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					                                           UNIVERSITY OF COLORADO AT BOULDER
                                        DEPARTMENTAL FINANCIAL MANAGEMENT GUIDE


                                                 FINANCIAL STATEMENTS

                               TABLE OF CONTENTS - CHAPTER 16


I.         CHAPTER 16 – FINANCIAL STATEMENTS ............................................ 1
II.        OVERVIEW ......................................................................................... 1
III.       TYPES OF TRANSACTIONS ON THE FINANCIAL STATEMENTS ............. 2
   A.      Budget Transactions ............................................................................... 2
   B.      Actual Transactions ................................................................................ 3
   C.      Encumbrance Transactions ...................................................................... 3
IV.        ACCOUNT BALANCES AND NORMALIZED STATEMENTS ....................... 4
   A.      Normal Balances .................................................................................... 5
   B.      Abnormal Balances ................................................................................. 6
      1.     Working with Abnormal Balances ............................................................................................... 6
V.         MONTHLY REPORTING TO DEPARTMENTS .......................................... 8
   A.      Revenue and Expense Statement Detail .................................................... 9
      1.     Overview...................................................................................................................................... 9
      2.     Reading and Understanding the Revenue and Expense Data Elements ...................................... 9
      3.     Reviewing and Reconciling the Detail Statement .......................................................................17
      4.     Working with the Rev/Exp Detail Report: Identifying Potential Problems ................................17
      5.     Conclusion ..................................................................................................................................18
   B.      Revenue and Expense Statement Summary ............................................. 19
      1.     Overview.....................................................................................................................................19
      2.     Reading and Understanding the Summary Statement Data Elements – Program......................19
      3.     Reading and Understanding the Summary Statement Data Elements – Project ........................26
      4.     Working with the Rev/Exp Summary Report: Identifying Potential Problems ...........................31
      5.     Conclusion ..................................................................................................................................32
   C.      Balance Sheet Detail Statement ............................................................. 33
      1.     Overview.....................................................................................................................................33
      2.     Reading and Understanding the Balance Sheet Detail Data Elements ......................................33
      3.     Working with the Balance Sheet Detail: Identifying Potential Problems ...................................38
      4.     Conclusion ..................................................................................................................................41
   E.      Balance Sheet Summary Statement ....................................................... 41
      1.     Overview.....................................................................................................................................41
      2.     Reading and Understanding the Balance Sheet Summary Data Elements .................................41
      3.     Working with the Balance Sheet Summary Statement: Identifying Potential Problems .............44
      4.     Conclusion ..................................................................................................................................44
   F.      Outstanding Encumbrances Statement .................................................... 44
      1.     Overview.....................................................................................................................................44
      2.     Types of Encumbrances ..............................................................................................................45
      3.     Reading and Understanding the Outstanding Encumbrances Data Elements ...........................48
      4.     Working with the Outstanding Encumbrances Statement: Identifying Potential Problems .......49
      5.     Conclusion ..................................................................................................................................50
VI.        FINDING THE “BALANCE AVAILABLE TO SPEND” ............................. 51
VII.       ACCESSING FINANCE SYSTEM REPORTS ONLINE ............................. 52
   A.      CUConnect Portal ................................................................................. 52
   B.      The Reporting System .......................................................................... 60
   C.      Legacy PeopleSoft Finance Reporting System .......................................... 71




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CHAPTER 16: FINANCIAL STATEMENTS                                                                                                                     11/06
                            UNIVERSITY OF COLORADO AT BOULDER
                         DEPARTMENTAL FINANCIAL MANAGEMENT GUIDE

                              FINANCIAL STATEMENTS



I.      CHAPTER 16 – FINANCIAL STATEMENTS
        The purpose of this chapter of The Guide is to provide information about the
        financial statements that make up the monthly reporting to departments. The
        chapter offers an explanation of a normal balance, and gives instructions for
        reading and understanding each monthly statement. The chapter concludes by
        explaining how to access and run Finance System financial reports online.


II.     OVERVIEW
        At the end of each month, the university uses the transactions that were recorded
        in the Finance System during that month to produce the following five financial
        reports:
            1. Revenue and Expense Statement Detail
            2. Revenue and Expense Statement Summary
            3. Balance Sheet Detail
            4. Balance Sheet Summary
            5. Outstanding Encumbrances

        The monthly reports are produced for each FOPPS after the Finance System
        monthly close. The reports are delivered to the online campus portal CUConnect
        (https://cuconnect.colorado.edu/uPortal/index.jsp) for every employee who has a
        fiscal role identified in the Finance System. A fiscal role is a particular category
        of employees to indicate their fiscal responsibilities to the University as defined in
        Administrative Policy Statement Fiscal Roles and Responsibilities. Categories
        include Officers, Fiscal Principals, Fiscal Managers and Fiscal Staff. If any of this
        information on the report is incorrect, send an email requesting a change to
        accounting@colorado.edu. (Note: A few of the larger departments with many
        speedtypes and small staffs may receive printed reports from UMS by request.)

         Beginning in August 2006, a new report process and reporting tool was launched
         that is intended to eventually replace the reporting system available through the
         PeopleSoft Finance System, as well as some of the other “shadow” system reporting
         tools that have been developed to overcome the PS limitations. You may hear the
         new reporting system referred to as Cognos because that is the company that
         developed the software. This is to facilitate the responsibilities in the newly adopted
         Fiscal Accountability Suite of Administrative Policy Statements and to efficiently
         generate accurate and complete financial statements, support fiscal accountability,
         and provide reasonable fiscal certification and compliance.




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                               FINANCIAL STATEMENTS


        IT IS IMPERATIVE THAT THE FINANCIAL STATEMENTS BE REVIEWED
        EACH AND EVERY MONTH.

        On the Encumbrance and two Detail Statements:
            1. Actual transactions must be reconciled to source documents.
            2. Erroneous transactions must be corrected, and
            3. Missing transactions must be researched.
            4. For Funds 2x, 34, 7x, and 80 cash and fund balance must be reviewed.

        On the Revenue and Expense Statement Summary the budget for each FOPPS
        must be compared to the financial activity actually recorded in the FOPPS. This
        exercise determines whether or not the actual revenue/expenditures are following the
        budgeted plan for revenue/expenditures. The “budget to actual” comparison also
        provides important information regarding the financial health of a particular FOPPS .



       Additional Resources:
         Chapter 3 of The Guide, Responsibilities Associated with Financial
          Management
         Fiscal Roles and Responsibilities APS
         Reporting System Step-by-Step Guides




III.   TYPES OF TRANSACTIONS ON THE FINANCIAL
       STATEMENTS
       A. Budget Transactions
          Budget transactions are those recorded in the Finance System through a
          Budget Journal Entry (BJE). The function of budget information on the
          monthly Finance System statements, particularly the Revenue and Expense
          Summary statement, varies according to fund. For example:

           Fund 10                 The budget represents spending authority.
           Funds 2x, 71, 72, 78    The budget is a plan that reflects estimates of projected revenues,
                                   expenditures, and cash transfers for the fiscal year.
           Fund 30                 The budget represents the amount that was authorized by the
                                   sponsor to spend on a particular grant or project from the inception of
                                   the project through the current date.
           Funds 34, 50, 73, 74,   These funds do not require budgets. Budgeting in gift fund 34 is
           80, 99                  currently optional. If budgets are recorded in a Fund 34 FOPPS, the
                                   temporary ledger is used. Budgets in Fund 34 may become
                                   mandatory in the near future; an official date is not yet set.




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                          UNIVERSITY OF COLORADO AT BOULDER
                       DEPARTMENTAL FINANCIAL MANAGEMENT GUIDE

                           FINANCIAL STATEMENTS


        B. Actual Transactions
          An actual transaction represents an event that has occurred and has been
          recorded in the Finance System. Actual transactions include revenue,
          expenditures, and transfers.

          Examples of actual transactions are:
              Receiving a payment from a customer who made a purchase from the
                university such as a theater ticket or a sweatshirt
              Paying a salary to an employee
              Having a vendor invoice the university.


        C. Encumbrance Transactions
          Encumbrances are commitments that have not yet become liabilities, and
          demonstrate an obligation to make a future expenditure of funds. The purpose
          of an encumbrance is to provide a reminder about this financial commitment.

          Two categories of encumbrances appear on the monthly Finance System
          statements: purchasing encumbrances and payroll encumbrances.

          Purchasing encumbrances can include both a pre-encumbrance and an
          encumbrance. A pre-encumbrance results when a purchase requisition is input
          and approved through the Finance System online pages. When the purchase
          requisition converts into a purchase order, the pre-encumbrance then becomes
          an encumbrance. Other examples of items that generate encumbrances
          (without first creating a pre-encumbrance) include purchases made using
          departmental purchase orders, telecommunications equipment rental, standing
          purchase orders set up on subcontracts in Fund 30, and the F&A (Facilities
          and Administration) encumbrance in Fund 30.

          Payroll encumbrances are calculated for all employees who are paid a salary,
          (as opposed to an hourly wage). This includes salary for regular full time and
          regular part time employees in faculty, officer/professional exempt, and
          classified job codes. In certain circumstances, the salaries of some graduate
          students are encumbered as well. In addition to the salary, retirement,
          Medicare and various types of insurance are also encumbered, as appropriate,
          with respect to the above employee groups.

          Additional information explaining the logic of payroll encumbrances can be
          accessed from the ABS website at
          http://abs.colorado.edu/ABS_WEB/WEB_2003/ABS_Q&A.htm#payrollencu
          mbrancelogicmay2005.




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IV.   ACCOUNT BALANCES AND NORMALIZED
      STATEMENTS
      Beginning in fiscal year 2007 (July 2006), statements from the Reporting System
      will be presented in a ―normalized‖ fashion. This means that the accounting
      conventions of debits and credits are not used in the financial statements
      themselves. All numbers in the statements are a positive number unless there is
      either
           an abnormal balance
           or a negative variance.

      Either of these two conditions may indicate a potential problem. When either of
      these two conditions occur, the numbers on the reports are placed in parentheses
      and are highlighted in red (6,000.00) unless the number appears in a color-shaded
      column, in which case the numbers are red and the highlight is plain white within
      the shaded column, e.g. (6,000.00). See the example below indicated with the
      double arrow.




      Throughout this chapter, the red shaded convention will be used, i.e.
      (6,000.00), to indicate instances of highlighted numbers.

      The parenthesis ( ) around the number do not represent a credit; they indicate a
      problem or a potential problem and something to pay attention to. In the detail
      financial reports, keep in mind that even though debits and credits do not appear
      as such (i.e. shown as positive or negative numbers), the normalized positive
      number is still placed in a Debit or Credit column on the Detail statements.

      Normalized accounting isn‘t really an accounting methodology so much as a
      presentation of accounting results in the form of normalized statements. It‘s
      intended to make it easier for non-accountants to understand financial statements,


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CHAPTER 16: FINANCIAL STATEMENTS                                                     11/06
                            UNIVERSITY OF COLORADO AT BOULDER
                         DEPARTMENTAL FINANCIAL MANAGEMENT GUIDE

                              FINANCIAL STATEMENTS


        but for those of us who are happy in debit/credit land, they can pose a challenge.
        Normalized accounting means that positive amounts always reflect what the
        normal balance is for any account code, expenditure or revenue. In other words,
        under traditional debit/credit accounting, a $1000 credit balance in a revenue
        account is shown as -1000 or (1000). Under normalized accounting the same
        balance in the same revenue account is shown as 1000. On the Detail Statements,
        debits and credits still appear but they are positive numbers placed in debit and
        credit columns.

        The Reporting System uses debit and credit logic to determine if there is a
        potential problem (i.e. an abnormal balance) and indicates these on the statement
        as a highlighted negative number such as (1000.00). A credit balance in an
        expense account would appear this way for example. This feature of highlighting
        problems is also extended to negative variances—not just abnormal balances.
        These can occur if an expense posts where there is no budget. What all this means
        is that your reports highlight potential problems: it is up to you to figure out if it‘s
        a genuine problem that needs corrective action. For instance, in these two
        examples, the expense credit could be the result of a refund, and the budget
        variance may simply mean that budgeting was done at a higher budget pool level.
        If this were true, there would be no problem—just something that draws your
        attention.

         Normalized Statements: The official university financial reports that are generated
         by the Reporting System use normalized statements. However, other reporting
         systems that may be available do not necessarily use this convention. Other reports
         may employ debits and credits in their presentation using either a minus sign -100.00
         or parentheses (100.00). Keep this in mind if you use other reporting tools.

         To drive home the point, the following notice appears on the Revenue and Expense
         Summary Statements and the Balance Sheet Summary Statements:




         Accounting Reports: Reports that are run through PeopleSoft Reporting (and CIW-
         based systems like PSLite) are not normalized. They use conventional debit/credit
         balances and therefore the person reading the report must understand normal and
         abnormal balances in order to correctly interpret the report.




        A. Normal Balances
            A normal balance refers to the type of balance one would expect to see within
            a designated series of accounts on the financial statement. The table below
            indicates the normal balance for each series of accounts within the Finance
            System.


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                          FINANCIAL STATEMENTS


                                    Normal Balances
                                Account Series         Normal
        Account Series                                                 Exceptions
                                   Description        Balance
       000000 - 099999   Assets                       Debit     Allowances, Uncollectibles
       100000 - 199899   Liabilities                  Credit
       199900 - 199999   Fund Balance/Net Assets      Credit
       200000 - 399999   Revenues                     Credit    Refunds
       400000 - 989999   Expenditures and Transfers   Debit     Transfers In



     B. Abnormal Balances
        An abnormal balance refers to the type of balance one would not expect to see
        reflected within a designated series of accounts on a financial statement.

        1. Working with Abnormal Balances

            Revenue and Expense Detail Statement
            Consider the following scenario for a $4,000.00 transaction recorded on
            the Revenue and Expense Detail Statement in account 400100, Faculty
            Regular Full Time Payroll. According to the table above, the normal
            balance for account 400100 is a debit, i.e. 4,000.00. However, in
            reviewing the Statement, assume that (4,000.00) shows in the Actuals
            Credit column for this transaction in account 400100. A credit in an
            expenditure account such as 400100 is an abnormal balance, and it is the
            abnormal balance that caused the 4000.00 to be placed in parentheses and
            highlighted in light red. Therefore, further investigation into the
            transaction with the abnormal balance must be pursued. If, instead of an
            expense, this was 4,000.00 of revenue, it would have also been in the
            credit column but without the parentheses or highlighting because the
            normal balance for revenue is a credit.

            The reason for the abnormal balance might be an error, such as a revenue
            transaction that was improperly coded with an expenditure account. Or,
            the reason for the abnormal balance might be due to the correction of a
            prior month‘s error. For example, say a $4,000 salary expense was
            erroneously recorded in Department A‘s FOPPS during a previous month
            by Department B. This $4,000 was recorded in account 400100 of
            Department A‘s FOPPS as an expense—and was shown as a debit—which
            is the normal balance for an expenditure account. During the current
            month, this $4,000 error is being corrected, and the correction will be
            recorded as a $4,000 credit in Department A‘s FOPPS and as a $4,000
            debit in the FOPPS for Department B. Thus, the (4,000.00) abnormal
            balance reflected in account 400100 of Department A‘s FOPPS is, in this
            case, a legitimate one.


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                                 DEPARTMENTAL FINANCIAL MANAGEMENT GUIDE

                                     FINANCIAL STATEMENTS



                    Revenue and Expense Summary Statement
                    Now consider the following scenario for a (100.00) balance appearing on
                    the Summary Statement in account 480101, Office Supplies. According to
                    the table on the previous page, the normal balance for account 480101 is a
                    debit, i.e.100.00. However, in reviewing the Revenue and Expense
                    Summary Statement, (100.00) shows in account 480101. This indicates an
                    abnormal balance which, in an expenditure account, means a credit
                    balance.

                    Continuing the previous example with the Detail Statement, when an
                    abnormal balance appears on the Summary Statement, investigation into
                    the abnormal balance must be pursued. Keep in mind that the balance
                    appearing in an account on the Summary Statement is the sum of each and
                    every transaction recorded in that particular account on the Detail
                    Statement.

                    For example, if the following transactions were recorded on the Detail
                    Statement in account 480101, Office Supplies, the total amount for this
                    particular on the Detail Statement would be (100.00). This (100.00), in
                    turn, is recorded in account 480101 on the Summary Statement.

                                  Revenue and Expense Detail
                                 For the period 6/1/2006 – 6/30/2006

                                  Journal      Invoice                   Journal Actuals Actuals      Actuals
              Acct No                                        Vendor
                                 Line Ref #      Date                     Line   Debits Credits        Total
        480101 Office Supplies
                                 00914671     6/22/2006   Office Store   Supplies   518.00
                                 00890003     5/23/2006   Leapfrog Press Books               651.00
                                 00845709     6/30/2006   Leapfrog Press Paper       33.00
        Total for Acct 480101                                                                          (100.00)

                    The reason for the abnormal balance in account 480101 appears to be that
                    during May 2006, a purchase of books for $651 was recorded in the Office
                    Supplies account in error, and that this error is now being corrected. Thus,
                    the abnormal balance reflected in account 480101 is, in this instance, a
                    legitimate one.




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                           FINANCIAL STATEMENTS


V.   MONTHLY REPORTING TO DEPARTMENTS
     As stated in the overview for this chapter, the reports include the five standard
     reports that are run each month and distributed to employees with fiscal roles for
     financial management purposes. These five reports are:
         1. Revenue and Expense Statement Detail
         2. Revenue and Expense Statement Summary
         3. Balance Sheet Detail
         4. Balance Sheet Summary
         5. Outstanding Encumbrances

     For FOPPS in Funds 10, 20, 26, 28, 29, 34, 72, 73, 78, and 80 the monthly reports
     are run by program for the fiscal year to date.
     For FOPPS in Funds 30 and 71, these reports are run by project from the
     inception of the FOPPS through the date indicated on the report.

     Note: Each of the five reports, in addition to the standard monthly distribution, is
     available online through the Reporting System. The online reporting option offers
     additional flexibility by providing access to a variety of reporting periods. For
     example, when using online reporting, it is possible to produce reports for a fiscal
     quarter, for an entire fiscal year, for accounting periods during a previous fiscal
     year, etc. Instructions for working with online reporting are found in Section VII,
     Accessing Finance System Reports Online of this chapter.

       Report Name Changes—Most of the financial reports generated in the old
       PeopleSoft Reporting System had different name(s) than under the new Reporting
       System:

       New:   Revenue and Expense Statement Detail
       Old:   BAE Report (for Budget, Actuals, and Encumbrances)
       Old:   Detail of Financial Transactions
       Old:   Detail of Budget, Revenues, Expenditures, and Transfers

       New:   Revenue and Expense Statement Summary
       Old:   BAE Report (for Budget, Actuals, and Encumbrances)
       Old:   Summary of Financial Transactions
       Old:   Summary of Budget, Revenues, Expenditures, and Transfers

       New:   Balance Sheet Detail
       Old:   Balance Sheet (SNA) Transactions (Statement of Net Assets)

       New:   Balance Sheet Summary
       Old:   Balance Sheet (SNA)

       New:   Outstanding Encumbrances
       Old:   Outstanding Encumbrances




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                     DEPARTMENTAL FINANCIAL MANAGEMENT GUIDE

                          FINANCIAL STATEMENTS


        A. Revenue and Expense Statement Detail
          1. Overview
            The Revenue and Expense Statement Detail is an itemized list of all
            transactions occurring on a given SpeedType for a specified period of
            time.

            The transaction detail, when totaled at the account level, equals the
            summarized monthly activity provided on the Revenue and Expense
            Statement Summary.

            The Detail Statement is run for all FOPPS in all funds. In Funds 10, 20,
            26, 28, 29, 34, 72, 73, 78, and 80 the report is run by program. In Funds 30
            and 71 the report is run by project.


          2. Reading and Understanding the Revenue and Expense
             Data Elements
            The numbered explanations that follow correspond to the bold numbers on
            each of the statement examples shown on the next two pages:
             Revenue and Expense Statement Detail – Program
             Revenue and Expense Statement Detail – Project



             Hyperlinks: Note that hyperlinks that appear on the financial statements that
             are delivered to the CUConnect portal only take you to the Reporting Tool
             login page—they don’t connect directly to the underlying information.
             However, if you get the report directly in the Reporting Tool from your own
             query, those hyperlinks drill through to more detail.




             This is a Work in Progress: Please note that the new reporting system
             was still undergoing testing and refinements as of September 2006.
             Over time, changes will continue to be made to the information and or
             layout of the existing reports, as well as the addition of new reports.
             This chapter will be updated as required.




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                        Revenue and Expense Statement Detail - Program




                                     1
2
                                        3
4
5           6            7          8           9          10            11      12




13

                                                           14                    15




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                 Revenue and Expense Statement Detail - Project




                             1
2
                                 3
4
5            6     7         8            9          10           11       12




13
                                                     14                 15




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           1. Report Header
              Information about the report, including the University of Colorado
              logo, report title, date range for the time span (designated beginning
              month through the designated end month), page number, run date, and
              run time.

           2. Org Details
              Information about the organizational unit, including Org number and
              description, Org Principal, and Org Manager with contact information.

           3. Program/Project Details
              Information about the Program or Project principal and Manager.

           4. SpeedType Attributes
              Values and descriptions for SpeedType, Fund, Program/Project, and
              Subclass, if any. If the report is for a project (Exhibit 2), this field lists
              the project number and project and budget end dates. Reports are
              either run at the program level (Funds 10, 20, 26, 28, 29, 34, 72, 73,
              78, 80), or at the project level (Funds 30, 71).

               The SpeedType itself is a drillthrough – a weblink to the SpeedType
               Attributes report which lists of all the SpeedType attributes assigned in
               the Finance System. (To learn about this report, refer to the Step-by-
               Step Guide How to Run and Read the SpeedType Attributes Report.)

           5. Journal Date / Journal ID
              Date that the journal was created (top line), Journal ID number
              (bottom line). Within each account (see Item 13, below), the lines are
              sorted by date, Journal ID, and then Journal Line (see Item 7, below).

               The Journal ID field identifies the journal that fed the particular
               transaction to The Finance System. Each and every transaction is fed
               to the Finance System using a journal. Two types of journals feed to
               The Finance System:
                    Unique journal entries
                    Journal entries created by feeds such as the feed of pre-
                       encumbrances to the general ledger.

           6. Journal Source
              Department by 3 digit code (top line) and name (bottom line) that
              submitted the transaction to the Finance System. The Journal Source
              Contact Listing can be accessed through the Office of University
              Controller website. From here, scroll down to Journal Source Code



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                        FINANCIAL STATEMENTS

           Contact Listing and select it. This opens an Excel workbook that
           contains a worksheet for each campus.

        7. Journal Line
           Specific line number of the journal that fed the transaction to the
           Finance System (top line) and corresponding line description (bottom
           line). The description is derived from the originating transaction form
           (e.g., Cash Receipt, IN, Payment Voucher, Travel Voucher) or the
           originating online transaction (JE, BJE, or PET).

                   For payroll, the description is the employee name.
                   For vouchers and POs this is the actual description from the
                    respective line on the source document.
                   For SPOs, the journal line description field contains either
                    updated or generic information.
                   A description of ―Distribution‖ indicates a requisition pre-
                    encumbrance.
                   For a journal entry, budget journal entry, or cash transfer, this
                    field contains the description from the description field of the
                    Finance System online pages.

        8. Vendor/Journal Line Ref #
           Payee (top line) and reference number (bottom line). This information
           answers the question, ―What sort of record are you looking at?‖ The
           reference number indicates a specific document that was used, a
           specific type of revenue or procurement document, a certain type of
           payroll transaction, a particular allocation, or a department-assigned
           notation. For payroll, the vendor is the position number. For a PO or
           SPO record, the vendor field identifies the true vendor for the
           transaction. For a requisition, this field may be blank.

           Data for the Journal Line Ref # field is generated by the reference field
           on the journal that feeds the transaction to the Finance System. Data is
           entered into the journal‘s reference field either automatically by a
           subsystem, or manually by an operator. The table on the next page
           notes a selection of references frequently seen on CU-Boulder Finance
           System statements. This list is not all-inclusive and may not be quite
           up-to-date. The important thing is to know that the Reference field
           contains meaningful information that you will become familiar with
           once you start working with your statements.




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                                   FINANCIAL STATEMENTS

                          Reference Field Information (some examples)
       Type of        Reference
                                              Explanation                       Additional Notes
     Transaction       Example
     Revenue
                      02357110      Cash Receipt Batch                      Will be accompanied by a
                                                                            CBDxxxxxx (specific cash
                                                                            Receipt number ) notation under
                                                                            Journal ID heading..
                      IN0203073     Boulder Campus Interdepartmental
                                    Invoice
                      1VM3748A      Bankcard Revenue                        Will be accompanied by an
                                                                            EDAxxx notation under Journal
                                                                            ID heading.
     Procurement
                      1VM1990C      Bankcard Services Expenses
                      PC 361991     Procurement Card (ACARD)
                      00915508      2 leading zeroes indicate a Voucher     Will be accompanied by an
                                                                            Invoice number notation under
                                                                            Invoice/Source Doc heading.
                      0000232816    4 leading zeroes indicate a Purchase    Journal ID will begin with PO.
                                    Order
                      0000013709    5 leading zeroes indicate a Purchase    Journal ID will begin with PO.
                                    Requisition
     Payroll
                      ERN           Indicates an error is being corrected
                      BANNU         Indicates Boulder campus annuity
                                    insurance
                      BWKCP         Indicates Boulder campus workers’
                                    compensation
                      BUEMP         Indicates Boulder campus
                                    unemployment compensation
                      BECPS         Indicates Boulder campus eco pass
     Departmentally
     Assigned
                      BGAR          Boulder campus GAR
                      BGIR          Boulder campus GIR
                      BMS           Boulder campus Mailing Services
                      ITS           Information Technology Services



                   9. Invoice # / Invoice Date
                      Vendor invoice number (top line) and date (bottom line). The date is
                      what‘s noted on the source document. For payroll, Employee ID is at
                      top of line; pay period end date is at bottom.

                      The Invoice # is the primary reference notation for the source
                      document that supports the transaction appearing on the statement. The
                      table that follows provides a sample of the notations frequently seen in
                      the Invoice # field on Finance System statements at CU-Boulder.

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                             Invoice # Field Information (some examples)
               Type of             Reference                    Explanation
             Transaction            Example
             Payroll            00152569              Position number
             Procurement        Exhibits a wide        If the type of document is a
                                variety of formats.   voucher, then the information
                                 334304              displayed in this field is the true
                                 39322432            Invoice #.
                                 2987880030115        If the type of document is a
                                 VDF22               requisition, then the field is blank.
                                 VZ01134
                                 V76546519

             Journal Entry      Caitlin Edwards       Operator name

        10. Budget Column (blue section)
            Budget dollar amounts for expenses/revenues during the designated
            month(s) for which the report was run. The dollar amount of each
            budget transaction is recorded in the appropriate column depending on
            whether it is a debit or a credit.
                  Revenue and Transfer In general budget accounts are increased
                     with a credit transaction and decreased with a debit transaction.
                  Expense and Transfer Out general budget accounts are
                     increased with a debit transaction and decreased with a credit
                     transaction.
            The Total column is the net of the debits and credits for each account
            listed, shown in ―normalized‖ balances (i.e., abnormal balances are
            negative and shaded). Remember that revenues are normally credits
            and expenses are normally debits.

        11. Actuals Column (white section)
            Actual dollar amounts for expenses/revenues during the designated
            month(s) for which the report was run and recorded in the appropriate
            column depending on whether it is a debit or a credit. The Total
            column is the net of the debits and credits for each account listed,
            shown in ―normalized‖ balances (i.e., abnormal balances are negative
            and shaded). Remember that revenues are normally credits and
            expenses are normally debits.
                 For Revenue and Transfer In accounts, an increase appears in
                   the credit column.
                 For Revenue and Transfer In accounts, a decrease appears in
                   the debit column. For these, the number would appear as
                   (xxx.xx) because a debit to Revenue or Transfer In is
                   abnormal.



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                      For Expense and Transfer Out accounts, an increase appears in
                       the debit column.
                      For Expense and Transfer Out accounts, a decrease appears in
                       the credit column. For these, the number would appear as
                       (xxx.xx) because a credit to Expense or Transfer Out is
                       abnormal.

           12. Encumbrances Column (yellow section)
               Pre-encumbrance/encumbrance dollar amounts associated with
               payroll, purchase orders, and requisitions during the designated
               month(s) for which the report was run.
                    The Debits column identifies increases
                    The Credits column shows decreases
                    The Total column is the net of the debits and credits for each
                       account listed.

           13. Accounts
               On the statement, transactions are listed:
                   first by type (Revenue or Expense)
                   then by category (Operating, Non Operating, Other).
                        o Other/Resource for Revenue (e.g. cash transfer in)
                        o Other/Usage for Expense (e.g. cash transfer out).
                   in account order within each category

              The account is a six-digit number used to identify the nature and
              financial type of a transaction: generally asset, liability, net asset,
              revenue, expense, or transfer. Additional information about accounts is
              available from the following sources. The following link goes to the
              OUC‘s Finance System webpage. Select either:
                   Chart of Accounts Full Version (an Excel spreadsheet
                      containing every account in the financial system)
                   Old Quick Reference Chart (QRC) (a Web based listing
                      containing general budget accounts, general accounts and a
                      selection of user option accounts). QRC in Excel format. Be
                      aware that the QRC is out-of-date but it still has helpful
                      information about the university chart of accounts and how
                      accounts are used. Be sure to verify the correct account code
                      from a current chart of accounts.
                   QRC Paper Copy – Send request to accounting@colorado.edu.
                      Include your name, the number of QRCs needed, and your
                      campus box number.

           14. Total for Individual Accounts
               Transactions recorded in each account are totaled and noted in bold.


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          15. Totals for Revenue and Expenditure Accounts


        3. Reviewing and Reconciling the Detail Statement
          The Revenue and Expense Statement Detail report is an important part of
          the University‘s required Financial Report Review Process. This report
          provides the detail necessary to ensure that all transactions affecting the
          responsibility unit were properly reflected in the accounting period. It
          should be used to reconcile transactions to source documents, such as cash
          receipts, procurement card reports, other purchasing documents, and other
          accounting transaction support. The reconciliation should ensure that:

                All transactions recorded in a particular FOPPS belong there.
                All transactions recorded in the FOPPS are of the correct amount.
                All transactions recorded in the FOPPS are in the correct account.
                All transactions that should be recorded in a particular FOPPS
                 have been charged or credited, as appropriate, to the FOPPS.

          If transactions are recorded in error, or if they are missing completely, it is
          essential that prompt follow-up and timely corrective action occur.


        4. Working with the Rev/Exp Detail Report: Identifying
           Potential Problems
          Common colors are used to group transaction types (budgets, actuals and
          encumbrances) throughout this report and other financial reports to help
          reinforce the transaction type and promote easier identification. Budgets
          are blue, actuals are white, and encumbrances are yellow.

          The report highlights potential issues that might require further
          investigation. This highlighting is accomplished through negative numbers
          and shading. If you are viewing the report in color, the shading is red for
          actuals and for other values (which are already shaded) it becomes white
          with red font. For example:

                Highlights in the Actuals and Budget columns don‘t automatically
                 mean there‘s a problem. It can indicate either:
                   o accounting errors
                   o accounting corrections
                   o contra-accounts, reversals, or refunds
                   o budgeting was done at a higher budget pool level.
                Negative totals in the Encumbrances columns typically represent
                 the relief of encumbrances during the month. Therefore, these

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                     numbers are shown as negative but not highlighted, since they
                     usually will not represent a problem.


                  TIPS FOR WORKING WITH THE DETAIL STATEMENT

       Debits and Credits Remember, debits and credits are at work in the Finance
       System. The normalized financial statements use the logic of normal and abnormal
       balances to alert the report reader to potential problems by rendering abnormal
       balances negative and shaded.
       1. For REVENUE Accounts, 200000-3999999, a CREDIT balance is normal.
          For REFUND Accounts, a DEBIT balance is normal.
       2. For EXPENSE Accounts, 400000-989999, a DEBIT balance is normal.
       3. For TRANSFER IN Accounts, 990000 & 995000, a CREDIT balance is normal.
       4. For TRANSFER OUT Accounts, 992000 & 997000, a DEBIT balance is normal.

       Identifying Who to Contact for Additional Information about a Transaction
       1. Refer to the Journal Source column. BG8 and PAY are examples of Journal
          Sources. Additional information about the Journal Source, such as contact name
          and phone number, is available through the Office of University Controller website.
          From here, scroll to Journal Source Code Contact Listing and select it. (Note:
          some of the information may be out of date.)
       2. More often than not, the Journal Source Code lists the head of the organizational
          unit who may not have entered the journal entry. To find out who actually entered
          the JE, select the Journal Entry report in the Reporting System and pull up the JE
          itself. Details are supplied in Section VII, Accessing Finance System Reports
          Online.




         5. Conclusion
             The main purpose of the Revenue and Expense Detail Statement is to
             provide departmental users a tool for ensuring that allowable transactions
             are accurately posted in the correct amount to the correct FOPPS-Account
             combination. The monthly reconciliation of the Detail Statement by
             departmental personnel is an essential component of the university‘s
             internal control system.




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        B. Revenue and Expense Statement Summary
          1. Overview
            The Summary Statement is produced on a monthly basis for a specific
            fiscal year and accounting period. It presents budget and actual
            transactions, in summary form, for a particular period of time (normally a
            month). The Revenue and Expense Statement Summary is basically a
            budget status report that presents:
                 Total budget that has been set up for the FOPPS
                 For Programs: Summary of actual financial activity from the
                    beginning of the fiscal year through the month of the report
                 For Projects: Summary of actual financial activity from the
                    beginning of the project through the month of the report
                 Encumbrances outstanding against the FOPPS and
                 Budget balance information.

            This report helps you understand:
                How do the actual revenues or earnings compare to budget?
                How do actuals in the current fiscal year compare to those in prior
                   fiscal years (e.g., plans were to grow or shrink the activity from the
                   prior year…did this in fact happen?)

            Both of the above questions need to take into consideration:
                How much of the fiscal year has passed, e.g., in September, one
                   quarter of the year has passed…is one quarter of the budget met?
                The earning or spending pattern of the activity, e.g., salary is
                   usually spent evenly over the year for fully staffed positions and no
                   overtime payments, whereas certain revenues like gift revenue may
                   not be received evenly throughout the year.

            These considerations should be done concurrently, not independently, of
            each other. That is, without understanding your normal earning and
            spending patterns, you cannot determine if the percentage is appropriate
            for this point in the fiscal year. Unexpected variances or abnormal actual
            balances must be investigated.


          2. Reading and Understanding the Summary Statement Data
             Elements – Program
            The numbered explanations that follow correspond to the bold numbers on
            the next page statement example Revenue and Expense Statement
            Summary – Program.



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     Revenue and Expense Statement Summary - Program

                   1
                                          3
 2

 4


               5       6    7   8     9       10   11   12   13




                       15




14




                   16




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        1. Report Header
           Information about the report, including the University of Colorado
           logo, report title, date range for the time span (beginning of fiscal year
           through the designated end month), page number, run date, and run
           time. If this report is for a project (Funds 30 or 71), it represents
           project life activity, not fiscal year activity, unless its status does not
           include period 0.

        2. Org Details
           Information about the organizational unit, including Org number and
           description, Org Principal, and Org Manager with contact information.

        3. Program/Project Details
           Information about the Program or Project principal and Manager.

        4. Speedtype Attributes
           Values and descriptions for SpeedType, Fund, Program/Project, and
           Subclass, if any. If the report is for a project, this field lists the project
           number and project and budget end dates.

            The SpeedType itself is a drillthrough – a weblink to the SpeedType
            Attributes report which is a listing of all the SpeedType attributes
            assigned in the Finance System. (To learn about this report, refer to the
            Step-by-Step Guide on How to Run and Read the SpeedType Attributes
            Report.)

        5. Budget (column A)
           Budget amounts for each account or subtotal lines. The budget detail
           was created by a Budget Journal Entry (BJE) in the Finance System
           for this FOPPS.

            Budgets are required in Funds 10, 20, 26, 28, 29, 72, and 78. Budgets
            usually are not used in Fund 34, but are optional and will be required
            at some point in the future.
             In Fund 10, the budget indicates the amount authorized to spend in
                each FOPPS-Account combination.
             In Funds 20, 26, 28, 29, 72, and 78 the budget is an estimate of
                projected revenues, expenditures, and transfers for the current
                fiscal year.
             In Funds 72 and 78 budgets are only recorded during those fiscal
                years in which expenditures from the respective FOPPS are
                anticipated.




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              Note: Budgets for revenue and transfers in are normally credits, while
              budgets for refunds, expenses, and transfers out are normally debits.
              This same logic for debits and credits follows for all dollar amounts,
              budget and actual alike, on the Summary Statement. Remember that
              the debits and credits operate in the Finance System, but the finance
              statements are normalized so that normal balances will show as a
              positive number and abnormal balances will show as a negative
              number with shading, e.g. (xxx.xx).

              Accounts that are assigned to broad groupings of revenues,
              expenditures, and/or transfers are called general budgets. Each general
              budget is indicated on the Summary Statement by an account range
              and a description (e.g. 700000-703999 – Travel). The actual amounts
              and encumbrance amounts are totaled for each general budget.

              The General Budgets include:

           200000    REVENUE GENERAL BUDGET
           200100    APPROPRIATIONS AND REFUNDS
           205000    TUITION AND TUITION REFUNDS
           220000    STUDENT FEES AND FEE REFUNDS
           230000    INVESTMENT REVENUE
           235000    GRANTS, CONTRACTS, & GIFTS
           240000    PRIVATE GIFTS/GRANTS/CONTRACTS
           250000    SALES & SERVICES OF EDUCATIONAL ACTIVITIES
           280000    AUXILIARY ENTERPRISE REVENUE
           310000    HEALTH SERVICES REVENUE AND REFUNDS
           315000    FACILITIES & ADMINSTRATIVE REIMBURSEMENT
           320000    RENTAL INCOME
           325000    MISCELLANEOUS INCOME
           355000    OTHER FUND ADDITIONS
           380000    SERVICE CENTER IN REVENUE
           390000    ID REVENUE
           400000    FACULTY FULL TIME SALARIES
           401200    FACULTY PART TIME SALARIES
           402200    STUDENT FACULTY SALARIES
           402500    OFFICER/EXEMPT PROFESSIONAL STAFF SALARIES
           405000    CLASSIFIED STAFF SALARIES
           407500    HOURLY WAGES
           418400    FACULTY BENEFITS
           422500    OFFICER/EXEMPT PROFESSIONAL BEN
           425000    CLASSIFIED STAFF BENEFITS
           427500    HOURLY STAFF BENEFITS


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                  450100    COST OF GOODS SOLD
                  460000    OPERATING EXPENSE GENERAL BUDGET
                  480000    OFFICE ADMINISTRATION
                  482500    TELECOMMUNICATIONS
                  485000    POSTAL COSTS
                  487500    PRINTING, PUBLICATIONS & DUPLICATION
                  490000    MICROFORM, PHOTOGRAPHY, GRAPHICS
                  492500    SUBCONTRACTS
                  495000    HONORARIA
                  497500    MOTOR VEHICLE MAINT & SUPPLY
                  500000    INFORMATION TECHNOLOGY
                  502500    RENTALS - BUILDINGS, LAND, SPACE
                  507500    ADVERTISING & PUBLICITY
Note: it is       510000    DUES & MEMBERSHIPS
preferred that
operating         512500    SUBSCRIPTIONS, BOOKS, PERIODICALS & SCORES
expenses          515000    PHYSICAL PLANT MAINTENANCE & REPAIR
480000-552500
                  517500    CUSTODIAL & LAUNDRY
are budgeted at
the 460000        520000    HOSPITALIZATION COSTS
general budget.   522500    FOOD SUPPLIES & SERVICES
                  527500    INSTRUCTIONAL SUPPLIES & SERVICES
                  530000    LABORATORY & TECHNICAL SHOP
                  532500    FIELD RESEARCH EXPENSE
                  535000    MEDICAL SUPPLIES & SERVICES
                  537500    EQUIPMENT - NON-CAPITAL
                  540000    FREIGHT, MOVING AND STORAGE
                  542500    INTEREST, ROYALTIES & PATENTS
                  545000    INSURANCE
                  547500    DONATIONS & COMMUNITY SERVICES
                  550000    OFFICIAL FUNCTIONS
                  552500    OTHER OPERATING EXPENSES
                  700000    TRAVEL GENERAL BUDGET
                  750000    UTILITIES
                  770000    STUDENT AID
                  790000    BOOKS/PERIODICALS (LIBRARY)
                  810000    FIXED ASSET COSTS
                  950000    FACILITIES AND ADMINISTRATIVE COSTS
                  960000    GENERAL RECHARGES
                  970000    OTHER DEDUCTIONS
                  990000    MANDATORY TRANSFERS IN
                  992000    MANDATORY TRANSFERS OUT
                  995000    VOLUNTARY TRANSFERS IN
                  997000    VOLUNTARY TRANSFERS OUT


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           6. Actuals During Month (column B)
              Sum amounts of the actual revenues, expenditures, and transfer
              transactions for each account or subtotal lines for the month the report
              was run. To identify the month for which the report was run, look at
              the month displayed in the date range in the report header. In the
              example statement, the sums in this column would be of the actuals
              that occurred in May 2006. The amount in this column ties to the
              account total on the Revenue and Expense Statement Detail.

           7. Actuals to Date (column C)
              Sum amounts of the actual revenues, expenditures, and transfer
              transactions for each account code or subtotal lines for the time span
              starting at the beginning of the fiscal year and through the month the
              report was run. In the example above, the sums in this column would
              be of the actuals that occurred from July 1, 2005 to May 30, 2006.

              When you click on an account chartfield hyperlink, another report
              appears, itemizing all of the actual transactions for that account. This
              additional report is called the Drill for Revenue and Expense
              Statement. It contains the same information that can be found in the
              Revenue and Expense Statement Detail report, except it is limited to
              the one selected account.

           8. Budget & Actuals Variance (column D)
              This column indicates the budget balance before encumbrances. It
              shows the difference between budget and actuals amounts for each
              account or subtotal lines. For Revenue lines, this difference is Actuals
              - Budget (column C - column A) which results in under-earned
              revenue being highlighted as a negative variance. For Expense lines,
              this difference is Budget - Actuals (column A - column C) which
              results in overspending being highlighted as a negative variance.

              Note: When comparing budget to actuals, remember that budget is
              typically recorded at a broader pool level (travel, for example), and the
              associated revenue/expense is recorded at a more detailed account
              level (in-state travel, employee travel, etc.) As a result, your finance
              report will show an unfavorable balance whenever a revenue or
              expense transaction is recorded in an account that does not have a
              budget. Look at the budget pool summary lines (such as
              officer/exempt salary, classified salary, operating expense) when doing
              your budget to actuals variance comparison.




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        9. Encumbrances (column E)
           Sum of all encumbrances and pre-encumbrances for each account code
           or subtotal lines. This column shows salaries, taxes, benefits, purchase
           orders, telephone charges, etc. that are currently encumbered against
           the respective FOPPS-Account combination.

           A pre-encumbrance results when a purchase requisition is entered and
           approved in the Finance System pages. When the requisition is
           converted to a purchase order, the pre-encumbrance becomes an
           encumbrance.

        10. Budget, Actuals & Encumbrance Variance (column F)
            The same variance as column D with the inclusion of encumbrances,
            i.e., the amount of budget remaining after actuals and encumbrances
            for each subtotal line (this variance does not show for account lines).
            This is the budget balance available. Calculation: Column D –E.

        11. Budget Variance %
            Ratio of Budget Actuals & Encumbrances Variance over the Budget
            for each subtotal line (this variance does not show for account lines).
            In other words, the percentage of budget remaining after actuals and
            encumbrances. Calculation: Column F/A.

        12. Prior Year Actuals (column G)
            Amounts of the actuals to date of the entire prior fiscal year for each
            account or subtotal line.

        13. Current FY/Prior FY %
            For each account and subtotal lines, gives the ratio for the actuals
            amounts between the fiscal year the report was run for and the fiscal
            year prior to that. If this percent is less than 100, less actual revenues
            and/or expenses have occurred than in the prior year. A percent of 100
            means the actuals between the two years are identical. A percent
            greater than 100 signifies that the current year has more revenues
            and/or expenses than the prior year. Calculation: Column C/G.

        14. Accounts
            This report initially shows a category group and account range
            (referred to as subtotal lines). Detail by account for each line (for the
            online report) can be viewed by either selecting the Show Detail button
            or use the blue triangle buttons on the subtotal lines to expand or
            collapse them. When visible, the sums for each column are shown.




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              The account is a six-digit number that designates the type of
              transaction (such as revenue, office supply expense, contract services,
              assets, etc.). Each account description is a drillthrough report, or a
              weblink, to the underlying transactions for that account. Following the
              six-digit account number is the account description.

           15. Totals for Individual Accounts
               Each category group and account range is totaled. Category Groups
               include:
                Revenues/Operating (e.g. tuition and fees, auxiliary revenues,
                   grants and contracts)
                Revenues/Non Operating (e.g. gifts, investment income, auction
                   proceeds)
                Revenues/Other Resources (e.g. transfers in, interdepartmental
                   revenues)
                Expenses/Operating (e.g. salaries, travel, offices)
                Expenses/Non Operating (e.g. bank fees)
                Expenses/Other Usages (e.g. transfers out, interdepartmental
                   expenses)
                Within each category group, there are account ranges, or budget
                   pool groupings. The account ranges group, like detail account
                   codes, are consistent with University budget practices.

           16. Totals for Revenue and Expenditures

           17. Available Budget
               The Total Expense line Column F shows the available budget. For
               Fund 10 and 30, this represents the actual fund balance available to
               spend.


        3. Reading and Understanding the Summary Statement Data
           Elements – Project
           The numbered explanations that follow correspond to the numbers on the
           following two pages labeled Revenue and Expense Statement Summary
           - Project. Many of the numbered items are the same as the Summary
           statement for Programs (indicated as Same), so only differences are
           pointed out in the following explanations.




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     \
                      1
                                         3
 2
 4



                          5   6    7     8      9    10     11   12    13




                 16




14

                 15




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17


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        1. Report Header
           Projects (Funds 30 or 71) represent the entire life of the project, not
           fiscal year activity, unless its status does not include period 0.

        2. Org Details
           Same (Same means this is the same as the Program information.)

        3. Program/Project Details
           Same

        4. Speedtype Attributes
           Projects list the project number and project and budget end dates.

        5. Budget (column A)
           This is the budget that has been set up for the FOPPS.
             In Fund 30 the budget represents the amount authorized for
               spending. It is entered by Sponsored Projects Accounting (SPA)
               using SPINS (Sponsored Projects Information System).
             In Fund 71, the budget represents a plan for revenue and spending,
               and the amount actually available to spend is found on the
               Balance Sheet/Statement of Net Assets Statement.

        6. Actuals During Month (column B)
           Same

        7. Actuals to Date (column C)
           Sum amounts of the actual revenues, expenditures, and transfer
           transactions for each account code or subtotal lines for the time span
           starting at the beginning of the project and through the month the
           report was run. In the example above, the sums in this column would
           be of the actuals that occurred from the start of the project to June 30,
           2006.

        8. Budget & Actuals Variance (column D)
           Same

        9. Encumbrances (column E)
           Same

        10. Budget, Actuals & Encumbrance Variance (column F)
            Same

        11. Budget Variance %
            Same


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           12. Prior Year Actuals (column G)
               Generally, prior year actuals for projects is not as meaningful as it is
               for programs because projects are planned and managed for a specific
               and limited time period and budgeting applies to the entire period, and
               is usually spelled out and approved in the project budget that was
               submitted with the proposal to the granting agency. However, in some
               limited cases, this column may be useful, especially for those projects
               that receive steady funding for similar work over a long period of time
               for—fellowships, for example. In other cases, for instance, if you
               know you only did planning last year related to the project, but this
               year you performed significant research work, then you can use the
               prior year information to ensure that you see an increase in expenses
               similar to the increase and change in work.

           13. Current FY/Prior FY %
               See discussion in #12 Prior Year Actuals above.

           14. Accounts
               Same

           15. Totals for Individual Accounts
               Same

           16. Totals for Revenue and Expenditures
               For Fund 30s, Revenue is earned as expenditures are made, up to the
               expense budget.

           17. F&A
               F&A stands for Facilities and Administration. F&A is an indirect cost
               that is applied to most sponsored projects, unless it is disallowed or
               waived by the terms of the grant or contract. The university negotiates
               an F&A rate with our federal cognizant authority, the Department of
               Health and Human Services, although other rates may be applied
               depending on the terms of the project. The F&A budget for the project
               is calculated by applying the F&A rate to the total budget of eligible
               expenses.

           18. Budget Available
               The budget available appears on the Total Expense line under Column
               F. For Fund 30s this represents actual fund balance available to spend.
               This is true for Fund 10s as well.




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        4. Working with the Rev/Exp Summary Report: Identifying
           Potential Problems
          Common colors are used to group transaction types (budgets, actuals and
          encumbrances) throughout this report and other financial reports to help
          reinforce the transaction type and promote easier identification. Budgets
          are blue, actuals are white, encumbrances are yellow, and prior year
          actuals are green.

          The report highlights potential issues that might require further
          investigation. This highlighting is accomplished through negative numbers
          and shading. If you are viewing the report in color, the shading is red for
          actuals and for other values (which are already shaded) it becomes white
          with red font. For example:

                Actuals During Month (column B) – Highlights don‘t
                 automatically mean there‘s a problem. They can indicate either:
                   o accounting errors
                   o accounting corrections
                   o contra-accounts, reversals, or refunds.
                Actuals to Date (column C) – Highlights here indicate the same
                 issue as the Actuals During Month (column B), but they may be
                 more serious as the issue has not resolved itself in this fiscal year
                 (or over the project life).
                Budget & Actuals Variance (column D) – Highlighted balances
                 here indicate that you have overspent or under-earned revenues.
                 This is a potential issue if you budget this type of activity. To
                 evaluate this variance you must understand the budget practices for
                 the responsibility unit. If expenses are not budgeted down to the
                 account level (typically they are not) then highlights will occur on
                 account lines. In this case, you must look to the sub-group (or
                 higher) level to see the condition of the budget.
                Encumbrances (column E) – A highlighted balance in this
                 column indicates an error that should be corrected.
                Budget Actuals & Encumbrances Variance (column F) –
                 Potential issues here are very similar to issues in the Budget &
                 Actuals Variance (column D) except that it includes your
                 encumbrances (legal commitments/obligations for expenses in this
                 fiscal year.) For revenues, there is no difference. You must
                 consider both the timing of the encumbrance (e.g., salary
                 encumbrance is for the rest of the fiscal year) and the budget
                 practices (i.e., is this also for the whole fiscal year?).
                Budget Variance % (column F/A) – This gives you a ratio glance
                 of the same analysis of the preceding column F. It assists you in


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                     determining if the actuals seem reasonable, given the point in time
                     in the fiscal year and given your budget practices.
                    Prior Year Actuals (column G) – Potential issues here result
                     from similar reasons as in the Actuals to Date (column C). These
                     are highlighted to ensure you understand what happened in the
                     prior year and, if appropriate, to ensure the situation does not
                     repeat in the current year.
                    Current FY/Prior FY % (columns C/G) – Negative changes or
                     decreases are shown in this column but neither negative nor
                     positive changes are highlighted. You must know if you planned to
                     grow or shrink the activity from your prior year performance…and
                     then determine if the ratio should be investigated or not. That is, if
                     you planned to have growth by this point in the fiscal year, then
                     you should expect to see a positive number.


         5. Conclusion
             Departments should use the Revenue and Expense Summary Statement to
             determine how much is available to spend after adjusting for outstanding
             items. Summary Statements are also used to monitor the financial
             performance of a particular FOPPS against the budget for that FOPPS, as
             a means of identifying potential problems that may need to be corrected. It
             is also used to determine the net revenue or loss for an accounting period.
             Routine monitoring of the Summary Statement on the part of departmental
             personnel is an essential component of the university‘s internal control
             system.

                           TIPS FOR READING THE SUMMARY REPORT
       1. For REVENUE Accounts, 200000-3999999, a CREDIT balance is normal.
          Note: for REFUND Accounts, a DEBIT balance is normal.
       2. For EXPENSE Accounts, 400000-989999, a DEBIT balance is normal.
       3. For TRANSFER IN Accts, 990000 & 995000, a CREDIT balance is normal.
       4. For TRANSFER OUT Accts, 992000 & 997000, a DEBIT balance is normal.

       Note: Remember, debits and credits are at work in the Finance System. The normalized
       financial statements use the logic of normal and abnormal balances to alert the report reader
       to potential problems by using highlighted negative numbers: xxx.xx.




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        C. Balance Sheet Detail Statement
          1. Overview
            The Balance Sheet Detail is an itemized list of the asset and liability
            transactions occurring on a given SpeedType from the beginning of the
            fiscal year to the end of the specified accounting period. It provides
            information pertaining to the balance sheet accounts that include:
                 Assets                            Accounts 000100 - 099999
                 Liabilities                       Accounts 100000 - 199899
                 Fund Balance/Net Assets           Accounts 199900 - 199999

            Within the asset accounts, the Balance Sheet Detail tracks transactions
            such as accounts receivable, inventories, pre-paid expenses, travel and
            expense advances. In the liability accounts, transactions such as accounts
            payable, accrued expenses, unearned revenue, and deposits held in custody
            are monitored. For all accounts, the Balance Sheet Detail provides
            balances—at the account level—for the beginning and end of the period.

            Note: Not all balance sheet accounts are available for departmental use.
            Some are system maintained, such as:
                000100                          Cash
                100000                          AP-System Generated
                105100                          Accrued Salaries and Wages
                199900                          Fund Balance/Net Assets.


          2. Reading and Understanding the Balance Sheet Detail Data
             Elements
            The numbered explanations that follow correspond to the bold numbers on
            the next page Balance Sheet Detail Statement.




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                                       1
 2                                                           3

 4
 5
               6               7            8                    9             10              11          12




13




                                            14



                                                             15                    16
                                                 To get the “Bottom Line” for this Fund 29 Program (i.e.
                                                 how much you have available to spend), take the Year
                                                 to Date Total, subtract all the Encumbrances (from the
                                                 Revenue and Expense Statement Summary) and make
                                                 any adjustments for known errors not yet corrected.




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        1. Report Header
           Information about the report, including the University of Colorado
           logo, report title, date range for the time span (designated beginning
           month through the designated end month), page number, run date, and
           run time.

        2. Org Details
           Information about the organizational unit, including Org number and
           description, Org Principal, and Org Manager with contact information.

        3. Program/Project Details
           Information about the Program or Project principal and Manager.

        4. Speedtype Attributes
           Values and descriptions for SpeedType, Fund, Program/Project, and
           Subclass, if any. If the report is for a project, this field lists the project
           number and project and budget end dates.

            The SpeedType itself is a drillthrough – a weblink to the SpeedType
            Attributes report which is a listing of all the SpeedType attributes
            assigned in the Finance System. (To learn about this report, refer to the
            Step-by-Step Guide on How to Run and Read the SpeedType Attributes
            Report.)

        5. Journal Date / Journal ID
           Date that the journal was created (top line), Journal ID number
           (bottom line). Within each account (see Item 13, below), the lines are
           sorted by date, Journal ID, and then Journal Line (see Item 7, below).

            The Journal ID field identifies the journal that fed the particular
            transaction to The Finance System. Each and every transaction is fed
            to the Finance System using a journal. Two types of journals feed to
            The Finance System:
                 Unique journal entries
                 Journal entries created by feeds such as the feed of pre-
                    encumbrances to the general ledger.

        6. Journal Source
           Department by 3 digit code (top line) and name (bottom line) that
           submitted the transaction to the Finance System. The Journal Source
           Contact Listing can be accessed through the Office of University
           Controller website. From here, scroll down to Journal Source Code
           Contact Listing and select it. This opens an Excel workbook that
           contains a worksheet for each campus.


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           7. Journal Line
              Specific line number of the journal that fed the transaction to the
              Finance System (top line) and corresponding line description (bottom
              line) that was given on the journal which fed the transaction to the
              Finance System.

           8. Vendor/Journal Line Ref #
              Payee (top line) and reference number (bottom line). This information
              answers the question, ―What sort of record are you looking at?‖ The
              reference number indicates a specific document that was used, a
              specific type of revenue or procurement document, a certain type of
              payroll transaction, a particular allocation, or a department-assigned
              notation. For payroll, the vendor is the position number. For a PO or
              SPO record, the vendor field identifies the true vendor for the
              transaction. For a requisition, this field may be blank.

              Data for the Journal Line Ref # field is generated by the reference field
              on the journal that feeds the transaction to the Finance System. Data is
              entered into the journal‘s reference field either automatically by a
              subsystem, or manually by an operator.

           9. Invoice # / Invoice Date
              Vendor invoice number (top line) and date (bottom line). The date is
              what‘s on the source document. For payroll, Employee ID is at top of
              line; pay period end date is at bottom.

              The Invoice # is the primary reference notation for the source
              document that supports the transaction appearing on the statement.
              Refer to the table on page 14 of this chapter for additional information.

           10. Previous Total (yellow section)
               The balance for the previous period (the period before the designated
               beginning period of this report). This total column is the net of the
               debits and credits for each account listed, shown in normalized
               balances—i.e., abnormal balances are negative and shaded, e.g.
               (123.45).

               Note: The normal balance for
                   An asset account, 000100-099999, is a debit.
                   A liability account, 100000-199899, is a credit.
                   A fund balance account (Total), 199900-199999, is a credit.
           11. Current (white section)



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           Actual dollar amounts for assets/liabilities during the designated
           month(s) for which the report was run. The Current column is
           comprised of three sub-columns: Debits, Credits, and Total. The Total
           column is the net of the debits and credits for each account listed
           shown in normalized balances (i.e., abnormal balances are negative
           and shaded). Remember that assets are normally debits and liabilities
           are normally credits.

           The Cash and Grand Total for the current month are updated by The
           Finance System as a result of activity in other accounts. Transactions
           that affect cash appear as details in the Cash Account 000100.

           For other accounts, the Current columns list the transactions that were
           submitted against the respective account during the month referenced.

           Debit transactions appear in the Debit column. Debits increase assets
           and decrease liabilities.

           Credit transactions appear in the Credit column. Credits decrease
           assets and increase liabilities.

           Note: Transactions cannot be submitted directly against the following
           balance sheet accounts because they are system maintained: 000100,
           100000, 105000, 199900, 199901, 199902, 199990, and 199999.

        12. Year to Date Total (blue section)
            The sum of the Previous Total Column (#10, above) and the Current
            Column (#11, above) equals the ending balance for the designated
            month(s) for which the report was run. This total column is the net of
            the debits and credits for each account listed, shown in normalized
            balances (i.e., abnormal balances are negative and shaded). Remember
            that assets are normally debits and liabilities are normally credits.

        13. Account Codes
            Transactions are listed in order by account code (type of transaction,
            such as cash, accounts receivable, accounts payable, etc.) within the
            categories of assets and then liabilities.

            The account is a six-digit number which, when combined with the
            fund, org, and program, completes the chartfield that serves as the
            basis for the Finance System‘s chart of accounts. On the Balance Sheet
            Detail Statement, the account designates asset, liability, or fund
            balance.
        14. Total for Account


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                 Each account, and each account type (Assets and Liabilities), is
                 totaled. In addition, there is a Net Asset Total for the SpeedType (or
                 the difference between Assets and Liabilities).


                                 THE TERM ―BALANCE SHEET‖

       A Balance Sheet is an itemized statement that lists the assets and the liabilities of an
       entity to portray its net worth at a given moment of time. The “balance” is maintained
       in the basic accounting equation which is a mathematical expression used to describe
       the relationship between the assets, liabilities and owner's equity (net worth) of the
       business. The basic accounting equation states that assets equal liabilities and
       owner's equity:
                                 ASSETS = LIABILITIES + NET WORTH




         3. Working with the Balance Sheet Detail: Identifying
            Potential Problems
             Just as the Revenue and Expense Detail report, the Balance Sheet Detail
             provides the detail necessary to ensure that all transactions affecting the
             responsibility unit were properly reflected in the accounting period. It
             should be used to reconcile transactions to source documents, such as cash
             receipts, procurement card reports, other purchasing documents, and other
             accounting transaction support. The reconciliation should ensure that:

                    All transactions recorded in a particular FOPPS belong there.
                    All transactions recorded in the FOPPS are of the correct amount.
                    All transactions recorded in the FOPPS are in the correct account.
                    All transactions that should be recorded in a particular FOPPS
                     have been charged or credited, as appropriate, to the FOPPS.

             If transactions are recorded in error, or if they are missing completely,
             prompt follow-up and timely corrective action must occur.

             How much do I have to spend?
             The Balance Sheet Detail Statement is used in the following funds to
             determine the amount available for spending in a particular FOPPS:
                  Funds 2x               Auxiliary Funds
                  Fund 34*               Gift Fund*
                  Fund 71                Capital Construction
                  Funds 72, 78           Renewal and Replacement Funds
                  Fund 80                Agency Fund.

             Use the following process to determine the balance available to spend:


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        1. Locate the Net Assets line on the Balance Sheet Detail.

        2. Go to the Year to Date Column on the Net Assets line.

        3. If the number in the Year to Date Column on the Net Assets line is
           not a negative red number highlighted in red, then there is fund
           balance available for spending. Note: The Net Assets amount does
           not include any outstanding encumbrances, nor does it include
           items that have been initiated but not yet processed such as INs or
           travel vouchers. Therefore, before initiating any expenditure
           against a FOPPS, check the total amount of encumbrances for the
           FOPPS, the total amount of any outstanding transactions pending
           against the FOPPS from departmental tickler files, and the total
           amount of errors against the FOPPS that have not yet been
           corrected.

           Think of the Balance Sheet Detail Statement as your bank
           statement, and the outstanding items (such as encumbrances,
           unprocessed transactions, and errors) as entries in your checkbook.

        4. Subtract the total encumbrance amount on the Revenue and
           Expense Statement Summary from the Year to Date Total column
           on the Net Assets line on the Balance Sheet Detail Statement. If
           there is money left in the Net Assets amount, then there is fund
           balance available to spend.

           By way of illustration, review following example:
               Net Assets/Year to Date Total from Bal Sheet Detail $50,000
               Encumbrances from Rev/Exp Summary Stmt $10,000
               Outstanding INs, POs, JEs                            $4,500
               Errors not yet corrected                               $500
               Net of Outstanding Items                            $35,000

                                $35,000 is the fund balance available to spend.*

         * Gift Fund 34s must also add any balance available at the CU
           Foundation. You can find this by Finance SystemGeneral
           Ledger ChartfieldsSpeedTypesGift Attributes tab.




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                   TIPS FOR READING THE BALANCE SHEET DETAIL STATEMENT
             1. The normal balance for CASH is a DEBIT.
             2. The normal balance for LIABILITIES is a CREDIT.
             3. The normal balance for FUND BALANCE is a CREDIT.

             Normalized Statements: Remember, debits and credits work “behind the scenes” in
             the Finance System. The normalized financial statements use the debit/credit logic of
             normal and abnormal balances to alert the report reader to potential problems by
             using negative red numbers highlighted in red: xxx.xx.


           Highlighted numbers
           The report highlights potential issues that might require further
           investigation. This highlighting is accomplished through negative numbers
           and shading. If you are viewing the report in color, the shading is red for
           actuals and for other values (which are already shaded) it becomes white
           with red font. For example:

                   Highlights indicate accounting errors or may result from
                    accounting corrections, unless they represent actual contra-
                    accounts (such as accounts receivable allowances).
                   Highlights for cash and net assets may represent overspending
                    deficits that need to be corrected. However, if your responsibility
                    FOPPS has cash rolled-up to another FOPPS, this deficit position
                    is expected. To determine if your cash is rolled-up, use the
                    drillthrough to review the SpeedType Attributes report. If a
                    SpeedType is identified in the Cash Rollup field, then your cash is
                    rolled there. (To learn about this report, see the Step-by-Step Guide
                    on How to Run and Read the SpeedType Attributes Report.) If a
                    true deficit exists (xxx.xx), determine the cause:

                          Is the FOPPS earning less revenue than anticipated?
                          Is the FOPPS generating more expense than estimated?
                          Does the FOPPS have expenses in excess of revenues?

                    Then, take corrective actions, such as:
                        Modifying operations to increase revenue and/or reducing
                           expenditures
                        Ceasing the operation, or
                        Working through administrative processes to request
                           assistance in funding the operation.




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          4. Conclusion
            The Balance Sheet Detail Statement is an itemized list of all transactions
            occurring within a particular FOPPS for the period indicated on the report.
            This report, in conjunction with the encumbrance total provided on the
            Revenue and Expense Summary Statement and the total amount of other
            outstanding items, is used to determine the balance available for spending
            in a FOPPS. Routine monitoring of the Balance Sheet Detail Statement by
            departmental personnel is an essential element of internal control to ensure
            that the information presented on the balance sheet for the university as a
            whole is accurate.




        E. Balance Sheet Summary Statement
          1. Overview
            The Balance Sheet Summary Statement presents balance sheet information
            without the detail of the Balance Sheet Detail Statement. It is a summary
            by account code of the asset, liability, and net asset (also known as fund
            balance) totals on a given SpeedType from the beginning of the fiscal year
            to the end of the specified accounting period. There are no individual
            transactions shown.

          2. Reading and Understanding the Balance Sheet Summary
             Data Elements
            The numbered explanations that follow correspond to the bold numbers on
            Balance Sheet Summary Statement on the next page.




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                                       1
                                                            3
 2
 4

                     5    6        7
 8

 9




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        1. Report Header
           Information about the report, including the University of Colorado
           logo, report title, date range for the time span (designated beginning
           month through the designated end month), page number, run date, and
           run time.

        2. Org Details
           Information about the organizational unit, including Org number and
           description, Org Principal, and Org Manager with contact information.

        3. Program/Project Details
           Information about the Program or Project principal and Manager.

        4. Speedtype Attributes
           Values and descriptions for SpeedType, Fund, Program/Project, and
           Subclass, if any. If the report is for a project, this field lists the project
           number and project and budget end dates. For FOPPS in Funds 20, 26,
           28, 29, 34, 72, 73, 78 and 80 the report is run by program. For FOPPS
           in Fund 71, the report is run by project.

            The SpeedType itself is a drillthrough – a weblink to the SpeedType
            Attributes report which lists all the SpeedType attributes assigned in
            the Finance System. (To learn about this report, refer to the Step-by-
            Step Guide How to Run and Read the SpeedType Attributes Report.)

        5. Current FY
           Sum amounts for each account for the FY in which the report was run.

        6. Prior FY (green section)
           Sum amounts for each account for the previous Fiscal Year.

        7. Current FY/Prior FY (%) (green section)
           The current FY totals divided by the prior FY totals to derive a
           percentage comparison between fiscal years. A value of less than 100
           indicates that there are fewer assets than in the previous year. A value
           of 100 means the assets between the two years are identical. A value
           greater than 100 signifies more assets in the current year than in the
           prior year.

        8. Category Headings
           Separates the account ranges into the main categories of assets,
           liabilities, and net assets.




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           9. Net Assets
              This line totals the assets and liabilities to arrive at Net Assets. It
              compares with the Year to Date Total on the Balance Sheet Detail
              Statement.


        3. Working with the Balance Sheet Summary Statement:
           Identifying Potential Problems
           The Balance Sheet Summary Statement is most useful to ―cut through the
           chatter‖ of the Balance Sheet Detail Statement and see at a glance the
           totals for assets, liabilities, and the resulting net assets. It assists
           individuals in fiscal roles in understanding the financial position of their
           responsibility unit (speedtype, program, project, org, college, etc.). It
           provides a tool to help you ensure that your receivables are collected and
           your liabilities are paid in a timely fashion, and that your cash or net asset
           balances are not inappropriately in a deficit position. Unexpected
           variances or abnormal actual balances must be investigated.

           The Balance Sheet Summary cannot, however, take the place of the
           Balance Sheet Detail Statement. The details are still needed for a complete
           and necessary monthly review of items that affect your balance sheet. You
           still must go through the process of including encumbrances, outstanding
           items, and any errors to arrive at an accurate total available to spend for
           non-Fund 10 & 30 FOPPS. Refer to the preceding Balance Sheet Detail
           section for reading and identifying potential problems.


        4. Conclusion
           The Balance Sheet Summary Statement is delivered to the CUConnect
           portal along with the other financial statements. For this reason, it pays to
           understand it. For a cursory look at the FOPPS, this is the tool to use, as
           long as the other more detailed statements are relied upon for review,
           reconciliation, and management purposes.




     F. Outstanding Encumbrances Statement
        1. Overview
           The Outstanding Encumbrance Statement provides an itemized list of all
           encumbrance-related transactions recorded in a particular FOPPS. These
           detailed encumbrance transactions, when totaled at the account level,


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          should equal the summarized encumbrance activity, at the account level,
          listed on the Summary Statement.

          The report provides information on the financial commitments recorded
          against a given SpeedType during a specified time period. Entries may
          result from either pre-encumbrances or encumbrances, and they may be
          created by payroll, purchasing, or other commitments.

          For programs in Funds 10, 20, 26, 28, 29, 34, 72, 73, 78, and 80 the report
          is run from the beginning of the fiscal year through the period listed on the
          report. For projects in Funds 30 and 71 the report is run from the
          beginning of the project through the period listed on the report.


        2. Types of Encumbrances
          Encumbrances are commitments that have not yet become liabilities and
          they demonstrate an obligation to make a future expenditure of funds.
          Encumbrances that appear on the Outstanding Encumbrances Statement,
          as well as on any other Finance System statement, fall into one of two
          categories: purchasing encumbrances or payroll encumbrances.

          Purchasing encumbrances are generated during the procurement process
          and are fed to the Finance System for inclusion in the financial reports.
          Purchasing encumbrances can include both a pre-encumbrance and an
          encumbrance. A pre-encumbrance results when a PO Requisition is input
          and approved through the Finance System online pages. When the
          requisition is sourced to a purchase order, the pre-encumbrance becomes
          an encumbrance. Examples of items that generate encumbrances without
          first creating pre-encumbrances include: purchases made using
          departmental purchase orders, telecommunications equipment rental,
          standing purchase orders set up on subcontracts in Fund 30, and the F&A
          (Facilities and Administration) encumbrance in Fund 30 (which is not
          detailed on this report but is included on the Revenue and Expense
          Statement Summary report).

          Payroll encumbrances are created in the Human Resource Management
          System (HRMS) and are fed to the Finance System. Payroll encumbrances
          are calculated for all employees who are paid a salary (as opposed to an
          hourly wage). This includes salary for regular full-time and regular part-
          time employees in faculty, officer/professional exempt, and classified job
          codes. In certain circumstances, the salaries of some graduate students are
          encumbered as well. In addition to salary, retirement, Medicare, and
          various types of insurance are encumbered, as appropriate, with respect to
          the above employee groups.


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                   Payroll encumbrances use a number of data sources within HRMS for
                   encumbrance calculations. These include data in the following tables:
                       Job: employee ID, position number, compensation frequency,
                           compensation amount, FICA status, and appointment end date
                       Contract Pay: contract pay begin date and end date
                       Benefits: medical, dental, life, disability, and retirement
                           enrollments
                       Funding Distribution: position, speedtype/account chartfield
                           combinations, funding begin date, funding end date, and project
                           budget end date.
                   Payroll encumbrances are calculated for all salaried employees who are on
                   active status, leave status, or short work break status and who are not
                   terminated. In addition, encumbrances will only be calculated for positions
                   that have active, current funding distributions. Encumbrance amounts are
                   charged to the same speedtype/account chartfield combination as the
                   actual expense. Additional information explaining the logic of payroll
                   encumbrances can be accessed from the ABS website at
                   http://abs.colorado.edu/ABS_WEB/WEB_2003/ABS_Q&A.htm#payrolle
                   ncumbrancelogicmay2005.

                   Note: For problems concerning payroll encumbrances, contact the
                   departmental payroll liaison. The liaison can check to see that the data
                   entered in HRMS for each employee is correct.

                               Encumbrance Examples (not all-inclusive)
Encumbrance Type                Name                                            Description
                                                     Pre-encumbrance is generated when an item is input into the
Purchasing           Purchase Requisition            purchasing pages by the department, and subsequently approved
                                                     as a requisition by the Procurement Service Center.
                                                     Encumbrance is generated when a valid requisition is converted
Purchasing           Purchase Order (PO)             into a PO by a purchasing agent within the Procurement Service
                                                     Center.
                     Departmental Purchase           Encumbrance is generated when the DPO is issued by the campus
Purchasing           Order (DPO) for purchases       department. This must be prior to an order being placed with a
                     up to $3,000                    vendor.
                     Standing Purchase Order         Encumbrances are generated for SPOs set up on subcontracts in
Purchasing
                     (SPO)                           Fund 30.
                                                     Encumbrances are generated by ITS for the rental of
Purchasing           Telecommunications
                                                     telecommunications equipment.
                     Facilities and Administration   Applies to Fund 30 FOPPS only. F&A encumbrances are generated
Purchasing
                     (F&A) Costs                     each time a qualifying expenditure is made.
Payroll              Earnings                        Encumbrance is calculated for all employees who are paid a salary.
                                                     Encumbrance is created for employees enrolled in FICA and/or
Payroll              Taxes                           Medicare. Encumbrance amount is based upon the employee’s
                                                     salary.
                                                     Benefits encumbrances for retirement, medical insurance, dental
                                                     insurance, life insurance, and disability insurance are calculated
Payroll              Insurance, Retirement
                                                     according to the plan in which the employee is enrolled at the time
                                                     of the calculation



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                     Outstanding Encumbrances Statement


                              1
                                                      3
 2
 4
             5   6
                         7               8        9




10



                                                               11




                                                          12

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        3. Reading and Understanding the Outstanding
           Encumbrances Data Elements
           The numbered explanations that follow correspond to the bold numbers on
           Outstanding Encumbrances Statement on the previous page.

           1. Report Header
              Information about the report, including the University of Colorado
              logo, report title, date range for the time span (designated beginning
              month through the designated end month), page number, run date, and
              run time.

           2. Org Details
              Information about the organizational unit, including Org number and
              description, Org Principal, and Org Manager with contact information.

           3. Program/Project Details
              Information about the Program or Project Principal and Manager.

           4. Speedtype Attributes
              Values and descriptions for SpeedType, Fund, Program/Project, and
              Subclass, if any. If the report is for a project, this field lists the project
              number and project and budget end dates.

               The SpeedType itself is a drillthrough – a weblink to the SpeedType
               Attributes report which lists of all the SpeedType attributes assigned in
               the Finance System. (To learn about this report, refer to the Step-by-
               Step Guide How to Run and Read the SpeedType Attributes Report.)

           5. Reference
              The information in the Reference field is generated by the reference
              field on the journal that feeds the transaction to the Finance System.
              Data is entered into the journal‘s reference field either automatically
              by a subsystem, or manually by an operator, e.g., employee ID
              numbers for payroll encumbrances, PO or SPO numbers for
              purchasing encumbrances.

           6. Date
              The date the PO, SPO, or other encumbrances document was created;
              pay period date for a payroll encumbrance

           7. Vendor Name/Description
              The Vendor Name identifies the vendor for the encumbrance
              transaction. The Description is the description that was coded on the
              transaction that created the encumbrance, e.g., employee names for

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             payroll encumbrances, vendor names for purchasing encumbrances,
             and type description for other encumbrances.

          8. Requisition/Pre-Encumbrances
             The remaining amount of the pre-encumbrance for each line item. A
             pre-encumbrance is created when an approved PO Requisition is
             budget checked. PO Requisition pre-encumbrances are typically
             cleared when the corresponding PO encumbrances are created (i.e.,
             when the approved PO is budget checked). Since pre-encumbrances
             are recorded in expense accounts, the normal balance for a pre-
             encumbrance is a debit.

          9. Encumbrance
             The remaining amount of the encumbrance for each item. Since
             encumbrances are recorded in expense accounts, the normal balance
             for an encumbrance is a debit. If the dollar amount in this column is a
             credit, it means that the amount of the encumbrance is being
             decreased.

          10. Account
              Transactions are listed in order by account. On the Outstanding
              Encumbrance Statement, the account designates an expenditure.

          11. Account Total
              The amounts of the pre-encumbrances and encumbrances recorded in
              each account are totaled. The total in each account of the Outstanding
              Encumbrance Statement ties to the total encumbrance amount listed in
              each account on the Revenue and Expense Detail Statement. This
              amount, in turn, ties to the total encumbrance amount listed for each
              respective account on the Summary Statement.

          12. Total for SpeedType
              The total encumbrance amount listed for each account is summed at
              the SpeedType level. This number, in turn, ties to the total
              encumbrance amount indicated on the Summary Statement.


        4. Working with the Outstanding Encumbrances Statement:
           Identifying Potential Problems
          Departments should use the Outstanding Encumbrances Statement to
          ensure that:
              Only authorized encumbrances are recorded in the SpeedType
              All authorized encumbrances are recorded in the SpeedType



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                 Encumbrances recorded in the SpeedType reflect the proper
                  amount
               Encumbrances appearing in the SpeedType are recorded in the
                  correct account.
           Unexpected commitments (amounts or items) or abnormal actual balances
           must be investigated.

           Abnormal balances will result from errors, which can occur when working
           with encumbrances. For example:
               A department might be working with partial invoices on a
                  particular purchase order. If the final invoice, when it is paid, is not
                  marked as being Final, then the encumbrance will not clear, and
                  the purchase order will not close.
               The actual invoiced amount for a purchase might be less than the
                  amount recorded on the purchase order. Since the amount of the
                  invoice is not equal to the amount of the purchase order, the
                  encumbrance will not clear, and the purchase order will not close.
                  Help with encumbrances, POs, and invoices is available from the
                  PSC Help Desk, 303-315-2846, PSCHelpDesk@cu.edu.
               Payroll encumbrances may appear higher than expected. This may
                  indicate an issue with either the funding distribution or the
                  appointment end date in the Human Resources Management
                  System (HRMS).

           Encumbrance errors indicate a problem with the source system, e.g.,
           Payroll, Accounts Payable, Telecom, Procurement Service Center, etc.
           Always contact the owner of the source system for assistance in fixing an
           encumbrance problem and correcting the information that is fed to
           PeopleSoft.


        5. Conclusion
           The main purpose of the Outstanding Encumbrances Statement is to
           remind departments about future commitments against their funds. The
           Outstanding Encumbrances Statement is also used to verify that
           encumbrances are recorded in the correct amount against the correct
           FOPPS-Account combination.




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  VI.      FINDING THE ―BALANCE AVAILABLE TO SPEND‖
           Use the chart below to find the ―bottom line available for spending‖ by fund.

Fund               Fund                Use This     Look Here on the      What the Bottom             Tips &
 #               Description            Report          Report             Line Tells You            Cautions

10     General                      Revenue and      Total Expenses      If the Total is a     Total has already
                                    Expense         Line                 regular number,        been reduced by
                                    Statement                            then there is money    encumbrance
                                    Summary          Budget Actuals &   available to spend.    requisitions and
                                                    Encumb Variance                             encumbrances.
                                                    Column F              If the Total is a
                                                                         negative (red)          Be sure to adjust
                                                                         number, then the       for outstanding
                                                                         FOPPS is               items and errors in
                                                                         overspent.             need of correction.


20     Aux TABOR Enterprise         Balance Sheet    Net Assets Line     If the Net Assets     Net Assets has
                                    Detail (the                          is a regular number,   not been reduced by
26     Auxiliary Other Exempt       Balance Sheet    Year to Date       then there is money    encumbrances on
                                    Summary can     Column               available to spend.    the Revenue and
28     Auxiliary Internal Service   also be used)                                               Expense Statement
       Centers                                                            If the Net Assets    Summary.
                                                                         is a negative (red)
29     Auxiliary Non-Exempt                                              number, then the        When these
                                                                         FOPPS is               encumbrances are
34     Gift Fund                                                         overspent.             paid, the Net Assets
                                                                                                will decrease.
72     General Fund Unexpended                                                                   Be sure to also
       Renewal & Replacement                                                                    adjust Net Assets
                                                                                                for outstanding
78     Auxiliary Fund Unexpended                                                                items and errors in
       Renewal & Replacement                                                                    need of correction.

80     Agency Fund                                                                               Fund 34s must
                                                                                                include the CUF
99     GASB 34-35 Reporting                                                                     available balance.


30     Sponsored Projects Federal, Revenue and       Total Expenses      If the Total is a     Total has already
       State, Private              Expense          Line                 regular number,        been reduced by
                                   Statement                             then there is money    encumbrance
                                   Summary           Budget Actuals &   available to spend.    requisitions and
                                                    Encumb Variance                             encumbrances.
                                                    Column F              If the Total is a
                                                                         negative (red)          Be sure to adjust
                                                                         number with red        for outstanding
                                                                         highlight, then the    items and errors
                                                                         FOPPS is               needing to be
                                                                         overspent.             corrected.




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VII. ACCESSING FINANCE SYSTEM REPORTS ONLINE
     There are really two types of online reports:
         Predefined monthly reports delivered to the CUConnect portal
         Ad hoc reports that you can run on your own using your own parameters.

                                        Get Technically Ready
           Step-by-Step Guide Resources: https://www.cu.edu/controller/help/sbs-
              reporting.html
           Email: Fix email filters so reporting.system@cusys.edu isn’t junked or blocked.
           Internet browser: Update to Internet Explorer 6 or later (may work on other
              browsers, but no official support)
              http://www.microsoft.com/windows/ie/ie6/downloads/default.mspx
             Adobe Acrobat: Install Adobe Acrobat Reader 6 or later: http://www.adobe.com/
             Pop-up blockers: Add the Reporting System and Portal sites to your “Allowed” list:
              Disabling Internet Pop-up Blockers*
             Password Save: Turn it off for security: Disabling Internet Password-Save*
             Excel: Add the Reporting System as a local intranet site to run reports in Excel:
              Setting up Excel for the Reporting System*
             Cache: Know how to clear your cache: Clearing Cache*
             Got a Mac? Find a PC. (Things may work on a Mac, but there is no official support.)



     A. CUConnect Portal
        Beginning in September 2006, financial reports are delivered electronically to
        every person who has a fiscal role established in the Finance System.

        Fiscal Roles
        Fiscal roles are defined through the Finance System and can be viewed on the
        SpeedType inquiry page as shown in the following screen shots. For more
        information about fiscal roles and responsibilities in general:
         http://abs.colorado.edu/ABS_WEB/non_htm_docs/MISC_WORD_DOCS/FiscalRoles.doc
         http://www.cusys.edu/controller/documents/Understanding%20Fiscal%20Roles-
          Financial%20Reports.pdf

        Access the Finance System SpeedType inquiry page by following these steps:
        General Ledger  ChartFields  SpeedTypes. Enter your search parameters
        and click on the Search button.




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                                                                       On the Org/Program/Project
                                                                       Attributes tab you find…




                                                                      the Officer, Org Principal,
                                                                      and Org Manager;




                                                                      the Program or Project
                                                                      Principal with contact info;




                                                                      and the Program or Project
                                                                      Manager with contact info.



                                                                       On the Add’l SpeedType
                                                                       Attributes tab you find…




                                                                      the Fiscal Staff and contact
                                                                      information.




        Email Notification
        After month end close, everyone with a fiscal role receives an email
        notification from reporting.system@cusys.edu advising that their reports are
        ready for viewing and includes a link to the portal. This process of electronic
        report production and delivery is known as bursting.


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         Who Gets What Report?
             Fiscal Role                                    Report
      Officer (and assistant)        Revenue and Expense Summary by Org Node
                                      Balance Sheet Summary by Org Node
      Org Principal & Manager        Revenue and Expense Summary by SpeedType
                                      Balance Sheet Summary by SpeedType
      Program/Project Principal      Revenue and Expense Statement Summary by SpeedType
      Program/Project Manager        Revenue and Expense Statement Detail by SpeedType
      SpeedType Fiscal Staff         Balance Sheet Summary by SpeedType
                                      Balance Sheet Detail by SpeedType
                                      Outstanding Encumbrances


         The Portal
         Reports are delivered to the university portal which is a gateway to university
         information, both personal (pay advice, job position, etc.) and general (useful
         links, announcements, etc.). The Boulder portal is cuconnect.colorado.edu.
         You need an IdentiKey to log in, available through IT Services
         http://www.colorado.edu/its/docs/accounts/identikey.html. Use your
         IdentiKey Login Name and Password to access the portal. (Note: the
         mycu.edu portal is used by all other campuses. If CUConnect is offline or
         unavailable, Boulder employees can logon to the my.CU portal to access the
         same financial reports that were delivered to CUConnect.) Although you can
         log in to the portal from any computer, you need to use a computer with a
         university IP address to open the financial reports in the portal.




         CUConnect times out after 30 minutes of inactivity when it sends you back to
         the Login page. Always log out of the portal when you have finished. The
         following step-by-step link provides much of the same information presented
         here: Logging into the Portal.

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        After logging on, reports are accessed from the My.Reports tab. The tab
        includes three channels, or parts.




        First (or Top) Channel: University Reporting – Primary
        The first channel, University Reporting – Primary, displays the primary report
        for the user and is based upon fiscal role and SpeedType. University Officers
        and Org Principals will see high-level summary reports, while fiscal staff will
        see more detailed reports—the most current Revenue and Expense Statement
        Summary for your highest fiscal roll. If you have roles on multiple speedtypes
        the newest speedtype will display. If there was no activity for the
        SpeedType(s), you will either see a message indicating that your latest report
        is not available, or that there is no data. Likewise, if you do not have a fiscal
        role you should see a similar message. To print the primary report, click on
        the printer icon within the PDF report display.
        Note that there are two sets of scroll bars you can use. One set is within the
        channel itself to scroll in order to see the whole report. The other set belongs
        to your usual browser. Use these to scroll to see the rest of the portal window
        and the other channels.




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        Second (or Middle) Channel: University Reporting – All
        The second channel, University Reporting – All, displays drop-down lists for
        every report burst to the user. Think of the middle channel as an online filing
        system where you can file your burst reports by date, by type, or by
        ChartField. To change your filing method, select the Click Here link, and
        designate the field you want to see first in your list.

        To view the reports in your burst, select items from each of the drop-down
        boxes and click the View Report(s) button. To view multiple reports, hold the
        SHIFT key down while selecting report titles. If you have opened multiple
        reports, press ALT and TAB simultaneously to switch between reports. If you
        run more than one report, each will open as a PDF in its own window. Any of
        the burst reports run from the middle channel can be printed by selecting the
        printer icon within the PDF report display. Thirteen months of reports, plus
        year-end reports for the five most recent fiscal years are in the middle channel.




          Date will show all available dates.
          ID-Description displays SpeedType values that were included in the burst.
          Report Name displays the name of all reports distributed to you, such as
           Balance Sheet or Revenue and Expense Statement Summary.
          Each drop down is limited to valid choices depending on the previous drop-
           down choice (from left to right).
          This channel includes a link to the step-by-step guides on how to read and
           use each report https://www.cu.edu/controller/help/sbs-reporting.html.

        This channel can be customized to sort the reports in an order that meshes
        with your personal organization style.

          Step 1 - Use the link Click here link to customize this channel:




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         Step 2 – Use the pull-down boxes to arrange your preferred order of the
          sort fields. The screenshot below shows how to change the sort first by ID-
          Description and then by Date. Click on Submit when you are done.




         Step 3 - The channel has been reconfigured. Now ID-Description is first
          and Date is second in sort order.




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        Select a distributed report by the following method.

          Step 1 – Select the ID-Description. The first box is limited to a single
           choice from the drop down menu. (Note that if you have a fiscal role on
           more than one SpeedType, all of them will appear in the drop-down list,
           but you can only select one.):




          Step 2 – Select a Date — the second box is also limited to a single choice:




          Step 3 – Select the Report Name. In this last box, you can select more than
           one choice by holding down the SHIFT or CTRL key while selecting
           reports.
          After making your selection, click on View Report(s) and each report will
           open in a new window.




          In order to open the reports, this site must be identified as a ―trusted site‖ in
           your browser. For assistance with this process, contact the FinProHelp
           desk: (303) 315-2846, FinProHelp@cu.edu. Or you can add the site
           yourself from Internet Explorer, under the Tools menu, select Internet
           Options. It will bring up the following screen:



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        Select the Security tab, then click on the Trusted sites checkmark, and then
        click the Sites button. The following screen will appear:




        Add the site URL and click the Add button, then the Close button, and then
        the OK button.




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        Third (or Bottom) Channel
        The third channel, University Reporting – My Links, provides links to on-
        demand reporting in the Reporting System only for authorized users of the
        Finance System. You can run additional reports, for different SpeedTypes or
        time periods that are not included in your burst.




        For those with Finance System access, the My Links channel is populated with
        two links: My Folders, which directs the user to a folder in the reporting
        system housing reports that the user has previously run and saved; and Public
        Folders, which directs the user to a folder in the reporting system with report-
        running options. It is not necessary for users to log in to the reporting system
        when they access it from the employee portal; the link will take them directly
        in. They will need to log out of both systems however, using the log out or
        log off keys.

        If you are not authorized to use the Finance System you should see a message
        stating that you do not have access to the Reporting System and that you
        should contact your campus controller if you think you need access.

     B. The Reporting System
        The Reporting System is a business intelligence tool that facilitates the
        creation and electronic distribution of financial reports. While the University
        currently supports multiple report-running tools – including PSLite, the
        Finance (PeopleSoft) Reporting System, the Central Information Warehouse
        (CIW), and others – the Reporting System is our primary such environment.

        The CUConnect portal is the delivery point for predefined monthly reports. If
        you want to run your own reports using your own parameters, use the
        Reporting System for which you need to be authorized.


        Who is Authorized to use the Reporting System?
        University employees and affiliates whose names and email addresses appear
        in CU‘s active directory are automatically authorized to access the CU System


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        portal (myCU). The active directory also plays a role in allowing access to the
        Boulder campus portal, CUConnect. Furthermore, your employee ID number
        must be associated with your name and email address in that directory.

        The same authentication process used for the portal (having an email address
        in the University‘s active directory) is used to authenticate and allow login to
        the Reporting System. After logging in, however, you will not be authorized
        to see report folders or run reports unless you are already an authorized user of
        the University‘s Finance System. Individuals with access to the Finance
        System have an operator ID (such as B01864) and already have the ability to
        inquire and report on financial information in the Finance System and
        Finance Reporting System.




        If you are not an authorized user of the Finance System, your bottom channel
        will look like the one above. If you need the ability to run reports directly in
        the Reporting System, you will need to gain access to the Finance System. For
        access assistance, go to:
        http://abs.colorado.edu/ABS_WEB/WEB_2003/ABS_Finance_System_Traini
        ng_and_Access.htm.


        Finding the Reporting System
        There are three ways to access the Reporting System:

         Through the Portal – The third channel, University Reporting – My Links,
        provides links to on-demand reporting in the Reporting System. Click the My
        Folders link to view reports that you have saved in this folder. Click the
        Public Folders link to view reports available to all—this is the one to use to
        access the Reporting System through the portal. When you link to the
        Reporting System from the portal you will be connected without needing to
        log in again.




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         Through the CU Business Applications webpage. You can log directly in
        to the Reporting System through the CU Business Applications web site at
        https://saturn.cusys.edu. You may want to bookmark this page.




           Directly using the URL: https://fin.prod.cu.edu/


        Logging in to the Reporting System
        After you arrive at the login page, use your IdentiKey User ID and password.
        Select your directory from the drop-down list provided. This is based on your
        email address.
         UMS Active Directory if your email address ends in @cu.edu or
          @cusys.edu
         UCB Active Directory if your email address is @colorado.edu
         UCDHSC LDAP if your email address ends in @uchsc.edu or
          @cudenver.edu
         UCCSAD for @uccs.edu email addresses




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         Click OK.


        Reporting System Homepage
        After logging in, the Reporting System opens to the Public Folders Tab on its
        homepage.




        The Universal Navigation Header enables you to return to the Homepage
        from other pages, work with your Preferences, and log out of the Reporting
        System.

        The Work Buttons are designed to facilitate running reports and working
        with data. Which buttons are available at any given time depends on whether
        you are viewing a report or running a report.

        The Folders List is the primary means of navigating through the Reporting
        System. You‘ll use it to get to the reports that you want to run, as well as to
        locate previously run reports that were saved.

        The Universal Navigation Header



        The Universal Navigation Header has six links:

         Clicking on the Home link will take you to the Public Folders Page.

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          Clicking on the Preferences link will allow you to select specific settings,
           e.g., your Homepage, a report‘s initial format, languages, personal
           information, etc.
          Use the Log On link to sign back in to the Reporting System if you happen
           to be timed-out due to inactivity.
          Click on the Log Off link to sign out of the Reporting System. You should
           always log off before closing the Reporting System window.
          The About link connects to legal copyright information about the
           Reporting System and its manufacturer.
          The Help link has very brief information on some topics. Note: If you need
           help with the Reporting System, you can refer to the University’s Step-by-
           Step Guides https://www.cu.edu/controller/help/sbs-reporting.html and/or
           contact the Finance and Procurement Help Desk (303-315-2846).


        The Work Buttons
        Which work buttons are available to you at a given time varies according to
        the type of action you are performing (e.g., navigating through the Folders list
        vs. viewing a completed report).

                              Navigating through Folders buttons
                Refresh: Refreshes the screen after a change has been made.
                List View: Lists reports instead of displaying an icon for each one.
                Details View: Displays date and time of last modification, as well as report
                preferences that can be set.
                New Folder: Creates a new folder for easier organization.
                Select All: Puts a check mark in the box of each listed report.
                Deselect All: Removes the checkmarks placed in listed reports.
                Copy: Copies the checked report(s); especially useful to copy frequently-
                used reports into My Folders for quicker access.
                Paste: Pastes the copied report(s) in the designated area.




                                    Viewing Reports buttons
                Save: Saves report under My Folders (or other designated folder) for viewing
                at a later time.
                Run: Allows you to run the same report with different parameters.
                HTML format view of report
                PDF format view: This is the best format view for printing.



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               Export to Excel 2000 on one workbook sheet
               Export to Excel 2000 on multiple sheets in one workbook
               Export to Excel 2002 on multiple sheets in one workbook
               Export to CSV format: similar to Excel format, but without the column
               headings



        How to Run Reports
        From the Reporting System homepage, select the Finance folder on the Public
        Folders tab.




        This brings up a list of available Reports that you run by clicking on its name.




        Parameters Page
        When you select a report to run, the first page you see will be the Parameters
        Page. Use this page to specify your search parameters: the fiscal year,
        accounting period, and method by which you want the report to run.
        Note: The indicates required information.




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                                              Among the options you have in the drop-
                                              down list Accounting Periods is period
                                              998--JUN. This is the accounting period
                                              used to record any post-fiscal year end
                                              close entries. Use period 998 as a
                                              search parameter when you want to get
                                              a complete fiscal year report.




        The Fiscal Year defaults to the current fiscal year. If you want to run the
        report for a different fiscal year, select the value from the drop-down list.

        The Accounting Period section is the date range for the report. If there is only
        one Accounting Period search parameter, the report will automatically run
        from the beginning of the fiscal year to the specified month. If there are two
        Accounting Period parameters (as in the example above), the From is the
        beginning month and the To is the ending month. To see one month‘s worth of
        transactions, select the same value for both the From and To Accounting
        Periods.

        Report Style defaults to SpeedType. To select a different method, click the
        appropriate radio button.

        Click the Next button to continue.


        Report View Page
        After you have identified your search parameters and clicked the Next button,
        you will see the Report Viewer Page. The Report Parameters box on the
        right side of this page tells you the parameters you have already defined.




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        In the Keywords section, enter the data needed for the selected report method.
        For example, if you are running a report by SpeedType, you can enter a
        specific SpeedType number here; if you are running a report by Project, you
        can type the Project number. The format for this field is ―# - description‖ (i.e.
        SpeedType value followed by SpeedType description: ‗51035130 –
        Procurement Operations‘). As you will see, below, you do not need to know
        the complete number or the complete description. Most of the time, however,
        you’ll simply type in the SpeedType number, e.g. 12918709.

        Under the Options link are four different search options. (You can minimize
        (eliminate) the options by clicking on the Options link if you already know
        and have entered the SpeedType number.)

         Starts with any of these keywords is the best option when you know the
          first part or all of the SpeedType (Program, Project, Org, etc., depending on
          the report style selected).
         Starts with the first keyword, and contains all of the remaining
          keywords is the best option when you know the first part or all of the
          SpeedType (Program, Project, Org, etc., depending on the style selected),
          as well as one or more words in the description.
         Contains any of these keywords is the best option when you only know a
          word or words that might be in the description. Results produced with this
          option may only contain one of the keywords in their descriptions.



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          Contains all of these keywords is the best option when you know one or
           more words that are definitely in the description. Results produced with
           this option must contain all of the keywords in their descriptions.

        You can conduct multiple searches in order to select multiple results. To
        select one or more of the results from the first search, highlight the desired
        result(s) in the Results box and click the Insert button. The selected result(s)
        will now be listed in your Choices box.




        If you wish, you can then conduct another search (using different options) and
        add more results to your choices. To highlight multiple results, hold down the
        SHIFT key to select a block of consecutive results…or press the CTRL key to
        select miscellaneous results.


        Running a Report
        When you have completed your search and finalized your choices, click the
        Finish button (lower left of the page) to run the report.

        While a report is running, you will see the Juggler Page:


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                                                                    Note: The Juggler may also
                                                                    appear when the Reporting
                                                                    System is processing a large
                                                                    search request, e.g. if you
                                                                    were searching for all
                                                                    SpeedtTypes that begin
                                                                    “110.”




         The Juggler asks if you want to select a delivery method to run this report in
         the background. If you choose this, do not select the email option; that
         functionality is not included in the current version of the Reporting System.


        When the report is complete, it will appear on your screen in the designated
        format. You can use the work buttons in the upper right corner to rerun the
        report in another format:

         HTML format (the default) is a good choice for on-screen review of the
          report;
         PDF format is the best way to print the report;
         Excel format is used to manipulate data for additional research and
          communication.


        Printing Reports
        If you first run and view the report in HTML and then want to print it, click
        the PDF work button in the upper right       . The report reruns in PDF that you
        can then print. It is already configured to print on standard 8 ½ x 11 paper.

        But if you know you just want to go straight to PDF, you can also run a report
        directly to print (formatting it as a PDF document) without first viewing the
        report in a web format.

        1. Identify the report you wish to run, and click on the Run icon     to the
           right of the report.



        2. When the Run with Options Page opens, use the Format drop-down to
           select how you want to run and receive your report. To run a report directly
           to print, select PDF.

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        3. Next, choose the delivery method for your report by clicking the
           appropriate radio button:
             Save the report
             View the report now
             Print the report in PDF format
             Send me the report by email

        4. Once you have made your Format and Delivery choices, click Run. The
           Parameters Page opens and you can choose the fiscal year, accounting
           period, and type of report (SpeedType, FOPPS, Org, Program, Project,
           Fund, or Subclass) you wish to run.




        You can use these same procedures to run a report directly to an Excel or CSV
        format file without first viewing the report in a web format. Just select one of
        the Excel options or the CSV option in the pull-down box.




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        C. Legacy PeopleSoft Finance Reporting System
          Legacy doesn‘t refer to a Subaru. It refers to the fact that this system pre-dates
          the Reporting System and is still with us, but will eventually go away. But for
          now, in addition to the information provided to departments by the monthly
          bursting of CUConnect reports, and the availability of the Reporting System,
          end users can also access financial information through the Finance System‘s
          Reporting Environment. This system contains reports and some reporting
          features that have not yet migrated to the new Reporting System. Those
          reports that are added to the new Reporting System may be removed from PS
          Finance Reporting.

          You can log in to the system at https://saturn.cusys.edu/. From here, you can
          also log on to the Finance System, the Reporting System, and Reporting Step
          by Step Guides:




          The Finance System Reporting area houses nearly 50 reports and all are run
          using the same basic steps:
              1. Navigate to the report from the Menu Box
              2. Enter a Run Control ID
              3. Set the Report Parameters
              4. Select the Output Type and Format for the report on the Process
                  Schedule Request Page

          Each of these steps is explained in the material that follows using the Detail of
          Financial Transactions Report as the example.


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        1. Log in to the Finance Reporting System from the CU Business
           Applications webpage using your Finance System User ID and Password.

        2. From the Reporting homepage, use the Menu Box to navigate to Reports
           Reports  Fin Rpt  Detail of Financial Tran.




        3. Click on the Detail of Financial Tran link to open a Basic Search Page.

        4. On the Search Page, click on the Add a New Value tab to add a new Run
           Control ID. Your Run Control ID is case sensitive and it cannot contain
           any spaces. You may want to use your initials as your Run Control ID




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           Note: You‘ll only use Add a New Value the first time you run a report. After
           that, you‘ll click on Find an Existing Value and enter the Run Control ID you
           created.

           5. On the Report Request Parameters Page, enter the desired search
              parameters. Typically, you will type in the SpeedType (and the Fund, Org,
              Program or Project automatically fills in). Identify the time period for the
              report (From Date and To Date). Be sure to provide Page Break By
              information – whether you want the report to break by Org, Program, etc.
              Then review the Export to Excel field. This value should be N (no, don‘t
              export) if you want the report to display in PDF format in the Web
              environment; it should be Y (yes) if you do want to export the report to
              Excel.

                              The tab for the Detail Report is labeled with the true report name (here,
                              GL0110CU) and not the text name by which we commonly refer to it.




        5. After entering the parameters, click once on the Save button to save your
           report parameters, and once on the Run button to schedule the report for
           processing.

        6. After you click on the Run button, the Process Scheduler Request Page
           appears.

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                   The Server Name should be PSUNX
                   Process Type should contain SQR Report
                   Type should be Web, and
                   Format should show PDF.




     7. Click on the OK button to run the report. You will be taken back to the Report
        Request Parameters Page.




     8. From here click once on the Report Manager link. When the Report Manager
        Page opens, look at the Status column. As a report runs it moves through a
        Queued Status, a Processing Status, a Success Status, and, finally, a Posted Status.
        Hit the Refresh button a few times until Posted Status appears.




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    9. As soon as a report is in Posted Status, it can be viewed. To view the Detail
       Report you just ran, click on the Financial Transaction Detail link in the
       Description column. The report opens up as a PDF file in a new window.




    10. To print the report, click the Printer icon in the upper left corner.

    11. Close this window and close the Report Manager window to return to the Search
        page on which you started.




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