DDCE Unit Financial Reports & Resources

(Restricted to DDCE Business & Budget Contacts)

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Monthly Financial Report (MFR) Notes:

1. Report Availability:  By the 15^th of each month, MFRs will be uploaded at the above units’ UTBoxes.
2. UTBox Access Issues:  For help with your unit’s MFR UTBox access issues, contact ddce-finance@utlists.utexas.edu.
3. Online Access to Account Balances:  To review transactions on individual accounts, please visit the  UT Account Balances or UT Account Transaction Listings pages.
4. Training – DDCE Accounting and Budgeting

• • Monthly DDCE Unit Financial Review Meetings: the DDCE Business Affairs Finance team conducts monthly budget review meetings and accounting & budgeting trainings as requested, contact ddce-finance@utlists.utexas.edu for more information.
  • DDCE Budgeting 101: DDCE Budget & Business Contacts can download the DDCE Budgeting 101 reference guide,  access to past small session info, and future video tutorials.
  • DDCE Accounting 101: DDCE Budget & Business Contacts can download the DDCE Accounting 101 reference guide and access to past small session info, and future video tutorials.

5. Monthly Close-Out: Before the month closes, please reconcile your accounts and conduct Budget to Actuals analysis to ensure proper usage of accounts, object codes and budget. To help accomplish these tasks each month, please utilize the DDCE Monthly Closeout Checklist the week before accounting closes the month. Please contact ddce-finance@utlists.utexas.edu with any feedback or requested updates to the checklist.
6. Account Reconciliation: DDCE Business Contacts can verify whether their accounts have been reconciled and certified by the Chief Business Officer here.
7. Account Certification:  DDCE Finance team will:

1. • Provide Business Contacts their MFRs by the 15^th of the month
   • Review unit account balances with unit contacts and to discuss any variances, proper use of budget and transaction coding, etc.
   • Finally, the CBO will certify units’ accounts.

8. Effort Certification (for Grants & Sponsored Projects):

1. • Effort Certification System
   • Salary Compensation Report
   • Step-by-Step Guide Effort and Training
   • Effort Certification Coordinator, or email effort@austin.utexas.edu

9. Chart of Accounts:  DDCE Business Contacts can access their DDCE Chart of Accounts here.

• • Account Types – below are the account groups most commonly used by DDCE units
    • 14 accounts = unrestricted education & general, advanced technology
    • 19 accounts = designated funds (e.g., student fee or conference accounts)
    • 20 accounts = educational projects
    • 26 accounts = sponsored projects, grants
    • 29 accounts = auxiliary funds
    • 30 accounts = gift funds (endowed and non-endowed)
    • 57 accounts = endowment funds

• • DDCE Commonly Used Object Codes – a four-digit code assigned to an account transaction; it is used to categorize all transactions for reporting purposes. See DEFINE GB8 and GB9 command help with Object code definitions.
  • New Account Requests
  • CA3 Report Codes

10. Gift Reports:  The gift reports include gift remarks. Donor information should be kept confidential.
11. Endowment Accounts:  Endowment accounts should not accrue more than 2 years of investment payout in keeping with endowment compliance requirements.
12. 5% Administrative Fee:

1. • This fee reimburses The University of Texas at Austin for direct and indirect administrative services (e.g. utilities, custodial services, information technology services, UT office space rental, etc).
   • The 5% administrative fee is calculated on actual expenditures on 19 and 29 accounts and is assessed on the 10th of each month.
   • Some expenditure object codes are exempt from the fee such as capital outlay, scholarships, royalties, supplies and food purchased for resale.

13. Financial Resource Management System (FRMS): A Web-based system for various online financial subsystems including:

1. • Payment processing
   • Procurement and eCommerce
   • Funds Transfers – DDCE Business Contacts can assess DDCE transfer guidelines for process and routing Budget Adjustments and Transfers via the VTA document.
   • Inventory Portal
   • Departmental accounting
   • Transactional searching and reporting
   • Unit Balances
   • Allocation Details
   • Departmental Payroll Report
   • Fringe Single Fiscal Year
   • Fringe Year Over Year
   • Payroll Ledger
     • Actuals
     • Actuals-Fringe
     • Encumbrances
     • Encumbrances-Fringe
   • Stopgap Accounts Report
   • Account Balances
   • CSU Overdraft Report
   • Detailed Account Balances (GB2)
   • Object Code Balances
   • Job Costing Dashboard