What is the difference between my budget allocation and my commitments in the Budbooks?
Your budget allocations are the funds you are allocated for the year. Your commitments are the estimated expenditures that you will incur during that year.
Where should I go to check the status of my budget?
As of April 28, 2003, you can now view your PSR Labor Encumbrance Values in Oracle. Select “BUGL State Inquiry” from the Self Service Web Apps. Select the correct Organization, State Funds, and select the date. The first column will show your Budgeted amount, the next column will show your YTD Expenditures and the third column will show the amount that is encumbered for the remaining pay periods in the year. Your available balance will be in the “$ Variance Budget – YTD totals” column. If you have questions on the labor encumbrances you can contact Kris Gregory at (607) 777-2047 or Judy Griffith at (607) 777-3574.
What purpose do the Budbooks serve?
The Budbooks serve as a tool that you can use to view the overall PSR picture for the year. Budget allocations are shown by Organization and broken down by Faculty, Management Confidential, Professional Staff, and Classified. In the budget allocation section you will also be able to view any adjustments made to your allocation. For example, you would see the amounts that were added to your budget for specific contractual raises given to employees during that year. Just below the allocation section there is a list of your committed expenditures for the year. This is an estimate only. It may not match the actual expenditures in Oracle exactly. The Budbooks do not take into account such things as vacation buy-outs the employee may have been paid in that period. Each line number is listed and the name of the employee occupying that line, their committed annual salary and an estimate of the expense you may incur for the year. Information on the history of that line can also be viewed in the comments secti
Can I transfer funds between State and other fund sources?No, you will not be able to transfer Budget Allocation funds between State and other fund sources.
Can I transfer allocation between Organizations?
Yes, you can transfer funds between Organizations, however, the Organization where the funds are coming from must be the Org that submits the transfer. The form is available on our web site under “Forms”. If you have questions you can contact Kris Gregory at 7-2047 or Judy Griffith at 7-3574.
If I change an employee’s Labor Schedule do I need to notify HR?
Yes, Human Resources will need to be notified if you change a person’s LD schedule. You will need to submit a “Change Funding Org” form to them as soon as the LD schedule is changed.
Who do I contact if I need to transfer expenditures?
To transfer expenditure amounts you will need to contact Paul Spencer in the Business Office at 7-2099.
How often should I check my Budget?
We suggest that you monitor your budget on a monthly basis. Monitoring your budget closely will allow you to see if you are overspending or if there is an error that needs to be corrected. For example, if a person is being charged to an incorrect organization and as a result you have overspent your budgeted dollars, it may be necessary to make corrections or move funds. If you are checking your budget frequently these corrections can be done in a timely manner.
Where do I go to get the proper form to transfer my budget allocation, and whom should I send this completed form to?Go to “Forms” on the Budget welcome page for the Budget Allocation Transfer form. The completed form should be e-mailed to griffith@binghamton.edu or kgregory@binghamton.edu.
