203.SCH: YTD Revenue And Expense Totals Overview
Last Updated: 4/20/12
The 203.SCH report provides a fiscal year-to-date overview of the operating budget showing revenue and expense totals by fund category and fund group. It provides a summary of current period and year-to-date revenue and expense activity 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 the totals of all 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.
The following report breaks are automatically produced for the Net Asset Classes and Organizations you select when you run this report:
Revenue and Expense totals for each fund group.
Revenue and Expense totals for each fund category
Revenue and Expense totals for the entire operating budget
All page-break combinations will be presented in ascending order, that is, the lowest combination of values to the highest.
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 5A 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. Only the revenue and expense totals and the section on the bottom are included in this report. For more information on the row templates used in this report, see http://www.finance.upenn.edu/ben/benfin/documentation/reportdoc/templates/temp5.shtml
Note: Template 5A is a highly summarized version of Template 1A with one difference - Template 5A shows Object Code 5505 (Service Center Cost Recovery) separately, not included in the Expense total. Reports 102.ORG, 103.ORG, 115.ORG, 201.SCH, and 211.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) differently than Template 1A, and this needs to be reconciled in order to go back and forth between reports.
In addition to the Accounting Period (PERIOD NAME), the following parameters are provided on this report:
Center LOW/HIGH (Required)
Enter the low/high values for the Responsibility Center.
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').
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.
The 203.SCH will produce summary reports at the shaded levels. No parameter is needed here to specify the report options.
Other Restricted Funds
BUDGET FUND CATEGORY FUND GROUP SUB-GROUP FUND Operating Budget General Funds and
General Operating Funds General Purpose Funds 000000
Special Purpose Funds 01xx01
Other Unrestricted Funds 000002
Designated Gift Funds Operating Gifts 600000-
Capital Gifts 65xxxx Sponsored Programs and
Sponsored Program Funds 5xxxxx Service Centers 000011
The report heading includes the following information:
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
Indicates the accounting period for which information is being reported. Accounting period is specified as a parameter when the report is requested.
The alphabetic descriptions associated with the report break codes.
From left to right, the report columns will provide the following balances:
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.
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.
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.
CURRENT MONTH ACTUALS: The balance in this column will contain the period-to-date actuals for the specified accounting period.
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.
% ACT TO CUR BUDGET (xx% of FY): Two pieces of information are being provided:
- The figure in the heading (xx% of FY) indicates the percentage of the fiscal year that has passed.
- The data in this column is the FYTD Actuals divided by the amount in the Current Annual Budget stated as a percentage.
ENCUMBRANCES: The balances in this column represent all outstanding encumbrances up to and including the specified accounting period.
% 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.
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
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.
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.
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.