Budget Management

The purpose of this site is to assist individuals with budget management responsibilities.  Budget information is available on the HUB.

How to instructions for budget management on the HUB.

Current and historical budget information is available to budget managers with a valid user ID and Password.  If you do not have access to your accounts, or if you have questions regarding posted transactions or other budget report features, please contact:

Kara Lloyd
507-222-5934
klloyd@carleton.edu

If you notice that an error has posted to your account and you need a department and/or account adjustments, please contact:

Susan Benson
507-222-5990
sbenson@carleton.edu

For all other information concerning budgets, please contact:

Patricia Langer, Budget Director
507-222-5193
planger@carleton.edu

The Budget Cycle is coordinated by the Dean of the College, who chairs the Budget Committee.

On-line Budget Reports via TheHub

Log into TheHub with your Carleton user ID and password.  Select Employee.  Select Budget Manager Reports.

There are 5 screens on the HUB for Budget Management:  Selection Screen, Summary  Screen, Comparative Screen, Detail Screen and the Voucher Screen.

Selection Screen

• Choose the fiscal year
• Choose the Report (summary, comparative or detail)
  • Summary Report (click amounts highlighted in blue to see additional detail)
  • Comparative Report (click amounts highlighted in blue to see additional detail)
  • Detail Report (click transactions highlighted in blue for additional detail for that voucher)
• GL Account Selection
  • Fund:  select 10 for operating budgets (most common)
  • Source:  Leave blank unless entering a specific gift, grant or endowment source number.
  • Department:  Click on the department(s) you would like to see.
  • Object:  Click on the object(s)/expense(s) you would like to see.

Summary Screen and Comparative Summary Screen

Summary information for budgeted amounts, encumbered amounts, actual amounts, and available amounts will be represented by this screen.  The screen will sort first by department and then by object/expense, both in ascending order.

• Budget Amount
  • This is the allocated amount for the General Ledger account selected, for the current fiscal year.
• Actual Amount
  • Actuals are charges that have been paid by cash paid-out (CR), journal entry (JE), accounts payable check (PJ), payroll (PR), or visa (UA).
• Encumbrance Amount
  • An encumbrance is a requisition with an active purchase order that has not been paid.  This is money that you know you will spend but does not yet show up in the Actual column.
• Available Amount
  • Budgeted less Encumbered less Actual equals Available. If the total in the available column displays a minus or dash (-), the department has exceeded the amount allocated or budgeted.

To display more detailed information about a particular account, click on the actual amount.  When you view Detail information this way, you will only be able to detail for one account number at a time.  If you would like to see Detail information for a group of accounts, choose the Detail Report from the Selection screen.

The budget and actual amounts in the comparative year are totals for the entire previous year.

Detail Screen

The Detail Screen will show detailed information for each item posted to the General Ledger. 

• Account
  • This is the General Ledger account number for each item
• Reference Number
  • The format of a reference number will vary depending on the type of item.  Journal entries or manual entries into the general ledger will have a reference number that begins with J.  Cash receipts will have a reference number that begins with C.  Payroll entries will have a 6-digit number.  Vouchers that are paid by check will have a reference number that begins with V and you will be able to click on the Description column to get item-level voucher detail.
• Source
  • The format of a source code will vary depending on the type of item.  Journal entries or manual entries into the general ledger will have a source code of  JE, cash receipts CR, payroll PR, and vouchers paid by check PJ, and visa UA.
• Date
  • This is the date the transaction was processed in Colleague (Carleton’s Financial System).
• Description
  • This lists the vendor or additional information about the transaction.
• Amount
  • This is the amount of the transaction.  Credits appear with a minus or dash (-).

To display more detailed information about a particular account, click on the actual amount.  When you view Detail information this way, you will only be able to detail for one account number at a time.  If you would like to see Detail information for a group of accounts, choose the Detail Report from the Selection screen.

Voucher Detail Screen

The Voucher Detail Screen will display detailed information for each voucher posted to the General Ledger.  You can get to this screen by clicking on the description column or vendor that is highlighted for any PJ source code on the screen.  Addition detail is not available for source codes PR (payroll), JE (journal entry), UA (visa) and CR (cash receipts) when not highlighted.  Visa transaction detail is available on the PaymentNet website.

• Description
  • The description that was entered for the voucher.
• Amount
  • Total amount of the voucher.
• Voucher date
  • The date that the voucher was created by Accounts Payable.
• Check Date
  • The date the check was produced by Accounts Payable.
• Payee
  • Organization or person who was paid by the voucher.