- Academic Administration Team
- Academic Affairs Standard Practice Guide
- New Employee Forms
- HR Hire Forms
- Faculty UTAD Account Activation
- Faculty Labor Relations
- Training Resources
- UT Policies
- UT Diversity
SECTION III: WEB REPORT LIBRARY
The Web Report Library (WRL) is a user-friendly program designed to run different types of reports with user-defined parameters. This program utilizes data stored, gathered and updated daily from Banner. WRL will assist those responsible for running and viewing different reports. Some WRL reports allow the user to “drill down” to view detail of Lawson transactions. There are many reports in the WRL that suit various purposes. A few of these reports are discussed in this section. As you gain familiarity with the reconciliation process, you will likely find several
other useful reports in the WRL. The WRL is the suggested means of preparing departmental
account reconciliations due to its ease of use and adaptability to the user’s needs. To gain access to run WRL reports, complete the “Web Report Library Report Viewer Access
Form” and obtain the signature from your supervisor. The MyUT portal, (http://myut.utoledo.edu/), contains the most up-to-date report access forms. Refer to the instructions on the Web Links and Contacts page of this document. You do not need access to Banner in order to access WRL, however, completing the Banner Finance application also gives you access to Lawson.
DATA CUSTODIANS FOR GENERAL AREAS
A list of some of the current data custodians by general functional area are listed as follows:
- Admissions: Nancy Hintz (MS #306)
- Finance: Julie Graham (MS #454)
- Financial Aid: Debra Knapp (MS #314)
- Human Resources: Sally Kwapich (MS #205)
- Payroll: Julianne Bejarano (MS #459)
- Student : Sharon Standifer (MS #1041)
- Treasury: Jeffrey Bowman (MS #331)
- Faculty Main Campus: Brenda Grant (MS #939)
- Faculty HSC: Bryan Pyles (MS #1018)
In order to obtain access to WRL and specific reports you must complete the “Web Report Library Report Viewer Access Form” and obtain the necessary signature(s) of approval from your supervisor. The MyUT portal, (http://myut.utoledo.edu/), contains the most up-to-date report access form. Once logged in to the MyUT portal, click on the “Employee Tab” and search for the “System Access Forms” box where you should locate the link to the “Web Report Library Access Request” form.
MONTHLY BUDGET RECONCILIATIONS
Objective: The monthly budget reconciliation is to provide oversight on how funds are spent and managed to ensure funds are handled in accordance with relevant fiscal policies. This is to ensure funds are spent appropriately and in compliance with University policies, as well as with any sponsor(s), donor(s) or federal guidelines, to accomplish the desired financial goals of the Unit, College, and University.
In order for the University to be fiscally responsible, it is imperative that those unit employees responsible prepare monthly reconciliations. In this manner, the monthly reconciliation is similar to balancing a personal check book. Purchases for goods and services will not be permitted unless there are available funds in the index. Indexes will not be permitted to operate with deficit balances. The departmental account reconciliation process consists of the following steps which will be described in more detail:
Step 1: Use WRL reports to assure that there is sufficient funding in indexes. An index will not be allowed to operate with a deficit balance.
Step 2: Using a WRL report titled “Transaction Detail for Income Statement Accounts”, create a reconciliation worksheet in Excel format. Verify the accuracy of expense and revenue transactions for each index you are responsible for reconciling. Note possible transaction errors, and initiate corrections as necessary.
Step 3: Send an e-mail to the Business Manager or departmental administrator stating that you’ve completed the monthly reconciliation. The Business Manager will then forward this e-mail to the Controller and the Dean or Vice President.
You may find the entire “Guidelines for Reconciliation of Departmental Accounts” as published under the controller’s office at the below link:
Financial management includes regular reviews of actual activity compared to the unit’s budget and historical trends. Regular reviews will help identify variances and unusual activity, which then should be explained and documented for understanding and future reference. Management reports should be reviewed regularly by Unit Administrators, Directors, and/or Department Chairs. Refer to section II (Reports to Review) for specific reports to review and the frequency with which reviews should occur. Reviews should help ensure financial activity is appropriate and correct, transactions are assigned to the appropriate expense accounts, proper approvals were obtained, and adequate documentation is maintained. Refer to policy #3364-40-01 Budget Control (located under the Finance link in the “Current Policies” website) for a more complete explanation of the responsibilities.
The University of Toledo uses a five digit numerical code that identifies revenues. The revenue account codes can be from various types of revenues (e.g. lab fees, Foundation, Grants, etc.). Within revenues, the accounts are further categorized into sub-groups such as General Fees, Instructional Fees, Out of State Fees and many others. The “Revenue Account Code Definitions” can be found by following the below link:
The above link is found at the ‘Accounting & Reporting Department’ in the Controller’s office. All revenues begin with the number #5. The revenues range from #51102 through #59999. The expense accounts follow a similar five (5) digit numerical pattern.
The University uses the same five digit numerical code similar to the revenues. The expense account codes can be for various types of expenses (e.g. salary, fringe benefits, travel, services, supplies, etc.). As with the revenues, expenses are further categorized into sub-groups such as Faculty and Faculty Administrative, Student Employment, department supplies, capital equipment and many others. The “Expense Account Code Definitions” can be found by following the below link:
The above link is found at the ‘Accounting & Reporting Department’ in the Controller’s office. All the expenses are numbered beginning with either number #6, #7, #8 or #9. The expenses range from #61002 through #96520.
FEES REPORT (i.e. Tech/Lab/Overhead/etc.)
A breakdown of fees collected by Colleges is available for viewing using the “Course fees by College and Fee Code with Enrollment” in Web Report Library. If you do not have access to Web Report Library, you must complete and submit the “Web Report Library Report Viewer Access Form”, the link is provided above under ‘Data Custodians for General Areas’. This report is located under “Public”, “Treasurer” and finally under the “General Inquiry” folder. The Course fee by College report is helpful by displaying associated fees for a particular term. If students are enrolled the report will display a breakdown of fees (i.e. tech/lab/teaching/etc.) generated by each department, the fee charged, the number of students enrolled and charged a fee, the total amount collected for each course among other data based on the academic period. The report also sums a total for the number of students enrolled as well as the total amount of fees collected for each department. This report uses two input values in order to retrieve the information. To run the report, it is necessary to input an “Academic Period” in the first parameter i.e. 201110, 201030, or 201040. The second parameter “Select the Appropriate College” allows you to select the college by using the dropdown menu.
TRANSACTION DETAIL FOR INCOME STATEMENT ACCOUNTS WITH DRILL DOWN
The Transaction Detail for Income Statement Accounts with Drill Down report can be found in Web Report Library under “Public”, “Finance” and finally under “Departments” folder. This report displays detail for each revenue and/or expense transaction as of the entered date range, index, fund, organization string, program string, account string and rule class. This report mimics FGITRND (Detail Transaction Activity) in the Banner Finance System. It is only necessary to input the date range and your index to run this report. This report may be used to verify actual revenues/expenses for the current date range by index. The data provided are actual revenues/expenses incurred for each revenue/expense account.
BUDGET STATEMENT SUMMARY WITH OBLIGATION DRILL DOWN REPORT
The Budget Statement Summary with Obligation Drill Down report can be found in Web Report Library under “Public”, “Finance” and finally under “Departments” folder. This report displays the current available budget by index and Fiscal Year. Data displayed includes Adjusted Budget, Actual Expenses, Encumbrances, Available Balance, and Balance Percent Remaining for the selected input parameters. Percent remaining is highlighted when it is less than 10% or if the budget is zero and expenses exist. Input parameters include Fiscal Year, Index, Organization Code and Fund Group. You will only need to input the fiscal year and your index (es) to run this report. This report provides an overall view of each index and is a running (cumulative) tally year‐to‐date.
Carry Forward balances is an amount that carries forward off the books and accumulates from year to year in your index. The carry forward balance can be either a negative or a positive amount. Dependent on the prior years FYTD Actual amount spent from the total budget funds in your index, the carry forward balance will be shown under “Available Balance” as either a positive or negative (in parentheses) balance. Carry Forward balance can only be found in the “Budget Statement Summary with Obligation Drill Down” report in WRL. Once this report is open, you can view the “Unbudgeted Carry Forward Amount” at the end of the report as seen below. If your index in the current year maintains a positive net “Available Balance” (the balance at the very bottom, to the far right and in bold) at the end of the fiscal year, your carry forward balance will increase by that amount. If, however, your index has incurred a negative net “Available Balance” in the current year (the balance at the very bottom, to the far right, in bold and in parentheses) at the end of the fiscal year your carry forward amount will decrease by that amount.
INDEX BY ORGANIZATION REPORT
The Index by Organization report can be found in Web Report Library under “Public”, “Finance” and finally under “Chart of Accounts” folder. This report displays the code and description for the following: organization, index, fund, and program. The report is grouped by organization. User inputs include AVP/Division level and Organization.
HR LABOR EXPENDITURE DETAIL REPORT
The HR Labor Expenditure Detail report can be found in Web Report Library under “Public”, “Human Resources” and finally under “General Inquiry” folder. This report retrieves human resource labor expenditure detail based upon the following user entered parameters: Beginning Pay Date and End Dates, Index Number, Last Name and First Name string, Organization Code, Account Code, Employee Class and Employee ID. Report information is sorted by Name, Rocket Number, Pay Date, Pay Number, Pay Amount, Account Index and Expense Account and Position number among others for each employee. When inputting the parameters, remember to select an “Employee Class”. The HR Labor report can be helpful in identifying those people working under each index and help verify that appropriate payroll expenses for those individuals are accurately reflected in the correct index and expense account.
Journal entries are used to make corrections to any expense identified as incorrect during your monthly reconciliation process. Journal entries must be entered into an Excel spreadsheet by the person responsible for reconciling the budget. Once a revenue and/or expense charge has been identified as incorrect, a “Journal Entry Correction Request Form” must be filled out and sent either via email or interoffice mail to Alison Carpenter in ‘Accounting & Reporting’ department in the Controller’s Office. The journal entry must be entered in Excel, for which the template can be found at the following link under “Forms”: