Budget Management and Account Maintenance

Flexible options for definition of district budgetary accounts

  • Length of function and object components are district-defined
  • Additional budget components can be defined by Fund; the order that defined budget components are displayed in the full budget account and the delimiters that are used to separate components are district-defined
  • Budget account “picture” can vary by Fund
  • For funds where project accounting must be maintained, a sub-fund component of up to 7-characters is incorporated to assure that all expenditures are accounted for by project

Full encumbrance accounting to maintain budgetary controls. Real-time balances are maintained for appropriations, encumbrances, liquidations, expenditures, and encumbrances outstanding that can be displayed on demand. Budget transactions are maintained for all financial activity within the system that affects these amounts, to provide a complete audit trail to substantiate current balances.

Budget transaction form is provided to allow for easy entry of budget transfers and adjustments. For transfers, system makes sure that all of the adjustments balance to zero. For adjustments, system allows for both the budget appropriations and the estimated revenues supporting the budget adjustment to be entered simultaneously. All transfer and adjustment can be annotated, and these notes can be included on system budget transfer and adjustment reports.

For funds where project accounting is maintained, budgetary reports can be generated on a fiscal year-to-date basis or on a project-to-date basis. Project-to-date reports automatically select all activity from project inception through the date specified by the user when the report is generated.

District budgetary account balances for appropriations and expenses can be automatically summarized by state account codes for generation of state financial reports; generates export to electronically update budget and expenditure related entries for the NYS Data Entry Assistant (DEA).

District accounts are automatically mapped to state accounts through district function and object tables that are established during system setup and are used to validate the account components.

User security options to restrict access to specific budgetary accounts; utilizes wild card criteria (i.e. allow access to all accounts with a specific location code, but exclude access to all accounts with salary object codes).

Ability to exceed budget balances (creating negative unencumbered balances) when posting transactions is specified through user security profile, so that it can be enforced by individual user or type of user.

Accounts with no financial activity during a fiscal year can be deleted. Accounts with activity that will no longer be used can be inactivated. Inactivated accounts do not rollover to the next fiscal year, so obsolete accounts are automatically deleted.

Subsidiary accounting is maintained for prior year accrued expenses paid in the current year--a separate budget account, designated as a “payable” account type, is automatically maintained in the current year when payments are made; reports can be generated to substantiate accruals and disbursements in the new year for accounts payable balances at the end ofthe prior fiscal year. These “payable” budget accounts are excluded from current year budget reports.

A variety of standard reports are available to assist users with management of the district budget. Detailed activity and account history reports are available to provide audit trails and transaction history for specific accounts.

Integrated industry-standard report-writer, Crystal Reports® with data dictionary to facilitate the use of system-maintained information as needed; integration with Microsoft Office®.