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The following dashboard pages are available in Cal Answers PI Portfolio:



The Budget on Fund x changes month to month when viewed in PI Portfolio when you filter PIP to show the balances based on My Allocations-Actuals. The total budget through May shows $30,000. The total budget through June 2019 show $37,425. The budget through July and August shows -$60,324.

Can you help me in figuring out why the budget total is changing as the months go on? Please advise. There was a credit on the fund of $7424.75 in June and that would explain the increase in the budget for June. I'm not sure as to why it is negative in July and August.


The Budget for fund x went from 30,000 in May to 37,425 in June because of the 7,424.75 credit you mentioned. It went from 37,425 in June to -60,324 in July because the Balance in June as a result of taking Budget minus Spend To Date was -60,324. The ending balance in June for the 2018-19 year rolled over to the beginning balance for the 2019-20 year in the Budget column.

It did this because fund x is a non-sponsored fund. Non-sponsored funds follow the annual budget cycle on campus, which is that funds begin and end for the year, and whatever is left gets taken back and zeroed out, or rolls over to the next year. As a result, the Budget sets once in July, then stays the same throughout the year unless new funds transfer in (e.g. via the credit you mentioned) or funds transfer out. Then at the beginning of the next July, the whole fund's Balance at the end of June becomes the new Budget.

This is different from sponsored funds, which don't follow the annual budget cycle on campus. Instead, they follow the lifecycle of the individual project. Balances don't roll over at the end of the year, but rather, the Budget changes as funds get added or removed, and allocations for different expenses change.


For non-sponsored funds, look at the prior year's ending Balance and see if it matches the next year's Budget.

The links to "Controller's Office: Effort Reporting" and "Training materials: ERS Training" are currently outdated. 

For "Controller's Office: Effort Reporting", please go to
For "Training materials: ERS Training", please go to

This change is not being made immediately due to lack of resources and low prioritization. The Cal Answers team may also remove the links from the report and place them on a webpage instead, so we can update immediately without having to go through a development cycle.

How PI Portfolio determines overhead is a two-step process:
1) To determine if overhead is even charged, the project in BFS (probably the RA Grants WorkCenter) needs to be tied to specific fund-dept ID-CF2 combinations that are tagged as needing overhead. If the projection doesn't fall under one of the fund-dept-CF2 combinations indicated, overhead will not be included in the projection.
2) If the projection does fall under one of those combinations, then it also depends on the account code. Not all account codes will have overhead.

All of this is set up in BFS, and PI Portfolio is including or not including overhead based on what is in BFS.

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