You can run the YTD Budget vs Actuals Report in the UGA Budget Management System to view departmental expenses budget and actuals by fund. For each sub-department associated with the selected department, you can view the original budget, amendments, current budget, actuals, encumbrances, encumbered actuals, and balance. You can also filter by various ChartFields and print to a pdf.
In this article, you will learn the steps to run the Year-to-Date Budget vs Actuals Report in the UGA Budget Management System.
First, log into the Budget Management System
On the UGA Budget Management System HomePage, click the Explore button.
The Explore tab is displayed.
Click the arrow to the left of the UGA Reports folder to expand it.
The subfolders of the UGA Reports folder are displayed.
Click the Department subfolder.
The Department related reports are displayed on the right side of the screen.
Double-click the YTD Expenses Budget vs Actuals report.
The Respond to Prompts dialog box is displayed.
Note: You can manually enter the Department into the Enter Department field if you already know it. Or, click the Member Selection icon next to the Selection field to find the appropriate Department.
Example shown here: " D12345000 ".
Click the OK button.
The YTD Budget vs Actuals Report for the selected department is displayed.
The report provides you with information about departmental expenses budget and actuals by fund. For each sub-department associated with the selected department, you can view the original budget, amendments, current budget, actuals, encumbrances, encumbered actuals, and balance.
To view the YTD Budget vs Actuals Report, you should select the Total Expenses option for the Account filter at the top of the page.
If the Total Expenses option is not selected, you will need to click the Account filter and select the Total Expenses option.
Example shown here: " Account: Total Expenses ".
In the pop-up window, click the arrow to the left of Account folder and then to the left of the Financial Accounts folder to expand.
Click to select Total Expenses if it is not already selected.
After selecting the appropriate option, click the OK button.
You can also search detailed budget information by selecting a filter at the top of the page.
Click the appropriate filter to view the information you need.
FExample shown here: Year: FY18 ". This filter indicates the Fiscal Year.
The Preview User Point of View dialog box for the selected filter is displayed.
Select the appropriate option.
Example shown here:" FY19 ".
The budget information for the selected filter option is displayed.
You can view detailed budget information about each sub-department for the selected filter option.
The default format of the report is in HTML.
If you want to generate the report in PDF format, click the Adobe PDF icon in the toolbar.
The PDF is displayed.
You can view the YTD Budget vs Actuals information for the selected department and save and/or print the report.