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Frequently Asked Questions

New funds and additional headcount are approved by the President annually during the new funds request process.  Please see New Funds Request Process for additional information

Each spring, as a part of the micro budget planning process, individual department budgets are submitted to the University Budget Office by assistant deans, assistant directors, or administrative owners for a respective financial department.  Those budgets are entered into PeopleSoft by the University Budget Office.  No budget data entry is needed by the department staff.  As of July 1st, the start of each fiscal year, department staff will see their approved department budgets reflected in their reports within PeopleSoft.

For more information on reporting best practices, please see the Reporting & Analysis page.

PeopleSoft Financials is the system used to report on budget and actual transactions.  Please visit to access PeopleSoft reporting.  If you need access to the PeopleSoft system, please visit Financial Systems Information.

Budget data is available in several of the standard reports in PeopleSoft Financials.  The Budget Office recommends using the Operational Summary or Actual Transactions Details reports to for combined actual and budget transaction reporting.  The operational summary report is a PDF report showing detailed account transactions for the current period and year to date summarized by department, activity, or class.  Once an specify the fund, department, activity and class and level of consolidation detail when running the report.  The actual transactions details report generates a PDF and a .CSV file with individual transaction detail.  The .CVS file can be saved and pivoted for summary reporting.

These reports are available within the Santa Clara -> Financials Management menu in PeopleSoft (

For access to PeopleSoft Financials please see Managing Financial Information.

For more information on understanding the Operational Summary or Actual Transactions Details Report, please see Reporting & Analysis.

Budget and actual transactions are both recorded in PeopleSoft Financials.  Best practice reports such as the actual transactions details or operational summary reports are encouraged to monitor your budget to actual progress throughout the fiscal year.  If you have a question about any of your budget transactions or details, please contact Tony Robles (About Us).  If you have questions about any of your actual transactions, please speak with the finance representative for your department/school/unit (Contact Us).