Expand FAQ List

  • Budget review training is optional and offered each spring on a first-come, first-serve basis to Deans, Directors, Vice Presidents, and authorized assistants.  Training sessions are available for either groups or individuals.

    Please contact the Office of Budgeting & Financial Analysis by email or phone 512-245-2376 to schedule training or if you have any questions.

    Security Access: 

    You must have been granted security access to the BP2 system in SAP to use the BEx Analyzer.  If you do not have current security access to the BP2 system or you need assistance logging into BP2, please contact the Office of Budgeting and Financial Analysis at ext. 5-2376 or budget@txstate.edu.

    Video Tutorials:

    Reminders:

    • Review your budget to ensure accuracy of permanent budget changes and verify and reconcile salary lines.
    • Income-generating accounts should enter any changes as coordinated with our office to their estimated income and balance to this amount.

  • There are as many as six levels of notification/escalation if the over-expenditure is not remedied on a timely basis.

    Notification/Escalation Calendar
    Level 1 First Day Overbudget
    Level 2 7 days after first notification
    Level 3 14 days after first notification
    Level 4 21 days after first notification
    Level 5 – VP If account has been at level 4 for at least 7 days and it’s a Monday, then escalation to level 5 will occur. If it’s been at least 7 days but it’s not a Monday, then escalation will occur the following Monday.
    Level 6 – Pres If account has been at level 5 for at least 7 days and it’s a Monday, then escalation to level 6 will occur. If it’s been at least 7 days but it’s not a Monday, then escalation will occur the following Monday.

    • The first and second levels of notification are sent to the account manager. The first notification is sent out the very first night that the account assignment is identified as being over-expended. The manager will receive a second notification one week later if that account is still on the over-budget report.
    • The escalation process begins after an account assignment has been on the report for at least 2 consecutive weeks. The manager and each subsequent manager will continue to receive notifications at each level of escalation.
    • Level 3 and 4 notifications are sent to the next level in management. Level 3 is sent 7 days after the account manager has received the second notice and level 4 is one week later.
    • Level 5 notification is sent to the appropriate Vice President/Provost. This notification will be sent on a Monday as long as it has been at level 4 for at least 7 days. The accounts that will be included in the Vice President’s list will have been negative for a minimum of 28 days.
    • Level 6 notification is sent to the President. This notification will be sent on a Monday as long as it has been at level 5 for at least 7 days. This notification is sent only after an account has been on the over-budget report for a minimum of 35 days.

    The escalation is driven by the fund center numbering, as illustrated in the table below. Level 3 and 4 escalations will be sent to the next hierarchy in management. An internal order (such as a grant or funded program) has a master fund center on its master data record, and that fund center is the record used in notification beginning at levels 3 and 4.

    Fund CenterFunded ProgramGrantLevel 1-1stLevel 2-2ndLevel 3-3rdLevel 4-4thLevel 5-VPPresident
    1318121000nr 131812100013181210001318120000131800000013000000001*
    1318120000nr 131812000013181200001318120000131800000013000000001*
    1318000000nr 131800000013180000001318000000131800000013000000001*
    1300000000nr 130000000013000000001300000000130000000013000000001*
    13181210009000000999 900000099990000009991318120000131800000013000000001*
      80000000XX80000000XX80000000XX1318120000131800000013000000001*

    This program will be run nightly to identify over-expended budget lines or sponsored classes and initiate the notifications.

    • For FM budgets (all budgets that are not grants), a budget line is the commitment item group at which budget is checked. The following budget lines will be included in the notifications: Faculty Salaries, Faculty Salaries awards, Graduate Student Salaries, Staff Salaries, Staff salaries-hourly, Staff awards, state longevity, fringe benefits, overtime/comp time pay, administrative overhead, utilities, and Operating. Operating includes the total for wages, travel, M&O, work-stud,y and capital. Faculty salaries-adjunct will not be included in the notifications at this time.
    • For Grants, the program identifies when personnel-related sponsored classes (Classified, Faculty, Student Employee, Fringe Benefits, and Unclassified) are over budget and/or the entire grant is over budget.

    If at any time in the notification process an account assignment is “fixed” and is no longer over-budget, the account will be removed from the over-budget report. If the account assignment is then over-expended again, it will be put back on the over-budget report, and the notification process starts over at level one notification again.

    There may be a time when action has been taken to fix an account, but the over-expenditure is not cleared immediately. An example would be if incorrect costing were used on a person. Processing the PCR alone won’t fix the budget error; payroll must post in order to correct the expenditure. In cases like this, please contact the Budget Office for FM budgets and OSP for Grant budgets. Escalation can be halted while these types of actions are being processed.

    Account managers, dean/directors, VPs, and others assisting in the budget monitoring process may access the report in SAP using transaction ZOVERBUDGET.

    A manager may not appoint a delegate to receive the notifications. However, a rule can be set up in one's email account so that a specific person can automatically receive any budget-related email sent to a manager.