Description of SAO Legacy Monthly Financial Reports
 

SAO Legacy Financial Reports

Each month, the Financial Management Department reports the activity generated from the processing of transactions as described above through standard monthly reports, referred to as fiscal sheets. The fiscal sheets report fund allotment and expended subtotals and summaries and provide detail sufficient to identify transactions using dates, batch references, descriptions, and amounts. The fiscal sheets show the fund number in a slightly different format than the complete structure required for transaction processing. For example, a transaction coded to

                                   16794740    S76R05    4R50    250

                                           is referenced as
        
                                   16794740     RR50       05    250  

Because the three-digit program code and the first character of the organization code are dropped, the division code is paired with the rest of the organization code, and the task and object class follow. There are three standard monthly fiscal sheets, although reports that group activity in specific, non-standard ways are also available from the SAO Financial Management Department. The SAO Financial Management Department routinely generates and distributes specially-requested reports that meet the reporting needs of projects or divisions. The three standard fiscal sheets and the standard pay period report are described below.

Financial Status Report by Object Class: Allotment Summary

The allotment summary report provides an overview of fund activity by object class. Column one provides a summary of Allotments and awards; columns two through five summarize Expended amounts in four categories (Prior Years, This Year, This Month, and Inception-to-Date); column six summarizes the Available Balance; column seven summarizes Unliquidated Obligations; and columns eight through ten summarize Disbursements in three categories (This Year, This Month, Inception-to-Date). The table also includes column subtotals for DIRECT COSTS and column TOTALS. The SAO Financial Management Department prepares Financial Status Report by Object Class: Allotment Summary for the previous month by the fifth working day of the current month.

Financial Status Report by Object Class: Fund Balance

The fund balance report provides an overview of fund activity, like the Allotment Summary mentioned above, but further expands the table to include organization and task summaries by object class. Column one provides a summary of Allotments and awards; columns two through five summarize Expended amounts in four categories (Prior Years, This Year, This Month, and Inception-to-Date); column six summarizes the Available Balance; column seven summarizes Unliquidated Obligations; and columns eight through ten summarize Disbursements in three categories (This Year, This Month, Inception-to-Date). The table also includes column subtotals for DIRECT COSTS and column TOTALS. The SAO Financial Management Department prepares Financial Status Report by Object Class: Fund Balance for the previous month by the fifth working day of the current month.

Monthly Detail Expense Activity Reports

The montly detail expense activity reports provide a detail of all Current Transactions (Disbursements, Liquidations, and Obligations) and Inception-to-Date transaction totals (Disbursements and Unliquidated Obligations) for a fund during a particular month. The SAO Financial Management Department identifies each transaction by Date Posted, Purchase Order Number, Batch Number, and Description. Purchase orders with balances at the end of the month have a dollar amount in the column labeled "Unliquidated Obligation." The Ending Balance totals for each organization, task, and object class reference the totals shown on the Financial Status Report by Object Class. The SAO Financial Management Department prepares Monthly Detail Expense Activity Reports for the previous month by the fifth working day of the current month.

Payroll Net Cost Listing Reports

The net cost listing reports provide a detail of all salary (111), personnel leave (112), and benefits (120) costs for each fund by employee. The report summarizes the information by pay period and by month and includes fiscal Year-to-Date disbursements. The SAO Financial Management Department posts the pay period totals to the Monthly Detail Expense Activity Report as single transactions. The SAO Financial Management Department prepares Payroll Net Cost Listing Reports for each division and department after each month-end closing.

 
 

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