Reading the GL005 Summary Budget Status Report

Graphic of GL005 report example

A.  Accounting Period - Parentheses next to the Accounting Period indicate whether that period was open or closed at the time the report was run. Look for the word closed to verify that this is the final report for the period. If open, there may be outstanding transactions not captured on the report.

B.  Detail Drill - This link launches the GL076 Revenue and Expense Activity report (a clone of the GL008).

C.  Account - you see the account code and description. Accounts appear when they have financial activity over the course of the fiscal year. Revenue appears first, then expense.

D.  Current Period Summary - refers to the Accounting Period in the report header. Under Current Period Summary, you see three columns:

Pre-Encumbrance/Encumbrance - indicates whether the amount is currently encumbered if it is positive. Negative amounts are indicated by (parentheses) and mean unencumbered. Encumbrances do not apply to revenue.

Actual - displays posted transaction amounts, such as recognized revenue or expenses paid.

Total - is the sum of the Pre-Enc/Enc and Actual columns.

E.  Fiscal Year to Date - you see the same three columns: Pre-Enc/Enc, Actual, and Total. The difference from the Current Period Summary is that the span of time is from the beginning of the fiscal year (Sept.1) to the date in the accounting period for which the report was run.

F.  Current Budget - is the cumulative budget for the fiscal year including any adjustments made to the original amount.

G.  (Un)Favorable Balance - is the account balance column. Notice the prefix (Un) is in parentheses. Parentheses around any figure mean the budgeted item is negative, or in deficit.

H.  Subtotals - exist for Revenue and each type of expense: Salary, Benefits, and Non-Personnel expenses. Non-personnel is the subtotal for all non-salary/benefits expenses on account codes in the 70000 (other expenses) or 80000 (transfers) series.

H. Expense Total - is the sum of all Salary, Benefits, and Non-Personnel expenses.

I.  Net Position: Revenue less Expense - compares total revenue to total expenses.

Net Position Excluding Benefits - is valuable to units who carry forward unused funds, because unused benefit budgets cannot be carried over to the next fiscal year.

Expense Total Excluding Carry Forward - Money that is carried forward) from a previous fiscal year) is mainly budgeted on account code 79999. On the GL005 prompt page in Cognos, you can select whether or not to display subtotals that exclude carry forward. The default setting displays these subtotals.

Net Position Excluding Carry Forward - is useful to units who want to measure their performance against budgets/dollars related to the specific fiscal year.