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FIN System Menu:

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OFIS-Online Financial Information Menu

Management Information Summaries

Encumbrance Ledger Inquiry

Financial Index Inquiries

Financial Coding Descriptions

Payroll Load Rates

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Budget Number Information Screen

Description/Definition:

Section 1

Biennium: This field defaults to the current biennium. The UW biennium is a two year period that begins on July 1 of every odd-numbered year and closes on June 30 of the next odd-numbered year.

Budget Number and Name: Budget numbers consist of six digits in the format:

Status: The current status of the budget, as defined below:

Organization Code(includes the PI’s department assigned to the budget) The organization code is a ten-digit code used to arrange and summarize information consistent with the organizational structure of the University. More detail about the Organization Code can be found in the PAS--Requisition Entry Guide.

Box No: The box number is used for correspondence about the budget award and the mailing of the BAR (Budget Activity Report).

PI: The employee I.D. number and name of the principal investigator responsible for this budget.

Section 2

Begin Date: Starting date for the current Budget Period.

End Date: Ending date for current Budget Perod.

Total Period: Starting date for the Grant.

End Date: End Date of the Grant, if applicable.

New Budget: Continuation budget number, if applicable.

Parent No: A Parent is the budget which is used to group together multiple budgets under the same award.

G&C#: Sponsor’s award reference number. Used to cross-reference a UW budget with a sponsor’s award number.

Interest Income: (Yes or No) If the sponsor states that interest must accrue to benefit the supported project, the Notice to Establish Account (NEA) will state that “funds shall be invested in an interest bearing account and be used to benefit the project“ and this field will say Yes.

Endowments: (Yes or No) Does not apply to grants or contracts. Default is “NO.” Budget numbers with the two-digit prefix 99, Endowment Principle, are the only ones with a “YES” in this field.
Endowments are "funds with respect to which donors or other outside agencies have stipulated, as a condition of the gift instrument, that the principal is to be maintained inviolate and in perpetuity and invested for the purpose of producing present and future income which may either be expended or added to principal." (As defined by the Industry Audit Guide of the American Institute of Certified Public Accountants' Audits of Colleges and Universities)

CEF Units: Consolidated Endowment Fund (CEF) units are no longer used.

Section 3

Indirect Cost Rate (F&A or overhead) is the percentage used to calculate indirect cost charges on a sponsored project.

Indirect Cost Base: The negotiated amount of direct cost subject to indirect cost (overhead) charges. This number identifies categories of expenses that are exempt from indirect cost (overhead) charges. The formula is:

On/Off Campus is determined by where the work on a sponsored project is conducted. For information on when off-campus rates are applicable, see GIM 13B.

Encumber Salary (Yes or No) If Yes, money is set aside to pay for salaries on this budget when Personnel Action Forms (PAFs) have been processed in Payroll. The encumbrance is used to assist departments in planning expenditures during the life of the grant.

Auto Budget (Yes or No) If Yes, the revenue journal voucher automatically increases or decreases both the revenue and the permanent budget in object code 38-99 (unallocated funds). This applies only to non-grant and contract accounts, for example gifts, endowments, etc.

Cost Sharing (Yes or No)

Cost Accounting (Yes or No) If Yes, departments are authorized to maintain records on individual/unique projects in the online Project Cost Accounting System.

Payroll Unit The 4-digit unit code identifies what dept the budget belongs to, and is used for generating reports and sorting payroll checks. For more information, contact Payroll Office.

Form of Payment A 2-digit code that defines how funds are received by the UW.

Section 4

Revenue/Source Identifies the sponsor:

See FIN -- Financial Coding Systems, Action 6 for a detailed list of codes.

Grant Control Flag: Used internally in Grant and Contract Accounting (GCA). Helps grant and contract holders know whom to contact in GCA.

Grant Control Flags

01 = Expanded Authority (federal grants)
05 = NIH grant is subject to SNAP accounting procedures
09 = Grants under old equipment threshold
10 = Approved for food purchases
11-20 = Automated invoicing
22 = State of Washington grant with Federal Flow Through funds
25 = GCA Fiscal Reports
27 = GCA Comprehensive Reporting & Reconciliation
28 = GCA Fiscal Reports
29 = GCA Accounting Receivable
30 = Active: GCA Fiscal Compliance
     Closed: GCA Fiscal Reports

Accounting Flags on: Identifies more information about this budget. There may be multiple accounting flags turned on. See FIN -- Financial Coding Systems, Action 6 for a detailed list of codes.

Program/Category: Internal flag used by GCA.

Loc Fund & Appr:
Three types, directly connected with the Program/Category:

Equipment Code Equipment ownership is determined by GCS (Grant & Contract Services) by interpreting the terms of the grant/contract when it is originally set up. The field is used to check who has title to the equipment named in the grant/contract. Translations for the codes are:

Fed Doc Num: Federal Document Numbers are used for sub-agencies or groups at the Federal sponsor.