Transcript UAA Fiscal and Administrative Resources blackboard site • http://www.uaa.alaska.edu/classes/ • Available resources and links to fiscal websites • How To Instructions – journal vouchers,

UAA Fiscal and Administrative
Resources blackboard site
• http://www.uaa.alaska.edu/classes/
• Available resources and links to fiscal websites
• How To Instructions – journal vouchers, budget revisions
and labor redistributions
• Financial report templates
• Reference Material
Journal Voucher Tips
• Where do I find JV guidance?
• http://www.uaa.alaska.edu/budfin/grants/upload/UAA-GCS-JV-Guidelines-3.pdf
• Fiscal and Administrative Resource blackboard site/Budget Office link
• Send forms to [email protected].
• Send restricted/match fund JVs to [email protected].
• Legibility and font size (12) are very important to ensure we capture
the JV data during the processing phase.
• Department preparer and approver should be 2 different employees.
(e.g. Fiscal/Admin employee & Supervisor).
• Program code – leave blank unless correcting a program code error.
• Description field – previous banner document # & vendor name will
provide a clear audit trail, in the event your accounts are selected for
review.
• Attach Banner print screen for cost transfers, no need to attach
copies of purchase orders or pathway reports.
Budget Revisions
• Send forms to [email protected].
• Use whole amounts unless budget adjustments are for match
accounts.
• Use positive & negative $ amounts, bottom Net Total should =
0 (unless requesting an increase to expense & revenue budget
due to additional revenue earned in your org).
• When do I transfer revenue budget along with expense budget?
• If you transfer budget between departments, colleges, or
program types. (e.g. Instruction to Public Service).
• When transferring 9210 budget, SW will always move the
YTD activity within a few weeks.
• For all other revenue budget transfers, submit a JV to transfer
the YTD activity along with your budget revision.
UNIVERSITY OF ALASKA
BUDGET REVISION FORM
Prepared By:
Campus: Your Campus (UAA/MSC/etc)
Authorized By:
Doc No:
Total Dollars:
9,000
Description:
transfer salary savings budget to travel
BD
Type
Fund
Code
104110
Org
Code
11111
Acct
Code
1251
1970
2001
Program
Code
Position
Number
311111
Transaction
Amount
(1,057)
(443)
1,500
from one program to another
104110
11111
1251
1970
9210
12222
2001
9210
311111
1,500
1,500
NetTotal:
Budget Office Authorization
(1,057)
(443)
(1,500)
0
Labor Redistributions
•
Where do I find Labor Redistribution guidance?
• http://www.uaa.alaska.edu/budfin/grants/upload/G-C-LR-Form-10-8-13.pdf
• Fiscal and Administrative Resource blackboard site/Budget Office link
• LR instructions for fund 1 accounts.
• FY14 Labor Redistribution calculator – avail for use if transferring a specific amount of
payroll.
• FY14 Labor Redistribution run schedule.
•
•
•
NHIDIST is a great resource to determine how much an employee was paid from an
account and to view the results of processed labor redistributions.
The supervisor’s signature is required on all LRs.
The employee's signature is required for re-certification unless the transfer is for the
following reasons:
• Error in keying during payroll process.
• Override box not checked on paper time sheet, a copy of the time sheet showing the error
should be attached.
• Employee has terminated employment with the University. Fiscal employee can sign for
employee (only in this instance). Include termination date in reason for change field.
•
If employee is unavailable due to annual leave or travel status - the employee's original
signature must be obtained when back on campus.
Tips for completing the form
•
•
EC is earnings code and can be found on NHIDIST/NHIEDST
Multiple earnings codes can be added next to each Run No. in the Earning Labor
Distributions block
FY
PHAREDS
Pay ID
Begin Year
(calendar)
Begin Pay No
End Year
(calendar)
End Pay No
Posting Date (run date)
BW
Selection Criteria
Position
Suffix
Effective Date
(default)
Fund
EC
(default)
Orgn
Acct
COA
B
Prog
Earnings Labor Distributions
Run No. Change
Old
New
Old
New
Hours
%
Amount
Fund
Orgn
Acct
Prog
FY14 Labor Redistribution run schedule
Calendar year Payperiods LR run date
2013
15-17
6-Aug
2013
15-17
9-Aug
2013
15-18
12-Aug
2013
15-18
14-Aug
2013
15-18
20-Aug
2013
15-18
22-Aug
2013
16-19
26-Aug
2013
15-19
28-Aug
2013
16-19
3-Sep
2013
16-19
5-Sep
2013
17-20
9-Sep
2013
15-20
11-Sep
2013
17-20
17-Sep
2013
17-20
19-Sep
2013
18-21
23-Sep
2013
15-21
25-Sep
2013
18-21
1-Oct
2013
18-21
3-Oct
2013
19-22
7-Oct
2013
15-22
9-Oct
2013
19-22
15-Oct
2013
19-22
17-Oct
2013
20-23
21-Oct
2013
15-23
23-Oct
2013
20-23
29-Oct
2013
20-23
31-Oct
2013
21-24
4-Nov
2013
15-24
6-Nov
2013
21-24
12-Nov
2013
21-24
14-Nov
2013
22-25
18-Nov
2013
15-25
20-Nov
Calendar year Payperiods LR run date
2013
22-25
26-Nov
2013
23-26
2-Dec
2013
15-26
4-Dec
2013
23-26
10-Dec
2013
23-26
12-Dec
2013
23-26
16-Dec
2013
15-26
18-Dec
2014
1-2
7-Jan
2014
1-2
9-Jan
2014
1-3
13-Jan
2014
1-3
15-Jan
2014
1-3
21-Jan
2014
1-3
23-Jan
2014
1-4
27-Jan
2014
1-4
29-Jan
2014
1-4
4-Feb
2014
1-4
6-Feb
2013
15-26
6-Feb
2014
2-5
10-Feb
2014
1-5
12-Feb
2014
2-5
18-Feb
2014
2-5
20-Feb
2014
3-6
24-Feb
2014
1-6
26-Feb
2014
3-6
4-Mar
2014
3-6
6-Mar
2014
4-7
10-Mar
2014
1-5 & 7
12-Mar
2014
4-7
18-Mar
2013
15-26
20-Mar
2014
4-7
20-Mar
2014
5-8
24-Mar
Calendar year Payperiods LR run date
2014
1-8
26-Mar
2014
5-8
1-Apr
2014
5-8
3-Apr
2014
6-9
7-Apr
2014
1-9
9-Apr
2014
6-9
15-Apr
2013
15-26
17-Apr
2014
6-9
17-Apr
2014
7-10
21-Apr
2014
1-10
23-Apr
2014
7-10
29-Apr
2014
7-10
1-May
2014
8-11
5-May
2014
1-11
7-May
2014
8-11
13-May
2013
15-26
15-May
2014
8-11
15-May
2014
9-12
19-May
2014
1-12
21-May
2014
9-12
27-May
2014
9-12
29-May
2014
10-13
1-Jun
2014
1-13
3-Jun
2014
10-13
10-Jun
2014
10-13
12-Jun
2014
11-14
16-Jun
2014
1-14
18-Jun
2014
11-14
24-Jun
2013
15-26
26-Jun
2014
11-14
26-Jun
2014
11-14
8-Jul
2014
11-14
9-Jul
Regular vs Term PCNs & Budget
• Regular PCN budget is funded by State Appropriation.
•
Annually (March) the Regular PCN list is forwarded to depts for review and update.
Salary & benefits from the list are used in developing your base budgets. If your base
budget total in personnel services is more than your Regular PCN salary & benefits, the
leftover is loaded into 1001. Account code 1001 shouldn’t be a negative #.
• Requests for Regular PCNs are sent to the Budget Director.
• What stable on-going revenue source (usually general fund) account will be used to
pay for the position(s)?
• Term PCN budget is funded by individual departments.
• Send Term PCN requests to [email protected]
• Term #s can be requested for the following reasons:
• For grant funded projects with a defined end date that can be renewed based
on project needs.
• For temporary staffing needs or emergency hires.
• Requests for Term PCNs should include:
•
•
•
•
PCLS – Position Classification
Position Title
Org
Anticipated end date
Agency funds – Fund 9s
• The agency fund group represents resources owned and controlled by others, e.g.
student government, student clubs, raffles or an organization that has a
relationship with the university, but is financially independent.
• Where can I find Agency fund guidance?
•
•
http://www.alaska.edu/controller/acct-admin-manual/acct-and-finance/A-03.pdf
http://www.uaa.alaska.edu/policy/administrative/budgetfinancialservices/106.cfm
•
•
Budget authority should not exceed available funds received on deposit.
Fund 9s should be reconciled regularly and prior to year end close to ensure the fund
balance is a positive number.
Administrative units which permit expenditures by an agency in excess of receipts on
deposit will absorb the overexpenditures from their operating budget as of the close of
the fiscal year during which the overexpenditures occurred.
•
•
What documentation is needed to establish an agency fund?
•
•
•
•
•
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Bylaws
Meeting minutes
Rules of operation
Signature card
Anticipated budget
Email requests to [email protected]
Contact information
[email protected]
• Kelly Thorngren, Director
786-4636
[email protected]
• Rhoda Brown, Budget Technician (Labor Reallocations, Budget
Revisions & Gaming)
786-4635
[email protected]
• Rhonda Swett, Fiscal Technician (Journal Vouchers, Student Club
Accounts & Cost Center duties)
786-1464
[email protected]