Managing Budgets

 Department heads are responsible for managing their budgets.

What does managing a budget mean? It means that department heads authorize expenses in accordance with the budget that was submitted and approved. It means that the department heads monitor the amount of spending with the budget to ensure that spending does not exceed the budget.

Reports to use when managing your budgets depends upon the different types of funding available to a department and whether you use activity codes when managing your budgets:

1. Fund 10000 (unrestricted) only - no activity codes

2. Fund 10000 (unrestricted) only - use activity codes

3. Fund 10000 (unrestricted) and gift/endowed funds - no activity codes

4. Fund 10000 (unrestricted) and gift/endowed funds - use activity codes

If you do not know which category you belong in, please contact Stephanie Tong.  Please click HERE for a complete list of budget reports with description.

The College has a budget process each year from January to March for the upcoming fiscal year. Click HERE for the most recent memo on the budget process.

 

Fund 10000 (unrestricted) only - no activity codes

Steps to managing your budget using reports.

1. Obtain access to Banner system. Click HERE for information from the Controller's Office on completing the access request form.

2. Run ORG Summary Budget Report - Report B on a monthly basis to review status of actual spending compared to budget.

3. Run ORG Transaction Budget Report - Report A for each month to review actual detail expenditure transactions for accuracy.

Steps to managing your budget using Budget Query.

1. Obtain access to Banner system. Click HERE for information from the Controller's Office on completing the access request form.

2. Login to Banner Self Service and access Budget query functionality.  Click HERE for detailed instructions.  From this query you can review status of actual spending compared to budget and actual detail expenditure transactions for accuracy.

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Fun 10000 (unrestricted) only - use activity codes

Steps to managing your budget:

1. Obtain access to Banner system. Click HERE for information from the Controller's Office on completing the access request form.

2. Run ORG Summary Budget Report - Report B on a monthly basis to review status of actual spending compared to budget.

3. Run ORG Detail Budget Report by Activity - Report D for each month to review actual detail expenditure transactions for accuracy sorted by Activity Codes.

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Fund 10000 (unrestricted) and gift/endowed funds - no activity codes

Steps to managing your budget:

1. Obtain access to Banner system. Click HERE for information from the Controller's Office on completing the access request form.

2. Run FUND Summary Budget Report - Report F on a monthly basis to review status of actual spending compared to budget for each find.

3. Run FUND Transaction Budget Report - Report E for each month to review actual detail expenditure transactions for accuracy.

4. Run FUND Balance Budget Report - Report G at the end of each month to review balances available in your gift/endowed funds.

5. Run Endowed Fund Report - Report H at the end of each month to review balances available in your endowed funds with income distribution for the remainder of the fiscal year.

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Fund 10000 (unrestricted) and gift/endowed funds - use activity codes

Steps to managing your budget:

1. Obtain access to Banner system. Click HERE for information from the Controller's Office on completing the access request form.

2. Run FUND Summary Budget Report - Report F on a monthly basis to review status of actual spending compared to budget for each fund.

3. Run ORG Detail Budget Report by Fund - Report C for each month to review actual detail expenditure transactions for accuracy.

4. Run FUND Balance Budget Report - Report G at the end of each month to review balances available in your gift/endowed funds.

5. Run Endowed Fun Report - Report H at the end of each month to review balances available in your endowed funds with income distribution for the remainder of the fiscal year.

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OUR STAFF

Contact Us

Budget Office
 


Jeffrey Dubois
Assistant Vice President for Budget, Financial Planning, and Campus Services
Tel: 781.283.3360

Stephanie Tong
Senior Budget Analyst
Tel: 781.283.3621