Budget Office Frequently Asked Questions

See OMNI Budget Manager Responsibilities

See FSU Department ID Form

See Beginning Annual Operating Budgets

The Budget Office will contact Budget Managers each Spring (usually mid-April) with key dates and other important information related to the Operating Budget submission process. In general, Non-E&G Budget Managers will be asked to enter budgets in late June or early July, while E&G Managers will be asked to enter budgets in late July. For upcoming dates, view Budget Office News.

An "invalid combination" results from a transaction posted to an incompatible department-fund combination, such as an E&G department used on an Auxiliary fund. Budget Managers are responsible for identifying and correcting these types of errors. (See the Job Aid Identifying "Invalid Combinations" for more information.)

See Budget Office Staff profiles.

• “Managing a Budget” BUD 1000 – Topics covered include the various types of budget entities at the University, policies and procedures related to each, Budget Manager responsibilities, OMNI Commitment Control ledgers, Budget Transfers, and general resources that OMNI Financials users may find helpful. (Please note: Issues related to DSOs and C&G departments are not specifically addressed.)
• “Introduction to Auxiliaries” BUD 2000 – An introduction to Auxiliaries, including how to create a new auxiliary, classification of different auxiliary types, policies and procedures, rate methodology, audit expectations, and record retention requirements. Other topics covered include a timeline of important dates, overhead assessments, and available resources.
• "Auxiliary Rate Calculations" BUD 3000 - For budget managers and fiscal personnel who prepare University auxiliary rate calculations. This class covers regulatory framework for a rate calculation, basic concepts for calculating a rate, an example of an auxiliary rate calculation along with reconciliation of expenses and an allowable cash balance worksheet using University financial records, documents and resources, and models for estimating auxiliary revenue– hourly, cost plus and cost plus fixed. It is recommended that participants enroll in the Introduction to Auxiliaries class.

Visit the HR Training Server

• “Budget is Closed”
  • C&G: Contact Sponsored Research Accounting Services for assistance
  • Non-C&G: Contact ERP for assistance
• “Exceeds Budget Tolerance”: E&G Encumbrances plus Expenditures exceed Budget. (This error should not be found on Non-E&G budgets.) Perform a Budget Transfer to move funds from one combination (department, fund, and budgetary account) to another, or as allowable, move encumbrances and/or expenditures from one combination to another.
• “No Budget Exists”
  • E&G: At the beginning of the fiscal year, before budget has been booked on OMNI, contact the Budget Office and request that a Zero Budget Journal be booked on the combination (department, fund, and budgetary account). If budget has already been booked in OMNI, simply perform a Budget Transfer to move budget from one combination to another.
  • Non-E&G: Contact the Budget Office and request that a Zero Budget Journal be booked on the combination (department, fund, and budgetary account).

• OMNI Commitment Control Inquiries provide real-time balances.
  • The Budget Details screen allows you to view a single combination (department, fund, and budgetary account)
  • The Budgets Overview screen allows you to view a range of departments, funds, and/or budgetary accounts
• The OBI Available Balance Report contains balances up to one day old.

• OMNI Queries, such as FSU_DPT_CASH_BALANCE, provide real-time balances.
• OBI Reports contain balances up to one day old.
  • Financial & Budget Position Report
  • Departmental Ledgers (Training Guides are located under OMNI BI Reporting/Financial Reports on the OMNI Training Website)

See Job Aid: OMNI Budget Transfers

See OMNI Budget Manager Responsibilities

• If you need to perform Budget Transfers: FSU_BUDGET_TRANSFER – For Budget Managers and other select fiscal personnel. Used to transfer OMNI budget during the year. Budget Office manages access to specific Funds, Departments, and Budgetary Accounts.
• If you are a Non-E&G Budget Manager and will be responsible for entering your department’s Annual Operating Budget: FSU_BUDGET_PREPARER – For Non-E&G Budget Managers of Auxiliaries, Locals, and DRS. Used once a year to enter Non-E&G Operating Budget requests. In order for role request to be approved, user must be defined as an OMNI Budget Manager on a Non-E&G department.
• If you are fiscal personnel in a VP’s/Dean’s Office and will be responsible for allocating the VP’s/Dean’s E&G budget: FSU_BUDGET_ANALYST – For select fiscal personnel in VP’s or Dean's Offices. Used once a year to enter E&G Operating Budget allocations. Budget Office manages access to specific Schools/Colleges.
• eORR Submit Online Role Request

What is the difference between Rate and Salary? See Rate

See Auxiliaries

Complete both the Request to Establish an Auxiliary Operation and the FSU Department ID Form.(Note: It generally takes at least three weeks to establish a new auxiliary. Please allow sufficient time for your request to be processed.)