A fund is in overdraft or deficit when the expenditures exceed the award or budget allocation as defined in UC San Diego’s overdraft policy PPM 300-2. The policy also defines responsibilities for Administrative Officials and resolution of overdrafts.
The measurement of a deficit can depend on the financial activity within a particular fund. To effectively and consistently identify and remediate fund deficits, General Accounting partnered with the ITS BI & Analytics team to deliver the Deficit Balance Analytics that are updated monthly after ledger close. There are three analytic modules based on different business practice categories: General Campus, Sponsored Projects, and Self-Supporting Funds.
The deficit balance analytics have been developed to help administrative officials meet their fund management responsibilities. Each analytic module includes a high-level dashboard by Vice Chancellor, with drill down reports by operational Fund or Organization. Although the use of the reports is discretionary, they are considered to be effective reports for monitoring current deficits. As such, Administrative Officials, Fund Managers, and Principal Investigators are urged to make appropriate use of it.
The deficit balance analytics promote campus-wide transparency and is available to users with UC San Diego Business Systems ID and FinancialLink access.
Currently, the Level 3 fund hierarchy (PDF) is used to determine the three business practice categories.
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