Guidance for Developing Detail Budgets

Puget Sound’s unrestricted annual operating budget consists of Educational & General (Fund 10) and Auxiliary (Fund 13). After the Board of Trustees approves the unrestricted operating budget, Office of Finance distributes Excel workbooks to each division or department.

Each division/department is asked to complete their detail budget worksheet(s) and return the Excel workbook via e-mail attachment to Monica Warner. To review your current or prior budget(s), log into myPugetSound and use the Annual Budget tool located within the Financials menu.

Please return by the due date provided in the email message you received with your budget worksheets. If unsure of your due date, please contact Monica. Submittal of your budget worksheets by this due date is important for your budget to be loaded and ready in PeopleSoft when the new budget year begins July 1.

Budget coding (Chartfield) review:
The university uses PeopleSoft Chartfields to track budget and actual activity. Chartfields used in your detail department budget may include:

Department (required): 4-digit code such as 3000 – Admission Office, 4000 – Classics, 4011 – Biology, 6133 – Student Activities, or 7601 – Security

Account (required): 5-digit code to identify revenue, expense, or transfer categories in your budget

Chartfield1 (optional): 6-digit code used to track programs, activities, or events within your budget

If you wish to establish a new Department or Chartfield1 code (value), please contact Monica Warner (x2736).

Adding new department codes to your detail budget:
If you have added a new department since last year, please insert a new column in the budget detail Excel worksheet and label it with the four-digit department code and name.

Adding additional account codes to your detail budget:
If you wish to budget amounts in additional account codes (revenue, operating or capital expense, or transfer accounts) insert a new line into the detail budget Excel worksheet for each additional account code.  

Using Chartfield1 to budget programs, activities, or events in your department(s):
You can add a six-digit “Chartfield1” code to your department and account codes to track revenue and/or expense for individual programs, activities, or events within your department(s).

For a complete list of the accounts per Chartfield, log into  myPugetSound and use the Chartfield Value Lookup tool located within the Financials menu. Select the appropriate tab across the top to search active accounts. Please also reference your budget workbook for any account updates that may not yet be reflected within the Chartfield Value Look up tool. If you would need any assistance, please contact Monica Warner (x2736).