Presentation by the College of Arts & Sciences Dean’s Office Finance Team

How to Access School ReportsVia the College Intranet• College.unc.edu Business Operations

Intranet CAS Reporting Systems

Via Infoporte• Infoporte.unc.edu Home Tab

School Reports Tab

Summary Report: State, F&A, TrustThis report is a summary of the state, F&A, and trust budget, expenditures, encumbrances, projections and balance at a point in time.

◦ Please note that Contracts & Grants are not included in this report.

Summary Report: State, F&A, TrustTo view a

specific fund

type, select

here

Select your

Department

Select the

Budget Period

The report will break out each chartfield string within your department along with the source & program description.

Current

Projected

Balance for

that specific

source

-For academic departments with carryover salary savings available on program code 10000 will be reflected with a ‘CO’ at the end of the state chartfield string.

Negative balances will be

reflected in red cells

Summary Report: State, F&A, TrustGood to know:◦ State & E&T funds do not reflect fringe benefits. You can view state fringe benefits by selecting

the ‘Fringe Only’ tab.

◦ You can view detailed transactions by selecting the ‘Detail’ tab

◦ To view additional information on the report and more helpful tips, select the ‘Glossary’ tab◦ YES! You can export these reports to excel by right clicking within the report and selecting ‘Export’.

Expenditures by Fund Type SummaryThis report provides a summary of the total expenditures by the department at a certain point in time.

The columns reflect the source of funds and the rows break out the expenditure by classification (examples are non-teaching & teaching salaries, supplies, etc.)

Expenditures by Fund Type Summary

The rows will be broken out by Account Levels – this view will show the breakdown between Personnel & Non-Personnel

The columns will be broken out by Fund Type (State, F&A, Trust, Auxiliary, & Contracts & Grants)

Select your

DepartmentFiscal

YearFund Type

Indirects Cost Formula Allocation Report Uses

Summarizes the formula allocation for all projects Formula allocation = F&A generated by indirect cost expenses on a project (current rate is 15.6%) Indirect Cost = an general expense that is not identified with a particular contract/grant, project function or activity, but is necessary for

general operation

Filters: “Project Dept” shows the formula allocation to the department where the project is housed

“PI Home Dept” shows all formula allocations for a specific PI regardless of owning department This allows you to see the formula allocation for faculty based in your department

“PI Name” allows you to search for specific faculty PI

Allocate the faculty’s formula allocation to his/her program code

Track how much budget you should receive or allocate for faculty working on projects in other departments

Total Dept Allocation shows

amount allocated to F&A for

formula allocation, indicated

with Reference 1 ‘FORMALLOC.’

Indirects Cost Formula Allocation

Choose

Fiscal

Year

Endowment Market Values Report UsesShows what the expected payout is based on current market values

◦ Choose “month 05” to see prior June payouts

Track historical payouts

Track reinvestment patterns (Non-Donor Book Value column)◦ 7xxxx sources: If money has been reinvested, you can submit a “University Endowment Fund

Withdrawal” form to request the cash◦ https://financepolicy.unc.edu/policy-procedure/405-endowment-fund-addition-correction-and-withdrawal/405-1-adding-and-

withdrawing-endowment-funds/

Compare market value and book

value to ensure market value is

higher otherwise it’s underwater

and unavailable for use until it’s no

longer underwater

Shows anticipated amount for

payout for use the following

year.

Donor Book Value: Initial donation(s)Non-Donor Book Value: Amount ReinvestedDonor Market Value: The market value of the donation(s)Non-Donor Market Value: The market value of the reinvestments

Endowment Market ValuesChoose

Department

Choose one

Fiscal Year

and Month

Underwater Status◦ Not Underwater: Total Market Value > Total Book Value – Will receive full payout

◦ Fully Underwater: Total Market Value < Total Book Value and payout is less than the difference between total book value and total market value – Will not receive payout

◦ Partially Underwater: Total Market Value < Total Book Value but payout is greater than the difference between total book value and total market value – Will receive partial payout◦ Will receive payout less the difference between total market value and total book value

◦ Ex. $7.173.81 – ($143,474 - $139,920.34) = $3,620.05 payout

Trust Funds by owning DepartmentUnderstanding the source of data

Understanding the columns

Understanding the use

Trust Funds by Owning DepartmentSource of Data

Shows data on a fiscal year basis

Shows all sources that your department owns ◦ The department has control over the use within confines of the gift agreement

Shows cash balances (not budget)◦ May match budget if you own the source (as long as everything was coded properly)

Trust Funds by Owning DepartmentOpening Fund Balance

Shows carryover cash balance from previous fiscal year selected◦ Carryover includes payout if 7xxxx source

Trust Funds by Owning DepartmentRevenue

Shows total cash revenue by source for fiscal year selected separated into broad categories

◦ Gifts Revenue (46xxxx): Gifts given

◦ Investment Revenue (43xxxx): Money market income and payout (7xxxx sources)

◦ Revenue Transfers (48XXXX): Cash transferred in (ie: commitment from another source or department) and reinvestments (for fund group: 298 and 29910)

◦ Other Revenue: Cash transferred in (not falling in other categories)

◦ Alloc from Related Fdtn 462180: Foundation payout (Cxxx and Uxxx sources)

Trust Funds by Owning DepartmentExpenses

Shows total expenditures by source for fiscal year selected separated into broad categories

◦ Expenses: Personnel and non-personnel charges

◦ Expenses Transfers 58xxxx: Cash transferred out (ie: commitment to another source or department) and reinvestment expense

◦ Alloc to Univ 559139: Foundation payout expense (Fund group: 29920 and 29930, Cxxx and Uxxxsources)

Trust Funds by Owning DepartmentEnding Balance

Shows ending cash balance ◦ Does not take into account budget

Category Operation Amount

Opening Fund Balance 398,689.83

Total Revenue + 340,050.96

Total Expenses - 372,684.95

Ending Fund Balance = 366,055.84

Trust Funds by Owning DepartmentFormulas

Years of Payout Available: Calculates the number of years of payout ◦ Goal: <2 unless there is a specific reason to hold onto payout for several years

% of Total Expenses Used: Calculates the percentage of expenditures relative to payout◦ Goal: >50% unless there is a specific reason to hold onto dollars for more than one year

Years of Payout Available: Percent Total Expenses Used:Category Operation Amount

Ending Fund Balance

212,000

Investment Rev/Alloc from Related Fdtn

÷ 200,000

Years of Payout = 1.06

Category Operation Amount

Total Expenses 228,560

Investment Rev/Alloc from Related Fdtn

÷ 200,000

Percent Total Expenses Used

= 114.28%

Trust Funds by Owning DepartmentAdditional Tabs

Shows total expenses by source by transaction department for fiscal year (who spent the money)

**This information shows you that several different departments spent from this fund, this could be okay or could need correction.

Trust Funds by Owning DepartmentUses

◦ To see cash balance in source

◦ To see if you own a source (all sources that appear are ones the department owns)

◦ To verify cash is available for spending or transferring

◦ To verify source is not in a cash deficit

◦ To decide whether reinvestment is needed by using years of payout available calculation and ending fund balance

◦ To look at past history on amount of revenue, amount of expenses, amount of reinvestments

◦ To verify budget reflected in InfoPorte is accurate (if department owns source and on associated revenue table)

State Funds Carryover with Projections

Choose

Fiscal YearChoose Department

Choose EHRA Faculty

and EHRA Non-Faculty

(exclude fringe)

Tuition, fellowship and

nonpersonnel expenses

are not allowed on

C1302.

Carryover Balance

• Summarizes the state budget and expenditures of EPA salary dollars (on program 10000, C1302

and C1303) at a point in time. The total of the budget available at year-end will be carried over to

the next fiscal year (i.e. added to or deducted from your instructional allocation).

The Dean’s Office allocates Chair’s summer

salary to the EHRA Non-Faculty line so make

sure that you have correct amount for their

summer salary remaining here to be paid

out in June.

State Funds Carryover with Projections

Uses

◦ Used by Academic and Curriculum Departments that have C1302 and C1303

◦ The total of the budget available at year-end will be carried over to the next fiscal year (i.e. added to or deducted from your instructional budget)

◦ Used to see if there are any salary savings that need to be moved from state program 10000 to C1302 or C1303

◦ It’s useful when doing Instructional Workload to verify the amounts that are in the report.

State Funds Non-Carryover with ProjectionsChoose

Fiscal YearChoose

Department

Choose all options except

fringe benefits (fringe

benefits are excluded

because they are covered

by the fringe pool)

Non-Carryover Balance

(Funds expire 6/30)

• Summarizes the state budget and expenditures for all non-carryover funds at a point in time (including start-up) • Used to see how much state funding you have available to spend before the end of the fiscal year• The Dean’s Office will seek reimbursement for deficits totaling $500 or more at the end of the fiscal year

State Funds Perm EHRA Salary SavingsChoose

Fiscal Year

and

Projections Choose

Department

Total amount of

salary savings

available to be

transferred to your

instructional budget.

Shows the total

amount of salary

savings per person.

State Funds Perm EHRA Salary SavingsUses

◦ Used by Academic Departments with carryover instructional funds (program C1302)

◦ Shows the permanent state budget allocated by person to program 10000.

◦ The report takes the permanent budget minus expenses and projections to calculate the total available salary savings that can be transferred to your instructional budget

◦ This report does not take into account temporary budget adjustments made for a person during the year (i.e. hires or increases that are effective January 1). The report will pick up the permanent budget amount, which is the total amount for the entire year instead of the amount for half of the year.

◦ For example, if you have a new faculty member that is hired effective January 1, 2018 with a salary of $100,000 the faculty member is only going to earn $50,000 for fiscal year 2018, the report is going to show available savings of $50,000 because we will allocate $100,000 permanently when we transfer the budget.

State Funds Perm EHRA Salary Savings EHRA Non-Faculty Stipends

o Can be used to see how much permanent administrative stipend funding has been allocated to your department

o The Dean’s Office allocates stipend funding to the various types of administrative positions (such as AsstChair, Chair Stipend, Asst Chair, DGS, etc.) instead of to the actual people that are in these positions.o There will not be amounts for expenses or projections on the position lineso The individuals that are receiving the stipend will have a line with no budget, but will have expense

and projection amountso The Balance less Projections column should net to zero for the position lines (where the budget is

allocated) and the actual stipend expense line (as shown below)

Smith

Jones