Tips:

Reading the GL069 Financial Summary (Including Multi-Year Funds And Excluding Agency Funds) Report

Use this report to get a snapshot of all your grant and non-grant chart strings (except agency funds). Multi-year funds include funds that are not bound to the fiscal year calendar. This report displays summarized expense and revenue (actuals and budget) financial information by chart string. The report includes all chart strings except agency-related funds (start with 7).

Although this report was designed for administrators at the major unit level, anyone with access to see budget information in Cognos can run this report. Data will only be returned for chart strings you have access to view.

Anyone with Cognos Reporting and row-level security to departments or tree nodes may access the report.

Contents

Step 1: Navigate to the report.

Begin in Cognos BI with Public Folders on display.

  1. Click Finance, Facilities, and Research Administration > School or Central > and choose any of the following folders: Accounting Services, Budget, Facilities, Sponsored Programs Management, Supply Chain, Voyager, Budget/COA, or Monthly Financial.
  2. Click the report title to see the prompt page.

Step 2: Respond to prompts and run the report.

  1. Respond to prompts as needed to filter the report. There are no required prompts. If you enter none, the report contains all chart strings to which you have access.
    • You may only select up to 10 funds at a time. If you do not select any funds, the report will include all funds (except those that start with 7). Chart strings that use agency funds (starts with 7) have been excluded from this report. Do not click the Select All link.
    • The report displays information from the start of the fiscal year up through the accounting period selected. If the selected accounting period is closed when the report runs, (Closed) appears in the report header.
  2. Click Finish. Result: the report appears in HTML or your default format.
Prompts Descriptions
  • Business Unit
  • Fiscal Year
  • Accounting Period
  • Sort order*
  • Fund (optional prompt)
  • Optional Columns (optional prompt)**
  • Department***
  • Department Tree Node (optional prompt)
  • Project Status
  • Project Number

* Sort order - specifies how the information is sorted. For example, if you select Department and then Fund, chart strings are sorted first by department ID and second by fund numbers within each department ID grouping.

** Optional Columns select these columns to include them in the report. Columns include: Benefits Budget, Benefits Obligation, Over/Under Expense Budget, Over/Under Revenue Budget, Fringe Benefit Surplus/(Deficit), Fund Description.

*** Department - the tree represents the structure of the university for financial reporting. Select the (As of Today) option for the most recent reporting structure, or select the prior fiscal year tree to use the reporting structure from the prior fiscal year.

Report Results

On the example below, you see a mix of funds on the report, including one multi-year fund.


Column Definitions

For each chart string type, the following symbols indicate whether the column is applicable: See full size image = No Blank = Yes.

Chartstrings and Descriptions

Indicated by Letter

Column Name

Column Description

Used for Non-grants?

Used for Grants?

Calculations

A

Fund Code

Three-digit value; the part of the chart string that that identifies the type of funding source.

   

No calculations performed

Not Shown

Fund Description

The description of the fund such as General Unrestricted, or Designated

   

No calculations performed

B

Department

Seven-digit DeptID value; the part of the chart string that identifies the unit responsible for the activity.

   

No calculations performed

C

Department Description

A description of the specified DeptID number.

   

No calculations performed

D

Project

Unique eight-digit value; part of the chart string that links the activity to a distinct restricted or unrestricted purpose.

   

No calculations performed

E

Project Description

The description of the project number.

   

No calculations performed

F

Activity ID

Two-digit value; part of the chart string that identifies the phase of construction for plant funds. For grants, this value is 01 unless the sponsoring agency doesn t allow carry-over funding between award periods or requires billing invoices to be sent for spending on individual periods.

   

No calculations performed

G

Project Manager

For grants only; this is the name of the project manager/project primary investigator listed in NUFinancials.

See full size image

 

No calculations performed

Expense Budget

Indicated by Letter

Column Name

Column Description

Used for Non-grants?

Used for Grants?

Calculations

H

Carryforward Expense Budget

This is the amount remaining on this chart string at the close of the prior fiscal year. It is budgeted on account code 79999.

 

See full size image

No calculations performed

I

Current Year Expense Budget

This is the expense budget for the chart string for the current fiscal year. This includes the base budget plus any budget adjustments that have been made.

 

See full size image

No calculations performed

J

Cumulative Expense Budget

The expense budget since day one of the sponsored project or plant project. For nongrant chart strings, this is the carryforward expense budget plus the current year expense budget.

Plant only

 

No calculations performed (grants)

= I plus J (nongrants)

Expense Actuals and Balance

Indicated by Letter

Column Name

Column Description

Used for Non-grants?

Used for Grants?

Calculations

K

Fiscal YTD Expenses

Expenses posted for this chart string from fiscal year beginning through the selected accounting period.

   

No calculations performed

L

Inception To Date Expenses

Expenses posted for this chart string from the first day of the project until the date you run the report.

Plant only

 

No calculations performed

M

Total Encumbrances

Encumbrances and pre-encumbrances posted for this chart string from fiscal year beginning through the selected accounting period.

   

No calculations performed

N

Total Obligation

The fiscal year to date total of actuals expenses, encumbrances, and pre-encumbrances.

   

L plus N

Not shown

Benefits Budget (optional column)

This is the amount budgeted for benefits.

   

No calculations performed

Not shown

Benefits Obligation

(optional column)

This is the amount of your total obligation that is solely benefits expense. This amount is a subset of column O Total Obligation.

   

No calculations performed

O

Under/(Over) Expense Budget (optional column)

This is the total expense budget including carryforward dollars minus all expenses, encumbrances, and pre-encumbrances (total expense budget minus total obligation).

   

J O (nongrants except plant)

K O (grants)

Revenue Budget and Actuals

Indicated by Letter

Column Name

Column Description

Used for Non-grants?

Used for Grants?

Calculations

P

Current Year Revenue Budget

This is the amount budgeted for revenue for the fiscal year. This includes the base budget plus any adjustments that have been made.

 

See full size image

No calculations performed

Q

Recognized Revenue

This is the actual revenue that has been posted for this chart string from fiscal year beginning through the selected accounting period.

 

See full size image

No calculations performed

R

Over/(Under) Revenue Budget (optional column)

The difference between the amount of revenue that was budgeted and actual revenue received for the chart string.

 

See full size image

S net T

S

Inception to Date Recognized Revenue

This is the amount of revenue that has been processed since day one of the project (plant funds only).

Plant only

See full size image

No calculations performed

Cumulative Balances and Project Start/End Dates

Indicated by Letter

Column Name

Column Description

Used for Non-grants?

Used for Grants?

Calculations

T

Fiscal Year Surplus/(Deficit)

Revenue surplus or deficit plus Expense surplus or deficit, provides the net position which includes benefits and excludes any carryforward dollars from prior years.

   

K N M (grants)

K N + T S L

(all nongrants chart strings except plant & agency)

U

Surplus/(Deficit) Including Carryforward OR Inception to Date

The net position, which for non-grants chart strings includes carryforward budget and for grants or plant chart strings, includes inception to date totals.

   

= K N M (grants)

= K N + T S L

(all nongrant chart strings except plant & agency)

Not shown

Fringe Benefit Surplus/(Deficit)

(optional column)

The benefits budget minus benefits obligation which includes benefits transactions that are expense and encumbrances

The fringe benefit Surplus/(Deficit) is a subset of the Cumulative Surplus/(Deficit) amount

For fund 110, General Unrestricted, a fringe benefit surplus is generally returned to the university

A fringe benefit deficit is generally the responsibility of the applicable department or unit.

   

No calculations performed

V Project Start Date        
W Project End Date