Financial Reporting

Appropriated and Local Summary BvA

What is the Appropriated and Local Summary – BvA?

The Appropriated and Local Summary – BvA [Budget vs. Actuals] is a report used to monitor department-specific financial activity for combinations of funding segment string values by fund. The report output provides summary data for Appropriated Account Roll-Ups and Local Fund Balance for a fiscal year (July 1 – June 30).

What should I be on the look-out for when viewing the report output?

Deficits in Appropriated Budgets. Appropriated budgets are allocated from the state and cannot be overspent.  Departments can reallocate between Appropriated accounts, Department and Cost Centers by submitting a budget transfer to budgetandplanning@boisestate.edu. Not all budgets can be moved, review the Budget Transfer Matrices for more information.

Deficits in Local Fund Balance. If a Fund, Department and Cost Center is in deficit, the department must submit a Journal Entry for the fund balance transfer. Visit Financial Transaction Corrections for more details about Journal Entries.

How often should I run this report?

Run the BvA monthly to monitor budgets and fund balance and confirm the accuracy of financial transactions. Departments are responsible for identifying deficits and financial inaccuracies in order to address and correct them in a timely fashion.

How do I run this report?

Follow the instructions in the Appropriated and Local Summary – BvA Dashboard (job aid)

What do I do if the report isn’t working or if the report output is missing transaction data?

Submit a Help Desk ServiceNow ticket.

Appropriated BvA

What is the Appropriated BvA?

The Appropriated BvA [Budget vs. Actuals] is a report used to monitor appropriated fund balances. Appropriated budgets are allocated by the state for specific purposes. Appropriated budgets are allocated for a fiscal year (July 1 – June 30).

What should I be on the look-out for when viewing the report output?

Deficits in Appropriated Budgets. Appropriated budgets are allocated from the state and cannot be overspent.  Departments can reallocate between Appropriated accounts, Department and Cost Centers by submitting a budget transfer to budgetandplanning@boisestate.edu. Not all budgets can be moved, review the Budget Transfer Matrices for more information.

Drill to details to review financial accuracy. Use this report to drill to specific transaction details for in-depth research on expenses and revenues.

How often should I run this report?

Run the BvA monthly to monitor budgets and fund balance and confirm the accuracy of financial transactions. Departments are responsible for identifying deficits and financial inaccuracies in order to address and correct them in a timely fashion.

How do I run this report?

Follow the instructions in the Appropriated BvA – BvA Dashboard (job aid)

What do I do if the report isn’t working or if the report output is missing transaction data?

Submit a Help Desk ServiceNow ticket.

Local Fund Balance BvA

What is the Local Fund Balance – BvA?

The Local Fund Balance – BvA [Budget vs. Actuals] is a report used to monitor local fund balances.  Local budgets are generated from course fees, sales and outside sources. Local budgets are a department-specific plan for revenue and expenses for a fiscal year (July 1 – June 30). Departments are responsible for monitoring local fund balances for each Cost Center.

What should I be on the look-out for when viewing the report output?

Deficits in Local Fund Balance. If a Fund, Department and Cost Center is in deficit, the department must submit a Journal Entry for the fund balance transfer. Visit Financial Transaction Corrections for more details about Journal Entries.

Drill to details to review financial accuracy. Use this report to drill to specific transaction details for in-depth research on expenses and revenues.

How often should I run this report?

Run the BvA monthly to monitor budgets and fund balance and confirm the accuracy of financial transactions. Departments are responsible for identifying deficits and financial inaccuracies in order to address and correct them in a timely fashion.

How do I run this report in Boise State Reporting?

Follow the instructions in the Local Fund Balance – BvA Dashboard (job aid)

What do I do if the report isn’t working or if the report output is missing transaction data?

Submit a Help Desk ServiceNow ticket.

Salary Ledger

What is the Salary Ledger?

The Salary Ledger is a report used to view employee payroll details and activity.

Access to this report in Bronco Hub is restricted by security settings. If an employee needs access to the Salary Ledger, the supervisor of the employee must email oitaccounts@boisestate.edu with the name of the employee and the business reason needed for access.

What should I be on the look-out for when viewing the report output?

Employee payroll inaccuracies. Ensure employee payroll data is accurate for your department. If a correction is needed, use the output details from this report when submitting a Payroll Correction.

How often should I run this report?

Run the Salary ledger bi-weekly to review payroll details and ensure accuracy of information.

How do I run this report in Boise State Reporting?

Follow the instructions in the Salary Ledger Report (job aid)

What do I do if the report isn’t working or if the report output is missing employee data?

Submit a Help Desk ServiceNow ticket.

Campus Transaction Dashboard

What is the Campus Transaction Dashboard?

The Campus Transaction Dashboard is used to review details about transactions submitted in Bronco Hub. This Dashboard can be used to search for details about Invoices, Expense Reports, Deposits, Requisitions and more.

What should I be on the look-out for when viewing the report output?

Financial accuracy of transactions. Review the funding segment string and transaction details for each transaction submitted by your department. If an inaccurate funding string was used, follow the appropriate corrections process. Visit Financial Transaction Corrections for more details.

How often should I run this report?

Run this report as needed to confirm the status and ensure the accuracy of transactions submitted by your department.

How do I run this report in Boise State Reporting?

The following job aids are available in Google Docs:

• Budget Details – Campus Transaction Dashboard (job aid)
• Budget Transfers – Campus Transaction Dashboard (job aid)
• Deposits – Campus Transaction Dashboard (job aid)
• Expense Reports – Campus Transaction Dashboard (job aid)
• Journal Entries – Campus Transaction Dashboard (job aid)
• Payables – Campus Transaction Dashboard (job aid)
• Payments – Campus Transaction Dashboard (job aid)
• Purchase Orders – Campus Transaction Dashboard (job aid)
• Requisitions – Campus Transaction Dashboard (job aid)
• Requisition Lifecycle – Campus Transaction Dashboard (job aid)

What do I do if the report isn’t working or if the report output is inaccurate?

Submit a Help Desk ServiceNow ticket.

Approval Workflow Dashboard

What is the Approval Workflow Dashboard?

The Approval Workflow Dashboard is used to view approvers and approval status for transactions submitted in Bronco Hub. This Dashboard can be used to search for Invoices, Expense Reports, Requisition and more.

What should I be on the look-out for when viewing the report output?

Transactions pending approval. Transactions must be approved by all individuals listed in the approval workflow before the transaction can be completed (ie an Invoice Payment cannot be paid by Payables until all approvals are complete). Review transactions pending approval to ensure timeliness of transaction processing. If an approver needs to be changed for a department, submit and Approval Workflow maintenance request.

How often should I run this report?

Run this report several times a month to ensure timeliness of transaction processing for your department.

How do I run this report?

Follow the instructions in the Transaction Approval Dashboard (job aid)

What do I do if the report isn’t working?

Submit a Help Desk ServiceNow ticket.

Account Analysis Report (AAR)

What is the AAR report?

The AAR displays transaction level detail for a user-specified time range and one or more filters (Segment value, Actual/Encumbrance, ledger etc.)

The AAR can be run ad-hoc or scheduled and sent via email on a regular basis.

Data in the AAR is dynamic and displays transactions that have posted to the general ledger.

How often should I run the AAR?

Run the AAR as often as needed to accurately track department balances and remaining budget. Please note, data in the AAR is also available via the budget vs actual (BvA) reports, however, there is a day delay with postings to the BvA.

Best practice is to run either the AAR or BvA, at minimum, once per month to ensure you know what is going on in your departments/cost centers so corrections can be made in a timely manner.

What should I be on the look-out for when viewing the report output?

Alphanumeric supplemental values are not usually correct in the supplemental column (M). The work around to get the correct supplemental value is to copy the code combination column and use text to columns (delimited with “.” to isolate each segment value in its own column.

It’s also important to know the difference between encumbrance and actual. Visit the Encumbrance section of University Financials 101 self guided course for more information.

How do I run this report?

Follow the instructions on the AAR job aid to run the report.

Review the Account Analysis Report context resource for more information about the output of the AAR.

What do I do if the report isn’t working?

Submit a Help Desk ServiceNow ticket.