PI Non-Sponsored Statements: Summary

The Non-Sponsored Summary report is a high-level overview by commitment item class, which includes any prior year balance, as well as totals for monthly activity and year-to-date balances.

The Quick Reference Box is found on the first page of the report in the top right corner. This is based on actual revenue and expenditures (commitments are not included). A deficit value will be in parenthesis.

• Prior year balance – Reflects the ending balance at the close of the previous fiscal year. A prior year deficit balance will be in parenthesis
• YTD (Year-to-Date) revenue – Fiscal year to date revenue. If the amount is in parenthesis, it is decrease in revenue
• YTD expenditure – Fiscal year to date expenditures. If the amount is in parenthesis, it is a decrease in expense
• Month-end balance – This is the ending balance for the period reported in the heading. A deficit balance will be in parenthesis. This is not a budget balance and does not include commitments

The Month-End Balance is calculated by taking the Prior Year Balance adding YTD Revenues and subtracting YTD Expenditures. The example; the Month-End Balance is a negative number meaning the account has a deficit balance, a positive number would mean the account had a surplus.

The Header Section provides identifying information about the non-sponsored cost object from SAP Master Data such as:

• Fund Center
• Funded Program
• PI for Funded Program (this is the name of the Faculty member that receives the report, this is updated by [email protected])
• Responsible Person (this data is based on SAP Master Data and must be updated using the Master Data Request Tool, it is not related to the report distribution)
• Business Area
• Fund
• Fund Type
• Function Group
• Financial Function

Updates to a more meaningful name are allowed as it pertains to the fund center or funded programs. The department should use the Master Data Request Tool in SAP to initiate the change process.

If an update is approved all SAP applications using this data will also be updated.

A. Revenue & Expense Type 

• First column on the Summary report
• Description of revenue/expense type
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B. Budget 

• Second column on the Summary report
• Not all schools use this column.
• A decrease in budgeted revenue will be in parenthesis
• A decrease in budgeted expenditures will be in parenthesis
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C. Current period activity 

• Third column on the Summary report
• Revenue and expense activity for the current period
• The column heading will have the month the activity was run (e.g. December 2016)
• In our Example:
  Total Expenses for the month were $4,344.54 which included Salaries of $635.84, Supplies & Materials of $3,189.04 and Service Center of $519.66.
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D. Total received / Total spent 

• Fourth column on the Summary report
• Fiscal year-to-date actual revenue and expense
• These are the values that populate the top right corner on the Summary Page in the header
  • A decrease in revenue will be displayed in parenthesis
  • A decrease in expense will be displayed in parenthesis
• 
• 

E. Total expected / Total committed 

• Fifth column on the Summary report
• A decrease in revenue will be displayed in parenthesis
• A decrease in expense will be displayed in parenthesis
• In the below example there are no revenue commitments
• In the below example there are expense commitments totaling $5,163.54, with outstanding commitments for Salaries & Wages, Supplies & Materials and Animal Charges.
• 
• The open commitments are based on the time the report was run (not the period end). This report was generated on January 10, 2017 so the open commitments are updated as of that date
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F. Total received & expected / Total spent & committed 

• Sixth column on the Summary report
• Calculated field, sum of “total spent” plus “total committed” (or in the case of revenue “total received” plus “total expected”)
• A decrease in revenue will be displayed in parenthesis
• A decrease in expense will be displayed in parenthesis

G. Budget Balance 

• Seventh column of the Summary report
• Calculated field, difference between the “budget” column and “total spent and committed” (or in the case of revenue “budget” column and “total received and expected”)
• Not all departments use the budget column, please check with your business office if you do not see budget data. If there is no data in the budget column, the budget balance column will always appear to be in deficit
• The remaining budget balance is found in the last line of the last column in the Summary section. A remaining budget balance in parenthesis is a deficit or indicates you have spent more than the budget. The below remaining budget of $27,941.77 is a surplus

An amount entered in parenthesis is a reduction in revenue. This area also shows Revenue in either Contributions, which add to Revenue, or Transfers, which subtract from Revenue.

An amount entered in parenthesis is a reduction in expense. This area also shows all categories of spending by Commitment Item Class as positive numbers.