How to Budget Revenues and Expenses on Gift Funds on Form 5.2


Overview

  • In the Oracle Planning and Budgeting Tool, also known as Enterprise Planning and Budgeting Cloud Service (EPBCS), budget preparers use Task List 5 to budget non-compensation expenses for Non-Core Funds  
  • To budget on Gift Funds, updates are made on Form 5.2 Enter Gift Funds Budget by Financial Unit which allows direct input of non-compensation expense budgets, as well as revenue and internal resource transfer budgets
  • Form 5.2 is populated with two years' worth of historical financial data for reference
  • Form 5.2 will also display any Staff & Faculty compensation budget data completed in Task Lists 1 and 2.
  • For more information and other Frequently Asked Questions, see KB0033152 FAQ: Preparing a Budget in Oracle Planning and Budgeting 

Critical Concepts

  • The following steps assume budget preparer has user access to Oracle Planning and Budgeting Tool and is logged in
  • Form 5.2 is limited to allow budget entry on any Gift Fund that is grouped under the Endowments or Private Gifts levels of the Alternate Fund Hierarchy 
  • Contract & Grant funds, Core Funds or Other Unrestricted Funds will not display in Form 5.2
  • Foundation Gift Funds begin with the letters A – L and Regents Gift Funds begin with M – Z
  • The steps below show an example on how to enter budget figures on Form 5.2 for Accounts already displayed and how to add Accounts that may be missing
  • Gift revenue may be budgeted on Account 480000: Pvt Gifts 
  • Endowment payout may be budgeted on Account 744000: GEP Payout 
  • When budgeting Revenue Accounts or Internal Resource Transfer Accounts, remember to use the correct signage: 


Steps to Take

Entering budget figures on account codes already displayed on Form 5.2 

1. From the Oracle Planning and Budgeting Tool home page, click on Tasks 

 

2. Navigate to Task List 5 Review and Manage Non-Core Fund Budgets, expand the triangle to display Task 5.2 Enter Gift Funds Budget by Financial Unit, click to load the form 


3. In Form 5.2 Enter Gift Funds Budget by Financial Unit, update the Point of View (POV) using EFinUnit to select the Financial Unit you want to view. 


4. Once EFinUnit has been updated and highlighted in yellow, click the Arrow icon, to save and continue, otherwise your changes will not be saved


5. Locate the Fund, Function and Project that you wish to budget. In the Direct Input column where white cells are displayed, enter budget figures on any account number that is available. Cells will turn yellow as changes are made  


6. Click Save, the cells change to white indicating that the entries have been successfully updated, a confirmation message displays indicating the data was saved, click OK to close the message 


 

Adding an account code not already displayed on Form 5.2 

1. In Form 5.2 Enter Gift Funds Budget by Financial Unit, locate the Fund, Function and Project that you wish to budget on. In the Direct Input column, right-click on any cell and select Add Account from the Action menu. 


 

2. FS_AddAccount dialog box will display populated with information for the FinUnit, Function, Fund and Project that is currently being budgeted. If all are correct, those selections should be left as-is, except for Account. If needed, clear any account code that is displayed so that the box is empty. 

3. Click the Member Selector icon next to Select Account


 

4. The Select a Member dialog box will display

a. Account numbers can be searched for in the Search Account dialog box or a user can use the arrows to drill through the Account hierarchy to locate the Account code that needs to be added


 

5. Once the Account is located, use the blue checkmark to make the selection and click OK 


6. You will return to the FS_AddAccount dialog box and the selected Account is now added in the Select Account box, click Launch  


7. You will return to Form 5.2, confirmation displays, the Add Account function was successful, click OK to close the message 


 

8. The added Account code is now displayed and a white cell is available to enter a budget figure, click Save after updating 


If you still have questions or need additional assistance, please submit a ticket