How to Review Your Departmental Financials

The following is a logical and informative progression for reviewing and ratifying your departmental budgets, revenues, and expenditures.

Reviewing Balances

  1. Run the HUMGL005 on your department.
  2. Enter only your department, leaving all other chartfields blank. You will get a departmental report on revenue and expenditure accounts for all applicable funds, programs, classes, and projects.

    In the resulting report, note which funds are present. You should have an assortment of funds which may include AExxx and BExxx (general expenditure funds), and Txxxx (trust funds). In the revenue accounts, you are likely to see funds beginning with CRxxx; these are the fees and miscellaneous revenues that are associated with your department. You are not allowed to spend out of these revenue funds, but the corresponding prorated budget will be returned to your department as an entry against one or more of your expenditure funds.

  3. If you have multiple programs, run the HUMGL008.
  4. The HUMGL008 is basically the HUMGL005, except that it further segregates account activity by Program.

    This report was initially designed as a vehicle for monitoring Reimbursed Activities, that is, the BExxx and BFxxx funds. It is an excellent way to view your funds by department and program, and is also a way to see what programs are associated with your department. The run parameters are similar to those for the HUMGL005.

  5. Run the HUMGL005 on your department and individual funds.
  6. After you have determined which funds are associating with your department, go back and run the HUMGL005 for each and every fund you have found. You may also wish to isolate individual programs.

    For example, Biological Sciences might run their HUMGL005 for Period 8 in several different ways, including but not limited to.

    • Fund Code AE204, Department D20042; all other chartfields blank
    • Fund Code DA001, Department D20042, Program P0137; all other chartfields blank
    • Fund Code TU035, Department D20042; all other chart fields blank

    The more chartfield values you specify, the more focused your inquiry becomes.

    You may input "00000" into Program or Class, or "000000" into Project in order to isolate data associated with no specific Program, Class, or Project. Leaving these fields blank will select data for all values of Program, Class, or Project, mingling specific program data with programless data. If there are no specific Programs, Classes, or Projects associated with your department, these two approaches will yield the same result.

  7. If you have trust funds, run the HUMGL003 on each.
  8. If, after running the comprehensive HUMGL005 in step #1 above, you discover that you have a trust fund (any fund beginning with a T) associated with your department, you should run the HUMGL003 on that specific fund. Run the HUMGL003 by entering the Business Unit (HMCMP), Fiscal Year, Period, and Fund Code. Leave the other chartfields blank in order to make sure you are getting all the activity in the trust fund.

    The HUMGL003 is a true General Ledger/Trial Balance by Account, showing all account types for your trust from Assets through Expenses. These Trust Funds will not have a budget per se, so you will want to focus on the Current Balance column as a measure of availability for the Asset types such as Cash or Accounts Receivable.

Explaining Balances

  1. Run the HUMGL015 on your department (funds, programs).
  2. Run the HUMGL015 to obtain detail on the amounts (budget, actuals, or encumbrances) showing in the HUMGL005. Use the same department/fund/program as you did for the HUMGL005. The HUMGL015 only shows a single period at a time, so you must run more than one if you are analyzing a cumulative amount.

    The HUMGL015 is a portal into the underlying activity for each of your funds. Here you can see the Payroll posted as HRS journals, AP as APS journals and Banner activity as BNR journals. In your Operating and Expense accounts you will also see ONL journals posted with charge backs for Motor Vehicles, Graphics, and Telecommunications. You could also see adjusting journals (ONL) entered by Accounting staff to correct mistakes or transfer expenditures from one chartfield string to another.

    The HUMGL015 also lets you see what is in the pipeline for future expenditures, as it details what funds and accounts are affected by Purchase Orders that have posted to the KK encumbrance ledger. You will see the movement from encumbrances that tie up budget dollars (the amounts against KK are positive and associated with a PO number) to actual expenditures when the requested item has been received on campus and AP has entered the vendor invoice into the Accounts Payable system (the amounts against KK are negative and associated with a voucher number). You can track either the PO or the voucher in PS Finance.

  3. Run the HUM_AAA_GL_DEPT_HUMGL015 query.
  4. If you wish to further store or manipulate the HUMGL015 transaction data in any way, you can run this parallel query to obtain the same data in Excel format on your desktop.

  5. Look up documents in PeopleSoft.
  6. You can use the document reference fields in the HUMGL015 report to find out more information about a particular transaction, if needed. There are two document references on each line.

    The Doc Type/Doc ID fields, if available, provide the document type and reference number for an associated document. The type of document depends on the nature of the transaction, and is indicated in the Doc Type field. For instance, if the Doc Type is VCHR, and the Doc ID is 00007305, then this is a voucher reference, and you can enter this number in the Voucher Inquiry page in PS Finance to look up this voucher and see more information associated with it.

    Perhaps even more useful than the inquiry page itself is the Document Status page, in the same menu folder as the document inquiry. If you look up the voucher in the above example via the voucher Document Status page, for instance, you will get a list of all the related documents in the purchasing life cycle, with links to their respective inquiry pages. This puts complete information about the history and status of this particular purchase cycle at your fingertips.

    The second document reference is in the Journal ID/Journal Line fields. These point to the journal batch & line number, if any, via which this transaction entered the ledger. This information can also be looked up in PS Finance via Journal Inquiry, if desired, to provide more information about its processing through General Ledger.

  7. Run the HUMGL014 by fund and account.
  8. The HUMGL014 only reports to the journal line level (as opposed to the HUMGL015 which goes deeper where possible), but it does allow you to run the report on a range of funds and a range of accounts. This comes in particularly handy if, as noted in step #4, you have one or more trust funds, and would like to see what has been processed through your Accounts Receivable accounts. Here you would be able to see the subsidiary items such as payments posted from Banner in the form of BNRMISC journals and invoices posted by Accounting staff in the form of ONL journals. Once you note the journal ID from the report, you can search further in PS Finance for journal detail through menu items such as "Review Journal and Ledgers" under General Ledger.

    Another nice feature of the HUMGL014 is that it includes the department ID, which is helpful if you have more than one department associated with a trust fund. Also, the HUMGL014 gives Beginning and Ending Account Balances, and reports all activity on a YTD basis.

    If you run the report with an output type of CSV rather than PDF, the output can be converted into Excel for further analysis and/or summarization into a pivot table.