A&FS Training

Self-Supporting Exercises

Exercise 1 - Logging In

In this exercise you will log into FIS Decision Support Account Lookup (FIS11).

  1. Log into FIS Decision Support (DS).
  2. In the Query Jump field, enter 11.
  3. Enter your fund number into the UC Fund field.
  4. Click Process Query.
  5. In the search results, look for the following types of accounts:
    • Unexpended Balance (UB) account - this is the fund number + 00 or UB.
    • Provision (PR) account - this is PR + the fund number.
    • Revenue Translation - this is 2 + the fund number + 0 and exists if you have external customers.
  6. In the search results, notice whether the UB and PR accounts are in the same org as your operating accounts. In addition, the fiscal officer should be someone in your department.
  7. Write down a few operating account numbers for use in later exercises.

Exercise 2 - Review DS report Sub Fund Summary by Consolidation (FIS55) to learn how to read reports for your activity.

  1. In the Query Jump field, enter 55.
  2. Update the Chart field, if necessary.
  3. Enter your fund number into the UC Fund field.
  4. Click Process Query.
  5. In the search results, look at the object consolidations under each account. For each one, compare the Appropriations column to the Expenditures column:
    • UB account - The Appropriations column and Expenditures column should off-set so that the account is always in balance.
    • PR account - If there is anything there, it should be in object consolidation SUB8 - Unallocated. Where should that budget be re-appropriated?
    • Operating accounts - By year end, you should adjust your appropriations to match your expenditures.

    For your operating accounts, are there object consolidations that have 0 in the Appropriations column while having a non-zero amount in the Expenditures column? If so, what does this mean and what should you do?

    What column indicates whether your fund is in overdraft?

Exercise 3 - Show DS Transaction Listing (FIS2) to show object codes and review account balances.

  1. In the Query Jump field, enter 2.
  2. Near the top of the input page, click the Object (26) button.
  3. Change the Month Range fields so that you are searching the current fiscal year, from July through the current period.
  4. Update the Chart field, if necessary.
  5. Enter your account number into the Account(s) field.
  6. Click Process Query.
  7. In the search results, notice the object codes:
    • Do you have Income? Hint: It's under Object Consolidation INC0.
    • Do you have Recharges? Hint: It's under Object Consolidation SUB9.

    Is your account currently in overdraft?



Exercise 4 - Use DS report Annual Summary by Object Group (FIS210) to forecast your totals.

  1. In the Query Jump field, enter 210.
  2. Update the Chart field, if necessary.
  3. Enter your account number into the Account List field and click Add.
  4. Click Process Query.
  5. In the search results, notice there are zeroes for future months.
  6. Go back to the input page and under Projection Type, mark Project Using Prior Year.
  7. Click Process Query.
  8. In the search results, notice that future months have numbers in italics.
  9. Go back to the input page and under Projection Type, mark Project Using Averages.
  10. Click Process Query.
  11. In the search results, notice that future months have numbers in italics.

Exercise 5 - View DS report Stmt of Operations-Self-Supp Compliance (FIS193) to see a snapshot of your activity

  1. In the Query Jump field, enter 193.
  2. Update the Chart field, if necessary.
  3. Enter your fund number into the UC Fund field.
  4. Click Process Query.
  5. In the search results, look for the following:
    • Accumulated Balance
    • Net Income or Loss Year to Date
    • Ending Accumulated Balance

    If you had a loss, what adjustments should be made to your activity?

  6. Go back to the input page and change Report Mode to Self-Supporting Compliance Report.
  7. Click Process Query.
  8. In the search results, is your Surplus/Deficit Ratio within 15%? If not, what should you do?

Net Income or Loss Year To Date - If you had a loss, you should see if your Ending Accumulated Balance is still a credit. If it is, then just continue to monitor the activity. However, if the balance is in overdraft, then determine whether you will reduce expenses or else increase your rates.

Surplus/Deficit Ratio - If the percentage in the Surplus/Deficit Ratio (Threshold: 15.00%) field is within 15%, then no further action is needed. However, if the percentage is not within 15%, then you will need to determine a way to get it back within 15%.

Exercise 6 - Revising rates

Based on these scenarios, determine whether it's necessary to revise your rates.

View Answers

Exercise 7 - Independent Exercises

Use DS to determine the following.  NOTE: Answers are at the bottom of this page.

  1. How much was your department share of NUD for last fiscal year in your operating account? (hint: object code 0076)
  2. Did your department transfer the money from your Provision account to your expense account?
  3. What was the ending balance for your entire fund as of June Final of last fiscal year?
  4. How does your fund balance this fiscal year to date compare to all of last fiscal year? (Hint: DS report 193)
  5. Using Project Using Averages on DS 210, which categories will be in overdraft by year end if you don't make any adjustments? 

    The following questions pertain to campuswide assessments.

  6. Campuswide assessments that can be charged to my activity based on my revenue:
    • a. Campus Assessment
    • b. Non-University Differential
    • c. Utilities charge
    • d. a and b
  7. The NUD:
    • a. Recovers overhead costs from non-university clients
    • b. Is added to the recharge rate for developing a non-university rate
    • c. Is only charged on income
    • d. All of the above
  8. If I have Income and Recharge what standard code(s) should I enter?
    • a. CAI1, CAR1 and NUD3
    • b. CAI1 and CAR1
    • c. CAI1 and NUD3
    • d. NUD3
  9. If I have Recharge only what standard code(s) should I enter?
    • a. CAR1
    • b. CAR1 and NUD3
    • c. CAI1 and CAR1
    • d. NUD3
  10. If I have Income only what standard code(s) should I enter?
    • a. CAI1 and NUD3
    • b. CAI1
    • c. CAI1 and CAR1
    • d. NUD3
  11. What is exempt from the campus assessment?
    • a. Academic unit recharges
    • b. Pass-thru costs exceeding 20% of revenues and included in the rate approval
    • c. Agency Accounts
    • d. University Related Accounts that are not third party
    • e. Federal revenue is > 15% of revenue
    • f. All of the Above
    The remaining questions pertain to DS 193.
  12. The Self-Supporting Compliance Report (DS 193):
    • a. Identifies funds that are out of compliance with the break-even policy
    • b. Used to find all your funds that have recharge or income
    • c. Is reviewed annually by BIA
    • d. Nothing I need to worry about
    • e. a and c
  13. I need to run the compliance report because:
    • a. I was told to run it
    • b. To know what recharge activities are out of compliance to policy to respond to the annual review
    • c. Use to check periodically to see what funds are at risk
    • d. Use it to develop a new rate
    • e. b and c
  14. I can run the compliance report by the following:
    • a. Org level or UC Fund
    • b. Account number
    • c. Project code
    • d. Unique Object Code
  15. To identify funds out of compliance, I should choose the following parameters:
    • a. Recharge Income Only
    • b. All Income
    • c. Minimum Under/Over Percent = 15.0
    • d. Minimum Under/Over Percent = 0
    • e. a and c
    • f. b and d
    • g. a and d

Exercise 7 - Answer 1 - Department share of NUD

  1. Open FIS 2.
  2. At the top, click Object (26).
  3. Change the Month Range fields to July through June Final of last fiscal year.
  4. Modify the Chart field, if needed.
  5. Enter your account in the Account field.
  6. Click Process Query.
  7. In the search results, go to Object Consolidation INC0.
  8. Look at the amount for Object Code 0076 - NON UNIV DIFFERENTIAL: CENT / DEPT SHARE.

Exercise 7 - Answer 2 - Provision account transfer

  1. Open FIS 1.
  2. Change the Month Range fields to July through June Final of last fiscal year.
  3. Modify the Chart field, if needed.
  4. Enter your fund in the UC Fund(s) field.
  5. Click Process Query.
  6. In the search results, find your provision account (i.e., PR + fund number). If the Appropriations column shows 0, then the transfer occurred.

Exercise 7 - Answer 3 - Ending fund balance

  1. Open FIS 1.
  2. Change the Month Range fields to June Final through June Final of last fiscal year.
  3. Modify the Chart field, if needed.
  4. Enter your fund in the UC Fund(s) field.
  5. Click Process Query.
  6. In the search results, find the dollar amount at the bottom of your Expenditures column; this is your ending fund balance.

Exercise 7 - Answer 4 - Change in ending balance over multiple years

  1. Open FIS 193.
  2. Change the Fiscal Year field to last fiscal year.
  3. Modify the Chart field, if needed.
  4. Enter your fund in the UC Fund(s) field.
  5. Click Process Query.
  6. If your results didn't open in a new browser window, write down the Net Income or Loss Year to Date as well as the Ending Accumulated Balance before going on to the next step.
  7. Go back to the input page and change the Fiscal Year field to Current.
  8. Click Process Query.
  9. In the search results, compare the results from the prior fiscal year to the current fiscal year.

Exercise 7 - Answer 5 - Projected overdrafts

  1. In the Query Jump field, enter 210.
  2. Update the Chart field, if necessary.
  3. Enter your account number into the Account List field and click Add.
  4. Click Process Query.
  5. In the search results, look at the Proj Balances column for amounts that show OD - Overdraft.

Exercise 7 - Answer 6 - Chargeable assessments

  • Campuswide assessments that can be charged to my activity based on my revenue:
    • a. Campus Assessment
    • b. Non-University Differential
    • c. Utilities charge
    • d. a and b

Exercise 7 - Answer 7 - NUD

  • The NUD:
    • a. Recovers overhead costs from non-university clients
    • b. Is added to the recharge rate for developing a non-university rate
    • c. Is only charged on income
    • d. all of the above

Exercise 7 - Answer 8 - Recharge and Income

  • If I have Income and Recharge what standard code(s) should I enter?
    • a. CAI1, CAR1 and NUD3
    • b. CAI1 and CAR1
    • c. CAI1 and NUD3
    • d. NUD3

Exercise 7 - Answer 9 - Recharge Assessment

  • If I have Recharge only what standard code(s) should I enter?
    • a. CAR1
    • b. CAR1 and NUD3
    • c. CAI1 and CAR1
    • d. NUD3

Exercise 7 - Answer 10 - Income Assessment

  • If I have Income only what standard code(s) should I enter?
    • a. CAI1 and NUD3
    • b. CAI1
    • c. CAI1 and CAR1
    • d. NUD3

Exercise 7 - Answer 11 - Assessment Exemption

  • What is exempt from the campus assessment?
    • a. Academic unit recharges
    • b. Pass-thru costs exceeding 20% of revenues and included in the rate approval
    • c. Agency Accounts
    • d. University Related Accounts that are not third party
    • e. Federal revenue is > 15% of revenue
    • f. All of the Above

Exercise 7 - Answer 12 - What the report does

  • The Self-Supporting Compliance Report (DS 193):
    • a. Identifies funds that are out of compliance with the break-even policy
    • b. Used to find all your funds that have recharge or income
    • c. Is reviewed annually by BIA
    • d. Nothing I need to worry about
    • e. a and c

Exercise 7 - Answer 13 - Why run the report?

  • I need to run the compliance report because:
    • a. I was told to run it
    • b. To know what recharge activities are out of compliance to policy to respond to the annual review
    • c. Use to check periodically to see what funds are at risk
    • d. Use it to develop a new rate
    • e. b and c

Exercise 7 - Answer 14 - Running the Report

  • I can run the compliance report by the following:
    • a. Org level or UC Fund
    • b. Account number
    • c. Project code
    • d. Unique Object Code

Exercise 7 - Answer 15 - Non-compliant Funds

  • To identify funds out of compliance, I should choose the following parameters:
    • a. Recharge Income Only
    • b. All Income
    • c. Minimum Under/Over Percent = 15.0
    • d. Minimum Under/Over Percent = 0
    • e. a and c
    • f. b and d
    • g. a and d