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University of Pennsylvania
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[ BEN Financials ]

104.ORG: Summary By CNAC/ORG/FUND/CREF
Documentation :|: BEN Balances Report Documentation :|: Quick View

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Last Updated: 9/10/06

This report is designed to be a monthly summary of department/organization level account balances. It is a tool to be used to support the monthly review/reconciliation of revenue and expenses for all funds except grants & contracts (i.e., 500000-599999) and the URF fund (i.e., 000002). Please note that this report can not be used to report on grants/contracts or the URF fund.

The report provides revenue & expense budget, actual, encumbrance and budget balance available balances. Both period-to-date (i.e., current period) and year-to-date balances are included. Percentages are provided to compare actuals to budget amounts as well as actuals plus encumbrances to the budget.

The report uses a matrix format. The balances are used to create the columns and are read from left to right. The rows represent the object code associated with the balances. The sort order is controlled by a combination of page breaks and report templates. Specific information regarding page-breaks, sort order and templates for this report is described below.

The companion detail report to 104.ORG is 151.ORG: Detail By CNAC/ORG/FUND/CREF.

Report Break:

The report break determines the page-break, the first level of sort order, and the level of aggregation for the report.

Report 104.ORG breaks at the CNAC/ORG/FUND/CREF level. This means that each unique combination of CNAC/ORG/FUND/CREF (i.e., a different value in one of the four segments) will create a new page. All page-break combinations will be presented in ascending order (i.e, lowest combination of values to the highest).

Example:

Assume reporting on all c-ref's for two funds (000000, 461234) and two ORGs (0102 and 0103) within CNAC 020. Within CNAC/ORG/FUND 020/0102/000000, c-ref's will be listed in ascending order; a page break will occur every time the c-ref changes. Another page break will occur when the fund changes from 000000 to 461234. The c-refs will start over and be displayed in ascending order. The page will break again when ORG changes from 0102 to 0103. The c-refs and funds, respectively, will start over and be displayed in ascending order.

Sort Order:

As mentioned above, the first level of the sort order is determined by the page-break. In this case, the first level of sorting is at the CNAC/ORG/FUND/CREF level. The second level sort, how the revenue and expense object codes are ordered, is determined by the Report Template. In addition, the template determines the sub-totals on the report. The template used by this report is described below.

Report Template:

This report uses templates to determine the fund groups and the rows. Funds are aggregated into fund groups based on the Revised Responsibility Center Management (RCM) Model. For more information on how the fund groups are defined, see http://www.budget.upenn.edu/dlDocs/fund_aggregations.pdf

Row templates are used to create the rows on the report. The row template determines the order of the rows (e.g., revenue followed by expense, salaries followed by employee benefit expense), the group of object codes to be included in each labeled row (e.g., Travel & Entertainment includes 520x and 521x), and the level of sub-totaling.

Template 1A is used to define the rows. In this report, balances are reported down to the object code level. For more information on the row templates used in this report see http://www.budget.upenn.edu/dlDocs/RCM_template_1A.pdf

Note that this report uses Template 1A. Reports 102.ORG, 103.ORG, 115.ORG, 201.SCH, and 211.SCH, which show Grants and Contracts and URF only, use Template 1C (or 5C). Templates 1C and 5C treat Overhead On Sponsored Programs (i.e., Grant & Contract Overhead Charges) as an expenditure, rather than a contra-revenue, and this needs to be reconciled in order  to go back and forth between reports.

Parameters:

For guidelines on how to use report parameters, please refer to section 6. Report Parameters.

Report Heading:

The report heading includes the following information:

1. Report Break

   Indicates the chart of accounts segments used to create the report break. In this case CNAC/ORG/FUND/CREF is the break.

2. Accounting Period

   Indicates the accounting period for which information is being reported. Accounting period is specified as a parameter when the report is requested.

3. Reclass Option:

   Indicates the conditions under which temporarily restricted revenue is reclassified to the unrestricted net asset class for this fund. This information is only applicable for gift and endowed funds.

   'A' (Automatic): Temporarily restricted revenue is automatically reclassified to unrestricted when the revenue is posted.

   'M' (Manual): Temporarily restricted revenue is reclassified to unrestricted as needed to cover expenditures in the fund. In either case, the reclassification process occurs once at the end of each accounting period, i.e., month, just prior to the close.

4. Format: Dr/(Cr)
   Indicates how the debits and credits are displayed on the report.

5. CNAC/ORG/FUND/CREF

   Next to this label, the values of the CNAC/ORG/FUND/CREF combination are displayed.

6. Description

   The alphabetic descriptions associated with the CNAC/ORG/FUND/CREF values are provided.

Report Columns:

From left to right, the report columns will provide the following balances:

1. Original Budget:

   The balance in this column is the total fiscal year planning budget. The source of the Original Budget is the Pillar file uploaded from the Budget Office at the beginning of each fiscal year.

2. Current Annual Budget:

   The balance in this column is the operating budget. The amount reported is the sum of all budget activity from the beginning of the fiscal year up to the specified accounting period. Any changes to the operating budget (e.g., increase/decrease) within the accounting period being reported will also be reflected in this balance.

   Special Note: when the row being reported is "Prior Year Cash Position (Surplus)/Deficit", the amount displayed in this column is the prior year (surplus)/deficit actuals, not the current fiscal year amount. For this particular row, the prior year (surplus)/deficit actuals are repeated in the CURRENT ANNUAL BUDGET and the FYTD ACTUALS columns.

3. Current Month Actuals:

   The balance in this column will contain the period-to-date actuals for the specified accounting period.

4. FYTD Actuals:

   The balance in this column will contain fiscal-year-to-date actuals (i.e., total activity from the beginning of the fiscal year up to and including the specified accounting period).

   Special Note: when the row being reported is "Prior Year Cash Position (Surplus)/Deficit", the amount displayed in this column is the prior year (surplus)/deficit actuals, not the budget amount. For this particular row, the prior year (surplus)/deficit actuals are repeated in the CURRENT ANNUAL BUDGET and the FYTD ACTUALS columns.

5. % Act To BUD (xx% FY): Two pieces of information are being provided:

   1. The figure in the heading (i.e., (xx% FY)) indicates the percentage of the fiscal year that has passed.

   2. The data in this column is the FYTD Actuals divided by the amount in the Current Annual Budget stated as a percentage.

6. Encumbrance:

   The balances in this column represent all outstanding encumbrances up to and including the specified accounting period.

7. % Act & ENC To Budget:

   The data in this column reflects the sum of the amounts in the FYTD Actuals column plus the Encumbrance column divided by the amount in the Current Annual Budget column, stated as a percentage.

8. Budget Balance Available:

   This is a calculated column. It represents the amount of operating budget dollars that have not been spent or encumbered. The column is calculated as follows:

   Current Annual Budget - (FYTD Actuals + Encumbrance)

Section At The Bottom:

At the end of the 10x.ORG reports, the current year operating (surplus)/deficit is added to the cash effect of other current year activity not otherwise included on the report, together with the prior year net cash position, to provide the cumulative cash position (surplus)/deficit. On the 10x.ORG reports, the prior year cash position is always suppressed for the following funds: 000000, 000001, 000002 and 5xxxxx. In addition, the prior year cash position only appears when the BC and the report break are consistent.

Therefore, for the 100.ORG report, which breaks by CNAC/ORG/FUND, prior year information will be shown for funds that use a BC of 1 (other than 000000 and 000001).

For the 101.ORG and 106.ORG reports, which include breaks by PROG, no prior year information is shown because we do not have a BC based on program.

For the 102.ORG and 103.ORG reports, the prior year cash position is suppressed because they report on the 000002 and 5xxxxx funds.

For the 104.ORG report, which breaks by CNAC/ORG/FUND/CREF, prior year information will be shown for funds that use a BC of 2.

On 2xx.SCH reports, the prior year cash position is shown for all funds. Therefore, the section at the bottom will not be the same for 10x and 20x reports run for the same orgs and funds.

Last Page Of The Report:

On the last page of every report two pieces of important information are provided Report Parameters and Report Break - Resolved Parameters. We recommend that you keep this parameters page with the report to document what the report includes.

1. Report Parameters

   The parameters used to request the report are printed on the last page as confirmation of what was requested. If the account combinations returned to you in the report are not what you expected, the report parameters list is a useful first place to start. At a minimum, you can verify the range of values you provided at the time you submitted the request.

2. Report Break - Resolved Parameters

   The list provided here represents the list of values within the range you provided as Report Parameters that passed security verification. When a report is submitted, ORGanization parameters that were provided are compared against your BEN Financials security profile. All ORGanizations in the range that match your profile will be returned to you in the report.

   This is a good second place to look if you did not get the results you expected. Compare the list of ORGanizations in this list against the parameter range you provided. If an ORGanization is missing, chances are it does not exist in your security profile.