Funds Management Reports
As a minimum, the following Management Reports must be run and reviewed by the Chair, Director or Manager each month to fulfill the requirements of the university's accountability framework for financial management:

A complete listing of all Funds Management reports with related report descriptions are as follows:

Path: Accounting >> Financial Accounting >> Funds management >> Information System >> Funds Management (U of T Reports)



Report Name

Report Description

Screen Previews

Budget/Actual Comparison Report

This report is most commonly used to compare the budget values with the commitments and actual amounts posted.

Report Functionality

  • Provide a comparison of the current budget amounts with commitments and actual amounts posted
  • For each type of financial transaction, the report shows the actual values by commitment item.
  • The details for each balance can be seen by drilling down on the actual amount.

Report Output - Financial Information Available

ImageBudget ImageTotal Actual & Commitment ImageVariance


Selection ScreenAttachment (31 KB)

Report OutputAttachment (114.4 KB)

Budget Movement Report by Funds Center 

 

 

This report is most commonly used to view the budget and any changes to it during a fiscal year.

Report Functionality

  • Provides a summary display of all original, current and changes in budget that have taken place in a particular fiscal year.
  • Budget changes are summarized by transaction type, i.e. supplement, transfer, carry forward, etc.
  • Can be run for individual or multiple funds centers, but does not display fund budgets.

Report Output - Financial Information Available

ImageCommitment Item ImageOriginal Budget ImageSupplement/ Return ImageTransfer Received/Sent ImageCarry Forward ImageAvailable Budget


Selection ScreenAttachment (61 KB)

Report OutputAttachment (21.5 KB)

Budget to Plan Reconcilliation Report

The purpose of this report is to reconcile operating budget in a funds center or funds center hierarchy against the plan set up in the associated cost center's and/or internal orders. This can be done for various plan versions for agiven fiscal year.

Report Functionality

  • Compares the amount planned in the cost center and/or internal orders with the amounts in the funds management budget located at the FC level.

Report Output - Financial Information Available

ImageCommitment Item ImageCost Center Amount ImageFunds Center Amount ImageCost Element ImageDifference


Selection ScreenAttachment (40.8 KB)

Report OutputAttachment (43.6 KB)

Analysis of Actuals

This report is most commonly used as a customized tool to report on revenue and expenses within a department.

Report Functionality

  • Extracts revenues and/or expenses for a user designed time frame, for a FC or FC/fund(s).
  • Can design the report - creating column headings to describe the types of actuals and defining which general ledger accounts to include in each column.
  • A line item is displayed for each funding source as well as for each fund belonging to the funds center
  • For planning purposes, a principal investigator or department business officer can use this report to analyze research expenses by category and funding source, for a prescribed time frame.

Report Output - Financial Information Available

ImageGeneral Ledger Account ImageActual Charges


Selection ScreenAttachment (73 KB)

Report OutputAttachment (46.4 KB)

FC/Fund Balance Listing Report

This report is run to determine the current budget, assignments (commitments and actuals) and balance (Funds Available), as well as any accounts in an overdraft.

Report Functionality

  • Can be run for a single funds center or funds center/fund combination or for all funds centers and funds in a hierarchy for a specific fiscal year.
  • Can be used to determine which accounts are in an overdraft, the current balance in the accounts, and the level of tolerance for each fund.

Report Output - Financial Information Available

ImageBudget ImageCommitments ImageCommitment Item ImageFunds Available


Selection ScreenAttachment (43.3 KB)

Report OutputAttachment (31.8 KB)

Fund Balances

This report is used to determine the amount available to be spent. An endowment is a donation of money that cannot be spent, but is to be invested. The expendable balance is made up of Long-Term Capital Appreciation Pool (LTCAP) units and Expendable Financial Investment Pool (EFIP) units.

Report Functionality

  • Shows the balance in the endowment account and the amount that is available to be spent.
  • Ability to drill down to the document level.

Report Output- Financial Information Available

ImageEndowed Balance ImageExpendable Balance


Selection ScreenAttachment (14.8 KB)

Report OutputAttachment (29.7 KB)

Fund Opening and Closing Balances

This report allows departments to view up-to-date LTCAP information, endowed fund activity and balances, and expendable fund activity and balances.

Report Functionality

  • Provides a breakdown by fund classification of theLong-Term Capital Appreciation Pool (LT-CAP)units ending balance, endowed opening, changes and closing balances and expendable opening, changes and closing balances over a specific period of time
  • Drill down to document level withinthe report and to sort on funds center and fund number.
  • Can also be run without LT-CAP units
  • This report can also span multiple fiscal years.

Report Output - Financial Information Available

ImageLTCAP Units ImageEndowed Open/Close Balance ImageChanges to Endowment ImageExpendable Open/Close Balance ImageChange to Expendable Balance


Selection ScreenAttachment (21.2 KB)

Report OutputAttachment (58.6 KB)

Funding:Funds Center Area

This report should be used to simultaneously view all the financial data for the Funds Centers's in a department or faculty.

Report Functionality

  • Providesa real time view of budgets, commitments, actuals and funds available for a parent funds center and all subordinate funds centers with financial activity.
  • Drill down to the document level
  • Can choose either a revenue or expenditure report.
  • Can download directly to Excel.

Report Output - Financial Information Available

ImageCommitment Item ImageBudget ImageCommitments ImageActuals ImageTotal Commitments & Actuals ImageFunds Available


Selection ScreenAttachment (22.4 KB)

Report OutputAttachment (60.6 KB)

Funding:Funds Center or Fund Report

This report is most commonly used to check the funds available in a single Fund Centre or Funds Center/Fund combination.

Report Functionality

  • Real time view of budget (version 0), actuals, commitments and funds available by commitment item and general ledger.
  • Drill down functionality allowing the user to review transaction postings for commitments and actuals by general ledger account; no detail information available for budget transactions.
  • Financial information for a single fiscal year and the individual periods within that fiscal year.
  • Overall 'life to date' financial information forFunds Center/ Fund combination only.
  • Can download summary report information to excel.

Report Output - Financial Information Available

ImageCommitment Item ImageBudget ImageCommitments (reserves) ImageActual ImageTotal Commitment + Actual ImageFunds Available


Selection ScreenAttachment (33.9 KB)

Report OutputAttachment (74 KB)

Out of Balance Trust Funds

This report is used to compare the revenue and the expense budget for trust funds, excludes the endowments and reports those that are out of balance. Any time the actual revenue for a trust account is increased, the expense budget should be increased by the same amount. This report highlights those that need to be adjusted.

Report Functionality

  • Compares the revenue and the expense budget for trust funds, excludes the endowments and reports those that are out of balance
  • The selection screen allows you to indicate the FC and or fund that you wish to report on.

Report Output - Financial Information Available

ImageTotal Actual Revenue ImageExpense Budget ImageVariance

Selection ScreenAttachment (17.9 KB)

Report OutputAttachment (22 KB)

Total Funding Activity

This report is most commonly used to get an overview of the financial status, including all funding sources for a faculty or division.

Report Functionality

  • Is a combination of the Funding:FC or Fund report, the Funding:FC Area report and the Total Funding:FC report
  • Provides users with the ability to report on the activity of parent and subordinate funds centers and include the activity of their associated funds and to incorporate classifications.
  • Activity is displayed as Budget, Commitments, Actuals and Funds available
  • Drill down to the Funding:FC or Fund report, and from there directly to the document level.

Report Output - Financial Information Available

ImageCommitment Item ImageBudget ImageCommitments ImageActual ImageTotal Commitments & Actuals ImageFunds Available

Selection ScreenAttachment (53.1 KB)

Report OutputAttachment (111.9 KB)

Total Funding:Funds Center

The report provides a real time view of budgets, commitments, actuals and funds available for a single funds center and any funds associated with that funds center that have financial activity.

Report Functionality

  • Provides a real summary of a singlefunds center and any funds associated with that funds center
  • Drill down functionaility is available to the document level.
  • Note: funds center shows current fund shows total fund view.

Report Output - Financial Information Available

ImageCommitment Item ImageBudget ImageCommitment ImageAcutal ImageTotal Commitment & Actual ImageFunds Available


Selection ScreenAttachment (34.8 KB)

Report OutputAttachment (114 KB)

Funds Management Hierarchy

This report is most commonly used to gain a list of all funds centers within a department.

Report Functionality

  • Provides a complete list of all the funds center(s) located below a parent funds center.
  • Shows the position of the funds centers in the hierarchy..

Selection ScreenAttachment (15.1 KB)

Report OutputAttachment (31.3 KB)

Commitment Accounting Assignment Report

It is used to check the links between accounts are set up correctly, and to help you determine which account combinations you should be using. These links are used in the budget process and to copy plans from the cost center and internal orders to the funds center.

Report Functionality

  • Allows you to see the links between cost centers, internal orders, funds centers and funds.

Selection ScreenAttachment (18.8 KB)

Report OutputAttachment (27.1 KB)

Fund Listing by Funds Center

This report is most commonly used to listonly those funds that have had budget or actual transactions processed against the Funds Center/Fund (or subordinates, if applicable) entered in the selection screen. If no budget or actual transactions have been entered, the fund will not be displayed.

Report Functionality

  • Provides a listing ofall fund(s) associated with a specific Funds Center.
  • Funds associated with a subordinate Funds center will be displayed if 'Include Funds Center Hierarchy' is selected

Selection ScreenAttachment (33.3 KB)

Report OutputAttachment (31.8 KB)


Cheques Payable to Person Processing the Transaction

The criteria for this report is met by comparing the name attached to the user ID of the processor to the payee's name on the transaction. A payment will not appear on this report until an actual cheque has been issued whish is why payment date is displayed instead of document date.

This report is one of the Management Reports that must be run and reviewed by the Principal Investigator, Chair and Department Manager each month, as stated in the Accountability Report. For more information about Financial Accountability, please click here.

Report Functionality

  • This report is a management report that should be run each month
  • Provides information on any cheque that was produced by the same person who is the named payee

Selection ScreenAttachment (17.8 KB)

Report OutputAttachment (15.7 KB)


Financial Transaction Exception Report

The Financial Transaction Exception Report provides a list of non-payroll financial transactions to a funds center and all it's subordinate funds centersthat match or exceeds a particular threshold dollar value.

This report is one of the Management Reports that must be run and reviewed by the Principal Investigator, Chair and Department Manager each month, as stated in the Accountability Report. For more information about Financial Accountability, please click here.

Report Functionality

  • Report should be used to analyze the financial charges to an account over a period of time on a regular basis.

Selection ScreenAttachment (17 KB)

Report OutputAttachment (59.9 KB)


New Hire/Termination Report by Top Level Funds Center

This report is to be used on a monthly basis to help departments keep track of new hires and terminations within their organisational unit.

This report is one of the Management Reports that must be run and reviewed by the Principal Investigator, Chair and Department Manager each month, as stated in the Accountability Report. For more information about Financial Accountability, please click here.

Report Functionality

  • Can be sorted by Funds Center, Department or Action.
  • Provides the employee's name, position and the date the change was processed in HRIS.

Selection ScreenAttachment (33.8 KB)

Report OutputAttachment (93.7 KB)


Payroll Exception by Top Level Funds Center

This report is to be used on a monthly basis to help departments keep track of payments that are greater or less than a specific percentage.

This report is one of the Management Reports that must be run and reviewed by the Principal Investigator, Chair and Department Manager each month, as stated in the Accountability Report. For more information about Financial Accountability, please click here.

Report Functionality

  • Can show variance by employee or department, funds center, fund or employee.
  • The amount of the variance can be entered by the user.

Selection ScreenAttachment (44.1 KB)

Report OutputAttachment (59 KB)


List of Payments

Reviewing this report regularly will quickly tell you who has been receiving payment, and how often within a specified period.

This report is one of the Management Reports that must be run and reviewed by the Principal Investigator, Chair and Department Manager each month, as stated in the Accountability Report. For more information about Financial Accountability, please click here.

Report Functionality

  • Provides a summarized list of all non-payroll payments processed in FIS against a FC and all subordinate accounts.
  • Double clicking on the line will take to you the individual document.
  • Required to be run monthly for Accountability Reports.

Selection ScreenAttachment (17.6 KB)

Report OutputAttachment (22.9 KB)

F & S Month End Statement

This report should be used to reconcile Facilities & Services charges with department work orders. Compare the details on the report to the actual work order and work done.

This report is one of the Reconcilliation Reports that must be run and reviewed by the Business Officer each month, as stated in the Accountability Report. For more information about Financial Accountability, please click here.

Report Functionality

  • Provides details for all charges relating to work performed by Facilities and Services. Internal customers (departments) are charged directly from Facilities and Services billing. The accounts charges are provided by the department on the Customer Number Form. For more information on customer numbers, please click here.

Report Output Financial Information

ImageActual amount charged to department accounts

Selection ScreenAttachment (16.6 KB)

Report OutputAttachment (46.4 KB)

Monthly Principal Investigator Report

This report should be used to review the financial transactions to the account and to determine the current balance.

This report is one of the Reconcilliation Reports that must be run and reviewed by the Business Officer each month, as stated in the Accountability Report. For more information about Financial Accountability, please click here.

Report Functionality

  • Provides a summary of all financial activity in a Principal Investigator's research grant account along with supporting details
  • Supporting details can be obtained by indicating which sections to include on the selection screen. If no items are selected, a one-page summary report is produced.
  • The supporting details can be obtained by indicating which sections to include on the selection screen. If no items are selected, a one-page summary report is produced.
  • The output of this report can be based on either budget or expenditure categories. A selection option allows the user to determine which version they would like, or allow the system to choose.
  • Data in this report is updated each night, as so is current as at the end of business the previous day.
  • Download into excel button available

Report Output - Financial Information Available

ImageCarryforward Budget ImageBudget ImageActual ImageCommitments ImageYTD Figures ImageFunds Available


Selection ScreenAttachment (30 KB)

Report OutputAttachment (54.5 KB)

Payroll Distribution

This report is most commonly used to perform a monthly reconciliation of payroll charges between payroll entries in HRIS and the charges posted to FIS. This report is required to be run each month by departmental business officers in order to properly reconcile the departmental accounts.

This report is one of the Reconcilliation Reports that must be run and reviewed by the Business Officer each month, as stated in the Accountability Report. For more information about Financial Accountability, please click here.

Report Functionality

  • Provides details of the payroll and benefit charges incurred for payroll processed within a specific month.
  • Charges to a funds center can be subtotaled by general ledger accounts for easier reconciliation to FIS reports.
  • Data over 18 months old are archived and can be accessed from the Payroll Distribution for Archived Data Report. The earliest month of data available is period 8, fiscal year 2002.
  • Only report to provide details of payroll transactions from a HRIS perspective
  • Download into Excel.

Report Output - Financial Information Available

ImageCommitment Items ImageActuals ImageReserves ImageSummary by General Ledger

Selection Screen

Report Output

Statement of Accounts (Funds Centers and Non-Reserach Funds)

The Statement of Accounts is most commonly used to view both a summary and details accounting of activity in a Fund Centre (FC) or a FC/Fund combination for trust funds.

This report is one of the Reconcilliation Reports that must be run and reviewed by the Business Officer each month, as stated in the Accountability Report. For more information about Financial Accountability, please click here .

Report Functionality

  • Provides a real time view of opening and closing balance, changes in budget and reserves, current actuals and budget, year to date figures and funds available.
  • Is used to view both Revenue and Expense information and provides details at the general ledger level
  • By entering the month and fiscal year on the selection screen, information from previous periods can be reviewed. The data is kept for up to one fiscal year.
  • This report can also be ed into Excel for easy analysis. For instructions, please click here .

Report Output -Financial InformationAvailable

ImageCommitment Items ImageOpening Balance ImageChanges in Budget ImageCurrent Actuals ImageChanges in Reserves ImageYTD Figures


Selection Screen Attachment (13.7 KB)

Report Output Attachment (21.9 KB)

Status PI Monthly Review by PI

This report should be run to verify which Principal Investigators are reveiwing their monthly statements on My Research On-Line.

The review of these statements each month by the Prinicpal Investigatoris required in the annual Accountability Report. For more information about Financial Accountability, please click here .

Report Functionality

  • Provides a simple and accurate way to verify which Principal Investigators are reviewing their monthly statements via My Research On-Line.
  • Shows the specific accounts and periods that have been reviewed over the grant year.

Selection ScreenAttachment (21.4 KB)

Report OutputAttachment (86.9 KB)

Submit Month-End Report in the Background

To run the month-end reports in the background, either individually or all at once in any combination. This function

This report allows you torun both the Reconcilliation and Accountability Reports that must be run and reviewed by the Business Officer each month, as stated in the Accountability Report. For more information about Financial Accountability, please click here .

Report Functionality

  • Allows users to complete one selection screen and schedule the running and printing of the monthly reconciliation reports.
  • Report can be scheduled to run each month

Selection ScreenAttachment (30.5 KB)

Telecom Billing

This report should be used as supporting documentation for telecommunication charges in FIS, for analysis of long distance charges, and charge back to research grants.

This report is one of the Reconcilliation Reports that must be run and reviewed by the Business Officer each month, as stated in the Accountability Report. For more information about Financial Accountability, please click here .

Report Functionality

  • Provides details for all the departmental phone charges, including long distance, voice mail, telephone network and line charges.
  • Download in Excel function.

Selection ScreenAttachment (17.3 KB)

Report OutputAttachment (11.7 KB)

 

Capital Fund to Internal Order Comparison Report

The purpose of this report is to provide a tool for comparison of the fund budget to the internal order plan.

Report Functionality

  • Allows you to see the FM budget and actuals and compare them with the controlling plans and actuals

Report Output - Financial Information Available

ImageFund Budget ImageOrder Plan ImageActuals

Selection ScreenAttachment (38.2 KB)

Report OutputAttachment (30.3 KB)

 

Greybook Download Report

The greybook download report is most commonly used to obtain a summary of restricted funds by faculty/division or department. Information reported includes the opening and closing balances of endowments and expendable funds,revenue by various categories and disbursements.

Report Functionality

  • Provides a list of all restricted funds, by fund type which can be downloaded easily for further customization.
  • Includes option for single or multiple fiscal year reporting.

Report Output - Financial Information Available

ImageCIP Units ImageEndowment Opening & Closing Balance ImageDonations ImageGrants ImageTransfer Grants/Loss


Selection ScreenAttachment (21.8 KB)

Report OutputAttachment (49.9 KB)

 

Student Award Information Report

This report allows you to see the information relating to student awards from the Donation Information System, Student Information System and Financial Information System all in one place. It can be used to view the details of student awards, verify the DFR and reconcile your accounts.

Report Functionality

  • Can run the report for a funds center and all related funds, which will give you a branch to the award record, LTCAP unit history, endowed and expendable revenue, complete with release dates.
  • You will also be able to see the student number, name and the related date to whom the award was granted, the donor number and name from which the project was funded and future ROSI instalments.

Note:In order to view the documents associated with the donation, you must have IXOS Document Viewer installed on your computer. The IXOS Document Viewer is a program that works with the SAPGUI software to allow you to view documents that have been scanned and saved in the AMS database. The software and installation instructions are available in the software section of the AMS website.

Report Output - Financial Information Available

ImageEndowment & On-Hold ImageExpendable & On-Hold ImageBudget ImageCommitments
ImageActuals ImageCommitments & Actuals ImageFunds Available ImageNo. of Units


Selection ScreenAttachment (19.2 KB)

Report OutputAttachment (55.7 KB)

 

Budget Carry Forward Report

This report it is most commonly used at the start of a new fiscal year. Itprovides a display of the carry forward budget by divisions, funds centers and commitment items.

Report Functionality

  • Provides a display of the carry forward budget by divisions, fund centers and commitment items
  • Allows you to select carry forward budget byfunds centerhierarchy and/or fund center classification and download into excel

Selection ScreenAttachment (49.4 KB)

Report OutputAttachment (29.7 KB)

 

Open Commitments Carry Forward

This report is most commonly used at the start of a new fiscal year ro report on the commitments thatare carried forward into the next fiscal year. It allows you to indicate the funds center that you wish to report on, and to include subordinate accounts if you wish.

Report Functionality

  • Provides a display of the carry forward commitments that are outstanding at fiscal year end.
  • Shows any outstanding purchase orders and manual reserves.

Selection ScreenAttachment (52.1 KB)

Report OutputAttachment (21.5 KB)

 

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