v1 august 2011 - university of new south wales · level data. calumo is a management reporting and...
TRANSCRIPT
1
V1 – August 2011
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Introduction ........................................................................................... 3
Financial Reporting Calendar – Key Dates ................................................. 3
Reporting Support Model .......................................................................... 4
Financial Reporting Systems ..................................................................... 5
nVision reporting ..................................................................................... 6
Calumo reporting ................................................................................... 19
Requesting new reports or report changes .............................................. 30
Report Basics – How to run a report………………………………….……………….….31
Training and Education .......................................................................... 33
Glossary ............................................................................................... 34
Explanation of Fund Codes ..................................................................... 37
Contact Details / Who can help .............................................................. 42
Links to other Finance Services ............................................................... 43
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The Financial Reports Guide provides examples of standard UNSW financial management reports that are available to meet business
needs. This covers all the main uses of financial information including summary financial statements for a Faculty, Division, School,
Department or Centre, through to transaction reports for a Project or Research Grant.
The guide provides commentary on the reports, and explanations of financial terms and concepts to assist in interpreting this
information. The objective is to provide relevant financial information that is easy to understand, that managers and administrators can
use to manage and control their areas of responsibility and make informed business decisions.
This Financial Reports Guide forms part of an extensive range of financial information services available across UNSW. Users of financial information and reporting can access detailed information, guidance and training through a range of media including the Finance Website, Finance Training Resources, and support from a team of experienced finance professionals.
Audience for this Guide
Faculty and Division General Managers Faculty and Division Finance Teams Heads of Schools
Centre Managers Researchers School Administration Managers Project Managers Staff who require financial information
Financial Reporting Calendar For an overview of the key financial reporting dates across UNSW including monthly financial results, quarterly forecasts, the annual budget process, enrolment planning, year-end annual report, fringe benefits tax and HERDC reporting requirements, please refer to
http://www.fin.unsw.edu.au/InformationCentre/Calendar.html (In development)
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Users of Financial
Information
Finance Training
-Online
- Workshop
- Faculty Specific
Reporting Guides
-Finance website
- Reference info.
Continuous Improvement
-responsive to changes in needs of the business
Finance Expert Advice
- Faculty /Division
- Central Finance
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The New South Financials System (NSF) records the financial transactions of the University and provides information for monitoring, analysing and reporting
the results of our financial operations. NS Financials is powered by PeopleSoft (Oracle) computer software which also provides our Student Administration and Human Resource Management Systems (HRMS).
nVision is the financial reporting tool that extracts information from NSF to support the “day to day” operational financial reporting requirements of managers
across UNSW. nVision reports can provide summary financial information for a Faculty, School, Department, Centre, Project or Research Grant as well as transaction
level data.
Calumo is a management reporting and planning system which UNSW uses to construct and track its budgets, forecasts and monthly business unit financial results.
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Ref. Report Name Description /Purpose Frequency
Faculty /
Division
Manager
Head of
School
/
Depart.
School
Manager Researcher
Project
Manager
F1 Financial Statement
Revenue and Expenditure report for a
Faculty, Division, School, Dept, Centre, or a
project, which compares actual financial
results with budget for the month , year to
date and previous year‟s results
How much have I spent this year against my
budget, and what have I spent it on ?
Monthly
F3 Financial Statement
by Fund Group
Revenue and Expenditure report, comparing
actual financial results with budget
summarised by major fund groups
(Operating, Commercial, Restricted,
Strategic)
How much have I spent this year
summarised by the main funding groups ?
Monthly
F4 Trial Balance
A listing of each general ledger account
(asset, liability, revenue and expense)
showing opening balance, movement and
closing balance for the period.
How much have I spent on individual
accounts and what were the transactions ?
Monthly
7
Ref. Report Name Description /Purpose Frequency
Faculty /
Division
Manager
Head of
School
/
Depart.
School
Manager Researcher
Project
Manager
F5
Full Year Financial
Statement with
Commitments
Revenue and Expenditure report for a
business unit or a project including financial
commitments to the end of the year, and
showing budget remaining
How much have I spent this year, what am I
still committed to spend, how much of my
original budget is left?
Monthly
D2
Summary Financial
Statement by
Department
Summarised revenue and expenditure report
for sub departments within a selected Faculty
or Division
How much have each of my departments
spent this year against their budget ?
Monthly
PrjStatS Projects Summary
Report
Summary financial report for projects within
a business unit or fund, showing budget,
revenue, expenditure, commitments and
debtors
What are the budget funds remaining for
each of the projects in my School ?
Weekly & as
required
PrjStatD Project Detailed
Report
Detailed financials for individual projects,
including budget, revenue , expenditure and
commitments
For an individual project , what have I spent
my funds on and how much budget is
remaining ?
Weekly & as
required
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Ref. Report Name Description /Purpose Frequency
Faculty /
Division
Manager
Head of
School
/
Depart.
School
Manager Researcher
Project
Manager
PCSUMLTD Projects Summary
Report- Life to date
Summary of financial results for projects
within a selected department or fund group
for the current year and the entire life of the
project
How much have I spent on my projects for
the life of the project and how much budget
is remaining to spend this year ?
Weekly & as
required
RES_Stat Research
Statement
Financial summary of revenue , expense and
budget information for Research projects,
with the capability to drill through to
transaction level data
How much have I received and spent on my
research project, what have I spent it on,
how much is left to spend ?
Mthly email by
GMO, & report
can be run as
required
GLFS General ledger
financial statement
Report listing all revenue / expenses for a
specific project with transaction detail available on Purchase Orders, Accounts
Receivable, Procurement Card and/or Salary Details
What are the specific transactions supporting the expenditure on my project
Weekly & as
required
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UNSW
Financial Statement
ZOO - Faculty of Zoology
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-
3 - 2011
Month Year to Date Last Yr YTD Last Yr Full Yr
Actual Budget Variance Actual Budget Variance Actual Actual
Revenue:
Teaching Revenue:
DEEWR Fee 13,835,275 13,569,567 265,708 13,835,275 13,569,567 265,708 6,683,184 26,175,955
Local Fee 136,650 139,546 (2,896) 136,650 139,546 (2,896) 109,125 386,625
International Fee 3,828,810 3,637,071 191,739 3,828,810 3,637,071 191,739 1,801,179 7,277,382
Other Teaching 148,000 133,333 14,667 148,000 133,333 14,667 56,678 206,193
Total Teaching Revenue 17,948,735 17,479,517 469,218 17,948,735 17,479,517 469,218 8,650,165 34,046,155
Research Revenue:
RTS/IGS 95,560 101,382 (5,822) 334,459 304,145 30,314 362,848 1,399,377
RIBG 14,590 21,296 (6,706) 51,065 63,889 (12,824) 41,401 168,514
Other Research Revenue 33,754 324,163 (290,409) 430,795 419,662 11,133 775,020 2,007,590
Total Research Revenue 143,904 446,841 (302,937) 816,319 787,696 28,623 1,179,269 3,575,481
Other Revenue:
Investment Income - - - - - - - -
Learning and Teaching - - - - - - - -
Scholarships - - - 600 - 600 - 900
Sundry Grant Programs - - - - - - - 106,280
Sundry Other Revenue 87,776 41,393 46,383 104,502 86,893 17,609 154,924 956,931
Internal Income 47,634 38,745 8,889 245,096 200,190 44,906 121,401 451,610
Total Other Revenue 135,410 80,138 55,272 350,198 287,083 63,115 276,325 1,515,721
Total Revenue: 18,228,050 18,006,496 221,553 19,115,252 18,554,296 560,956 10,105,760 39,137,357
Costs:
People Cost:
Academic 1,541,132 1,377,528 (163,604) 2,790,899 2,908,348 117,449 2,299,946 12,160,573
General 598,012 598,854 843 1,458,095 1,422,061 (36,034) 1,336,421 6,140,968
Other Peoples Cost 4,192 860 (3,332) 7,389 860 (6,529) 9,895 34,258
Total People Cost 2,143,335 1,977,242 (166,093) 4,256,383 4,331,269 74,886 3,646,261 18,335,798
Other Costs:
Scholarship Expenses 27,689 33,907 6,218 51,529 40,866 (10,663) 41,027 211,820
Contract & Consulting Services 52,157 88,010 35,853 98,713 130,510 31,797 109,037 552,860
Entertainment 2,987 7,650 4,663 4,750 14,650 9,900 896 109,367
Marketing 4,552 20,280 15,728 12,645 24,180 11,535 9,068 106,556
Utilities 930 600 (330) 6,949 1,800 (5,149) 891 10,681
Repairs and Maintenance 854 7,089 6,235 854 11,028 10,174 7,462 32,430
Consumables 35,715 69,970 34,256 54,510 172,322 117,812 78,412 500,702
Travel 34,853 52,325 17,472 62,712 72,225 9,513 60,366 594,951
Equipment Non Capital 22,604 38,667 16,063 27,561 95,817 68,256 25,821 577,553
Softw are License Fees 9,698 500 (9,198) 21,218 72,798 51,580 14,443 118,889
License Fees - Other - 383 383 - 1,153 1,153 - 318
Hire/Rental/Lease (Exp) 16,637 16,964 327 50,653 40,892 (9,761) 57,114 261,289
Grants Exp - External - 4,750 4,750 - 4,750 4,750 2,980 48,571
Commissions to Agents - - - - - - - -
Other Expenses 11,114 32,034 20,921 69,846 88,958 19,112 111,151 317,023
Internal Expense 30,258 20,488 (9,770) 43,723 26,913 (16,810) 127,915 593,491
Interest Expense - - - - - - - -
Total Other Costs 250,047 393,618 143,571 505,663 798,862 293,198 646,582 4,036,502
Total Costs: 2,393,382 2,370,860 (22,522) 4,762,046 5,130,131 368,084 4,292,843 22,372,301
Result before Depreciation 15,834,667 15,635,636 199,031 14,353,205 13,424,166 929,040 5,812,916 16,765,056
Depreciation 22,311 18,341 (3,969) 66,430 55,024 (11,406) 50,801 293,777
Operating Result 15,812,357 15,617,295 195,062 14,286,776 13,369,142 917,634 5,762,115 16,471,279
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F1Financial Statement
Traditional Income Statement format showing
Revenue less Costs arriving at Operating Result
This report can be run at any level (i.e., Faculty or
Division, Department, School, Fund or Project).
Notes: :
• This report does not include commitment information
• Please use the columns to the right of the display area
to drill down to underlying transactional details
• Amounts exclude GST
Headings denote the business unit and time period
for which amounts are displayed
Actual – amounts recorded for transactions from
both the Actuals and Accruals ( Accrue_Add)
ledgers.
Budget - this column displays relevant budget
amounts from the annual UNSW budgeting
process.
Variance - the difference between actual and
budgeted transactions. Positive amounts indicate
a ‘favourable’ variance ,(negative) amounts
indicate an unfavourable variance.
Expand/Collapse – Expand or collapse ( + / -)
the rows to see more or less detail
12
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43
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Consolidated Operating Restricted Commercial Actiities Strategic Total University
Year to Date Year to Date Year to Date Year to Date Year to Date
Actual Budget Variance Actual Budget Variance Actual Budget Variance Actual Budget Variance Actual Budget Variance
Revenue:
Teaching Revenue:
DEEWR Fee 36,543,811 68,224,399 (31,680,588) - - - - - - - - - 36,543,811 68,224,399 (31,680,588)
Local Fee 1,006,228 2,203,832 (1,197,604) - - - - - - - - - 1,006,228 2,203,832 (1,197,604)
International Fee 18,774,960 34,578,578 (15,803,617) - - - - - - - - - 18,774,960 34,578,578 (15,803,617)
Other Teaching 2,079,546 5,125,018 (3,045,472) - - - 23,952 - 23,952 - - - 2,103,498 5,125,018 (3,021,520)
Total Teaching Revenue 58,404,545 110,131,827 (51,727,282) - - - 23,952 - 23,952 - - - 58,428,497 110,131,827 (51,703,330)
Research Revenue:
RTS/IGS - 11,739,075 (11,739,075) - - - - - - - - - - 11,739,075 (11,739,075)
RIBG - 5,346,399 (5,346,399) - - - - - - - - - - 5,346,399 (5,346,399)
Other Research Revenue - - - 18,251,113 36,341,684 (18,090,571) - - - - - - 18,251,113 36,341,684 (18,090,571)
Total Research Revenue - 17,085,474 (17,085,474) 18,251,113 36,341,684 (18,090,571) - - - - - - 18,251,113 53,427,158 (35,176,045)
Other Revenue:
Investment Income - - - 3,050 148,790 (145,740) - - - - - - 3,050 148,790 (145,740)
Learning and Teaching - - - - - - - 60,000 (60,000) - - - - 60,000 (60,000)
Scholarships - - - - - - 450 - 450 - - - 450 - 450
Sundry Grant Programs - - - - 523,322 (523,322) - - - - - - - 523,322 (523,322)
Sundry Other Revenue 539,212 1,207,848 (668,636) 827,857 3,831,587 (3,003,730) 825,903 1,767,906 (942,004) - - - 2,192,972 6,807,342 (4,614,370)
Internal Income 61,514 33,750 27,764 4,456,834 4,501,714 (44,880) 99,189 164,634 (65,445) - - - 4,617,537 4,700,098 (82,562)
Total Other Revenue 600,726 1,241,598 (640,872) 5,287,741 9,005,413 (3,717,672) 925,542 1,992,541 (1,066,999) - - - 6,814,009 12,239,552 (5,425,543)
Total Revenue: 59,005,271 128,458,899 (69,453,628) 23,538,854 45,347,097 (21,808,243) 949,494 1,992,541 (1,043,047) - - - 83,493,619 175,798,537 (92,304,918)
Costs:
People Cost:
Academic 11,927,040 31,076,037 19,148,998 6,924,894 18,954,527 12,029,633 35,369 101,128 65,759 1,265,474 4,954,421 3,688,947 20,152,777 55,086,114 34,933,337
General 5,933,855 13,633,365 7,699,510 2,371,521 5,701,094 3,329,573 408,033 929,637 521,604 385,762 599,775 214,013 9,099,171 20,863,870 11,764,699
Other Peoples Cost 72,787 19,065 (53,722) 30,549 119,847 89,298 4,334 11,762 7,428 7,775 1,262 (6,513) 115,445 151,936 36,490
Total People Cost 17,933,682 44,728,467 26,794,785 9,326,964 24,775,468 15,448,504 447,736 1,042,527 594,791 1,659,011 5,555,458 3,896,447 29,367,393 76,101,920 46,734,526
Other Costs:
Scholarship Expenses 714,400 1,821,557 1,107,157 1,094,994 2,428,675 1,333,681 (19,801) 35,442 55,243 125,399 186,375 60,976 1,914,992 4,472,048 2,557,056
Contract & Consulting Services 153,113 729,815 576,701 190,444 685,759 495,315 15,850 22,682 6,832 14,681 326,587 311,907 374,088 1,764,842 1,390,755
Entertainment 48,964 140,259 91,295 19,805 67,965 48,160 14,727 40,581 25,854 2,871 1,376 (1,495) 86,367 250,182 163,814
Marketing 28,579 214,220 185,641 26,471 11,511 (14,960) 4,414 10,265 5,850 836 150 (686) 60,300 236,146 175,846
Utilities 41,337 52,828 11,491 17,702 102,952 85,251 12,803 16,233 3,429 5,971 2,578 (3,393) 77,813 174,590 96,777
Repairs and Maintenance 157,739 474,851 317,112 71,017 247,500 176,483 27,046 55,310 28,264 4,480 188,094 183,614 260,282 965,755 705,473
Consumables 676,374 1,602,695 926,321 1,111,502 3,719,876 2,608,374 185,345 377,983 192,638 156,819 768,190 611,370 2,130,040 6,468,744 4,338,704
Travel 378,208 847,595 469,387 800,529 2,378,087 1,577,558 53,573 135,627 82,054 218,154 163,469 (54,685) 1,450,463 3,524,778 2,074,315
Equipment Non Capital 251,733 847,240 595,506 1,541,755 1,861,091 319,336 33,249 72,048 38,799 60,495 423,772 363,276 1,887,232 3,204,150 1,316,917
Softw are License Fees 21,148 47,849 26,701 18,838 32,866 14,028 1,132 3,750 2,618 14,872 6,489 (8,383) 55,990 90,954 34,964
License Fees - Other 916 19,055 18,139 844 15,843 14,999 163 6,269 6,107 - - - 1,922 41,167 39,245
Hire/Rental/Lease (Exp) 268,952 557,654 288,702 70,569 97,548 26,978 10,689 1,290 (9,399) - 750 750 350,211 657,241 307,030
Grants Exp - External 240,139 123,607 (116,532) 404,740 638,600 233,860 - - - 146,637 52,460 (94,176) 791,516 814,667 23,151
Commissions to Agents - - - - - - - - - - - - - - -
Other Expenses (32,752) 224,798 257,550 42,703 308,561 265,858 12,847 (3,913) (16,760) 2,319 85,899 83,580 25,117 615,345 590,228
Internal Expense (524,857) 236,478 761,335 1,291,063 1,208,680 (82,383) (116,183) (98,025) 18,159 541,585 1,979,235 1,437,650 1,191,608 3,326,369 2,134,761
Interest Expense - - - - 84,562 84,562 - 1,688 1,688 - - - - 86,250 86,250
Total Other Costs 2,423,993 7,940,499 5,516,506 6,702,975 13,890,077 7,187,102 235,854 677,228 441,374 1,295,120 4,185,424 2,890,304 10,657,942 26,693,228 16,035,286
Total Costs: 20,357,675 52,668,966 32,311,291 16,029,939 38,665,545 22,635,606 683,590 1,719,754 1,036,165 2,954,131 9,740,882 6,786,751 40,025,335 102,795,148 62,769,812
Result before Depreciation 38,647,595 75,789,932 (37,142,337) 7,508,915 6,681,552 827,363 265,904 272,787 (6,883) (2,954,131) (9,740,882) 6,786,751 43,468,283 73,003,389 (29,535,106)
Depreciation 732,790 2,139,878 1,407,089 196,973 471,826 274,853 23,304 64,307 41,002 71,893 181,048 109,155 1,024,960 2,857,059 1,832,099
Operating Result 37,914,805 73,650,054 (35,735,249) 7,311,942 6,209,726 1,102,216 242,600 208,480 34,120 (3,026,024) (9,921,930) 6,895,906 42,443,323 70,146,330 (27,703,007)
R eport ID : 0 5_ F3 Y TD
9 - 2011
Layout ID : U N SW _ F3 _ Y TD
-
UNSW
R un on: 2 7 A pril 2 0 11 at 12 :2 9
ZOO -
Financial Statement by Fund Group
ZOO - Faculty of Zoology Scope ID : ZOO
1
2
1
2 3 4
5
3
4
5Funds – Year to date Actual, Budget and
Variance by Fund Group, with a total of all Funds
in the end columns.
Notes: :
• This report does not include
commitment information
• Amounts exclude GST
• Please use the columns to
the right of the display area
to drill down to underlying
transactional details.
F3Financial Statement
by Fund Group
Traditional Income Statement format
showing Revenue Less Costs arriving at
Operating Result.
This report can be run at any operational
level (i.e., Faculty or Division, Department,
School, or Project.
The month to date (MTD) version of this
report displays amounts for the selected
month only.
The year to date (YTD) version of this report
displays amounts for the periods up to the
selected period for that year.
Actual – amounts recorded for transactions
from both the Actuals and Accruals ( Accrue_Add) ledgers
Budget - this column displays relevant budget
amounts from the annual UNSW budgeting
process.
Variance - the difference between actual and budgeted
transactions. Positive amounts indicate a ‘favourable’
variance ,(negative) amounts indicate an unfavourable
variance.
Expand/Collapse – Expand or collapse ( + / -)
the rows to see more or less detail
11
Expand/Collapse – Expand or collapse the
sections to see more or less detail. (Note that
drill downs can be performed from columns to
the right (look for green shaded headers).
1
2
1
2 3 45
3
4
5
Opening Balance – balance as at the beginning
of the year. For Assets, Liabilities and Equity
accounts, the amount equals the previous
years closing balance. For Revenue and
Expense accounts the opening balance is nil.
Movement – the difference between the closing
balance and the opening balance. For
Revenue and Expense accounts this equates to
the YTD amounts.
Closing Balance- the balance of the accounts
as at the selected date.
Expand and collapse by Account, Fund and
Department ID.
Trial Balance
Notes: :
• amounts are the combination of the
amounts recorded in the ACTUALS
and ACCRUE_ADD ledgers
• this report does not include
commitment information
• amounts exclude GST
• Please use the columns to the right of
the display area to drill down to
underlying transactional details.
• If an account appears that has nil
totals, there have been transactions for
that account
• Please note that the numbers do not
add up due to rows being hidden in
order to fit the report into this Quick
Reference Guide).
A trial balance is a list of all the general
ledger accounts for a business unit or a
project. It includes assets, liabilities,
revenue and expenses.
12
UNSW R eport ID : 0 7_ F5
Full Year View with Commitments Layout ID : U N SW _ F5.X N V
ZOO - Faculty of Zoology Scope ID : ZOO
- ZOO
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9 - 2011 R un on: 2 7 A pril 2 0 11 at 13 :4 5
Full Year Year to Date Budget
Budget Actual Budget Variance Commitments UncommittedRevenue:
Teaching Revenue:
DEEWR Fee 25,863,638 13,835,275 25,863,638 (12,028,363) - 12,028,363
Local Fee 260,038 136,650 260,038 (123,388) - 123,388
International Fee 7,386,830 3,828,810 7,386,830 (3,558,020) - 3,558,020
Other Teaching 253,414 148,000 253,414 (105,414) - 105,414
Total Teaching Revenue 33,763,919 17,948,735 33,763,919 (15,815,184) - 15,815,184
Research Revenue:
RTS/IGS 1,216,581 - 912,436 (912,436) - 1,216,581
RIBG 255,556 - 191,667 (191,667) - 255,556
Other Research Revenue 1,678,646 755,166 1,258,986 (503,820) - 923,480
Total Research Revenue 3,150,783 755,166 2,363,089 (1,607,922) - 2,395,617
Other Revenue:
Investment Income - - - - - -
Learning and Teaching - - - - - -
Scholarships - 600 - 600 - (600)
Sundry Grant Programs - - - - - -
Sundry Other Revenue 922,659 153,260 703,903 (550,643) - 769,399
Internal Income 607,781 245,592 525,946 (280,354) - 362,189
Total Other Revenue 1,530,440 399,452 1,229,849 (830,397) - 1,130,988
Total Revenue: 38,445,143 19,103,354 37,356,857 (18,253,503) - 19,341,789
Costs:
People Cost:
Academic 13,236,353 3,878,522 10,053,663 6,175,141 6,962,929 2,394,903
General 6,512,815 1,878,314 4,854,539 2,976,225 3,185,847 1,448,654
Other Peoples Cost 10,600 9,236 8,020 (1,216) 2,018 (654)
Total People Cost 19,759,769 5,766,072 14,916,222 9,150,150 10,150,794 3,842,902
Other Costs:
Scholarship Expenses 336,831 79,380 243,709 164,330 136,129 121,322
Contract & Consulting Services 564,815 116,973 449,310 332,337 113,658 334,185
Entertainment 149,567 5,259 96,067 90,808 - 144,308
Marketing 206,212 27,003 135,372 108,369 - 179,209
Utilities 7,200 7,681 5,400 (2,281) 3,723 (4,205)
Repairs and Maintenance 73,112 3,677 52,823 49,146 6,249 63,186
Consumables 634,129 90,286 473,210 382,924 72,636 471,206
Travel 789,850 78,587 592,703 514,116 3,771 707,493
Equipment Non Capital 471,013 199,239 423,551 224,312 30,998 240,776
Softw are License Fees 143,298 56,537 94,798 38,261 4,813 81,948
License Fees - Other 6,600 - 3,451 3,451 - 6,600
Hire/Rental/Lease (Exp) 242,769 56,182 167,176 110,994 162,408 24,180
Grants Exp - External 29,000 - 19,750 19,750 - 29,000
Commissions to Agents - - - - - -
Other Expenses 439,272 119,616 320,127 200,511 138,482 181,174
Internal Expense 291,106 63,774 216,311 152,537 - 227,331
Interest Expense - - - - - -
Total Other Costs 4,384,773 904,194 3,293,759 2,389,565 672,867 2,807,713
Total Costs: 24,144,542 6,670,265 18,209,981 11,539,715 10,823,661 6,650,615
Result before Depreciation 14,300,601 12,433,088 19,146,876 (6,713,788)
Depreciation 220,095 66,430 165,072 98,642 -
Operating Result 14,080,506 12,366,659 18,981,804 (6,615,146) (10,823,661)
Commitments – orders for supplies of goods
and services, salary payments expected to be
made for continuing staff, casuals not included
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3
4
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F5Financial Statement with Commitments
Notes: :
• amounts are the combination of the amounts recorded
in the ACTUALS and ACCRUE_ADD ledgers
• this report does not include commitment information
• amounts exclude GST
• Please use the columns to the right of the display area
to drill down to underlying transactional details.
1
3 4 65 7
Budget Uncommitted - amount of budget
available to spend after allowing for actual and
predicted/ committed expenditure
7
Headings denote the business unit and time
period for which amounts are displayed
Actual – amounts recorded for transactions from
both the Actuals and Accruals ( Accrue_Add)
ledgers.
Budget - this column displays relevant budget
amounts from the annual UNSW budgeting
process.
Variance - the difference between actual and
budgeted transactions. Positive amounts indicate
a ‘favourable’ variance ,(negative) amounts
indicate an unfavourable variance.
Full Year Budget - represents the budget for
the full twelve months which agrees to the
Calumo system
This report can be run at any level (i.e., Faculty or
Division, Department, School, Fund or Project).
13
Expand/Collapse – Expand or collapse the
sections to see more or less detail. (Note
that drill downs can be performed from
columns to the right (look for green shaded
headers).
1
2
1
2
3 4 5
3
4
5
6Funds – Year to date Actuals, Budget and
Variance by Fund Group, with a total of all
Funds in the end columns.
Notes: :
• amounts are the
combination of the amounts
recorded in the ACTUALS
and ACCRUE_ADD
ledgers
• this report does not include
commitment information
• amounts exclude GST
• Please use the columns to
the right of the display area
to drill down to underlying
transactional details.
Revenue – Actual, Budget and Variance
revenue by Department ID. Actuals data is a
combination of Actuals and Accruals and
can be expanded to see the details.
People Costs– Actual, Budget and Variance
People Costs by Department ID. Actuals
data is a combination of Actuals and
Accruals and can be expanded to see the
details.
Other Costs– Actual, Budget and Variance
Other Costs by Department ID. Actuals data is
a combination of Actuals and Accruals (
Accrue-Add ledger)) and can be expanded to
see the details.
Results– Actual, Budget and Variance
Results by Department ID. Revenue less
People Costs less Other Costs equal
Results. Actuals data is a combination of
Actuals and Accruals and can be expanded
to see the details.
6
D2Standard Financial
Statement by Fund
Group
This report can be run at any
level (i.e., Faculty or Division,
Department, School, Fund or
Project.
The month to date (MTD) version
of this report displays amounts
for the selected month only.
The year to date (YTD) version of
this report displays amounts for
the periods up to the selected
period for that year.
14
Notes: :
• amounts are those recorded in the ACTUALS ledger only
• amounts exclude GST
• Please use the columns to the right of the display area to
drill down to underlying transactional details (as shown by
green shaded column headers)
1
2
1
3
3
4
5
9
6
7
8
9
10
11
12
Depart– the department the project
belongs to.
Fund – the activity of fund that
this project is linked to.
Income Funded – Is this project
income funded? If Yes then the
available amount is limited to revenue
received, and no budget allocated
funds
Status - identifies if the project is
marked as active “A” or inactive “I”.
Description – Title of the
project
Project Manager – identifies
the project manager.
Budget B/Fwd – Brought forward
balance – balance remaining from the prior year carried over to the current year
Budget Current – the budget
allocation amount for the current
year plus revenue transactions for
the current year.
Total Budget– the combination of
Budget B/Fwd plus Current budget
Budget Expended – the result of the
current year expenditure that is
budget checked against the Total
Budget
Commitments – The combination of
commitments and pre-commitments
eg salary payments expected to be
made..
11 12
13
14
Budget Remaining – The balance which is
determined by subtracting expenses and
commitments from the budget amount
Revenue–bills invoiced. Note: amount is
excluded in the estimated end of year
project value.
13 14432 5 6 78 9
10 15
15 Actuals Var. to Bud – The difference
between the Budget Current and Revenue.
Costs - the result of the current
year expenditure that is posted in
the general ledger.
16 17 18
16
17
18
Cash Balance - the actual balance (bank) amount
of a project not including Commitments and
Debtors amounts.
Debtors - Bills invoiced but not been
received.
Project ID
PRJSTATS
Project Summary Report
15
2
1
3
4
PRJSTATD
Project Detail Report
Notes: :
• amounts are those recorded in the ACTUALS ledger only
• amounts exclude GST
• Please use the columns to the right of the display area to drill down
to underlying transactional details (as shown by green shaded
column headers)
1
2
3 4
5
6
7
8
Account Type – A name and code given to an account
that indicates the account’s purpose.
Expand/Collapse – Expand or collapse the sections to
see more or less detail. (Note that drill downs can be
performed from columns to the right (look for green
shaded headers).
5 6 7 8
Budget Expended– The result of the current year
expenditure that is budget checked against the Total
Budget
Total Budget- The combination of Budget B/Fwd plus
Current budget
Commitments- The combination of commitments and
pre-commitments.eg orders for goods and services and
salary payments expected to be made for continuing
staff, excluding casuals
Budget Remaining- The balance which is determined
by subtracting expenses and commitments from the
budget amount.
Budget Current- The awarded amount within the
calendar year. It can be either revenue or budget
allocated.
Budget B\Fwd– It is taking the balance from the
previous year and moving forward to the current year.
9 10
9
10
Actuals - The result of the current year expenditure
that is posted in the general ledger.
Accruals- Transactions that are brought to
account as they are earned or incurred (not
necessarily when cash is received or paid)
Closing Cash Balance- The actual balance (bank)
amount of the project and it does not include
Commitments and Debtors (including GST) amounts. 11
11
16
Notes: :
• amounts are those recorded in the ACTUALS ledger
only
• amounts exclude GST
• Please use the columns to the right of the display
area to drill down to underlying transactional details
(as shown by green shaded column headers)
1
2
1
3
3
4
5
9
6
7
8
9
10
11
12
Depart– the department the project
belongs to.
Fund – the activity of fund that
this project is linked to.
Description – Title of the
project
Project Manager – identifies
the project manager.
LTD– Brought forward balance –
balance remaining from the prior year carried over to the current year
Budget Expended – the result of the
current year expenditure that is
budget checked against the Total
Budget
10 12
13
14
Budget Remaining – The balance
which is determined by subtracting
expenses and encumbrances from
the budget amount
Revenue– revenue outstanding
from bills invoiced.
13 14432
5
6
7
8 119 15
15
Actuals Var. to Bud – The difference
between the Budget Current and Revenue.
Costs - the result of the current
year expenditure that is posted in
the general ledger.
16
16
Cash Balance - the actual balance (bank)
amount of the project and it does not include
Commitments and Debtors (including GST)
amounts.
Debtors - Outstanding revenue from
bills invoiced
Project ID
PCSUMLTD
Life to Date Project Report
Commitments – The combination of
commitments and pre-commitments
eg salary payments expected to be
made..
Income Funded – Is this project
income funded? If Yes then the
available amount is limited to revenue
received. and no budget allocated
funds
Status - identifies if the project is
marked as active “A” or inactive “I”.
17
4
Total movement by category for the month (see “As at” date in header). 1
Calendar year. 2
Life to Date. Balances from the project start date to the run date on the report
Budget brought forward from last year. 3
Allocated budget for the year. 3
Direct salary costs (inclsuperannuation, long service leave and payroll tax.)
Reductions in project salary expenses received from faculties. 4
Non salary related costs.
Total of People Payments, Salary Supplementation Payments & Other Payments.
Purchase Orders & salary commitments. 3
Balance remaining after deducting the Total Project Payments and the Budget Commitments from the Total Budget amount.
Income received from the granting body or billed to the granting body.
Represents all the income received that did not come from the granting body.
Unpaid Invoices for the year. 5
Is the total actual cash received to date less the total actual expenses to date.
1 Does not include any Commitment or Accrual amounts.
2 For amounts in the Payment and Income sections of the statement the YTD column represents all actual expenditure incurred or project revenue billed. It does not include any Commitment or Accrual amounts.
3 All budget amounts are annual figures and only relate to the Year to Date column.
4 Occurs where a Granting body pays a fixed rate for a researcher, if the researcher’s wages exceed the fixed rate the faculty pays the shortfall from Operating Funds.
5 Including GST.
1
5
6
7
8
9
10
11
12
13
14
4
5
6
7
8
9
10
11
12
13
14
1
2
2
3
3
15
15
18
1
Project Transaction List APRIL 2011
PROJECT ID: RM08755 Page NO. 1 PROJECT Name: MANGEMENT OF MUS IN VIETNAM Run Date 25 July 2011 AT 10:50
Journal ID Date Account Journal Header Description Journal Line Description Monetary Amount Employee Name Amount
PAYMENT General Payroll
0000959618 14-APR-2011 4101 External Loaded Journals PAGE#: 1101 LINE#: 2 3,025.62 Phan,Thuy Thi Bich 3,025.62 0000965993 28-APR-2011 4101 External Loaded Journals PAGE#: 1125 LINE#: 2 3,025.62 Phan,Thuy Thi Bich 3,025.62 0000959618 14-APR-2011 4104 External Loaded Journals PAGE#: 1101 LINE#: 2 136.15 Phan,Thuy Thi Bich 136.15 0000965993 28-APR-2011 4104 External Loaded Journals PAGE#: 1125 LINE#: 2 136.15 Phan,Thuy Thi Bich 136.15
0000959618 14-APR-2011 4108 External Loaded Journals PAGE#: 1101 LINE#: 2 164.90 Phan,Thuy Thi Bich 164.90 0000965993 28-APR-2011 4108 External Loaded Journals PAGE#: 1125 LINE#: 2 164.90 Phan,Thuy Thi Bich 164.90 PRT0000010 01-MAY-2011 4108 PRT on Super General PRT ON SUPER GENERAL 29.68 0000959618 14-APR-2011 4109 External Loaded Journals PAGE#: 1101 LINE#: 2 6.05 Phan,Thuy Thi Bich 6.05 0000965993 28-APR-2011 4109 External Loaded Journals PAGE#: 1125 LINE#: 2 6.05 Phan,Thuy Thi Bich 6.05 0000959618 14-APR-2011 4162 External Loaded Journals PAGE#: 1101 LINE#: 2 277.68 Phan,Thuy Thi Bich 277.68 0000965993 28-APR-2011 4162 External Loaded Journals PAGE#: 1125 LINE#: 2 277.68 P Phan,Thuy Thi Bich 277.68
Total General Payroll 7,250.48 Employee Benefits
0000959618 14-APR-2011 4839 External Loaded Journals PAGE#: 1101 LINE#: 2 272.31 Phan,Thuy Thi Bich 272.31
0000965993 28-APR-2011 4839 External Loaded Journals PAGE#: 1125 LINE#: 2 272.31 Phan,Thuy Thi Bich 272.31 Total Employee Benefits 544.62
Equipment APV0955909 07-APR-2011 5260 Accounts Payable Vietnamese travel software 22.14 APV0955909 07-APR-2011 5260 Accounts Payable Vietnamese language software 11.81
Total Equipment 33.95 Other Expenses
APV0955909 07-APR-2011 6611 Accounts Payable Introuction Gifts for Vietnam 211.60 Total Other Expenses 211.60
Contract Services APV0961451 14-APR-2011 6101 Accounts Payable Invoice No. 322WHOQOL--Que 303.05
Total Contract Services 303.05 Consumables
APV0962206 21-APR-2011 6486 Accounts Payable AMAZON.COM 60.13 APV0955909 07-APR-2011 6500 Accounts Payable Commision fee 30.00
Total Consumables 90.13 Travel Domestic
APV0955909 07-APR-2011 7010 Accounts Payable Taxis 112.08 Total Travel Domestic 112.08
Travel international APV0955909 07-APR-2011 7107 Accounts Payable 1 night accommodation 497.20 APV0955909 07-APR-2011 7110 Accounts Payable Taxis--Hong Kong 61.59
APV0955909 07-APR-2011 7110 Accounts Payable Overseas visa application 140.00 Total Travel international 698.79
Total PAYMENT 9,244.70
2 3
General Ledger Account (4 Series Payroll, 5 Series Assets, 6 Series Goods & Services, 7 Series Travel).
The description field of the General Ledger Header, (External Loaded Journals are journals loaded via an interface with an external product – i.e.: HRMS.) 1
The description field of the General Ledger Journal Line.
1 HRMS journals will not display employee specific details.
Note –(1) The system will only produce a
transaction list if there is activity in the month you run the statement
2
1
3
GLFS*
General Ledger Financial Statement
Transaction Detail Report
*The GLFS report is run through NSFinancials and not nVision
19
Number Report Name Purpose Freq.
Faculty /
Division
Manager
Head of
School /
Depart.
School
Manager Researcher
Project
Manager
M1
Management
Reporting pack
Revenue and expenditure reports for a business
unit, showing actual, budget and forecast data,
current month and ytd comparisons, total year
budget, summary by fund, including EFTSL and
FTE data, plus FTE charts
Comprehensive management reporting pack. How is
my School performing in terms of its revenue and
expenditure against budget, including analysis of staff
numbers and student load.
Monthly
FS1 Budget – Actual -
Forecast Report by
Fund
Actual, budget or forecast financial data by
detailed fund with an option to view summary
fund level
How is my School performing against budget for
revenue and expenditure summarised by funding
group ?
Monthly
FS3 Management
report by Fund
Financial statement , showing current month and
ytd comparisons , total year budget and forecast
and EFTSL, filtered by entity, fund and time.
How is my School performing with budget and forecast
comparisons of financial and student load data ?
Monthly
D2 Department Report Comparative view of Actual, Budget and Forecast
How much have each of my departments spent this yr.
Monthly
20
Number Report Name Purpose Freq.
Faculty /
Division
Manager
Head of
School /
Depart.
School
Manager Researcher
Project
Manager
HD1 Entity Report -
EFTSL v FTE
EFTSL (equivalent full time student load) vs FTE
full time equivalent staff)
How do my student load numbers compare with my
staff numbers
Monthly
HA1 Staff Costs
Comparative view of individual employee costs,
actual vs budget at a specific time in the selected
org
Analysis of my staff cost and FTE information
including comparison to budget
Monthly
HA2 Staff Costs
Comparative view(mthly spread) of full year
budget vs actual+budget vs actual+forecast for
each employee in the selected org
Analysis of my staff cost and FTE information enabling
me to filter by entity and fund type with comparisons
to budget and forecast
Monthly
L1 Leave Report
Summary
Staff leave balances, leave taken days/amt &
future leave for each employee (1 line per
employee)
How much leave do my staff have owing to them and
what is the cost of this leave
Monthly
L2 Leave Report
Detail
Staff leave balances, leave taken days/amt &
future leave for each employee with Dept, Fund
details (multiple lines for some employees)
How much leave do my staff have owing to them and
what is the cost of this leave split by entity and fund
Monthly
21
M1Management Reporting Pack
The report contains Actual and Budget data thatcan be run for any period at any department andfund level. It also includes comparative andEFTSL data and HR FTE data and graphs .
This report provides a summary P&L bysummary Fund, detailed P&L for each summaryfund grouping and HR statistics in separateworksheets.
3Actual – amounts recorded for actual transactions from both Actuals and Accruals ledgers.
Budget - displays relevant budget amounts from the official UNSW budgeting process.
4
5
Variance - the difference between actual and budgeted transactions, or forecast and budget.
Forecast - displays relevant forecast amounts from the quarterly forecast process.
6
43 65
1Summary P&L – Summary P&L accounts by summary fund groupings.
1
2
2 Capex – Summary expenditure on capital.
22
FS1Standard Financial Statement by Summary Fund
Reported Amounts:YTD figures are shown to the month selected on the parameters page.
This report can be run for any individual department, school,faculty or division and time period. By selecting the category(Budget, Actual or Forecast) on the parameter sheet, the reportdisplays the Budget, Actual or Forecast data by summary fundlevel.
The report can also be run at a more detailed fund grouping byselecting the drop down button option below the Entity title.
Traditional Income Statement format showing Revenue Less Costs arriving at a net result.
Headings denote the Department and time period for which the amounts are displayed.
Summary fund levels are displayed in the columns of the report.
1
1 1
2
3
3
4
4 Revenues are shown as positive.5
5 Costs are shown as positive.
Notes: :
• Actual amounts are the combination of the ACTUALS &
ACCRUE_ADD ledgers
• this report does not include commitment information
• amounts exclude GST
2
23
FS3Standard Financial Statement by selected (summary or detail) fund
This report can be run for any individual orsummary Department, Fund and timeperiod. It also includes comparatives andEFTSL data.
1
Actual – amounts recorded for actualtransactions from both Actuals andAccruals ledgers.
2
3Budget - displays relevant budgetamounts from the official UNSWbudgeting process.
Forecast - displays relevant forecastamounts from the quarterly forecastprocess.
4
5Variance - the difference betweenactual and budgeted transactions,or forecast and budget.
2 3 4 5
EFTSL – Equivalent full-time studentload (EFTSL) is a measure of astudent's study load. An EFTSL of 1.0is the standard annual study load of astudent undertaking a program on afull-time basis.
1
24
D2 Entity Report 2011 Budget (10)
Standard Financial Statement for a selected fund (summary or detail)and summary department. The report is run for a selected parentdepartment (eg Faculty) and will dynamically display all directchildren departments in the columns of the report.
1ACTMGTACCRUE – amountsrecorded for actual transactions fromboth Actual and Accrual ledgers.
2Budget - displays relevant budgetamounts from the official UNSWbudgeting process.
3Forecast - displays relevant forecastamounts from the quarterly forecastprocess.
4Variance - the difference betweenactual and budgeted transactions,or forecast and budget.
1 2 3 4
25
HD1Entity Report EFTSL vs FTE
This is the non Financial ManagementReport that contains EFTSL, HR FTE dataand student to staff ratios. The report canbe run for any time period and fundcombination for a selected parentdepartment. The report displays all directchildren of the selected department in thecolumns of the report.
1This section of the reportdisplays the EFTSL related data
3
3
4
This section of the reportdisplaysThe relevant data for theselected parent department
1
2
4These sections of the reportdisplays the relevant data for thedirect children of the parentdepartment
2This section of the reportdisplaysHR FTE related data
4 4
26
HA1 Staff Costs
This is the HR report containing both actual & budgeted costsand FTE by employee. It can be run using the followingparameters: Summary or low level Department, Fund, Timeperiod, Employee Type and Employee Category.
Parameters – Use the shaded parameters to filter the report by double clicking on the relevant selection
3
1
Details – The report details the financial and non-financial information by employee in the rows of the report2
Expand/Collapse – Expand or collapse this sections for employee on Costs to see more or less details.
3
1
2
27
HA2 Staff Costs
This is the HR report containing Actual, Forecast and budgeted costs and FTEby employee. It can be run using the following parameters: Summary or lowlevel Department, Fund, Time period, Employee Type and Employee Category.
This section of the report displays the full year budget, Actual + budget,Actual + Forecast , variance and FTE by employee by detail departments
1
Parameters – Use the shaded parameters to filter the report by double clicking on the relevant selection1
2Sorting – use the radio buttons to automatically sort the report by the selected column.
3
3
2
28
L1 Summary Leave Report
This report contains recreation leave balances, leave taken days, leavetaken costs and leave accrual to the end of the current financial year forindividual employees. The report can be run for any summary or lowlevel department, fund, Employee type and time period.
Parameters – Use the shaded parameters to filter the report by double clicking on the relevant selection1
Details – The report details the financial and non-financial leave information by employee in the rows of the report2
Forecasted Leave Balance – This column displays the forecasted leave balance based on current leave balance less any future leave in the HR system and extrapolated leave accruals to Dec.
3
1
2
3
29
L2 Detailed Leave Report
This report contains the recreation leave balances, leave takendays, leave taken costs and leave accrual to the end of the currentfinancial year for individual employees. The report details eachemployee by Department, fund and employee type. It can be runfor the following parameters: Summary or low level department,fund, Employee type and time period.
Parameters – Use the shaded parameters to filter the report by double clicking on the relevant selection1
Details – The report details the financial and non-financial leave information by employee in the rows of the report2
Forecasted Leave Balance – This column displays the forecasted leave balance based on current leave balance less any future leave in the HR system and extrapolated leave accruals to Dec.
3
1
2
3
30
This form and supporting guidelines are available on the is available on the Finance Website on http://www.fin.unsw.edu.au/files/forms/Reporting/RR1_Finance_Report_Request_Form.pdf
31
To Login, go to the UNSW Finance website: www.fin.unsw.edu.au.
Select “NS Financials Log-in” on left hand side of the “Quicklinks” menu bar.
It will prompt you to the “NS Financials Log-in” page, click “Login to NS Financials for
nVision Reports and Mac Roundtrip users”;
It will prompt you to login to Citrix by entering the Username (Staff ID number) and
password in the cells and then click “Log On” button.
It will take you to the Citirx page. Click the “Production” Folder icon and then the
“Financial nVision” Excel icon.
For some users, you might need to login again if a pop up box appears.
It will take you to the “nVision” home page. Click “Open Report” button on the right hand
side of the “Actions” menu bar.
It will prompt you to the “Report Request” pop up box. Click the “Get List” button.
Select by highlighting “UNSWA” in the “Business Unit” column and it will provide a list of
reports in the “Report Request–Description” column. Select the report name and click the
“OK” button.
A new pop up box will appear. Enter the “scopename” in the “Scope” cell. As for the date,
you can either select “Today‟s date” in the “Main as of Date” column box or use “Specify”
for a particular date. Then click the “Run” button.
Wait for it to run and the report will appear.
If you require further information in running an nVision Report, please go to the UNSW
finance website or contact your Faculty finance representative.
Place the cursor on “Our Services” on the top of the menu bar and scroll down to
“Training” and it will lead you to another scroll down box on the right hand side. Then
scroll down and click “On Line Training Tool”.
Click the “On-Line Training Tool” button under “How Do I Access the Online Training
Tool?”
It will pop up to a new window. Click the “Reporting Fundamentals” plus button on the
right hand side of the “My Roles” menu bar.
Then click the “nVision” plus button and then double click “How to Login to nVision” or
“Run a Report Using Citrix” and it will guide you through the steps and provide more
information.
32
Open Excel (2007 version) and click the “Calumo” icon on the right hand side of the
menu bar.
Click the “Browse” icon on the top left hand corner and it will prompt you to the “Calumo
Report Index” page.
From the Calumo front page, click the report you would like to run directly.
It will prompt you to a pop up window, click the “Open” button.
Note: If you receive a “Security Warning – Macros have been disabled” message
underneath the menu bar, click the “Options” button.It will prompt you to a pop up
window, select “Enable this content” button and then click “OK” to enable “Macros”.
It will take you to the “Report Selection Criteria” page. Double click the entity box and it
will come up with the “Select Entity” pop up box.
Enter the “Entity” name in the “Search” cell and then click the “magnifying Glass” icon.
It will prompt you to the “Entity” name. Highlight the “Entity” name and then click the
“OK” button.
The selected “Entity” will appear in the “Entity Selection” cell.
Use the “Drop down” cell to select “Year” and “Current Month”.
For Fund selection, double click the “Fund” selection cell to select the fund via the
member explorer just like the “Entity” selection. Click the “triangle” icon to expand your
search.
Once you select all the criteria, click the “Refresh Pack” button on the top right hand
corner of the“Report Selection Criteria” box and it will lead you to the report.
If you require further information in running a Calumo Report, please go to the “Calumo
Report Index” page and click “Documents” on the top left hand side of Explorer Menu bar.
Click “Calumo Guide”, then click “Calumo quick guide for Beginners” and finally click “Open”
in the pop up box and it will provide you the information.
33
Finance provide training and support to new and existing staff to ensure we maximise your understanding of financial information, reporting and systems. Training is available through a variety of media including on-line (UPK training), Classroom or Faculty / Division specific training. A schedule of training sessions is available on the Finance Website http://www.fin.unsw.edu.au/OurServices/Training_BookingintoTraining.html, and additional training can be provided to satisfy specific user requirements.
The Finance training website can be found at http://www.fin.unsw.edu.au/OurServices/Training.html or contact the Finance Training team at [email protected]
Note –training programs are continually being enhanced and new programs introduced so please check the finance website for availability.
New Users Experienced Staff Continuous
Improvement
Staff new to Financial Concepts & Reporting
- Introduction to basic finance terminology , concepts, procedures and reports
- Introduction to Finance Systems o New South Financials o nVision o Calumo
- Reporting quick reference guides
Staff familiar with Finance processes and procedures
- Advanced finance system training - Refresher courses - Business Unit financial
management - Managing projects - Managing research grants
Relevant for all Staff
- New financial information and
reports
- Latest Finance policy and procedure
changes
34
Account Also Referred to as "GL Account Code". Every financial transaction which relates to income, expenditure, assets, liabilities or equity is coded to an account
as it is entered into NS Financials.
Accounting
Period
The Schedule of Financial Operating periods & closes for updates to the Payroll and the General Ledger. UNSW has monthly management reporting over a
calendar year, so Accounting Period 1 is January. In most cases, the Month End Close is the nearest Sunday to the last day of the month. Refer reporting
timetablehttp://www.fin.unsw.edu.au/InformationCentre/Calendar.html
Accrual
Accounting
Accrual accounting refers to the accounting basis where transactions are brought to account as they are earned or incurred (not necessarily when cash is
received or paid) and included in the financial statements for the accounting periods to which they relate. This concept becomes important in managing
budgets, because by relying on the cash balance we may be overstating the funds available to spend eg unpaid purchase orders.
Budget A forward plan that estimates the likely revenue and expenditure for the period ahead. At UNSW, the budget is set annually and remains unchanged for
that period. Faculties and Divisions are invited to prepare quarterly forecasts which review the expected end of year financial position.
Budget brought
forward The budget remaining from the prior year carried over to the current year.
Budget Remaining Budget Remaining represents the total funding available for a business unit or a project after deducting actual expenditure (salaries, equipment, consumables etc) and commitments (purchase orders, pending salaries etc) from the original budget.
Calumo The software used by the University to capture and report financial and non-financial data for management reporting and budgeting purposes. Sometimes
also referred to as FIMS at UNSW.
CAPEX Capitalised expenditures are expenditures embodying future benefits. The costs are not fully charged in the year incurred, rather they are spread over
multiple periods by depreciation.
Cash Balance The physical amount of money in an account. It represents actual cash receipts less cash payments / expenses for a project. At the end of a project the Budget Remaining must equal the Cash Balance.
Chart of Accounts The Chart of Accounts (COA) is the way UNSW captures, authorises and reports on data in the NS Financials general ledger. The COA is a detailed listing of
all ChartFields used at UNSW ( Account, Fund, Department and Project ).
ChartField ChartField is a PeopleSoft term which is a segment into which UNSW allocates and stores financial transactions. A number of ChartField segments at UNSW
are used regularly e.g. Account, Department, Fund and Project. The two additional ChartField fields of Class and Program are not used at present.
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Closing balance The amount of funds in an account at the end of a period, especially a month or year.
Commitments
A financial term referring to future financial obligations, e.g.,goods we have received but not invoiced or paid for yet. Encumbrances and pre-
encumbrances are examples of commitments. Intrinsically, the value of commitments at any point in time constantly changes due to ever changing
circumstances.
Debtor Person or organisation who owes the University money.
DEEWR Department of Education, Employment and Work Relations or DEEWR is a Commonwealth Government organisation. DEEWR has a number of roles and
one of them is to administer funding to Universities under the Higher Education Support Act.
Depreciation A non cash expense that recognises the reduction in value of an asset over time as a result of wear and tear, age or obsolescence. There are several
accounting methods to write off an assets depreciation cost over the period of its useful life. UNSW employs the straight line method.
DEPTID DEPTID refers to Department Identifier. An essential numeric chartfield for all PeopleSoft transactions. Note: Departments are also referred to as
organisations, faculties, units, schools, divisions etc at UNSW.
EFTSL An equivalent full-time student load (EFTSL) refers to the measurement of a student's study load. The measure is used, in part, to allocate funding and
monitor university performance.
Encumbrance
Monies “reserved” for future expenditure eg purchase orders which have been ordered but not paid for yet, or salaries assigned for the year but not paid
yet .It ceases to be an encumbrance when paid-out or when the actual liability amount is determined and recorded as an expense. Encumbrance is relevant
in the purchasing order part of NS Financials system. Pre-encumbrance is relevant only when using eProcurement in NS Financials. Encumberances are
used to assist managers understand the real budget funds they have remaining after allowing for all future financial obligations.
FBT Fringe Benefit Tax is a tax payable by an employer for providing a benefit to the employees e.g. using a car for private purposes. It is usually a non cash
benefit.
FIMS Financial Information Management System, ( refer to CALUMO ).
Financial Year A predetermined timeframe for recording and reporting financial information. For UNSW the financial year is 01 January to the 31st December.
Forecast An estimate made about the future. An updated view of progress towards the annual budget reflecting YTD results and expected impacts of
variability against budget assumptions for the remaining periods of the budget period.
FTE
Full Time Equivalent is a way to measure a worker's involvement in a project, or a student's enrolment at an educational institution. An FTE of 1.0 means
that the person is equivalent to a full-time worker, while an FTE of 0.5 signals that the worker is only half-time. Typically, different scales are used to
calibrate this number, depending on the type of institution (schools, industry, research) and scope of the report (personnel cost, productivity).
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Fund Segregates financial information for the purpose of carrying on specific activities within UNSW. Think of Funds as 'buckets' for categorising the different
types of money. At UNSW we use two funds General (or Un-Restricted) Fund and Non-General (or Restricted) Fund.
General Ledger The General Ledger contains all UNSW financial transactions. Information from the General Ledger is used by UNSW to analyse, report and monitor the
results of our business. The General Ledger, Chart of Accounts and ChartFields are interdependent.
Generated Load The load (EFTSL) that is generated by enrolments in programs offered by Faculties.
GST Goods and Services Tax in Australia is a 10% tax levied on many items purchased or consumed in Australia and paid to the Federal Government. In NS
Financials it is referred to as Value Added Tax or VAT.
HRMS Human Resources Management System – PeopleSoft payroll system at UNSW. The information from this system links to NS Financials and is updated each
day at the close of business by the Human Resources Department.
IGS
The Institutional Grant Scheme is a Commonwealth Government funding program for general research activities. The IGS has been replaced by the Joint
Research Engagement (JRE) program in 2010. Under JRE, the IGS funding formula is reviewed to remove competitive grant income from the calculation
methodology used to allocate this research block grant, thereby rewarding universities which diversify their sources of research income.
Income Funded A project account to receive revenue for providing labour or services, from the sale of goods or property, or as profit from financial investments.
JULIA Jointly UnLocking Information Assets is the UNSW Data Warehouse and Business Intelligence (DWBI) Platform delivers operational, analytical, “do it
yourself” and canned reports to various areas around the University for decision support and planning.
Life to date (LTD) LTD is the total periodic existence of an account that goes beyond the financial year. It includes prior years, current year-to-date and budget forecast
financial data.
Month end Month end is when the financial data (captured in NS Financials) closes for that period. At UNSW the month end dates are not based on calendar months
but the nearest Sunday to the last day of the month.
NSF New South Financials is the name UNSW uses for its financial accounting system. The system is provided by PeopleSoft (part of the Oracle Corporation).
NSS New South Solutions is the name UNSW uses for its software collectively, NS Financials, HRMS and Student Administration.
nVision PS/nVision is PeopleTools software that you use to design and create Microsoft Excel spreadsheet reports using NS Financials data. PS/nVision retrieves
information from the NS Financials database and places it into a Microsoft Excel spreadsheet, allowing the user to drill down into the database.
Opening Balance The amount of funds in an account at the beginning of a period, especially a month or year. For example, if one has an account with a balance of $100,000
at the end of December, this becomes the opening balance for the beginning of January.
Project Projects represent activities which are defined by for specific purpose and need to managed and budgeted for separately. Revenue and Expenditure are
generally booked to predefined projects within our Chart of Accounts.
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Fund codes are used by the University to categorise its activities into relevant groupings to assist it to
manage its financial affairs. Fund codes provide information about various types of activity (revenue
and expenditure) that occurs across University organisational units and indicate the purpose for which
monies can be used.
The Tree: “All_Funds_Calumo” in NS Financials, reflects the above fund code structure.
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Consolidated Operating Funds
This grouping of funds is associated with the core teaching activities of the University, such as the
salaries of teaching staff etc. Research related revenues received by the University for its own purposes
( such as supporting University infrastructure), as distinct from administered grants are also included in
this fund code grouping.
Operating funds (OP) – The main teaching fund budget for core teaching activities. It is the main
functional funds for the Schools, Divisions and Faculties. OP001 is the main fund code in this area.
Faculty Research Grants (IR)- Also referred to as internal research funds. These are allocations from
faculty operating funds used for internally approved specific research and related activities.
Suspense (SU) – this fund code is typically used to keep track of amounts which require further action.
For example, expenditure incurred for a third party that will be later charged to that third party can be
recorded in Suspense. All amounts recorded to this code should be viewed a temporary. The natural
balance of suspense activities is nil.
Generating income (GI) – this fund code is used to record activities which are undertaken to raise
additional revenue ancillary to core activities but not with the intention of generating a profit. Examples
include charging fees for running a field trip, or selling course materials etc. Before using this code, consideration should be had to using a project code within the main operating fund code. When the
number, size and complexity of these kinds of activities become more difficult to manage, the use of this fund code group may be warranted.
Capital (CPF) - this fund code is principally used to group activities relating to major capital projects
undertaken by the University such as buildings, land and manufacturing equipments. Ordinary
purchases of plant and equipment are more appropriately coded to the main operating fund code.
Commercial Activities
Generating Income Activities (GI) (formerly called BA – Business Activities). This fund code is used for
activities undertaken with the intention of generating a profit (or surplus) which are separate from or
not closely related to the core activities of the university (teaching and research). Paid outside work and
external consultancy fees are examples of activities which can be recorded in this fund code group.
External revenues recorded in this fund code group attract a University expense of 15% of the income,
to reflect consumption of University overhead. Projects within this fund code group are viewed over a
three year period. Revenue raised in one year (net of the 15% university cost) is able to be offset with
expenditure up to two succeeding calendar years. Revenue can be generated externally ( outside of the
University) or internally ( within the University).
The principle for Commercial Activities is that all genuine surpluses made are reinvested in teaching and
research by the Faculty making them.
Restricted Funding
Funds provided to the University for a specific purpose which are subject to specific conditions or
restrictions as to how the funds are used , for example, grants awarded to academics which are
administered by the University. Grants received from Commonwealth and State government research
instrumentalities that oblige the University to perform certain duties are also included in this fund group
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unless related to major capital projects when the CPF fund code applies. Amounts received from donors,
benefactors, and to establish endowments, must also be included in this fund code group.
External Research (RE) - used to record activities relating to contracts with external organisations for
specific research. Eg: Dairy Corporation, Renewable Energy, Heart Foundation, Government Agencies such
as ARC (Australian Research Council) and NHMRC (National Health and Medical Research Council). External
research projects are administered through the Grants Management Office (GMO).
Other Research –
Research Non-Contractual Funds (RF) - Research projects that are not administered through
the Grants Management Office (GMO). It is funds provided by a source external to UNSW and not
bound by a contract. It can be used as surplus research funds.
National Priority Research Funds (NP) –this fund code is used to record revenues and expenditure related to national priorities by the Australian commonwealth government to assess
the quality and impact of research in Australia.
Other Restricted –
Beneficial Fund (BE) - A fund where the capital is used, consistent with the protocol, and
continues to be used until all funds, including investment returns, have been disbursed.
Endowment Fund (ED) - A donation, bequest or grant where the total capital is held. The
capital amount is kept but the growth or income from the investment of the fund is used for
scholarships, prizes etc. The conditions attached to the original donation or bequest of the money
will usually determine how it is used.
Fundraising Contribution (FC) – Activities involving Donations, Bequests, Gifts, Sponsorships
and event-based income administered through Foundation office.
Contract Grants (GN) – Contracts or Grants from government agencies which are non-research.
Strategic Funds
Funding in this category is to support initiative and structures related to research activities.
Strategic Priorities (SPF) - Strategic Priorities represent activities undertaken in areas of
particular strategic importance to the university. Expenditure incurred in this fund group are mainly
focussed in supporting ARC and NHMRC funding applications, Goldstar awards and other research
strategic initiatives.
Strategic Investment in Research (SIR) - The Strategic Investment in Research involves
research development expenditure with the expectation of favourable future returns.
Learning & Teaching (LT) – expenditure incurred on activities that support best practice in
learning and teaching through the provision of cohesive, strategic and integrated approaches to
student learning.
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PROJECT BUDGETS
The University‟s official budgeting process occurs each year between August and December and results
in the University Council approving annual budgets for each Faculty, Division and Controlled Entity of the
University at the major fund group levels: Operating fund, which includes the Capital fund, Commercial
Activities; Strategic and Restricted fund groups.
The official university budget process is compiled in Calumo and transposed to NS Financials when
finalised. The Budget ledger within the General Ledger module of NS Financials contains the official
University budget detailed at the same department, fund and account levels as detailed in Calumo.
Notably, the official budget of the University is not built up from a project level of detail as the effort
involved in breaking down by every account level of every project in every department and fund is
considered to outweigh the expected benefits. Moreover, the official University budget once finalised
does not change which would mean a project not foreseen at budget time but which needs to occur
nonetheless, could not contain a „budget‟ amount without causing budget totals to change.
The Projects Ledger (within Commitment Control) provides a mechanism that enables organisational
units to detail out projects it expects to undertake within a period of time, without the need to provide
detailed „by account‟ information. Recognising that a budgeting process is unlikely to predict every
future activity, a Projects Ledger more loosely aligned with official Budgeting process, provides the
necessary flexibility.
GENERAL LEDGER
Actual
Accrue
Add
“Actuals” Budget
PROJECT LEDGER
Project level
budgeting
Project budgets are used
to assist Organisational
units manage to their
official Budget.
The Project ledger is used to administer, amongst other items, External
Research grant income and charitable income received. In the case of
Research Grants, project ledger amounts are used to assist researcher’s
acquit the grant over the relevant period of time.
Project level actuals
NS FINANCIALS
Financial and Dept Reporting Project Reporting
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FUND CODE ATTRIBUTES
Income Funded – fund group permitting the receipt of revenue
Budget Allocation – fund group permitting an allocation of budget funds
Multi-year –activities in these fund groups span across multiple (more than one) financial (and budgetary) year,
January to December, of the University. The balance will carry over into the next budget period.
Fund Group Type Code Income
Funded Budget
Allocation Multi-year
OPERATING Operating Funds OP Yes Yes No
Faculty Research Grants IR Yes Yes No
Suspense Accounts SU Yes No No
Commercial Activities
(Operating) 1
GI Yes No No
Capital Funds CPF Yes Yes Yes
COMMERCIAL
ACTIVITIES
Commercial Activities
(Business Activities) 2
GI Yes No Yes
RESTRICTED External Research Funds RE Yes3 Yes Yes
Research Funds RF Yes No Yes
National Priority Research
Funds
NP Yes No Yes
Beneficial Fund BE Yes5 No Yes
Endowment Fund ED Yes5 No Yes
Fundraising Contribution FC Yes5 No Yes
Contract Grants Fund GN Yes No Yes
STRATEGIC Strategic Priorities Fund SPF No Yes Exceptional6
Strategic Investment in
Research
SIR No Yes Exceptional6
Learning & Teaching Fund LT No Yes No
Notes:
1 GI fund codes – GI101-104, GI107-116, GI119-122, GI126, GI128, GI133-135, GI137, GI139
2 GI fund codes – GI105-106, GI117-118, GI123-124, GI127, GI129, GI130-132, GI136, GI138
3 Only Research Finance Office (RFO) is allowed to put income.
4 Research Finance Office (RFO) initially set an amount where the project is to receive a grant amount and will adjust as required for relevant events
subsequent, e.g. cancellation, curtailment etc.
5 Foundation Office / Donate UNSW use only.
6 If a project amount balance is obligated to be held over to a subsequent financial year due to contractual agreement, then it will be allocated as a budget in
the following year. Where this occurs, this amount is taken to be an amount comprised within the following year‟s official budget, not additional to.
42
Mark Van Poppel
Australian Defence Force Academy
X 88710
Tania Maiolo
University Services
X 58425
Tony Gardner
Faculty of Medicine
X 52703
Darren Parkinson
Faculty of Science
X 58111
Robert Owens
Australian School of Business
X 59767
Michael Innes-Brown
Faculty of
Engineering
X 54609
Achamma Kurlekar
Facilities
Management
X 59540
Edison Bayas
Information
Technology
X 53443
Betty Romero
College of Fine Arts
X 50753
Urania Stamios
Faculty of Arts &
Social Sciences
X 58297
Philip Kringas
Research Finance
X 59807
Mahamoodur Bhuiyan DVC(A) x52604
Sujeet Jena Foundation x53275
Margaret Noble Built Environ. x57910
Andrea Burns DVC (R) x53126
Kenny Parajes Law x53612
43
Area Manager Contact / Help Desk Email
Accounts Payable John Hilton [email protected].
Billing & Accounts Receivable John Hilton [email protected]
Corporate Finance ( Statutory reporting,
Fixed Assets, taxation, Teaching Revenue) Catherine Yeung X 52165 [email protected]
Decision Support & Financial Planning (Budgets, Reporting)
Julian Manche X 59322 [email protected]
Finance Shared Services Claudia Teal X 58128 [email protected]
Finance Systems (NSFinancials) Greg Kasch X 53491 [email protected]
Management Information Systems
(Calumo , nVision)
Alister Cairns X 52074 [email protected]
Program Management Office Louis Kapeleris X 53616 [email protected]
Risk Management & Insurance Paul Bransdon X 52725 [email protected]
Travel Cathy Hansen X 52687 [email protected]
Training [email protected]
Treasury Andrew Fellowes X 52887 [email protected]