FM-Budget Preparation and Maintenance on SAP-User Guide

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    The American University in Cairo Budget & Financial Planning Office FM   Page1 22/09/2010 Budget & Financial Planning Office Funds Management User Training Manual 2009 Version: 2.0    The American University in Cairo Budget & Financial Planning Office FM   Page2 22/09/2010 Table of Contents 0.0   Overview………………………………………………………………………………3 1.1   Operational Planning (CO)……...…...……………………………………………….6 1.2   Capital Planning (CO)………....………………………………………………………9 1.3   Budget Transfer (FM)………………………………………………………………..14 1.4   Planning Reports for CO …………………………………………………………….17 1.5   Budget Reports for CO …..………………………………………………………….20 Appendix: 1- Capital budget request process    The American University in Cairo Budget & Financial Planning Office FM   Page3 22/09/2010 0.0 Overview: Controlling - (CO)  SAP Module Used for Budget Planning Process and after board approval the budget automatically transfer to Funds Management (FM). Financial Accounting - (FI) SAP module used to record all financial transactions by G/L Account within Business Area. Used to process journal entries, Accounts Payable and Asset Management.  Funds Management - (FM) SAP Module Used to provide Approved and Current  budget/actual reports, open encumbrances, process manual funds reservations for departmental reporting.    FI    CO    FM    General Ledger = Cost Element = Commitment Item Cost Center = Cost Center = Fund Center   General Ledger = Cost Element = Commitment Item =Revenue & Expenses Accounts Fund Center = Cost Center = Departments Fund A fund is associated with donors or sponsors and with the fund center which has the responsibility for application of the funds. Seven (7) funds are usually used by most CC/FC/PS users. ã   10100000: Unrestricted general fund for annual operations ã   10200000: Unrestricted general fund for multi-year activities ã   10300000: Unrestricted appropriation of temporary restricted Gifts ã   10310000: Unrestricted appropriation of LT investments ã   10900000: Grants Non-Federal ã   10910000: Grants Federal ã   10920000: Grants Cost sharing fund A combination of Fund, Fund/Cost Center or project (WBS) and Function area were set to form the base for reporting on SAP.    The American University in Cairo Budget & Financial Planning Office FM   Page4 22/09/2010 Project  Distinction is made between the core annual operations and other activities through the set up of six (6) types of projects (WBS). ã   02-xxxxxxx: Annual capital expenditures ã   03-xxxxxxx: New Campus project ã   04-xxxxxxx: Gifts ã   05-xxxxxxx: Other Miscellaneous multi-year activities ã   06-xxxxxxx: Endowment, L/T investment returns & appropriation ã   09-xxxxxxx: Grants Function Area  Nine (9) main function area groups [in line with the statement of activities], with function areas under each group for management reporting are currently set on SAP.   Each Fund/ Cost Center and Project (WBS) is attached to one of the thirty five (35) function areas below. (1)   Instruction ã   1000: Instruction Revenue   ã   1050: Academic Instruction   ã   1100: Center for American Studies  (2)   Research ã   2000: Academic & Others   ã   2050: Social Research Center    ã   2100: Desert Development Center    ã   2150: Science & Technology Center    ã   2200: Business History Research  (3)   Public Service ã   3000: School of Continuing Education   ã   3050: Management Center    ã   3100: Engineering Services   ã   3150: Special Programs   ã   3200: Executive Education Program  (4)   Academic Support ã   4000: Library & Media Services   ã   4050: Academic Administration   ã   4100: Computer Center   (5)   Student Services ã   5000: Student Services  (6)   Institutional Support ã   6000: Executive Management
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