How to Read Your Budget Report

Budget Reports are emailed to Faculty Representatives on a monthly basis after the Libraries’ collections budget has been finalized for the fiscal year. They are generated from the Libraries’ online acquisitions system and provide up-to-date fund information. Items are ordered and paid against the departmental fund on a daily basis, so the balance is constantly changing.

Below are explanations of the information included in the report:

• Fund Code
  • This is the code that applies to orders from your department.
• Budget Amount
  • This is the dollar amount that you may spend this fiscal year.
• Encumbered
  • This is the dollar amount of items on order. When an item is received, the cost is deducted from the encumbrance figure and added to the expended figure.
• Expended
  • This is the dollar amount of items already received and paid. The expended and budget amounts should be equal by the end of the fiscal year.
• Remaining Cash Balance
  • This is the dollar amount of what you have left to spend. This figure is equal to Budget Amount minus Encumbered minus Expended.

NOTE: The final date to submit orders to the Technical Services Department is March 31 each year.