Exercise 1 - Logging In
In this exercise, you will log into FIS Decision Support Account Lookup (FIS11).
- Log into FIS Decision Support (DS).
- In the Query Jump field, enter 11.
- Enter your fund number into the UC Fund field.
- Click Process Query.
- In the search results, look for the following types of accounts:
- Unexpended Balance (UB) account - this is the fund number + 00 or UB.
- Provision (PR) account - this is PR + the fund number.
- Revenue Translation - this is 2 + the fund number + 0 and exists if you have external customers.
- In the search results, notice whether the UB and PR accounts are in the same org as your operating accounts. In addition, the fiscal officer should be someone in your department.
- Write down a few operating account numbers for use in later exercises.
Exercise 2 - Review DS report Sub Fund Summary by Consolidation (FIS55) to learn how to read reports for your activity.
- In the Query Jump field, enter 55.
- Update the Chart field, if necessary.
- Enter your fund number into the UC Fund field.
- Click Process Query.
- In the search results, look at the object consolidations under each account. For each one, compare the Appropriations column to the Expenditures column:
- UB account - The Appropriations column and Expenditures column should off-set so that the account is always in balance.
- PR account - If there is anything there, it should be in object consolidation SUB8 - Unallocated. Where should that budget be re-appropriated?
- Operating accounts - By year-end, you should adjust your appropriations to match your expenditures.
For your operating accounts, are there object consolidations that have 0 in the Appropriations column while having a non-zero amount in the Expenditures column? If so, what does this mean and what should you do?
What column indicates whether your fund is in overdraft?
Exercise 3 - Show DS Transaction Listing (FIS2) to show object codes and review account balances.
- In the Query Jump field, enter 2.
- Near the top of the input page, click the Object (26) button.
- Change the Month Range fields so that you are searching the current fiscal year, from July through the current period.
- Update the Chart field, if necessary.
- Enter your account number into the Account(s) field.
- Click Process Query.
- In the search results, notice the object codes:
- Do you have Income? Hint: It's under Object Consolidation INC0.
- Do you have Recharges? Hint: It's under Object Consolidation SUB9.
Is your account currently in overdraft?
Exercise 4 - Use DS report Annual Summary by Object Group (FIS210) to forecast your totals.
- In the Query Jump field, enter 210.
- Update the Chart field, if necessary.
- Enter your account number into the Account List field and click Add.
- Click Process Query.
- In the search results, notice there are zeroes for future months.
- Go back to the input page and under Projection Type, mark Project Using Prior Year.
- Click Process Query.
- In the search results, notice that future months have numbers in italics.
- Go back to the input page and under Projection Type, mark Project Using Averages.
- Click Process Query.
- In the search results, notice that future months have numbers in italics.
Exercise 5 - View DS report Stmt of Operations-Self-Supp Compliance (FIS193) to see a snapshot of your activity
- In the Query Jump field, enter 193.
- Update the Chart field, if necessary.
- Enter your fund number into the UC Fund field.
- Click Process Query.
- In the search results, look for the following:
- Accumulated Balance
- Net Income or Loss Year to Date
- Ending Accumulated Balance
If you had a loss, what adjustments should be made to your activity?
- Go back to the input page and change Report Mode to Self-Supporting Compliance Report.
- Click Process Query.
- In the search results, is your Surplus/Deficit Ratio within 15%? If not, what should you do?
Net Income or Loss Year To Date - If you had a loss, you should see if your Ending Accumulated Balance is still a credit. If it is, then just continue to monitor the activity. However, if the balance is in overdraft, then determine whether you will reduce expenses or else increase your rates.
Surplus/Deficit Ratio - If the percentage in the Surplus/Deficit Ratio (Threshold: 15.00%) field is within 15%, then no further action is needed. However, if the percentage is not within 15%, then you will need to determine a way to get it back within 15%.
Exercise 6 - Revising rates
Based on these scenarios, determine whether it's necessary to revise your rates.
View Answers
Exercise 7 - Independent Exercises
Use DS to determine the following. NOTE: Answers are at the bottom of this page.
- How much was your department share of NUD for the last fiscal year in your operating account? (hint: object code 0076)
- Did your department transfer the money from your Provision account to your expense account?
- What was the ending balance for your entire fund as of June Final of the last fiscal year?
- How does your fund balance this fiscal year to date compared to all of the last fiscal year? (Hint: DS report 193)
- Using Project Using Averages on DS 210, which categories will be in overdraft by year-end if you don't make any adjustments?
The following questions pertain to campuswide assessments.
- Campuswide assessments that can be charged to my activity based on my revenue:
- a. Campus Assessment
- b. Non-University Differential
- c. Utilities charge
- d. a and b
- The NUD:
- a. Recovers overhead costs from non-university clients
- b. Is added to the recharge rate for developing a non-university rate
- c. Is only charged on income
- d. All of the above
- If I have Income and Recharge what standard code(s) should I enter?
- a. CAI1, CAR1, and NUD3
- b. CAI1 and CAR1
- c. CAI1 and NUD3
- d. NUD3
- If I have Recharge only what standard code(s) should I enter?
- a. CAR1
- b. CAR1 and NUD3
- c. CAI1 and CAR1
- d. NUD3
- If I have Income only what standard code(s) should I enter?
- a. CAI1 and NUD3
- b. CAI1
- c. CAI1 and CAR1
- d. NUD3
- What is exempt from the campus assessment?
- a. Academic unit recharges
- b. Pass-thru costs exceeding 20% of revenues and included in the rate approval
- c. Agency Accounts
- d. University Related Accounts that are not third party
- e. Federal revenue is > 15% of revenue
- f. All of the Above
The remaining questions pertain to DS 193.
- The Self-Supporting Compliance Report (DS 193):
- a. Identifies funds that are out of compliance with the break-even policy
- b. Used to find all your funds that have recharge or income
- c. Is reviewed annually by BIA
- d. Nothing I need to worry about
- e. a and c
- I need to run the compliance report because:
- a. I was told to run it
- b. To know what recharge activities are out of compliance to policy to respond to the annual review
- c. Use to check periodically to see what funds are at risk
- d. Use it to develop a new rate
- e. b and c
- I can run the compliance report by the following:
- a. Org level or UC Fund
- b. Account number
- c. Project code
- d. Unique Object Code
- To identify funds out of compliance, I should choose the following parameters:
- a. Recharge Income Only
- b. All Income
- c. Minimum Under/Over Percent = 15.0
- d. Minimum Under/Over Percent = 0
- e. a and c
- f. b and d
- g. a and d
Exercise 7 - Answer 1 - Department share of NUD
- Open FIS 2.
- At the top, click Object (26).
- Change the Month Range fields to July through June Final of last fiscal year.
- Modify the Chart field, if needed.
- Enter your account in the Account field.
- Click Process Query.
- In the search results, go to Object Consolidation INC0.
- Look at the amount for Object Code 0076 - NON UNIV DIFFERENTIAL: CENT / DEPT SHARE.
Exercise 7 - Answer 2 - Provision account transfer
- Open FIS 1.
- Change the Month Range fields to July through June Final of last fiscal year.
- Modify the Chart field, if needed.
- Enter your fund in the UC Fund(s) field.
- Click Process Query.
- In the search results, find your provision account (i.e., PR + fund number). If the Appropriations column shows 0, then the transfer occurred.
Exercise 7 - Answer 3 - Ending fund balance
- Open FIS 1.
- Change the Month Range fields to June Final through June Final of last fiscal year.
- Modify the Chart field, if needed.
- Enter your fund in the UC Fund(s) field.
- Click Process Query.
- In the search results, find the dollar amount at the bottom of your Expenditures column; this is your ending fund balance.
Exercise 7 - Answer 4 - Change in ending balance over multiple years
- Open FIS 193.
- Change the Fiscal Year field to last fiscal year.
- Modify the Chart field, if needed.
- Enter your fund in the UC Fund(s) field.
- Click Process Query.
- If your results didn't open in a new browser window, write down the Net Income or Loss Year to Date as well as the Ending Accumulated Balance before going on to the next step.
- Go back to the input page and change the Fiscal Year field to Current.
- Click Process Query.
- In the search results, compare the results from the prior fiscal year to the current fiscal year.
Exercise 7 - Answer 5 - Projected overdrafts
- In the Query Jump field, enter 210.
- Update the Chart field, if necessary.
- Enter your account number into the Account List field and click Add.
- Click Process Query.
- In the search results, look at the Proj Balances column for amounts that show OD - Overdraft.
Exercise 7 - Answer 6 - Chargeable assessments
Campuswide assessments that can be charged to my activity based on my revenue:
- a. Campus Assessment
- b. Non-University Differential
- c. Utilities charge
- d. a and b
Exercise 7 - Answer 7 - NUD
The NUD:
- a. Recovers overhead costs from non-university clients
- b. Is added to the recharge rate for developing a non-university rate
- c. Is only charged on income
- d. all of the above
Exercise 7 - Answer 8 - Recharge and Income
If I have Income and Recharge what standard code(s) should I enter?
- a. CAI1, CAR1 and NUD3
- b. CAI1 and CAR1
- c. CAI1 and NUD3
- d. NUD3
Exercise 7 - Answer 9 - Recharge Assessment
If I have Recharge only what standard code(s) should I enter?
- a. CAR1
- b. CAR1 and NUD3
- c. CAI1 and CAR1
- d. NUD3
Exercise 7 - Answer 10 - Income Assessment
If I have Income only what standard code(s) should I enter?
- a. CAI1 and NUD3
- b. CAI1
- c. CAI1 and CAR1
- d. NUD3
Exercise 7 - Answer 11 - Assessment Exemption
What is exempt from the campus assessment?
- a. Academic unit recharges
- b. Pass-thru costs exceeding 20% of revenues and included in the rate approval
- c. Agency Accounts
- d. University Related Accounts that are not third party
- e. Federal revenue is > 15% of revenue
- f. All of the Above
Exercise 7 - Answer 12 - What the report does
The Self-Supporting Compliance Report (DS 193):
- a. Identifies funds that are out of compliance with the break-even policy
- b. Used to find all your funds that have recharge or income
- c. Is reviewed annually by BIA
- d. Nothing I need to worry about
- e. a and c
Exercise 7 - Answer 13 - Why run the report?
I need to run the compliance report because:
- a. I was told to run it
- b. To know what recharge activities are out of compliance to policy to respond to the annual review
- c. Use to check periodically to see what funds are at risk
- d. Use it to develop a new rate
- e. b and c
Exercise 7 - Answer 14 - Running the Report
can run the compliance report by the following:
- a. Org level or UC Fund
- b. Account number
- c. Project code
- d. Unique Object Code
Exercise 7 - Answer 15 - Non-compliant Funds
To identify funds out of compliance, I should choose the following parameters:
- a. Recharge Income Only
- b. All Income
- c. Minimum Under/Over Percent = 15.0
- d. Minimum Under/Over Percent = 0
- e. a and c
- f. b and d
- g. a and d