Budget Office

Management Reports:
As of January 1, 2002 Augusta State University has converted to new Accounting/Budget/Purchasing Software called PeopleSoft Financials. One advantage of this conversion is that departments will be able to run their own Budget Progress Reports (see instructions below on how to run this report). Therefore, the Business Office will no longer mail out monthly Management Reports.

Understanding the New Budget System:

Money is budgeted at the APPROPRIATION level in four categories
1. Personal Services (appropriation account 500000)
2. Travel (appropriation account 600000)
3. Operating Supplies & Equipment (appropriation account 700000)
4. Equipment (appropriation account 800000)

APPROPRIATION 500000 Personal Services $50,000
ORGANIZATIONALL 511000 Salaries-Regular Faculty
DETAIL 511100 Salaries-Regular Faculty

APPROPRIATION 600000 Travel $2,000
ORGANIZATIONAL 640000 Travel
DETAIL 640100 Travel

APPROPRIATION 700000 Operating Supplies & Equipment $5,000
ORGANIZATIONAL 714000 Supplies & Materials
DETAIL 714100 Supplies & Materials

APPROPRIATION 800000 Equipment $1,500
ORGANIZATIONAL 843000 Computer Purchase
DETAIL 843300 Computer Purchase

The APPROPRIATION level is your budget
The ORGANIZATIONAL level is a new category in PeopleSoft Financials
The DETAIL level comprises the ORGANIZATIONAL level and is equivalent to the old Object Codes

In order for your requisitions to pass budget checking it must meet both of the following criteria:
1. You must have funds available at the APPROPRIATION level AND
2. An ORGANIZATIONAL budget line must exist (e.g. DETAIL # 714110, must have an
ORGANIZATIONAL account of #714000, the budget at this level will always be $0.00)

This report provides detail and can be run for any date range and is located on IRIS click on the pdf link below for instructions

Instructions for Running a Project Grant Status Report -

This is a quick summary report

(This is a PeopleSoft delivered report)

1. Signon to PeopleSoft Financials
2. Select Go| Process Financial Information | Analyze Controlled Budget |
3. Select Report| Project Grant Status Report| Add
4. Create a run control, most people use their initials, this will save your parameters, the next time you run this same report, you will select UPDATE/DISPLAY instead of ADD in Step # 3 and enter your run control
5. A screen labeled Parameters will pop up
6. Enter your project/grant id number in the PROJECT GRANT field
7. Enter Final in the SCENARIO field
8. Enter the current fiscal year in the BUDGET PERIOD field
9. Percent (%) signs are wildcards
10. Click on the first traffic light icon up top and run the report to the window, this will bring the report up on your screen and you will also have the option of printing once it appears on your screen

Instructions for Running a Grant Budget Progress Report

This is a detailed report

(This is a PeopleSoft delivered report)

1. Signon to PeopleSoft Financials
2. Select Go| BOR Interfaces & Reports| GL/BUD Rpt| Grant Budget Progress Report
3. Either enter via Add and create a new run control or if this is not the first time you have run this report then enter via update/display and search for the run control you have previously created
4. Verify that 27000 appears in the Business Unit field
5. Enter the appropriate Budget Period
6. Enter the Fund Code (20000) in the from and to fields
7. Enter the Department ID in the from and to fields
8. Enter the Grant # in the from and to fields
9. Enter the Accounting period you want the report to run for. This is similar to selecting a date range. July is accounting period 1, August is accounting period 2......June is accounting period 12
10. You can leave % sign in the Account fields, this will pull all accounts under that grant
11. Click on the first traffic light to run the report and send the report to your printer using the Output Destination of Printer and entering your printer path in the field below it.

These budget vary from your state account budgets in that budgets are set up by line item (or at the ORGANIZATIONAL level instead of the APPROPRIATION level).

The ORGANIZATIONAL level consists of 640000, 714000, 727000, 733000…etc. While the APPROPRIATION level consists of 500000, 600000, 700000, & 800000.

Therefore, in order for an expense to pass budget checking the ORGANIZATIONAL line must exist and there must be money in that line item.

Please check your project/grant budget prior to submitting a requisition to make sure that

(1) the correct ORGANIZATION budget line exists for the specific expense and

(2) that enough funds are budgeted in that ORGANIZATIONAL budget line.

This cursory check will prevent a lot of "emergency" budget amendments. Should you need to submit a budget amendment please fill out the budget amendment form and send it to the Budget Office.

for a list of account numbers to use when filling out an Additional Pay form click here