The Summary Sources and Uses of Funds (349) is designed to assist Dean's Offices and other management organizations in reviewing their summary financial activity by major fund sources.
- Not a GAAP Financial Statement
- Using the Query
- Carryforward Calculation
- Base Budget Calculation
- Current Year Adjustments
- Encumbrance Information
- Balance Sheet Information
- Multiple Output Formats and Display Options
1. Not a GAAP Financial Statement
The DS 349 is NOT designed to be a Generally Acceptable Accounting Practice (GAAP) financial statement but is designed to be a statement of sources and uses of funds - much more like a cash flow statement. As a statement of sources and uses of funds:
- Depreciation is a NON-CASH expense. It does not decrease cash but moves it from one source (self supporting) by the expense charge to another (depreciation reserves). *The cash is still there to spend.
- The purchase of capital item DOES reduce cash/resources (even though on GAAP statements they would be an asset) so Inventorial Equipment (Object Consolidation code SUB4) purchases are included - as a USE of resources.
2. Using the Query
The 349 is normally run using a higher level Organization code (Dean's/Vice Chancellor's level). In order to fine tune the query, you can also select by one or more Account(s), UC Fund(s), Sub Fund Group, or Sub Fund Group Type. The query also allows the exclusion of specific Organization codes and UC Funds, however, the drill down function is not available on the results if the exclusion capability is used.
The resulting report is a fiscal year-to-date summary of the sources of funds and how the funds were used/spent. It also provides a breakdown between budget carryforward balances, base budgets posted at the beginning of the fiscal year (July) and any current budget adjustments for each funding source.
This is a summary fiscal activity year-to-date (since July 1) report and not intended for monthly or detailed information. The Balance Summary (1) report can provide any detailed information required. The report will generally allow you to drill down to the Balance Summary (1) for more details on the selected attribute(s).
If there is no dollar (zero dollar) amount for a particular attribute, the section title will not display. For example, if there aren't any pre-encumbrances for a particular fund source, the pre-encumbrance section title won't display.
3. Carryforward Calculation
Run the Balance Summary (1) as of June Final of the prior fiscal year for the same organization code and set of Sub Fund Group Types in the group selected in the DS349 (ex: General Funds = SFGT 3,G). The total balance less the encumbrances should equal the carryforward balance for that fund source group. Make sure to exclude "Balance Sheet" in the Balance Summary Options section.
4. Base Budget Calculation
Run the Balance Summary (1) for June Final of the prior fiscal year, check the Budget Summary box, the Base Budget box and add the Sub Fund Group Types in the group checked in the DS349 (ex: General Funds = SFGT 3,G).
The resulting amount does NOT include any base budget adjustments for the current fiscal year. If there was a current budget adjustment in addition to the base budget adjustment in the current fiscal year, it will be included in the Current Year Adjustment column.
5. Current Year Adjustments
Current year adjustments are the total current budget adjustments year-to-date excluding the carryforward and base budget entries from July of that year (which at the transactional level are the YE and the PB origin code transactions). To get the detail behind this amount, run the Balance Summary (1) for Budget Summary, Current Budget and the Sub Fund Group Types in the categories selected on the DS349. Make sure to exclude C&G History Balances and Balance Sheet. In DS349, the total of the carryforward plus the base budget and the current year adjustments should be the same as the total current budget indicated on the Balance Summary (1) report.
6. Encumbrance Information
An encumbrances section is listed in a separate section after the Total Funds Available section. This section will display (if applicable):
- External Encumbrances (EX)
- Internal Encumbrances (IE)
- Pre-Encumbrances (PE)
- Total Encumbrances (EX+IE+PE)
Year-to-date encumbrances will be ALL encumbrances from the beginning of the fiscal year (July) including all carryforward encumbrances to the period selection.
Drilldowns are provided for External and Total Encumbrances. (It's not possible to provide drilldown for IE and PE since this isn't available in the Balance Summary (1) report to which this report drills down).
7. Balance Sheet Information
If you have balance sheet accounts or objects (Accounts Receivable, Inventory, Deposits), you can include the balances on the 349 report by checking the Show Balance Sheet items box. While Balance Sheet items, like encumbrances, show below the Available Balances total, they can have a significant impact on your available balances depending on their materiality.
8. Multiple Output Formats and Display Options
- Browser output format displays the data in a "column" format.
- Spreadsheet format displays the data in a "row" format. The "row" display can be helpful if you wish to sum for each column (across Sub Fund Group Type codes).