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Monthly Budget Holder Reports FAQ

Frequently Asked Questions

We have set up this Frequently Asked Questions and Answers to help with the understanding of your budget holder reports. These are distributed by the Management Accounting Section after the ledger has closed for the period, normally around 1 week into the next month.

If you find that your question does not appear below, have difficulty in understanding the answer or need more explanation please contact the Management Accounting Section of the Finance Office at finmgtac@mis.gla.ac.uk or on Extension numbers 2977 or 3166

Q What order do the reports come in?
Q How do I find out the reason the budget figure has changed and what do I do if it's wrong?
Q How do I change the Budget Holder or the Name of the Project?
Q What does the negative signs mean on the Budget Holder Reports?
Q How much do I have left to spend?
Q How do I receive these reports and how do I get that changed?
Q My project is missing from the report for the Department.
Q Who do I contact if charges on my report are incorrect?
Q When will they include salary commitments?
Q Can we run these Reports ourselves in Agresso?
Q Can they be emailed directly to Principal Investigators/Budget Holders?
Q Amount column is showing ######. How do I correct this?
Q Text field is not long enough to show detail. How can I correct this?
Q What to do when my Purchase Order is showing in commitments breakdown and invoice is also showing in breakdown?
Q Why are there so many blank sheets of paper?
Q What are Income accruals?
Q What do the Life to Date columns mean?
Q Who to contact for general enquires regarding the Budget Holder Reports?

Q What order do the reports come in?

A Reports are generally run in Budget Holder Staff Number order. Available from the Management Accounting Section is an Excel Macro which can sort the reports into project order if required.

These are the 4 types of reports.

LTD HOD		Report for projects with the following types of activity detail and include the PI and FEC Information
RESEARCH		Research
RESEINC		Research - Income Driven
RESEGBCT		Glasgow Biomedicine Clinical Trials
All OSR		Other Services Rendered
GFRTSG		Research Training Support Grants

YTD		Report for projects with the following types of activity detail
GENERAL		General Funds
GFSALREC		Salaries Recovered
GFEMKCPDPTIG		General Funds Earmarked CPD & PTIG
ENDOWAVAIL		Endowment Fund - Available
GFFDR		Fundraising
GFDONATIONS		Donations

DISC		Report for projects with the following types of activity detail
GFDISC		Discretionary Funds
RESDISC		Research Discretionary

PI		This report is the same as the LTD HOD report but does not include the FEC Information

Activity Detail: Is a relation which identifies the type of project.

Q How do I find out the reason the budget figure has changed and what do I do if it's wrong?

A This depends on the type of report.

YTD Reports (ie General Funds) - There is a query in Agresso under Budgeting called Total year budget query AC. This will detail all budget changes for the requested project and financial year.

Query found in the following menu

LTD Report (ie Research) - You can run the query in Agresso under Budgeting called TMA Project Budget Query.

Note: For both queries the amount type needs to be taken into consideration. On the LTD Report Project Budgets are used only and on the YTD Report the Project Budgets are ignored.

See contact details below

Q How do I change the Budget Holder or the Name of the Project?

Send an email to finance-data@glasgow.ac.uk detailing the project number and the change.

Q What does the negative signs mean on the Budget Holder Reports?

On the front page of the budget holder report a negative sign in the Available Budget Column is not good this means you have overspend against the budget. A negative under the Month Actuals and Life to Date Actuals columns could be a credit note raised or a credit against expenditure higher than what has been spent. Example would be a purchase invoice for £100 and a credit note for £150 going through would show a figure of -£50.

On the breakdown pages (ie those which show the transaction level details) of the budget holder report actual income ie credits to the project come through as a negative.

Q How much do I have left to spend?

This will be the amount in the available budget column.
Note: This assumes the budget figures are correct.

Q How do I receive these reports and how do I get that changed?

Generally via your Department Adminstrator/Secretary.

Contact the Management Accounting Section of the Finance Office by email finance-mact@glasgow.ac.uk if you are unsure who in your department receives the Budget Holder Reports.

Q My project is missing from the report for the Department.

Agresso does not run budget holder reports for closed projects and projects which do not have any transactions posted to them. (For projects looked after in the ROSS Section of the finance office, budgets are not posted until the start date is known).

Q Who do I contact if charges on my report are incorrect?

Salary		Pay and Pensions Section finpaysec1@mis.gla.ac.uk

Salary Expenses		Pay and Pensions Section finpaysec1@mis.gla.ac.uk

Consumables		Financial Accounting (GL Section) finance-genled@glasgow.ac.uk

Accrual/Deferral		Management Accounting Section finance-mact@glasgow.ac.uk

Q When will they include salary commitments?

This is currently not available but plans are in place to implement in the near future.

Q Can we run these reports ourselves in Agresso?

This is currently not available at the moment but plans are in place to implement in the near future. Several options to run the reports will be available.

Q Can they be emailed directly to Principal Investigators/Budget Holders?

This is currently not available at the moment but will be in the near future.

Q Amount column is showing ### how do I correct this?

In excel you have to increase the width of the column before the report is printed. You can do this individually on each sheet by dragging the right hand side of the column to the right or if right click on the tabs at the bottom you can use the select all sheet option and then change the width of the column which will change all of the sheets at the same time.

Q Text field is not long enough to show detail how can I correct this?

In excel you have to increase the width of column before the report is printed. You can do this individually on each sheet by dragging the right hand side of the column to the right or if right click on the tabs at the bottom you can use the select all sheet option and then change the width of the column which will change all of the sheets at the same time.

Q What to do when a Purchase Order is showing in commitments breakdown and the associated invoice is also showing in breakdown?

This usually happens because the purchase order is still open on the system. The best way to solve is to close the purchase order and make sure the person raising the orders in the department is aware of the importance of closing orders.

Q Why are there so many blank sheets of paper?

The reports are set up to come off in 3 pages to make the detail clearer.

The first page gives you the totals and the available balance to spend. The second page details the transaction charged to the project The third page details the commitments on the project

When you receive a blank page this is to highlight that there has been no transactions/commitments on the project which do not balance out to zero.

Systems are looking at ways to eliminate print of blank pages.

Q What are Income accruals?

These are intended to allow the budget holder report to show the calculated income that is consistent to the level of expenditure for the project. Therefore, the report is able to demonstrate the level of contribution that has been achieved to date on that project

Q What do the Life to Date columns mean?

The Life to Data Budget Column is the profiled amount of the budget to date.

Q Who to contact for general enquires regarding the Budget Holder Reports?

For questions in general regarding your Budget Holder Reports contact the Management Accounting Section at finance-mact@glasgow.ac.uk.

For general queries on and individual report of the following activity detail please contact the appropriate section detailed below