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212.SCH: YTD Revenue And Expense Outline for Funds
Documentation :|: BEN Balances Report Documentation :|: Quick View

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Last Updated: 4/20/12

The 212.SCH report provides a fiscal-year-to-date summary of the selected accounts, showing the full outline budget report format for each fund group. It is an adjunct to the 200.SCH that allows you to specify exactly which of the General Operating and Other Unrestricted funds are to be included. It is also a drill-down companion to the 202.SCH report, which provides only the revenue and expense totals. Although still at a summary level, for the selected funds the 212.SCH report provides a breakdown of current period and year-to-date revenue and expense activity by object code groupings within each fund group.

The report provides revenue & expense budget, actual, encumbrance and budget variance balances. Both period-to-date and year-to-date balances are included. Percentages are provided to compare fiscal year actuals to budget amounts; as well as fiscal year actuals plus encumbrances to the current budget.

Several report options are provided as parameters to allow users to select one or more fund groups for the report.

The report uses a matrix format. The balances are used to create the columns and are read from left to right. The rows represent groups of object codes 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.


Report Options:

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

For each fund group selected, the 212.SCH offers three different break options. You may choose to see the funds you select summarized

1 by CNAC, Fund Group and Sub Group and Fund (CNAC/FG/SG.FUND),
2 by CNAC, Fund Group, Sub Group and Organization (CNAC/FG/SG/ORG), or
3 by CNAC, Fund Group, Sub Group, and Program (CNAC/FG/SG/PROG).

The sub group break is applicable only for the fund group that has sub groups: General Operating Funds (which includes General Purpose, Special Purpose Funds and Other Unrestricted Funds). All page-break combinations will be presented in ascending order, that is, the lowest combination of values to the highest.


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 NOT reported down to the object code level. Instead, each row contains the sum of the balances for all of the object codes included in that row. 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 and 201.SCH , which show Grants and Contracts and URFs (and optionally Service Centers), 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 these reports.


Parameters:

In addition to the Accounting Period (PERIOD NAME), the following parameters are provided on this report:

  1. Center LOW/HIGH (Required)
    Enter the low/high values for the Responsibility Center.

  2. NAC LOW/HIGH: (Required)
    Enter the low/high values for the Net Asset Class. All three Net Asset Classes are supported on this report. To receive a separate report for each of the three net asset classes, specify 0 as the low value and 2 as the high value. In addition, two special “summary” NAC values are also supported:

    T : When this NAC value is specified, the information on the report will be consolidated across all three net asset classes for the specified school or center.
    S : When this NAC value is specified, the information on the report will be consolidated across the unrestricted and temporarily restricted net asset classes only (NAC ‘0' plus NAC ‘1').

  3. ORG LOW/HIGH: (Required)
    Enter the Low/High values for the ORGs to be included for the report; to report on all ORGs within a school or center, specify the lowest ORG to the highest ORG in that school/center.

  4. A single report (with one option chosen from 1-3 above) can be run to include any of the shaded funds shown below. To select one or more funds to be reported, enter Y next to the desired fund(s) on the Report Parameters screen.

    BUDGET FUND CATEGORY FUND GROUP SUB-GROUP FUND
    Operating Budget General Funds and
    Designated Funds
    General Operating Funds General Purpose Funds 000000
    000001
    000007
    000008
    01xx03
    01xx04
    Special Purpose Funds 01xx01
    01xx02
    01xx05
    Other Unrestricted Funds 000002
    000003
    000004
    000005
    000006
    000009
    000012
    000013
    020200
    020201
    Designated Investment
    Income Funds
    400000-
    489999
    Designated Gift Funds Operating Gifts 600000-
    649999
    Capital Gifts 65xxxx
    Sponsored Programs and
    Service Centers
    Sponsored Program Funds 5xxxxx
    Service Centers 000011


  5. BREAK BY ORG PARENT INSTEAD OF ORG? (Y/N).
    To use org parent processing, specify a parent org for the org low value, choose report option 2, and choose Y here. For more information on org parent processing, see http://www.budget.upenn.edu/rcm/org_parent.shtml


Report Heading:

The report heading includes the following information:
  1. REPORT BREAK
    Indicates the chart of accounts segments used to create the report break, depending on which report option was chosen. The next line will show the chart of accounts values used for this particular part of the report. The codes used for fund groups, sub groups, and categories are shown on http://www.budget.upenn.edu/dlDocs/fund_aggregations.pdf

  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. DESCRIPTION
    The alphabetic descriptions associated with the report break codes.


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 data in the Original Budget column is the file uploaded by the Budget Office at the beginning of each fiscal year.

    Special Note: In the ORIGINAL BUDGET column, the “Prior-Year Cash Position (Surplus)/Deficit” row shows the budgeted prior-year amount, not the actual amount.

  2. CURRENT ANNUAL BUDGET: The balance in this column is the fiscal-year-to-date operating budget, which is the Original Budget plus or minus any budget changes from the beginning of the fiscal year up through the specified accounting period. Any changes to the operating budget that have occurred within the specified accounting period being reported will also be reflected in this balance.

    Special Note: In the CURRENT ANNUAL BUDGET column, the “Prior-Year Cash Position (Surplus)/Deficit” row shows the actual prior-year amount, not the budgeted amount.

  3. CURRENT MONTH ACTUALS: The balance in this column is the period-to-date actuals for the specified accounting period.

  4. FYTD ACTUALS: The balance in this column is the fiscal-year-to-date actual, that is, the total activity from the beginning of the fiscal year up to and including the specified accounting period.

  5. % ACT TO CUR BUDGET (xx% of FY): Two pieces of information are being provided:

    1. The figure in the heading (xx% of 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. ENCUMBRANCES: The balances in this column represent all outstanding encumbrances up to and including the specified accounting period.

  7. % ACT/ENC TO CURRENT BUDGET: The data in this column reflects the sum of the amounts in the FYTD Actuals and Encumbrance columns, divided by the amount in the Current Annual Budget column, stated as a percentage.

  8. BUDGET BALANCE AVAILABLE: A calculated column that 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 + ENCUMBRANCES)


Section At The Bottom:

On the 2xx.SCH reports, the cash position section at the bottom of the report is completely populated for all funds, and for all break options, regardless of the BC. The fiscal-year-to-date "Net Operating (Surplus)/Deficit" and "Cash Effect of Other Current-Year Activity" are added to the "Prior-Year Cash Position (Surplus)/Deficit" to provide the "Cumulative Cash Position (Surplus)/Deficit." In contrast, the 10x.ORG reports suppress the prior-year cash position in certain situations. Therefore, the section at the bottom will not be the same for 10x and 2xx reports run for the same orgs and funds.


Last Page Of The Report:

On the last page of every report additional pieces of important information are provided. 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.

  3. ORG PARENT OVERLAP DIAGNOSTIC
    If you used org parent processing in this report, a third section will appear that shows the orgs that were included in each parent, and whether any of the underlying orgs were included in more than one parent in this report. For advice on what to do if you have overlaps, see http://www.budget.upenn.edu/rcm/org_parent.shtml

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