the budget). DON'T FORGET THE SUBCODE! Press the ENTER key. The subcode should be one of the valid budget pools as listed below.
f the system accepts the transaction, the amount field will be erased, all other fields will remain on the screen. The TRANSACTIONS PROCESSED and AMOUNT PROCESSED fields will be update. When inputting subsequent entries any correct data that is displayed on the screen does not need to be rekeyed. Only data that is changing needs to be keyed.
Valid Budget Pools
1800Cost of Sales25501st Yr Temp Supp Staff Salaries
2000Faculty Salaries2560Other Temp Supp Staff Salaries
2100Admin Professional Salaries25902nd Yr Temp Supp Staff Salaries
2200Federal Faculty Salaries2600Student Hourly Salaries
2250Federal Admin Pro Salaries2650Workstudy Salaries
2300GRA Salaries2700Miscellaneous Salaries
2320GSA Salaries3000Travel
2340GTA Salaries3400Other Operating (Supplies)
2360GVR Salaries4000Other Direct (Services)
2400State Classified Salaries7800Utilities
25001st Yr Temp Faculty Salaries8000Capital Outlay/Equipment
25401st Yr Temp Admin Pro Salaries