salaries and Document numbers beginning with “BT” and “BP” indicate that Budget Transfers
(adjustments to the base budget) have been processed. On the last day of the month, a payroll
accrual entry is processed for all salary and benefits lines. The payroll accrual entry is reversed
the following month. The purpose of the accrual entries is to properly match the expenses in the
correct month. The document numbers for these accrual entries begin with a “PAR” prefix. As
long as the Position Control Roster is accurate for budgeted faculty and staff positions, there are
safeguards already in place to assure that funds are available in the index to cover these.
Again, this is a cursory check measure to make sure that budgeted employees’ salaries and fringe
benefits are being charged to the correct index. Further analyses of salaries and fringe benefits
for budgeted faculty and staff is not necessary. However, recall that indexes will not be
permitted to operate with deficit balances. Like budgeted positions, pooled positions (such as
non-College Work Study student workers and emergency hourly workers) have related fringe
benefits as well to take into account. Refer to the Budget and Planning web site,
http://budgetoffice.utoledo.edu/ , for fringe benefits rates for both specific and pooled positions.
The five-digit accounts for salaries and fringe benefits for both specific and pooled positions
begin with the number “6”. Like specific positions, pooled positions require budgeted salary and
fringe benefits. Departments will receive e-mail notification if any pooled position, such as
student employee or part-time faculty, has actual expenses that exceed that salary line. To see
the individual salary lines, select the “data entry level” at the account hierarchy level for the
Income Statement Summary by Index WRL report, and the “show detail data” at detail data
prompt for the Budget Statement Summary WRL report. Recall that the Income Statement
Summary by Index report is as of a certain month, and the Budget Statement Summary is as of
the previous day.
The bulk of the work in the reconciliation process is verifying that operating expense accounts
are correct. The five-digit accounts for operating expenses (i.e., non-salary and fringe benefits)
begin with the number “7”. While individual operating expenses may be in deficit, an index will
not be permitted to operate with total operating expenses in deficit. E-mail notifications will be
sent when an index’s Budget less Operating Expenses and Encumbrances is zero or in deficit.
To assure that an index has adequate funding in operating expenses, look at the Total Operating
Expenses line on the Budget Statement Summary. The Available Balance column for operating
expenses is the Adjusted Budget less Fiscal Year to Date actual expenses and Encumbrances.
The Percent Remaining column shows the percentage of the adjusted budgeted that is available.
The reconciler is making sure that expenses and revenues were properly recorded in the correct
index and account. All accounts in an index having activity need to be reconciled. Verify the
accuracy of each transaction on the Transaction Detail for Income Statement Accounts with Drill
Down. As mentioned previously, the drill down feature on this report provides information
about transactions processed in Lawson by Accounts Payable that have been interfaced into
Banner. Any type payment processed in Lawson by Accounts Payable has the document prefix
“AQ.” These “AQ” transactions include direct pays to vendors, Purchase Order payments,
Electronic Fund Transfers, and payments that the Accounts Payable staff make on their “power”
Purchasing Cards. Document numbers beginning with the prefix “PC” indicate payments that
departmental users have put on their Purchasing Cards. A few other common document prefixes
are “J” or “MJ” for journal entries created in Banner.
11