The next SUDDS Financial Training Session will be held on September 17th. Click the following link to read more or to sign up.
The following information is disseminated at the trainings and may be helpful in your understanding of SUDDS and interpreting the financial data found therein.
SUDDS Financial Training pdf
SUDDS is the acronym for Seattle University Data Delivery System. It is the SU-built front-end reporting tool linked to a database which is fed by Datatel Colleague. SUDDs records extend back to 2004. SUDDS is updated nightly and is usually up-to-date within 24 hours. Reference the date as it appears on your dashboard for confirmation of last update. Institutional Research administers the system and your main contact for the system is Greg Grabowski, Database Analyst.
SUDDS has multiple financial reports, not all of which are available to users at every level. Access is granted on a cost center by cost center basis.Process to gain access to G/L reports in SUDDS:o Have completed FERPA training. Contact HR, 296-5870, to request an individual training link.o Have your supervisor contact Mark Schoen in the Controller’s Office. The Controller’s Office will notify Institutional Research once permissions to specific cost centers have been granted.o Institutional Research will grant appropriate access and notify user.
Go to the SUDDS website https://sudds.seattleu.edu/login.aspx?ReturnUrl=%2fDefault.aspx and login with your SU credentials. From the Home tab in upper left area select the Financials (GL) folder.Basic Tips in Using the SUDDS 2.5 Financial Reportso Do not use the Back Button.o Reference the top tab for the name of the report you are viewing. o Click the X in left corner to close an open report.o You may only reference one fiscal year at a time.o Export reports to excel (or other formats) by selecting the blue floppy disc icon.o Select the thin grey/white down arrow in the blue line at the top of the report to show selected parameters.o Favorites in the upper left hand corner is your friend! o Does it appear nothing is happening? Click View Report upper left hand corner.
Basic SUDDS navigation & feedback: Greg Grabowski, Institutional ResearchSUDDS financial reports & budget information: Ivette Serna or Kerry Keller-Ash, University Budget OfficeQuestions about actuals: Salaries – Rita Lin, Payroll, Controller’s Office Non-Salaries– Karen Yaguchi, Accounts Payable, Controller’s Office
Budget – Financial resources allocated to a cost center which provide financial support for particular activities. These funds come from the major revenue streams of the institution (i.e. tuition).Base Budget – the default budget of a cost center. The base budget rolls forward from fiscal year to fiscal year until actively changed.Current Year Budget – reflects base budget and all one-time budget adjustments within the fiscal yearActuals – expense or income entered in DatatelFiscal Year (FY) – The University’s fiscal year runs from July 1 through June 30 and is always named by the June 30th year (e.g. FY12 runs from 7/1/11-6/30/12).General Ledger (GL) – contains all the financial accounts of the University. The ledger uses two columns: one reflects debits the other has offsetting credits.Financial Coding Structure – is a 13 digit number comprised of a fund #, cost center (department) #, and account #. The code signifies to the University where an expense is charged or revenue is credited.Fund – The first 2 digits of the Financial Coding Structure which identifies the source and intended purposes of financial resources. In most cases one uses the operational funds of the institution: 11, 12 & 23.Cost Center (Department) – a 6 digit unique identifier within the Financial Coding Structure specific to an organizational unit (e.g. Mailing Services, Bookstore, Honors, Diagnostic Ultrasound, ASSU Activities, Human Resources)Account – the last 5 digits of the Financial Coding Structure which identify the type of financial activity (e.g. salary expense, travel expense, gift revenue, tuition revenue)Encumbrance – a financial placeholder in the GL in advance of an actual transaction. Encumbrances in Financial Reports are solely open Purchase Orders as processed by Facilities. Once the Controller’s Office has processed the invoice corresponding to the open purchase order the encumbrance is removed and an actual expense is recorded.Month to Date (MTD) – shows all transactions within a specified month up until the last date of data entry (most often the previous day or the last day of the month)Year to Date (YTD) – shows all transactions within a specified fiscal year up until the last date of data entry (most often the previous day or June 30th)Source Code – an accounting designation for the type of GL transaction. Resolving questions with the Controller’s Office often requires use of source codes.
The GL Budget Summary Report displays summary amounts including budgets (both base and one-time adjustments), actuals, and encumbrances. The report filters by Fiscal Year, Ending Month, Fund Range, Department Range, Account Range, Year to Date or Month to Date. Data is summarized horizontally by account classes.
• YTD Encumbrance represents total amount of all open purchase orders. The most common source code in this field is EP (PO Encumbrance).• MTD Actual & YTD Actual are the total of all transactions for the month to date or year to date. The most common source codes include JE (Journal Entry), PR (Payroll), PJ (Invoice), CR (Income).• Annual Budget reflects the most current budgeted amount (including base budget & one-time budget adjustments). The most common source codes in this field include AB (base budget and base budget adjustments) and BU (current year budget adjustments).• Available is the annual budget less transactions. Available = Annual Budget minus Encumbrances minus YTD Actual • % Available is the percentage of annual budget remaining. % Available = Available divided by Annual budget
The GL Activity Detail Report displays budget or actual or encumbrance detail for a specific account line within a selected cost center for a chosen period. To access this report one may either click on a magnifying glass in the GL Budget Summary Report or choose GL Activity from report list under the Home tab.Debits & CreditsWhen viewing Encumbrance or Actual information in a GL Activity Detail Report, debits and credits appear as one would expect. An expense appears as a debit and income appears as a credit. When viewing budget information in a GL Activity Detail Report base budgets appear as debits and reductions in budget appear as credits. This is because from the University’s perspective the budget provided is a debit against institutional revenues.This is often confusing to cost center managers so be mindful of what you are viewing in order to interpret it correctly. Use Show/Hide Parameters.
The GL Detail Ledger Report displays actual transactions (i.e. withdrawals and deposits). It does not reflect base budgets or one-time budget adjustments. This report can filter by Fiscal Year, Ending Month, Fund Range, Department Range, Account Range, Year to Date or Month to Date.Withdrawals will most often have source codes for Payroll (PR), Journal Entry (JE), or Invoice (PJ) and will appear in the debit column. Deposits will most often have source codes for Journal Entries (JE), Cash Receipts (CR), and Invoices (IV) and will appear in the credit column.This report shows subtotals by account and totals by department.Note that the GL Detail Ledger is reflective of actual transactions and thus will not itemize any budget adjustments nor take into account any base budgets.The balance column total represents debits less credits. Again, the balance does NOT relate to budgeted amounts. (i.e. $50 in the balance column means there are $50 more in debits than in credits NOT that you have $50 left to spend or have overspent $50).
The GL Budget Detail Report reflects the most current budgeted amount (including base budget & one-time budget adjustments). To access this report one can either choose it from the Financials (GL) folder or, more commonly, click on the magnifying glass in the Budgeted column in the GL Budget Summary Report. The most common source codes in this field include AB (base budget and base budget adjustments) and BU (current year budget adjustments).
Email SUDDS@seattleu.edu to make suggestions for the improvement of SUDDSEmail firstname.lastname@example.org or call X2206 to make suggestions for the improvement of fiscal literacy and training on campus.