Reading the GL005 Summary Budget Status Report
- The GL005 Summary Budget Status Report displays the budget amounts and remaining balances for non-sponsored (non-grant) chart strings.
- This report pairs well with the related GL008 Revenue and Expense Activity Report which shows you the details summarized in the GL005.
- For sponsored chart strings, see the GM045 Sponsored Project Budget Statement.
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.
- Revenue Balance = FYTD Total - Budget. In Revenue, parentheses indicate the amount you have yet to bring in. Positive numbers indicate you have brought in more than you budgeted for revenue.
- Expense Balance = Budget - FYTD Total. In Expenses, parentheses indicate an excess of expenses over the budget. For expenses a positive number is the remaining balance available to spend at the account level.
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: Revenue less Expense = Revenue Total - Expense Total.
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.
- Net Position Excluding Benefits = Revenue Total - Salaries Total - Non-Personnel Total.
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.
- Expense Total Excluding Carry Forward = Expense Total - Carry Forward.
Net Position Excluding Carry Forward - is useful to units who want to measure their performance against budgets/dollars related to the specific fiscal year.
- Net Position Excluding Carry Forward = Net Position - Carry Forward.