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Available Balance Status Report

General Purpose

The The primary purpose of the Available Balance Report (ABR) is to provide users with information regarding the amount of their total annual budget that is available (unspent and uncommitted) as of the report date. This report is produced and distributed on a monthly quarterly basis.

This report is not designed to be the primary budget management tool, since it ignores month and year-to-date budgets. Since the report is useful in preparing the quarterly current estimates, it will be produced quarterly for that purpose.

The ABR report has three variations in format/levels:

The Available Balance Status Report is described on this page. It reports at the individual general ledger account level.

The Available Balance Executive Summary Report is identical to the ABR report in general format, but summarizes the information into higher level account groupings (i.e. "communications" rather than "phone base service", "long distance", and "pagers.") This report is produced and available on a quarterly basis.

The Available Balance Detail Status Report is identical to the ABR report except that it reports on specific fund/organization combinations in fund groups where multiple fund codes exist (i.e. University Designated Funds, Grant, Contract and Donation Funds). As a result, the heading of the Detail Status Report includes a fund code and title. This report is not prepared for General Current Funds (GCF). This report is produced and available on a monthly basis.

Report Descriptions

The numbered descriptions below correspond to the numbers in parentheses on the accompanying sample report:

1. The "as of" date of the report. The period covered begins with July 1 of the current fiscal year and goes through this date.

2. Organization number and name whose information is presented on the report.

3. Account numbers and names - for more information, see Chart of Account descriptions included on the Controllerís Office web site. The accounts are broken into 5 categories on the report: Revenues and Other Additions, Personnel Expenditures, Non-capital Expenditures, Capital Expenditures and Transfers (not on sample report).

4. Original budget for the year, as established during the budget cycle. For restricted funds, this amount also includes available balance amounts rolled from previous years (inception-to-date).

5. Permanent adjustments to the budget during the current year that are intended to be reflected in subsequent fiscal years.

6. Temporary adjustments to the budget during the current year that are intended to affect the current fiscal year only.

7. Adjusted budget for the current fiscal year (sum of columns 4, 5 and 6).

8. Year-to-date transaction activity posted to the system (includes deposits, payroll, payments, journal entry accruals, transfers, etc.).

9. Outstanding balances on purchase orders (encumbrances) and requisitions (reservations).

10. Portion of the adjusted annual budget unspent and uncommitted at the report date (column 7 less columns 8 and 9).

11. Actual transaction activity for the current month only.

12. For Grant, Contract, and Donation Funds Only: These represent pooled budget control points. Budgets for individual account numbers are pooled together in the system for budget control purposes into the following categories: Personnel (accts 6000 - 6999); Non-personnel (accts 7000 - 7999, excluding 7500's [internal service credits] and acct 7890 [indirect costs]); Internal Service Credits (7500 - 7599); and Transfers (8000 - 8999). Indirect costs (acct 7890) are not pooled with any other accounts.

13. Represents total revenues less total expenditures and transfers. (A positive number is net revenue while a negative number is net expense.)