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New report in BAIRS related to campus deficit policy

A new report on deficits for Contracts and Grant Funds has been published to the BAIRS portal.

This report, titled "GL_Sum_Department_Fund_Deficits C&G funds only" is designed for control unit managers and departmental managers to review deficits that will be cleared by the central campus under the policy on deficit resolution. (See policy for more information at http://campuspol.chance.berkeley.edu/policies/deficitresolution.pdf )

The new report is intended to show only those deficits at the department (Level 4 Org Node) and fund level, which will be cleared by the Budget Office or EFA under this policy. While most reports calculate balances based on budget and actuals, in this report deficit balances are those balances where the Anticipated Funding (The Award Amount) is less than the actuals (expenses). This departure from the norm (where balances are generally calculated by summarizing budget and actuals) is necessary due to the nature of multi-year awards where revenue streams may be delayed and do not always match spending patterns. This approach to Contract and Grant deficits will be explained further in the upcoming forums previously announced. (See BFS listserve of Wednesday, March 7, 2007)

A few notes about the report:
- Only C&G funds to which the deficit policy applies will appear on the report. For example, this report will not display deficits for sub-awards and federal flow-through funds, or funds that fall within the 120 day adjustment period. However, there is a separate view of the report for funds in the 120 day adjustment period for information purposes.

- In the report the Anticipated Funding is called Distributed Award Amount, as sometimes the Award Amount is distributed by the primary department to other departments as well. For the non-primary departments, the Anticipated Funding and the Tempbudg budget amounts are always equal.

- Only combinations of Department-Fund that are in deficit after Waivers are applied, and in excess of $300, will appear on the report. Please
note: This report will NOT give you a complete picture of all resources or even all deficits in your unit(s). You will only see those which will be cleared by the Budget Office or EFA under the C&G policy, if they are not addressed before year-end.

- Because of its complexity, this report can only be run for the immediately closed period. On the dashboard, while the default fiscal year and accounting period will still be visible, they have been grayed out and locked.

- This report applies only to Expense Accounts.

If you are a department manager and have questions about the deficit policy and its impact on your unit, we encourage you to talk to your Control Unit budget person (Dean or Vice Chancellor's Office). Representatives of your Control unit or Dean's Office have been in communication with the campus Budget Office. Please direct question about the policy to the VC and Dean's Offices and they will contact the appropriate Budget Office Analyst for their unit.

If you have questions about the data on the report, please contact Financial Systems User Support at 3-4250 or bfsbairs@berkeley.edu. But please do so only after the forums (See BFS listserve of Wednesday, March 7, 2007) scheduled for 3/19/07 and 3/26/07, get underway. The forums on March 19th and 26th will go over the new C&G deficit clearing section of the policy and explain the reports in more detail. Until then please feel free to familiarize yourself with the report.

Last updated: March 28, 2007