Budget Administration Reference Materials and Training

Welcome to the Office of Finance’s budget administration resource page.  Here you will find various budget administration self-help documents, available orientation training, and additional budget information. 

 

Budget Orientation Training

Office of Finance is please to offer budget orientation training to faculty and staff.  We provide one-on-one, departmental group, or class training.  Group training is also offered as part of the Faculty and Staff Professional Development Conference sponsored by Human Resources.  Trainings can include introduction to the following: the chart of accounts; coding transactions; entering and approving requisitions; utilizing and navigating the PS Financials budget tools, and; answering any budget-related questions you may have.

 

To get started contact Dana Kapla (dkapla@pugetsound.edu or at extension #2736) to schedule your training today.

 

Upcoming orientations in 2014:
Sept. 10 from 2-3pm - Howarth 005
Sept. 18 from 10-11am - Howarth 005
Nov. 12 from 2-3pm - Howarth 005

 

Chart of Accounts

The Chart of Accounts are numbering systems for recording, tracking, classifying, and reporting on financial (budget and actual) transactions comprised of various Chartfields.  You can search Chartfield elements using the Chartfield Value Lookup tool within PS Financials (found at: MainMenu>PugetSoundFinancials>ChartfieldValueLookup).

 

Chartfield Elements

 


Fund List


Department Range:                                                              

1DDD: President    
2DDD: Office of Communications
3000 & 73DD: Enrollment Division
4DDD: Academic Division
5DDD: University Relations
6DDD: Student Affairs Division
7DDD (except 73DD): Finance & Administration Division
8DDD: ASUPS
9DDD: General Operations/Other

 

 

Account Range:

1AAAA: Assets
2AAAA: Liabilities
3AAAA: Net Assets
4AAAA: Revenue
90AAA: Revenue Transfer
5AAAA: Compensation
6AAAA: Operating Expenses
7AAAA: Capital Expenses
91AAA: Expense Transfer

 

 

SpeedChart:

Puget Sound uses a “short cut” for three of the Chartfield elements; the fund, the department, and the project codes. This “short cut” is referred to as the SpeedChart.

 

A SpeedChart is six numeric digits long and in most cases, not all, comprised of either;

PPPPPP - the project code (if the your chart of account has a project code); or

FFDDDD - the combination of fund and department

 

For department (annual) operating/capital budgets, the SpeedChart = the department code preceded by the fund code (example: 107101 = Office of Finance)

 

For designated and restricted (carryover or grants) funds, the SpeedChart is the project code (PPPPPP).  This is true for the majority of chart of accounts strings but not all.  To verify your SpeedChart use the Chartfield Value Lookup tool within PeopleSoft Financials is found at; MainMenu>PugetSoundFinancials>ChartfieldValueLookup.

 

To obtain additional information email FINANCE@PUGETSOUND.EDU or call Dana at extension #2736

PS Budget Administration Resources

Printable
Annual Budgets Tool Handout

Annual Budgets Tool Handout with Screenshots
Carryover Projects Handout 
Grants and Projects Handout

 

Video (must view in Firefox)
Annual Budgets Tool Help Video (2014 Fiscal Year)
Annual Budgets Tool Help Video (2013 Fiscal Year)
Carryover Projects
Grants and Projects

PS Budget Overview Resources (for advanced users only)

Printable
Budget Administration Short Handout
Budget Administration Extended Handout
Budget Administration Feedback Form
Budget Administration PowerPoint
Budget Overview: Operating Revenue and Expense
Budget Overview: Capital Expense

Budget Overview: All Expenses
Budget Overview: Operating Expense Only
Budget Overview: Carryover
Budget Overview: ASUPS
Budget Overview: Grants
Budget Overview: Grants with Revenue
Budget Overview: Projects

 

Video (must view in Firefox)
Budget Overview: Operating Revenue & Expenses
Budget Overview: Operating & Capital Expenses
Budget Overview: Operating All Expenses
Budget Overview: Operating Expense Only
Budget Overview: Carryover
Budget Overview: ASUPS
Budget Overview: Grants
Budget Overview: Grants with Revenue
Budget Overview: Projects

 

Additional Resources

Printable
Banner-PeopleSoft Account Codes Lookup
Banner-PeopleSoft Account Codes Lookup -Excel Version

 

Video (must view in Firefox)
Chartfield Value Lookup (PeopleSoft codes & descriptions)
Vendor Invoice Inquiry