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300.BUD: Budgetable Amount - Operating Gifts
Documentation :|: BEN Balances Report Documentation :|: Quick View

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Last Updated: 10/06/97

The 300.BUD report provides information to assist departmental business administrators in budgeting operating gift funds. In determining the amount available to be budgeted, the report displays, on a fund by fund basis, the prior year operating (surplus)/deficits in both NAC 0 and NAC 1, the current fiscal year-to-date income in both NAC 0 and NAC 1, the amounts that should be budgeted and the amounts actually budgeted. Budget information is provided at the FUND level for all gift funds selected. This report shows budget information only - what is budgetable vs what is currently budgeted. No actual encumbrance or expenditure data are shown. Additional information useful to the budgeting process, such as donor or Penn designated restrictions on the fund, are also displayed on this report.

Various report types and selection parameters are available to provide the user with reporting flexibility. Report types include school/center by fund or by available amount, and responsible organization by fund or by available amount. Selection parameters allow the user to select funds based on school/center, responsible organization, donor restrictions or Penn designations. In defining the report's selection parameters, the user can specify up to three types of donor organization, program or object restrictions, or up to three types of Penn organization or program designations.


Report Break:

The report break is determined by the Report Selection parameter.

School/Center - A new page is created for each unique School/center reported. Subtotals are calculated for each School/center and a grand total is provided for all schools or centers reported.


Sort Order:

The sort order is determined by the Report Selection parameter. The first sort will either be by School/center or by RESP ORG, in ascending order. The second sort will either be by fund in ascending order or by amount available in descending order. If the amount available is the same for multiple funds, then these funds will be sorted by fund in ascending order.


Report Template:

No report template is used for this report.


Parameters:

  1. Period Name LOW/HIGH
  2. Report Selection
  3. School or center LOW/HIGH
  4. Responsible Organization LOW/HIGH
  5. Donor Restriction - ORG (1-3)
  6. Donor Restriction - PROG (1-3)
  7. Donor Restriction - OBJ (1-3)
  8. Penn Designation - ORG (1-3)
  9. Penn Designation - PROG (1-3)

There are three types of report parameters for the 300.BUD report:

Report Selection - This parameter controls the report break and sort order.

  1. School/Center by Fund
    • Within each School/Center, list funds in ascending order by Fund number; page break for each new School/Center
  2. School/Center by Amount Available
    • Within each School/Center, list funds in descending order by the Amount Available to be budgeted; page break for each new School/Center
  3. Responsible Organization by Fund
    • Within each Responsible ORG, list funds in ascending order by Fund number; page break for each new Responsible ORG
  4. Responsible Organization by Amount Available
    • Within each Responsible ORG, list funds in descending order by the Amount Available to be budgeted; page break for each new Responsible ORG

Period Name And FUND Affiliation - These parameters work similarly to other General Ledger Reports (see Section 6, Report Parameters).

  • Period Name (Accounting Period) (Required)
  • School or Center Low/High (Required)
  • Resp Org Low/High

FUND Attributes - These parameters use the OR condition, therefore, all funds that match any of the attributes specified will be selected. The user can specify up to three values for each of the following attributes:

  • Donor Restriction - Organization
  • Donor Restriction - Program
  • Donor Restriction - Object Code
  • Penn Designation - Organization
  • Penn Designation - Program

If no FUND Attributes are specified, the funds selected will be based solely on the Period Name and FUND Affiliation parameters. If any values for any of the FUND Attributes are specified, the funds selected will be based first on the Period Name and Fund Affiliation parameters. These funds will then be further reduced to include only those funds that also meet the criteria specified in the FUND Attributes parameters.


Report Heading:

The report heading includes the following information:

  1. Report Break:
    Indicates the basis on which the report will provide a page break (either School/center or Responsible Organization).

  2. For Month Of: MMM-YY
    Indicates the accounting period through which financial balances are provided. Accounting period is provided as a parameter when the report is requested.

  3. School/center/Responsible Organization:
    Based on the report selection parameter the numeric code(s) for the School/center or the RESP ORG will be displayed for all funds listed in this section of the report. The School/center codes are presented in a range format depicting NAC '0' and '1' ( e.g., 020 - 021).

  4. Description:
    Based on the report selection parameter the School/center or the RESP ORG name will be displayed for all funds listed in this section of the report.

  5. Report Type:
    Indicates the report type selected.


Report Columns:

From left to right, the report columns provide the following information.

  1. RESP ORG
    This column provides the numeric code for the RESP ORG for the gift fund being reported.

  2. FUND
    This column displays the fund number of the gift fund being reported.

  3. FUND Description
    This column displays the name of the gift fund being reported.

  4. Donor Restrict - ORG
    This column displays the numeric code for any organizational restrictions stipulated by the donor for the gift fund being reported.

  5. Donor Restrict - PROG
    This column displays the numeric code for any program restrictions stipulated by the donor for the gift fund being reported.

  6. Donor Restrict - OBJ
    This column displays the numeric code for any expenditure restrictions stipulated by the donor for the gift fund being reported.

  7. Penn DSGN - ORG
    This column displays the numeric code for any organizational designations stipulated by the university for the gift fund being reported.

  8. Penn DSGN - PROG
    This column displays the numeric code for any program designations stipulated by the university for the gift fund being reported.

  9. PR YR Cash Position (SURP)/DEF - NAC 0
    This column displays the amount of the unrestricted (NAC 0) operating (surplus)/deficit from the prior fiscal year for the gift fund being reported. Credit amounts indicate a surplus.

  10. PR YR Cash Position (SURP)/DEF - NAC 1
    This column displays the amount of the temporarily restricted (NAC 1) operating (surplus)/deficit from the prior fiscal year for the gift fund being reported. Credit amounts indicate a surplus.

  11. FYTD Current Income
    For each gift fund being reported, this column represents the current fiscal year-to-date income (NAC 0 plus NAC 1) as of the accounting period specified. Credit amounts indicate a surplus.

  12. Budgetable Expenditures - Direct
    This column represents the amount in the Budgetable Expenditures - Total column minus the amount in the Budgetable Expenditures - Overhead column.

  13. Budgetable Expenditures - Overhead
    This column represents the amount that must be budgeted for overhead for the gift fund being reported. The amount reported in this column is a calculated number that takes into consideration whether or not the fund is subject to overhead, the current overhead rate, both current and prior year NAC 1 income, current year NAC 0 income, as well as any overhead already charged on this year's income.

  14. Budgetable Expenditures -Total
    This column represents the total amount that can be budgeted for the gift fund being reported. It is the sum of columns 9 through 11 multiplied by minus 1. The sign is reversed to reflect the appropriate budgetable amount.

  15. FYTD Budgeted Expenditures
    For each gift fund being reported, this column represents the amount that has already been budgeted, as of the accounting period specified, including amounts budgeted for overhead.

  16. Available To Be Budgeted/(Overbudgeted)
    For each gift fund being reported, this column represents either the additional amount, if any, that is available to be budgeted (that is, the amount that can be budgeted over and above the amounts, if any, that have already been budgeted for the fund) or the amount that has been overbudgeted. This column is calculated as the difference between Budgetable Expenditures -Total and FYTD Budgeted Expenditures. Credit balances represent amounts that have been overbudgeted.


Last Page Of The Report:

On the last page of every report, the following information is provided:

  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 report.

  2. Report Break - Resolved Parameters
    The list provided here presents the list of values within the range you provided as Report Parameters that passed security verification. When a report is submitted, ORG parameters that were provided are compared against your security profile. All ORG in the range that match your profile will be returned to you in the report.

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

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