he standard monthly reports are designed to reduce the effort expended by account sponsors in reviewing their monthly financial activities. Samples of the standard monthly reports are follow along with a description of each document's purpose and various data elements.

The standard monthly reports you will receive are:

• A103 Detail listing of Obligations vs. Budget
   
• AD000929 Balance Sheet
   
• AD000927 Detail Listing of Revenues vs. Budget
   
• AD000925 Detail Listing of Obligations vs. Budget
   
• AD000914 Statement of Outstanding Purchase Orders & Payment Vouchers

If appropriate, sponsors will receive monthly, an A103, AD000929, AD000927, AD000925, and AD000914 financial reports which lists all encumbrance/expenditure/revenue transactions occurring within their account during the month. These reports are usually mailed to the Sponsor during the first week of the month for the previous month's activity. If these reports are not received by the 10th of the month, call Financial Support Services at 325-3021.

The Educational and General Part-I account series (XX2-7XXX) will have an amount budgeted in the appropriate categories at the beginning of the fiscal year. This amount must not be overspent. Each budgeted category will appear on the A103 Accounts which have net deficit balances must follow the guidelines under the provisions of the Deficit Policy.

All reports should be reviewed by the Sponsor each month to compare each receipt and expenditure listed on the AD000927 and AD000925 reports with the department's records, verify the correctness of each entry, and file these reports with the supporting documents for the month.

This report provides data about an account's budget, encumbrances, and expenditures numerically by object code. It lists data for the current period and for the fiscal year-to-date.

Reporting Period. This section provides the ending date of the reporting period.

Identification. The fund, area and organization (account) numbers are listed in this section of the report along with the account title.

Object. This section of the report provides the expenditure codes in numerical order with a brief description of this code in the column to the right.

Current Period. This section provides the following summary information about the current reporting period-- the beginning to the ending of the month listed in Block 1.

The ENCUMBRANCES column provides the total amount of changes in encumbrances for this object code.

The EXPENDITURES column provides the total amount of expenditures for this object code.

TOTAL OBLIGATIONS reflects the sum of the ENCUMBRANCES and the EXPENDITURES columns.

Fiscal Year-To-Date. This section provides cumulative summary information from the beginning of the fiscal year.

OUTSTANDING ENCUMBRANCES column reflects the total amount of outstanding encumbrances year-to-date numerically by object code.

EXPENDITURES column reflects the total amount of expenditures year-to-date for an account.

TOTAL OBLIGATIONS reflects the sum of the OUTSTANDING ENCUMBRANCES and EXPENDITURES columns.

CURRENT BUDGETED AMOUNT is the budget submitted to the Budget Office for this fiscal year plus or minus any budget revisions which have been processed. Please remember that for the Education and General accounts that the CURRENT BUDGETED AMOUNT was also increased for any prior year purchase orders which were brought forward. The CURRENT BUDGETED AMOUNT is rounded to the nearest dollar.

The UNOBLIGATED BUDGET BALANCE is the CURRENT BUDGETEDAMOUNT (for this calculation, the amount has not been rounded to the nearest dollar) minus TOTAL OBLIGATIONS.

A/U TOT refers to the appropriation unit for this account. This line indicates totals for each of the columns. This line will not appear for income accounts.

FUNC TOTAL represents the function for this account. This line indicates totals for each of the columns and will be listed for all accounts.

ORG TOTAL represents the organizational level for this account. This line indicates totals for each of the columns and will be listed for all accounts.

AREA TOTAL represents the area level in the fund/area/organizational structure. This line indicates totals for each of the columns. If your account shares the same fund number with other accounts, these totals will only appear on the last numerical fund/area/organization in the group.

FUND TOTAL represents the fund level for this fund/area/organizational structure. This line indicates totals for each of the columns. If your account shares the same fund number with other accounts, these totals will only appear on the last numerical fund/area/organization.

DESCRIPTION

This report provides detailed balance sheet transactions for the fund associated with your account. It should be remembered that not all accounts have a unique fund assigned to it. A unique fund is generally assigned when the unit generates cash transactions and other ledger accounts as represented on the sample report. Generally, if an account does not have cash deposits or earn revenue, they will not receive a Balance Sheet. If you are not receiving a Balance Sheet now, you will not receive one in the future. The following elements appear on the AD000929 report:

1. The date shown is when the report was actually run, along with the Report ID.

2. The title of the report, plus the period for which transactions occurred is reported.

3. This section lists the Funds being reported. It should be remembered that in some instances, there will be more than one account associated with a particular fund.

4. The column descriptions are self-explanatory. For each transaction, the description, transaction date, transaction id, and amounts are included. Each balance sheet account includes the balance at the beginning of the reporting period, the transaction detail, a total for current month activity, and an ending balance. Additionally, each account has sub-totals for amount processed as Journal Vouchers (JVs), Revenue-Expense Transfers (IVs), Expense Transfers (IXs), and Manual Warrants (MWs). Hopefully, these subtotals will make the review of cash easier since the manual warrants, which represent payments to external vendors, are grouped together.

5. With regard to the transaction ID column the first two initials of a document indicate the type of document:

   MW = claim or check
   PO = encumbrance document
   PV = payment voucher
   IV = monthly billing or revenue-expense transfer
   IX = expense transfer
   JV = journal voucher.

AD000927

DESCRIPTION

This report provides a detail listing of all revenue posted to a particular account for the current month. Summary breaks are included for each Source code. It should be remembered that revenue transactions may not relate to current cash transactions posted to the Balance Sheet account 1000 in that revenue may be earned and posted prior to the actual receipt of cash. The AD000927 provides Source code Beginning balance, Current Month Total and Source code Year-to-Date. It also shows a comparison between budget and recognized revenue.

1. The major headings for this report are the same as the AD000929 Balance Sheet report, with the exception that the fund's Area and Organization numbers are listed.

2. As indicated by the column headings, a comparison is made between Budgeted Revenue and the amount realized. Budgeted revenue may be posted to your accounts by providing a written request to Financial Support Services.

3. As with the Balance Sheet, the detail of revenue transactions are preceded by a Beginning Balance and followed by Current Month and Year-To-Date totals.

This report provides a detailed listing of transactions affecting your expense budget lines . One new element has appeared on this statement, the Pre-encumbrance. Sponsors wishing to do so may post requisitions to this column. Other methods of committing funds will also be allowed to post to the Encumbrance column. This capability will greatly enhance the sponsor's ability to plan and control the overall financial activity of their department. Improvements provided by the AD000925 are: columnar information is provided whereas the A611provides information separately by account type (encumbrances and expenditures); pre-encumbrances will be available; and an Uncommitted Budget Balance is given.

1. The major headings of this report are the same as the AD000927 report.

2. Again, the column headings are self-explanatory. It should be noted that unlike the A611 report, the detail transactions for Budget, Pre-Encumbrance, Encumbrance and Expenditures are presented in such a way as to provide an Uncommitted Budget Balance by Object Code. This should greatly facilitate the review of your statement.

This report provides a listing of Purchase Orders and related payments for outstanding purchase orders, as well as those finalized during the month. The balance of Purchase Orders will tie to the Reserve for Encumbrance account on the Balance Sheet while the balance of Payment Vouchers will tie directly to the Payment Voucher Balance presented on the Balance sheet. This statement is intended to provide the sponsor with information as to the status of encumbrances and payments being processed through the system.

1. The Purchase Order Amount is the original amount of the order.

2. Purchase Order Closed Amount is the actual amount of the purchase orders that have been liquidated.

3. The Payment Voucher Amount represents the value of the goods received and approved by Shipping and Receiving. They represent a liability until offset posting of payments in the Paid Amount column.

Debit

Credit

1. At the time a requisition is submitted and the account sponsor wishes to have it listed as a commitment:

   	Pre-Encumbrance		xxxx
   		Reserve for Pre-Encumbrances		xxxx

2. A Purchase Order is issued:

   	Reserve for Pre-Encumbrances		xxxx
   		Pre-Encumbrances		xxxx

   	Encumbrances		xxxx
   		Reserve for Encumbrances		xxxx

3. At the time the goods or services are received:

   	Reserve for Encumbrances		xxxx
   		Encumbrances		xxxx

   	Supplies or Other Expense		xxxx
   		Vouchers Payable		xxxx

4. At the time of payment:

   	Vouchers Payable		xxxx
   		Cash		xxxx

   For non-encumbered purchases, the entries on your statement are simply:

   	Supplies or Other Expense		xxxx
   		Cash		xxxx

DESCRIPTION

The Transfer Form should be used if a department is transferring revenues or expenses, except payroll, between accounts. Payroll transfers must be processed through the Budget Office.

Instructions

1. Complete the section designated for DEPARTMENT and UNIVERSITY ADDRESS.

2. Complete the box located in the upper right-hand corner of the form. Any subsequent questions regarding the form will be directed to the individual preparing the form.

3. ACCT TYPE identifies the type of transaction being recorded and is required on all lines. Valid account types are identified in the box located in the upper left-hand corner of the form.

4. ACCT is the column where the account numbers should be listed.

5. SOURCE/OBJECT CODE refers to the source (Acct Type "31") of revenue code and/or object (Acct type "22") of expenditure code. If the code is known, please enter it in this space. If the space is blank, Financial Support Services will assign an appropriate base code.

6. SUB column is not currently being used.

7. BS ACCT refers to the balance sheet (Acct Type's "01" and "02") code. Please assign the desired code.

8. REPT CAT refers to the State object codes. If the number is not known, please leave blank and Financial Support Services will assign an appropriate code.

9. The DESCRIPTION column should contain a brief explanation which will assist with the identification of the transaction when it appears on the AD000925 report.

10. The DEBIT column should be completed for the account(s) receiving the charges. The expense is being transferred to this account.

11. The CREDIT column should be completed for the account which is receiving a credit or from which the expense is being transferred.

12. Provide an explanation for the transaction in the JUSTIFICATION/PURPOSE space with enough information for Financial Support Services to identify proper codes.

13. Obtain the sponsor's signature of the account originating the transaction. Note that by signing the form, the sponsor is certifying that documentation in support of the transaction is on file and available for review upon request. Said documentation is to be maintained for a period of not less than five years from the date of the transaction.

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