When viewing FIS DS reports, it's important to remember that looking at self-supporting funds is different than looking at general funds.
The difference between general funds and self-supporting funds:
|General Funds||Self-Supporting Funds|
|Budgets are appropriations||Budgets are revenue estimates|
|Expenditures are limited by budgets||Expenditures are limited by earned revenue|
|General Ledger reports are analyzed left to right (budget vs. expense)||General Ledger reports are analyzed downward in the Expenditures column (revenue vs. expense)|
How should I use the Balance Sheet option when reviewing reports for self-supporting funds?
Include Balance Sheet (object 0299) when:
- Reconciling your ledgers
- Reallocating the unexpended balance from the prior year
Exclude Balance Sheet when:
- Budgeting for the year or revising the budget
- Monitoring your revenue and expenses
What reports should I use to learn about my recharge activity?
Balance Summary Report (FIS1): This report provides account balance and total charges accumulated. Run it by your fund number to see a snapshot of your activity. After fiscal close, look at the June Final balances to determine how much to reallocate from your provision account (PR + fund number) back to your operating account(s). Note: Provision accounts should never have expenses.
Transaction Listing (FIS2): Use to see transaction details of the charges and credits which have hit your accounts.
Annual Summary by Object Group (FIS210): Review budget to actual expense at mid-year and make adjustments, if needed. Can be run by available or spent. Can project to year end based on prior year or average to date. If your activity is cyclical, use prior year. Can put in spreadsheet. In the results, the Income section includes NUD unless the NUD was moved into reserves. RFI and Equipment Depreciation will appear as expenditures.
Stmt of Operations-Self-Supp Compliance (FIS193): This is a high-level summary of operations at a point in time. It is used by departments with self-supporting funds to monitor their overall activity by fund. It is set up to report a summary year-to-date income statement with total revenue (external income and recharges) and total expenditures, net income/loss for the period, the fund beginning balance (net accumulated surplus/deficit), any adjustments to the fund balance (STIP interest earnings for the period), and the total ending fund balance (sum of the beginning fund balance, adjustments, net surplus/deficit).
This report can be run in two modes. Information on running it in the Self-Supporting Compliance Report mode is available on the Planning page of the BIA website (see Management of Carryforwards and Reserves). In general, the Self-Supporting Compliance Report allows departments to monitor recharge funds to ensure that the ending balance of a fund is in compliance with PPM 340-25, Section IV.F.3 requirements for deficits/surpluses in recharge funds. Currently, the policy requires that any deficit or surplus over 30 days operating expenses (8.33%) must be immediately addressed by the department.
Object Code Summary by SFGT (FIS199): Enter your unique recharge object expense code from July to the current month to find out if you charged federal contracts and grants. The federal subfund group types are: B, C, F, N, V, W, and X.