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In order to improve access to university budget managers, AISS has created a very user-friendly web based portal that will allow you to monitor your budget from anywhere and at any time.
- Log into the university’s MyUSF portal. (Show me how)
- Go to the employee tab within MyUSF and click on the Budget Resources link.
- A summary of your budget should appear in a new screen or tab.
- Budget Summary by Accounts
The main section of the new budget reporting tool shows a summary of all the various org budgets that you are responsible for.
Budget Definitions
Organizations: Individual budget areas that are your responsibility.
Budget: Total organizational funds for the current fiscal year
YTD Activity: Goods and services that have been actually purchased to date.
Committed: Goods and services which have been purchased but not paid for.
Requested: Goods and services that have not yet received a Purchase Order
Available: Funds available to spend after all goods and service have been paid
- Budget Summary By Account Type
This section provides you the budget totals of all your responsible orgs.
Labor Expenditure: Expense associated with employee compensation
Other Expenditures: Funds available to pay for an organization’s operating costs
How to Drill for Information
Selecting the Fiscal Year
Budget Managers can now review previous fiscal year budgets by clicking on the down arrow in the Fiscal Year selection box.
Selecting the budget fund
This feature does not apply for most budget managers. You will only be able to us this feature if you manage special funds or grants that are outside of the main university budget fund, which is the General Operating Fund.
How to drill down into a Budget Org for more Information
As shown below, to drill down into the Center for Instructional Delivery budget for more information simply click on the highlighted Organization name and the org detail information will appear.
Budget Summary for the Center for Instructional Delivery
How to Drill Down for Account Line for Budget Traction Information
As depicted in the above figure, simply clicking on the blue YTD Activity link in the Software Licensing account line you can retrieve all the budget transaction for the year as shown in the figure below. Note that on 07/06/06 there is a transaction that pays the University’s WebCT licensing fee.
How to Drill Down for a Transaction’s Document Information
Suppose that CID has a question regarding the payment of the WebCT transaction. As a budget manager you can drill down for more information on any invoice (I) documentation. Simply click on the I number as shown above. Please note that any J number represents a Journal entry and at this time there is no access this documentation.
Once you click on the document link another screen will appear containing the document information. Since the web page is rather large for training purpose we will discuss different sections as they appear on your screen.
Section A: Document Detail
This section indicated the document type is an invoice and the invoice number is I0091014.
Section B: Requisition Detail
This section retrieves the basic information that was contained in the initial request for a Purchase Order. Within this area the approval history on the requisition has been included.
Section C: Purchase Order Detail
All of the information that was used to create the Purchase Order from the PO requisition is now shown for your information should you have a question.
Section D: Invoice and Payment Detail
The final section of the documentation information is the Invoice data used in order for the PO to be paid. Again this is essentially the information you entered in order to purchase some good or service that you asked for in the original request. One additional piece of information has been added, which indicates when the bill was paid, the amount we paid and the check number.
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