Adding Funding Sources Information

Project Information entered into PAUPPR is the same for both options discussed on this page.

Option 1

Information on the funding source is entered on PAUPPR, Funding Sources tab. The entries will be made either by an experienced operator who sets up the JL organization key or by the project managers. The entry is placed into the funding source field if you are to split the allocation for the expenses. You will enter the funding sources within the priority.

Enter the expense Object Codes, a priority number, a percent, and the total revenue dollar amounts. During the association of expense Object Code with a priority, percent, and the revenue dollar amount, the system does the split of the transaction to the percent amounts indicated on the Funding Sources tab. The normal GL/JL budget checking is done on the amounts created by the addition of the split figure to the actuals already posted to the expense Object code. If the total figure for the expense Object Code exceeds the budget amount the normal Warn and Block will be initiated to the user. All activity functions in the other BusinessPlus subsystems function as usual. Then, the system looks at the entries in the Project Allocation screen for the detail on the amounts to be put against certain funding sources with the reallocation. This primary JL organization key is the combination of the Project and Sub-Project. When the entries are completed on the Funding Sources tab, a secondary key has been established which is a combination of the Project, Sub-Project and the Funding Source.

Option 2

Information on the funding source is entered on PAUPPR, Funding Sources tab. The entries will be made either by a user in the Finance Department who sets up the JL organization key or by the user in the Project Directors office.

Enter the Revenue Object Codes, priority, percent, and revenue total dollar amounts. During the association of revenue Object Code with a priority, percent, and revenue dollar amount the system does nothing to the actual expenses or budget warning/block. All activity functions in the other BusinessPlus subsystems as usual. At the end of the month, when you run the three-part utility developed for your office, the transactions are summed for the total expenses of the Project. Then, the system looks at the entries on the Project Allocation Funding Sources screen for the detail on the amounts to put against certain funding sources. The totals of the actual expenses for the Project are then split based on the percent per funding source.

Defining Allocation Needs

The allocations are done in either of four options:

1. The expense allocation determined by the calculation (looking first at the priority then the percent and the amount available for the funding source).
2. The recognized revenue is determined by the revenue object code and the summation of all expenses for the project being split by available funding sources, priority, and budget amount. If the allocation is to be done by the revenue object, the priority, percent, dollars available split code, and the monthly utility, the total expenses for the project do the calculation for the month. You can go in at any time and enter additional money into a particular funding source line item and the calculation will always figure the next transaction with the additional funds in that priority. The calculation always begins with the priority-one funds and moves on to the next priority until all funds are used.
3. Department Charge backs. The original Allocation was to General Fund and then the detail was received, and it was determined that the expense should be reallocated to other departments. The user may want to move expenses between Departments or to allocate overhead on projects and they will use PAUPMA.
4. Miscellaneous Allocations. The user wants to accommodate cost spreads from any defined account to any group of defined accounts (PAUPMA).