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Allocating RIOs for FY 2017

Unit Revenue Funds

Methods prior to FY 2017

In the past, several different methods of allocating to RIOs were used. Those methods include:

  1. Transferred revenue with a JV document from Funded Program = Not Relevant to Funded Program = your RIO. This method established revenue on the RIO and would roll forward into future years for unit revenue funds since they are life-to-date balances.
  2. Using an FMBB to transfer funds from Funded Program = Not Relevant to Funded Program = your RIO. This method established budget on the RIO. For unit revenue funds, the balance did not carryforward from previous year. An FMBB supplement document was done annually to establish the beginning balance by the business office.
  3. Receiving funds from outside the University or your area and depositing directly to an RIO via CRV.

Examples of past methods

Cash was deposited at a Not-Relevant level and the unit wants to allocate $1,000 to RIO 5200001234

  1. JV processed using CI 491020 for $1,000 from Not-Relevant to RIO 520000123
    1. Use Cognos report Revenue vs Expense to view the balance & expenses
    2. Use Cognos report Account Balance Listing to view balance
    3. Use t-code ZFI_RIO_OPER_STMT - RIO Operating Statement Report
  2. FMBB supplement processed to move $1,000 in budget from Not-Relevant to RIO 5200001234
    1. FMBB must be processed each year to allocate new funds plus 6/30 balance to establish a beginning budget on that RIO. The budget does not carry forward unless specifically requested to during annual budget.;
    2. Use t-code FMRP_RW_BUDGET to view balance & expenses

How to handle FY 2017 RIO Allocations:

If budget method was used via FMBB and no action has been taken in FY 2017, no allocation exists for these RIOs. If revenue/JV method was used, balances should be accurate based on allocation. If you want to allocate to an RIO so a balance can be viewed in reports, prepare a JV using the appropriate commitment item* to move revenue from Funded Program = Not Relevant to your Funded Program = your RIO.

  1. New Allocations: Prepare a JV using the appropriate commitment item* to move revenue from Funded Program = Not Relevant to your Funded Program = you RIO.
  2. Continuing Allocations: How was the previous year’s allocation handled?
    1. If JV, no action needed since revenue is LTD and is reflected in balance.
    2. If FMBB, look at LTD allocation budget from the beginning on the RIO through 6/30/2016 to establish a total LTD allocation. Add any new allocation for FY 2017. Prepare a JV using the appropriate commitment item* from Funded Program = Not Relevant to Funded Program = your RIO.
    3. If CRV, no action needed.
    4. Combination, review LTD revenue transactions (including transfers and CRVs) for the RIO. Review LTD allocation budget (FMBB) for the RIO. Prepare a JV using the appropriate commitment item* moving funds from Funded Program = Not Relevant to Funded Program = your RIO for the FMBB portion only.

Central Revenue Funds


Prior to 2017 Methods

  1. FMBB was processed to move budget from Funded Program = Not Relevant to Funded Program = your RIO.

How to handle FY 2017 RIO Allocations:

If RIO was allocated in FY 2016, the balance was carried forward for FY 2017 on commitment item* 495003. Carryforward balances on RIOs can be reviewed in the following reports:

  • Boiler Insight - Account Balance Listing
  • Boiler Insight Transaction Listing
  • SAP – GR55 ZSFA

To establish additional allocations on RIO

Recurring

Prepare a JV using commitment item 4950*2 moving funds from Funded Program = Not Relevant to Funded Program =your RIO.  (Refer to the Transfer General Ledger Account Listing for exact commitment item*)

Non-recurring

Prepare a JV using the appropriate commitment item* moving funds from Funded Program = Not Relevant to Funded Program =your RIO
 
Examples of new Transactions

Allocating $5,000 to RIO 5200003708

Debit/CreditFundCost CenterOrderG/L AccountAmount
Debit (40) 21010000 4011018000 491010 5000.00
Credit (50) 21010000 5200003708 491010 -5000.00


NOTE: ZSMUR_ACCT_BALANCE tcode does not report accurate balances.

*Transfer General Ledger Account Listing (http://www.purdue.edu/business/account/pdf/transobj.pdf)
 

Validating Recurring Revenue Allocations

The recurring revenue allocation JV posts to the following commitment items (i.e. general ledger accounts) as they were entered in the BW-BPS system.

  • 495001 - Original Allocation, recurring, General Fund
  • 495002 - Adjustment, recurring, General Fund
  • 495011 - Original Allocation, recurring State Line Fund
  • 495012 - Adjustment, recurring, State Line Fund
  • 495021 - Original Allocation, recurring, Federal Appropriation
  • 495022 - Adjustment, recurring, Federal Appropriation

Financial Planning & Analysis validates the recurring revenue allocations. However, units are encouraged to rund the Original Revenue Transfer report in Cognos to verify that the results are as expected.

Original Revenue Transfers Report

Location of the Original Revenue Transfer Report: Public Folders - PROD > Boiler Insight > Standard Content > Budget > Original Revenue Transfer

Selections:

  • Fiscal Year
  • Major Unit - use the same selection as in BW-BPS.
  • Department - use the same selection as in BW-BPS.

Click on the Dept/Funds tab.

Click on the Dept/Funds Center tab to expand the section.

Control Totals Report

Location of the Control Totals report: OnePurdue Portal > BW > Financial Systems > Annual Budget > Reports > Funds Management > Control Totals - GF, Fed, State Fund Allocations.

  1. Enter the Funds Center node.
  2. Select OK
  3. Right-click in the Funds Center column and uncheck Hierarchy , Hierarchy Active.
  4. Right-click in the Fund column and uncheck Hierarchy, Hierarchy Active.
  5. Click on a result line to drag and drop it outside the report area.

Validation

Compare the results from the BW report with the results of the Cognos report to validate that the allocations posted as expected.

If State Line and Federal Appropriations funds are excluded from the BW and Cognos Reports, then the BW Overall Result amount and the Cognos Overall REC amount should match the Adjusted Budget (Section I+II+III) on the Budget Control Sheet.