OHSU

Budget GL How Do I...?

Q: What is a ZBA?

ZBA stands for Zero Balance Account and is an account where the sum of all entries equal zero. ZBA accounts are generally used for transfers between departments and are required when budgeting to a University transfer object code. 

 

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Q: What does ZBA Offset required mean?

If you receive a message telling you a ZBA offset is required, you will need to enter the fund-org for the department on the receiving end of the zero balance account (ZBA) transfer. Enter the ZBA Offset fund-org in the Comments field to the right of the June column, on the GL Input form.  

 

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Q: Where can I find my Payroll Clearing Accounts (PCA's?)

The (university side) Payroll Clearing Accounts are available in report format only. Individuals budgeting Foundation payroll will edit or update PCA in the Foundation Payroll forms. Rubix will automatically post the university side. Budgeters cannot update the university PCA budget.  

 

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Q: What does the message, total is less (>) than 100, mean?

Departments are encouraged to budget amounts over $100 for the year. While the system will not stop you from budgeting less than $100, the warning will remain on the form. Amounts under $100 will not cause a large variance and are not considered material.


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Q: Can I budget pay to the GL if I don't know who will get the pay?

Rubix has been designed to budget payroll one time payments (overtime, on-call, shift differential) using the Add Other Payments form. Budgeting this way supports the variance reporting process. If you do not know the specific employees who will receive the pay, it is recommended you set up a New Employee and apply the pay against that position. 

 

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Q: How do I transfer money to or from the Foundation?

Money transferred to/from the Foundation must be budgeted using one of three object codes (i.e., 4402 from Foundation to University (general); 6705 FPP to Foundation; 4887 FPPR to FPP.) You cannot use university transfer object codes to move dollars to/from the Foundation.  

 

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Q: Why is it important to season my budget?

There are two primary reasons. First, creating a budget assists executives in planning for the upcoming fiscal year. By placing budget amounts in the periods you expect the revenue or expense to occur, you are providing the executive team valuable information used to plan cash flows for OHSU.  Second, monthly variance reporting is impacted. If budgets are not seasoned correctly, the department may incur a variance (actuals vs. budget) which will require the department to provide an explanation and plan to identify how the variance will be resolved by year end.    

 

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Q: How do I season my budget?

Seasoning your budget means placing amounts in the period(s) you expect the revenue or expense to occur. You can use current system functionality to season your budget or manually enter data in the desired months. 

 

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Q. How do I use the system functionality seasoning my budget?

Right click your mouse to prompt the system for canned seasonality models and click Data Spread. 

 

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Q: How do I add a new Fund?

Select Add Funds from the General Ledger Input form. The Add New Funds to an Org form will open. Select the fund you want to add and click Apply. You can also change the org on this form and repeat the process to add multiple funds to multiple orgs. Click Refresh to see a newly added fund(s) within the General Ledger Input form. If you do not find the fund listed, contact your budget analyst to research the matter or add the new fund to the system for you. 

 

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Q: How do I add a new segment in the FOMOPPL?

Select Add Funds or Add New Objects from the General Ledger Input form. A new form will open where you can add the segments. Click Add Funds to add a fund. Click Add New Objects to add any other segment. On the next form, select the segment you'd like to add and click Apply or Send. Click Refresh to see the newly added segment(s) in the General Ledger Input form. 

 

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Q: I need to do multiple account transfers from one ZBA, but the ZBA offset field only has room for one fund-org. Where do I list the other?

Enter the other fund-orgs in the comment field. 

 

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Q: How do I enter the annual totals for each line in the GL? 

From the General Ledger Input form, click Save Data to save your data. Next, right click in the FY Total field for the string you are updating and choose Data Spread followed by a spread option. Then, click Equal Spread. A window will appear. From here, type in the annual amount in the Value field, check the Extend Right checkbox, and choose to replace the fields, or add or subtract from the amounts already in the fields. Click Apply.  

Note: The Equal Spread option will take the annual number, divided by 12 and populate a monthly amount in each period.  

Refer to the Data Spread Quick Guide for more spread functions.  

 

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Q: How do I see which GL accounts my grants are on?

In Discoverer, run the POETA to FOMP Crosswalk report, selecting the appropriate org and project status parameters. This report will provide the corresponding fund, mission and provider for each project on the selected org. Use these account segments when budgeting for the grants on this org.

 

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