Budget and Expense Tracking Spreadsheet Training Module By:
Douglas Alan Masury Sr. Financial Analyst Mission College
Slide 2
Budget and Expense Tracking Where is my money? Welcome
Slide 3
Do you have a personal checkbook? The Budget and Expense
spreadsheet is exactly like having an electronic checkbook. You
will be able to easily see where your money was spent and your
available balances. Can I really make that next purchase?
3Flex-day, Fall 2010
Slide 4
Why do I need to use this? Without it, you will not know how
much money you have left in your fund account to make that next
purchase. With it, you will know how you have spent your money, how
much is left, AND whether you will have enough to make that NEXT
purchase. 4Flex-day, Fall 2010
Slide 5
Doesnt Datatel tell me that? When you incur an expense, you
create the necessary paperwork to get it paid [or reimbursed];
After the appropriate signatures, it is sent forward to Finance for
payment; It can take up to two weeks for this to show in Datatel;
How can you effectively know your balance? 5Flex-day, Fall
2010
Slide 6
Fund Name: Enter Fund name Fund/Project Manager: Enter Budget
Administrator Enter Datatel account string Fiscal Grant Year 2011
Object Code Fund Amount [enter in gross budget amount] Amt Received
[detail from revenue page] Fund Balance to be received Total Fund
Amount 48651 48899 Your revenue account number may be different. Do
not concern yourself with that] $ - Total Revenue $ - Enter Object
Code Object Code Description [ this fills in automatically by
entering in the object code] Object Code Link Budget [figures comes
from Budget Entry Link page] Budget Entry Link Expenditure [comes
from object code detail page] Actual Balance [calculaated
automatically] Encumbrance [comes from object code detail page]
Balance Available [calculated automatically] 1#N/AOLink1 $ - BLink1
$ - 2#N/AOLink2 $ - BLink2 $ - 3#N/AOLink3 $ - BLink3 $ -
4#N/AOLink4 $ - BLink4 $ - 5#N/AOLink5 $ - BLink5 $ - Subtotal : $
- 59990 Indirect Costs $ - Total Expenses : $ - Here is the tool
that will help you manage your fund/grant. 6Flex-day, Fall
2010
Slide 7
This looks Complicated!!! It is not. Everything in this
spreadsheet is formula driven, appropriately hyperlinked, and gives
you your spending results immediately after your data [budget or
expense] entry. You will know your budget, expenses, and
encumbrance balances all on one summary sheet. 7Flex-day, Fall
2010
Slide 8
So how do I use it? EASY. 8Flex-day, Fall 2010
Slide 9
Fund Name: My Fund 100 Fund/Project Manager: Me
100-xxxxxx-xxxx-xxxxx-000 Fiscal Grant Year 2011 Object Code Fund
Amount [enter in gross budget amount] Amt Received [detail from
revenue page] Fund Balance to be received Total Fund Amount 48651
48899 Your revenue account number may be different. Do not concern
yourself with that] $ - Total Revenue $ - Enter Object Code Object
Code Description [ this fills in automatically by entering in the
object code] Object Code Link Budget [figures comes from Budget
Entry Link page] Budget Entry Link Expenditure [comes from object
code detail page] Actual Balance [calculaated automatically]
Encumbrance [comes from object code detail page] Balance Available
[calculated automatically] 54110Instr SuppliesOLink1 $ - BLink1 $ -
54210Non Instr SuppliesOLink2 $ - BLink2 $ - 54240DuplicatingOLink3
$ - BLink3 $ - 55200Travel ConferenceOLink4 $ - BLink4 $ -
55910Dues, Memberships, FeesOLink5 $ - BLink5 $ - Subtotal : $ -
59990 Indirect Costs $ - Total Expenses : $ - Enter in your
Fund/Grant Name, followed by your name, and the appropriate Datatel
account number 9Flex-day, Fall 2010
Slide 10
Enter in your TOTAL Budget amount.. Fund Name: My Fund 100
Fund/Project Manager: Me 100-xxxxxx-xxxx-xxxxx-000 Fiscal Grant
Year 2011 Object Code Fund Amount [enter in gross budget amount]
Amt Received [detail from revenue page] Fund Balance to be received
Total Fund Amount 48651 48899 Your revenue account number may be
different. Do not concern yourself with that] $ 25,000.00 $ - $
25,000.00 $ - Total Revenue $ 25,000.00 $ - $ 25,000.00 $ - Enter
Object Code Object Code Description [ this fills in automatically
by entering in the object code] Object Code Link Budget [figures
comes from Budget Entry Link page] Budget Entry Link Expenditure
[comes from object code detail page] Actual Balance [calculaated
automatically] Encumbrance [comes from object code detail page]
Balance Available [calculated automatically] 1#N/AOLink1 $ - BLink1
$ - 2#N/AOLink2 $ - BLink2 $ - 3#N/AOLink3 $ - BLink3 $ -
4#N/AOLink4 $ - BLink4 $ - 5#N/AOLink5 $ - BLink5 $ - Subtotal : $
- 59990 Indirect Costs $ - Total Expenses : $ - 10Flex-day, Fall
2010
Slide 11
Now you need to enter your line item object codes.. Why do I
need to do that? The line item object codes are the buckets where
you will be spending your money from. They determine HOW you will
be spending your money. 11Flex-day, Fall 2010
Slide 12
Fund Name: My Fund 100 Fund/Project Manager: Me
100-xxxxxx-xxxx-xxxxx-000 Fiscal Grant Year 2011 Object Code Fund
Amount [enter in gross budget amount] Amt Received [detail from
revenue page] Fund Balance to be received Total Fund Amount 48651
48899 Your revenue account number may be different. Do not concern
yourself with that] $ 25,000.00 $ - $ 25,000.00 $ - Total Revenue $
25,000.00 $ - $ 25,000.00 $ - Enter Object Code Object Code
Description [ this fills in automatically by entering in the object
code] Object Code Link Budget [figures comes from Budget Entry Link
page] Budget Entry Link Expenditure [comes from object code detail
page] Actual Balance [calculaated automatically] Encumbrance [comes
from object code detail page] Balance Available [calculated
automatically] 54110Instr SuppliesOLink1 $ - BLink1 $ - 54210Non
Instr SuppliesOLink2 $ - BLink2 $ - 3#N/AOLink3 $ - BLink3 $ -
4#N/AOLink4 $ - BLink4 $ - 5#N/AOLink5 $ - BLink5 $ - Subtotal : $
- 59990 Indirect Costs $ - Total Expenses : $ - In the Enter Object
Code column, enter in the object code for the Budget/Expenses you
will incur 12Flex-day, Fall 2010
Slide 13
How does the sheet know what to populate the Object code
Description with? AND where does it get it from? On the Summary
Page, located with a start point of cell A150, you will find the
list of object codes and their respective descriptions. The formula
reads from this list [via a V/H Lookup Table]. 13Flex-day, Fall
2010
Slide 14
What do I do if the object code I want is not on this list? At
the bottom of this list are a few blank cells. Enter in the new
object code [in column A] and the corresponding description [column
B]. Then highlight the entire list and the descriptions and sort by
column A. This will put the new object code in the correct order
with the others. The V&H Lookup Table formula will now work
with this new object code. 14Flex-day, Fall 2010
Slide 15
Do not adjust this table, you may add object codes at end of
table but do not sort once data entry has begun. Object Code Table
51110 FT Instruct Teach 51130 FT Fac Counselors 51210 Admn/Deans
Salaries 51232 FT Academic Non Teach 51310 PT Faculty,Teach 51410
PT Fac Counselors 51410 PT Fac Counselors 51412 PT Fac Non Teach
Other 51450 PT Fac Non Teach Stipends 52110 Class FT Sal 52120 FT
Mgmt Salaries 52310 Hrly Class Sal 52320 Hrly Class Sal OT 52325
Hrly Class Replacements 52350 Hrly Class Stipends 52410 Hrly Class
Instr Aide Sal 52420 Hrly Class Instr Aide Sal OT 52450 Hrly Class
Instr Aide Stipend 53100 Mandatory Fringe 53300 Health Benefits
54110 Instr Supplies 54210 Instr Books, Mags, Period 54210 Non
Instr Supplies This is what the list looks like. The descriptions
are brief and give the basics of the object code and what it is
used for. For the most part, there is usually no need to be adding
new object codes as this list comprises almost ALL of the MOST
common object codes used. 15Flex-day, Fall 2010
Slide 16
A note or two about the Summary page The Summary page currently
shows room for 5 object codes. This is for this training as in
actuality, the sheet allows for 30 object codes. How do I activate
them? Highlight the lines to the left [between the last object code
and the Subtotal line, right click, and press Unhide. All 30 will
show for usage. The spreadsheet allows for 30 individual object
codes in total. At the bottom of the Summary Spreadsheet [not shown
here] you will see 30 Olinks each one is hyperlinked to a separate
object code line on the Summary Page. Same with the Blinks. For
those you are not going to use, highlight them, right click on your
mouse, and HIDE them. The print setup will only print those that
are shown on the screen. 16Flex-day, Fall 2010
Slide 17
Fund Name: My Fund 100 Fund/Project Manager: Me
100-xxxxxx-xxxx-xxxxx-000 Fiscal Grant Year 2011 Object Code Fund
Amount [enter in gross budget amount] Amt Received [detail from
revenue page]Fund Balance to be received Total Fund Amount 48651
48899 Your revenue account number may be different. Do not concern
yourself with that] $ 25,000.00 $ - $ 25,000.00 $ - Total Revenue $
25,000.00 $ - $ 25,000.00 $ - Enter Object CodeObject Code
Description [ this fills in automatically by entering in the object
code]Object Code LinkBudget [figures comes from Budget Entry Link
page]Budget Entry LinkExpenditure [comes from object code detail
page]Actual Balance [calculaated automatically]Encumbrance [comes
from object code detail page]Balance Available [calculated
automatically] 54110Instr SuppliesOLink1 $ - BLink1 $ - 54210Non
Instr SuppliesOLink2 $ - BLink2 $ - 3#N/AOLink3 $ - BLink3 $ -
4#N/AOLink4 $ - BLink4 $ - 5#N/AOLink5 $ - BLink5 $ - 6#N/AOLink6 $
- BLink6 $ - 7#N/AOLink7 $ - BLink7 $ - 8#N/AOLink8 $ - BLink8 $ -
9#N/AOLink9 $ - BLink9 $ - 10#N/AOLink10 $ - BLink10 $ -
11#N/AOLink11 $ - BLink11 $ - 12#N/AOLink12 $ - BLink12 $ -
13#N/AOLink13 $ - BLink13 $ - 14#N/AOLink14 $ - BLink14 $ -
15#N/AOLink15 $ - BLink15 $ - 16#N/AOLink16 $ - BLink16 $ -
17#N/AOLink17 $ - BLink17 $ - 18#N/AOLink18 $ - BLink18 $ -
19#N/AOLink19 $ - BLink19 $ - 20#N/AOLink20 $ - BLink20 $ -
21#N/AOLink21 $ - BLink21 $ - 22#N/AOLink22 $ - BLink22 $ -
23#N/AOLink23 $ - BLink23 $ - 24#N/AOLink24 $ - BLink24 $ -
25#N/AOLink25 $ - BLink25 $ - 26#N/AOLink26 $ - BLink26 $ -
27#N/AOLink27 $ - BLink27 $ - 28#N/AOLink28 $ - BLink28 $ -
29#N/AOLink29 $ - BLink29 $ - 30#N/AOLink30 $ - BLink30 $ -
Subtotal : $ - 59990 Indirect Costs $ - Total Expenses : $ - Here
are all 30 Object Code lines.. How many of you need all 30?......
17Flex-day, Fall 2010
Slide 18
How do I enter my Line Item Budgets? By now, you will have
entered in your specific object codes. For each object code, click
on the corresponding BLink# and this hyperlink will take you to the
Budget Entry Link page. [and there are 30 BLink#s too] 18Flex-day,
Fall 2010
Slide 19
This is where the hyper link takes you.. To the location of the
object code selected Am I in the right place for the object code I
want? Yes as you will notice at the top : Object Code and then you
will see your object code Budget Transfer Tracking Sheet Summary
Grant NameMy Fund 100 Datatel#100-xxxxxx-xxxx-xxxxx-000 Object
Code54110 BTRN Ref# [must Hyperlink] Budget Transfer Amount
PostedBudget Available Beginning Budget Amount $ - Transfer $ -
Transfer $ - Transfer $ - Transfer $ - Transfer $ - Transfer $ -
Transfer $ - Transfer $ - Transfer $ - Transfer $ - Total Transfers
$ - Net Budget $ - 19Flex-day, Fall 2010
Slide 20
What am I seeing? This is the subsheet where budget entries are
made. By having clicked on the Blink# for your object code, the
hyperlink will take you to the appropriate budget section for that
object code. Enter in your Beginning Budget Amount in the GREEN
Cell. In this case, $5000. 00 Budget Transfer Tracking Sheet
Summary Grant NameMy Fund 100 Datatel#100-xxxxxx-xxxx-xxxxx-000
Object Code54110 BTRN Ref# [must Hyperlink] Budget Transfer Amount
PostedBudget Available Beginning Budget Amount $ 5,000.00 Transfer
$ 5,000.00 Transfer $ 5,000.00 Transfer $ 5,000.00 Transfer $ - $
5,000.00 Transfer $ - $ 5,000.00 Transfer $ - $ 5,000.00 Transfer $
- $ 5,000.00 Transfer $ - $ 5,000.00 Transfer $ - $ 5,000.00
Transfer $ - $ 5,000.00 Total Transfers $ - Net Budget $ 5,000.00
20Flex-day, Fall 2010
Slide 21
You will also notice that the Budget Available field is now
populated as the Net Budget field is also populated with the
current BUDGET available. To the right of the spreadsheet, is a
BLUE Summary button. Click on this and you will be taken to the
Summary page to see your updated entries. Budget Transfer Tracking
Sheet Summary Grant NameMy Fund 100
Datatel#100-xxxxxx-xxxx-xxxxx-000 Object Code54110 BTRN Ref# [must
Hyperlink] Budget Transfer Amount PostedBudget Available Beginning
Budget Amount $ 5,000.00 Transfer $ 5,000.00 Transfer $ 5,000.00
Transfer $ 5,000.00 Transfer $ - $ 5,000.00 Transfer $ - $ 5,000.00
Transfer $ - $ 5,000.00 Transfer $ - $ 5,000.00 Transfer $ - $
5,000.00 Transfer $ - $ 5,000.00 Transfer $ - $ 5,000.00 Total
Transfers $ - Net Budget $ 5,000.00 21Flex-day, Fall 2010
Slide 22
Now you will see your $5000 entry you made on the Budget Entry
Sheet appearing on the Summary Sheet. Every entry you make on ANY
of the subsheets will appear on the Summary Sheet and will
automatically calculate the balance for you. Now we are going to
add an EXPENSE and a PURCHASE REQUISITION for the Object Code
54110. You begin by clicking on the OLink1 hyperlink for the Object
Code 54110 Fund Name: My Fund 100 Fund/Project Manager: Me
100-xxxxxx-xxxx-xxxxx-000 Fiscal Grant Year 2011 Object Code Fund
Amount [enter in gross budget amount] Amt Received [detail from
revenue page] Fund Balance to be received Total Fund Amount 48651
48899 Your revenue account number may be different. Do not concern
yourself with that] $ 25,000.00 $ - $ 25,000.00 $ - Total Revenue $
25,000.00 $ - $ 25,000.00 $ - Enter Object Code Object Code
Description [ this fills in automatically by entering in the object
code] Object Code Link Budget [figures comes from Budget Entry Link
page] Budget Entry Link Expenditure [comes from object code detail
page] Actual Balance [calculaated automatically] Encumbrance [comes
from object code detail page] Balance Available [calculated
automatically] 54110Instr SuppliesOLink1 $ 5,000.00 BLink1 $ - $
5,000.00 $ - $ 5,000.00 54210Non Instr SuppliesOLink2 $ - BLink2 $
- 54240DuplicatingOLink3 $ - BLink3 $ - 55200Travel
ConferenceOLink4 $ - BLink4 $ - 55910Dues, Memberships, FeesOLink5
$ - BLink5 $ - Subtotal : $ 5,000.00 $ - $ 5,000.00 $ - $ 5,000.00
59990 Indirect Costs $ - Total Expenses : $ 5,000.00 $ - $ 5,000.00
$ - $ 5,000.00 22Flex-day, Fall 2010
Slide 23
As you can see, your BUDGET amount has populated this subsheet
as well. On this subsheet for Object Code 54110 [as you see at the
top of the sheet], all your entries MUST be made on the yellow
lines for the formulas to work. Anything on the white lines will
not affect the formula and that data will not adjust any balances,
either expense or budget. 54110 DateNameREQ/PO#
AllocatedPostedExpenseAvailable Balance Summary 5,000.00 $0.00
5,000.00 Actual Balance5,000.00 23Flex-day, Fall 2010
Slide 24
I have entered a Purchase Requisition for Office Depot in the
amount of $500. At this point, no purchases have been made against
the Requisition, nor has the Requisition been cleared thru
Purchasing. However, your intended expenditure IS recorded under
the Allocated column as you are intending to spend this money for
supplies. After the entry is complete, notice the Available Balance
has been updated to reflect this intended expenditure. Also, at the
bottom of the Allocated column is the balance of the outstanding
Encumbrances. Click on the Summary to return you to the Summary
Page 54110 DateNameREQ/PO# AllocatedPostedExpenseAvailable Balance
Summary 5,000.00 Office Depot113961 $500.00 4,500.00 $500.00 $0.00
4,500.00 Actual Balance5,000.00 24Flex-day, Fall 2010
Slide 25
What do you notice? Your Purchase Requisition is now showing on
the Summary page and has affected the Balance Available for the
Object Code 54110. [As always, do not forget to Save your work..]
Now we will enter in an expense that you have used a District Check
Request to pay. Click on the OLink1 Hyperlinked button to take us
to the expense sheet for 54110. Fund Name: My Fund 100 Fund/Project
Manager: Me 100-xxxxxx-xxxx-xxxxx-000 Fiscal Grant Year 2011 Object
Code Fund Amount [enter in gross budget amount] Amt Received
[detail from revenue page] Fund Balance to be received Total Fund
Amount 48651 48899 Your revenue account number may be different. Do
not concern yourself with that] $ 25,000.00 $ - $ 25,000.00 $ -
Total Revenue $ 25,000.00 $ - $ 25,000.00 $ - Enter Object Code
Object Code Description [ this fills in automatically by entering
in the object code] Object Code Link Budget [figures comes from
Budget Entry Link page] Budget Entry Link Expenditure [comes from
object code detail page] Actual Balance [calculaated automatically]
Encumbrance [comes from object code detail page] Balance Available
[calculated automatically] 54110Instr SuppliesOLink1 $ 5,000.00
BLink1 $ - $ 5,000.00 $ 500.00 $ 4,500.00 54210Non Instr
SuppliesOLink2 $ - BLink2 $ - 54240DuplicatingOLink3 $ - BLink3 $ -
55200Travel ConferenceOLink4 $ - BLink4 $ - 55910Dues, Memberships,
FeesOLink5 $ - BLink5 $ - Subtotal : $ 5,000.00 $ - $ 5,000.00 $
500.00 $ 4,500.00 59990 Indirect Costs $ - Total Expenses : $
5,000.00 $ - $ 5,000.00 $ 500.00 $ 4,500.00 25Flex-day, Fall
2010
Slide 26
You will notice I entered in an expense reimbursement for a
Kinkos purchase on the yellow line. Under Name, I entered the
expense name, meaning: who is the Payee. Under the expense column
on the very same line, I have entered the amount of the expense
reimbursement. Notice the Available Balance has been affected by
this reimbursement. Also, look at the bottom of the Expense column
and you will see the total of your expenses to date. Click on the
Summary button to return to the Summary Page. 54110 DateNameREQ/PO#
AllocatedPostedExpenseAvailable Balance Summary 5,000.00 Office
Depot113961 $500.00 4,500.00 Mr/s Budget Administrator $27.55
Reimbursement for Kinko's copies 4,472.45 $500.00 $27.55 4,472.45
Actual Balance4,972.45 26Flex-day, Fall 2010
Slide 27
You will now see the Expenditure Column has your entry in it
and the Budget Available balances have been updated with the new
balances. Let us continue with the entry of an Office Depot invoice
against the Purchase Requisition [now Purchase Order] and see how
this works. Click on OLink1 Fund Name: My Fund 100 Fund/Project
Manager: Me 100-xxxxxx-xxxx-xxxxx-000 Fiscal Grant Year 2011 Object
Code Fund Amount [enter in gross budget amount] Amt Received
[detail from revenue page] Fund Balance to be received Total Fund
Amount 48651 48899 Your revenue account number may be different. Do
not concern yourself with that] $ 25,000.00 $ - $ 25,000.00 $ -
Total Revenue $ 25,000.00 $ - $ 25,000.00 $ - Enter Object Code
Object Code Description [ this fills in automatically by entering
in the object code] Object Code Link Budget [figures comes from
Budget Entry Link page] Budget Entry Link Expenditure [comes from
object code detail page] Actual Balance [calculaated automatically]
Encumbrance [comes from object code detail page] Balance Available
[calculated automatically] 54110Instr SuppliesOLink1 $ 5,000.00
BLink1 $ 27.55 $ 4,972.45 $ 500.00 $ 4,472.45 54210Non Instr
SuppliesOLink2 $ - BLink2 $ - 54240DuplicatingOLink3 $ - BLink3 $ -
55200Travel ConferenceOLink4 $ - BLink4 $ - 55910Dues, Memberships,
FeesOLink5 $ - BLink5 $ - Subtotal : $ 5,000.00 $ 27.55 $ 4,972.45
$ 500.00 $ 4,472.45 59990 Indirect Costs $ - Total Expenses : $
5,000.00 $ 27.55 $ 4,972.45 $ 500.00 $ 4,472.45 27Flex-day, Fall
2010
Slide 28
You received an invoice for items purchased at Office Depot in
the amount of $125.67. We need to record the invoice as an expense
[see Expense column] AND as a reduction to the Purchase order in
the Allocated column. This is a double sided entry as the purchase,
in this case, also changes the balance of the Purchase Order.
Review the bottom of each column to see your new balances. ALSO,
look at the Available Balance column. It remains the same. WHY?
Because we are adjusting the Purchase Order downward and increasing
the Expense upward. They both cancel each other out. We are making
a purchase against an Allocation/Encumbrance. Return to the Summary
page to see your results. 54110 DateNameREQ/PO#
AllocatedPostedExpenseAvailable Balance Summary 5,000.00 Office
Depot113961 $500.00 4,500.00 Mr/s Budget Administrator $27.55
Reimbursement for Kinko's copies 4,472.45 Office DepotB19056
-$125.67 $125.67 4,472.45 $374.33 $153.22 4,472.45 Actual
Balance4,846.78 28Flex-day, Fall 2010
Slide 29
You will now see your Expenditure total AND your Encumbrance
totals have changed. In addition, your Actual Balance AND your
Budget Available has also been updated with the new entry. Fund
Name: My Fund 100 Fund/Project Manager: Me
100-xxxxxx-xxxx-xxxxx-000 Fiscal Grant Year 2011 Object Code Fund
Amount [enter in gross budget amount] Amt Received [detail from
revenue page] Fund Balance to be received Total Fund Amount 48651
48899 Your revenue account number may be different. Do not concern
yourself with that] $ 25,000.00 $ - $ 25,000.00 $ - Total Revenue $
25,000.00 $ - $ 25,000.00 $ - Enter Object Code Object Code
Description [ this fills in automatically by entering in the object
code] Object Code Link Budget [figures comes from Budget Entry Link
page] Budget Entry Link Expenditure [comes from object code detail
page] Actual Balance [calculaated automatically] Encumbrance [comes
from object code detail page] Balance Available [calculated
automatically] 54110Instr SuppliesOLink1 $ 5,000.00 BLink1 $ 153.22
$ 4,846.78 $ 374.33 $ 4,472.45 54210Non Instr SuppliesOLink2 $ -
BLink2 $ - 54240DuplicatingOLink3 $ - BLink3 $ - 55200Travel
ConferenceOLink4 $ - BLink4 $ - 55910Dues, Memberships, FeesOLink5
$ - BLink5 $ - Subtotal : $ 5,000.00 $ 153.22 $ 4,846.78 $ 374.33 $
4,472.45 59990 Indirect Costs $ - Total Expenses : $ 5,000.00 $
153.22 $ 4,846.78 $ 374.33 $ 4,472.45 29Flex-day, Fall 2010
Slide 30
West Valley-Mission Community College DistrictW.E.D. Tracking
#BTRN 11-xxx FINANCE OFFICE BUDGET CHANGE/TRANSFER Account Key
Object DescriptionCurrent BudgetRevised BudgetDifference = Zero
$0.00 Totals: $0.00 Date The budget administrators who have
signature authority for the account(s) must sign below.
Approved__________________________________ Date
____________________ Ext._________ Budget Administrator
Approved__________________________________ Date
____________________ Ext._________ Budget Administrator
Approved__________________________________ Date
____________________ Ext._________ College President/Director of
Business Services FOR FINANCE USE ONLY JOURNAL ENTRY # TRANSFER
APPROVED BUDGET TRANSFER # DEBITCREDITKEYOBJECT Budget
TechnicianDate What is this form? And why do I need to use it?
30Flex-day, Fall 2010
Slide 31
Budget Transfer form.. You will need to use this to: Why do I
need to do that? Make changes to your budget You do not have enough
money in an object code to make that next purchase, OR; You have
overspent an object code. 31Flex-day, Fall 2010
Slide 32
What does this form do? You will need to designate FROM which
object code to take money FROM to put into the object code you are
needing to increase the budget $$$ amount. From this form, we will
know how much $$$ to properly transfer for you. But Why do I need
to do this? If you have overspent an object code, you will need to
put it in balance, OR; You need to make a purchase from an object
code that does not have enough money in it. 32Flex-day, Fall
2010
Slide 33
West Valley-Mission Community College District Expense Tracking
# ETRN#11-xxx FINANCE OFFICE EXPENSE TRANSFER Fund-Cost
Center-Tops-Object- Grant Code Cost Center/ Object
DescriptionAmount $0.00 FROM: $0.00 Totals $0.00 TO: $0.00 Totals
$0.00 Sum to zero$0.00 REASON:Fund/Grant/Department Why am I doing
this Transfer? Date of Transfer The budget administrators who have
signature authority for the account(s) must sign below. Approv ed
Date Ext. Budget Administrator (From) Approv ed Date Ext. Budget
Administrator (To) FOR FINA NCE USE ONLY JOURNAL ENTRY# Reviewed
by: BY: SignatureDate Original To:Finance Copies To:Retained by
"TO" Budget administrator & by "FROM" administrator This form
is used to correct actual expenses only, not budget transfers or
encumbrances. Corrections should indicate date and reference of the
original transaction. The "from" is the account where the charges
currently are shown in the general ledger; the "to" is where they
should be charged. Expense Tracking form 33Flex-day, Fall 2010
Slide 34
Expense Tracking Form. You will need to use this to: Why do I
need to do that? Move expenses to the proper object code IF it has
been posted erroneously, OR; Another fund/grant is taking your
expenses per agreement. 34Flex-day, Fall 2010
Slide 35
What does this form do? You will need to designate FROM which
account to take the expense FROM to put into the account the
expense needs to be moved to. From this form, we will know how much
$$$ to properly transfer for you. But Why do I need to do this?
Maybe you placed the wrong object code on the expense payment/
reimbursement, OR; You need to transfer the expense to the proper
fund/grant. 35Flex-day, Fall 2010
Slide 36
What do I do with this form AFTER I have created it? After the
appropriate signatures, it needs to be forwarded to Finance for
posting. Why? It cannot be posted otherwise. Then you need to enter
it into your Expense Tracking Spreadsheet. Why? So you can adjust
the accounts needed by this transfer. A transfer is money spent or
received. 36Flex-day, Fall 2010
Slide 37
How do I enter this in my spreadsheet? First, locate the object
code[s] in your spreadsheet that this transfer will be posted to.
IF you are taking an expense from a different fund, then it will be
a one sided entry on your spreadsheet. In this case, it will be a
+[plus], added to your expenses. IF someone else is taking the
expense, it will also be a one sided entry on your spreadsheet. In
this case, it will be a [minus], subtracted from your expenses.
37Flex-day, Fall 2010
Slide 38
Fund Name: My Fund 100 Fund/Project Manager: Me
100-xxxxxx-xxxx-xxxxx-000 Fiscal Grant Year 2011 Object Code Fund
Amount [enter in gross budget amount] Amt Received [detail from
revenue page] Fund Balance to be received Total Fund Amount 48651
48899 Your revenue account number may be different. Do not concern
yourself with that] $ 25,000.00 $ - $ 25,000.00 $ - Total Revenue $
25,000.00 $ - $ 25,000.00 $ - Enter Object Code Object Code
Description [ this fills in automatically by entering in the object
code] Object Code Link Budget [figures comes from Budget Entry Link
page] Budget Entry Link Expenditure [comes from object code detail
page] Actual Balance [calculaated automatically] Encumbrance [comes
from object code detail page] Balance Available [calculated
automatically] 54110Instr SuppliesOLink1 $ 5,000.00 BLink1 $ 9.20 $
4,990.80 $ 374.33 $ 4,616.47 54210Non Instr SuppliesOLink2 $
5,000.00 BLink2 $ 45.78 $ 4,954.22 $ - $ 4,954.22
54240DuplicatingOLink3 $ - BLink3 $ - 55200Travel ConferenceOLink4
$ - BLink4 $ - 55910Dues, Memberships, FeesOLink5 $ - BLink5 $ -
Subtotal : $ 10,000.00 $ 54.98 $ 9,945.02 $ 374.33 $ 9,570.69 59990
Indirect Costs $ - Total Expenses : $ 10,000.00 $ 54.98 $ 9,945.02
$ 374.33 $ 9,570.69 This is the Summary Sheet AFTER the Expense
Transfer has been created. The next slide will show you how this
came to be, starting with the Expense Transfer form. 38Flex-day,
Fall 2010
Slide 39
West Valley-Mission Community College District Expense Tracking
# ETRN#11-005 FINANCE OFFICE EXPENSE TRANSFER Fund-Cost
Center-Tops-Object-Grant CodeCost Center/ Object DescriptionAmount
$0.00 FROM:100-xxxxxx-xxxx-54110-000 $45.27 $0.00 Totals $45.27
$0.00 TO:100-xxxxxx-xxxx-54210-000 $45.27 $0.00 Totals $45.27 Sum
to zero$0.00 REASON:My Fund To post to correct object code today's
date The budget administrators who have signature authority for the
account(s) must sign below. Approved Date Ext. Budget Administrator
(From) Approved Date Ext. Budget Administrator (To) FOR FINANC E
USE ONLY JOURNAL ENTRY# Reviewed by: BY: SignatureDate Original
To:Finance This form is used to correct actual expenses only, not
budget transfers or encumbrances. Corrections should indicate date
and reference of the original transaction. The "from" is the
account where the charges currently are shown in the general
ledger; the "to" is where they should be charged. This is the
completed Expense Transfer form. This will need to be entered on to
your Expense Spreadsheet to update your expenses and see the
results before it is posted to Datatel. 39Flex-day, Fall 2010
Slide 40
54110 DateNameREQ/PO# AllocatedPostedExpenseAvailable Balance
Summary 5,000.00 Office Depot113961 $500.00 4,500.00 Mr/s Budget
Administrator $27.55 Reimbursement for Kinko's copies 4,472.45
Office DepotB19056 -$125.67 $125.67 4,472.45 ETRN 11-005 ($45.78)
Transferred to 54210 4,518.23 $374.33 $107.44 4,518.23 Actual
Balance4,892.56 You will see the Expense Transfer has been entered.
In this case, we are crediting [reducing] the expense because we
are moving the $45.78 to object code 54210 from 54110. The next
slide will show the debit [increase] from this transfer.
40Flex-day, Fall 2010
Slide 41
54210 DateNamePO# AllocatedPostedExpenseAvailable
BalanceSummary 5,000.00 ETRN 11-005 $45.78 Transferred to 54210
4,954.22 $0.00 $45.78 5,000.00 Actual Balance4,954.22 In the
subsheet for object code 54210, we see the increase of expenses
from the Expense Transfer that you have posted. 41Flex-day, Fall
2010
Slide 42
What do I do if I have used all the lines on the spreadsheet
expense page? First you will need to add more lines. How do I do
this? Excel is a relational database type program. IF you add lines
outside of the formula definitions, the additional lines will not
be included in the formulas, thus the totals will not properly
transfer to the Summary Page. So, highlight an area of lines on the
OLink# page that have no expenses. Then, right click on your mouse
and select INSERT. This will insert the number of lines you have
highlighted. After that, you MUST remember to cut and paste the
formulas appropriately AND to make sure every other line is yellow
and every other line is white All of this MUST be done before the
last line of the formula cell definition. [=sum(A6..A23] You would
enter in the lines after A6 but before A23 to insure those new
lines being added to the formula, thus being carried forth to the
Summary Page properly. 42Flex-day, Fall 2010
Slide 43
The WHITE area is where we added lines. 54110 DateNameREQ/PO#
AllocatedPostedExpenseAvailable Balance Summary 5,000.00 Office
Depot113961 $500.00 4,500.00 Mr/s Budget Administrator $27.55
Reimbursement for Kinko's copies 4,472.45 Office DepotB19056
-$125.67 $125.67 4,472.45 ETRN 11-005 ($45.78) Transferred to 54210
4,518.23 $374.33 $107.44 4,518.23 Actual Balance4,892.56
43Flex-day, Fall 2010
Slide 44
By Cutting and Pasting, change the WHITE lines to White and
Yellow. Then Cut and Past the FORMULA to the White lines to fill
in. 54110 DateNameREQ/PO# AllocatedPostedExpenseAvailable Balance
Summary 5,000.00 Office Depot113961 $500.00 4,500.00 Mr/s Budget
Administrator $27.55 Reimbursement for Kinko's copies 4,472.45
Office DepotB19056 -$125.67 $125.67 4,472.45 ETRN 11-005 ($45.78)
Transferred to 54210 4,518.23 $374.33 $107.44 4,518.23 Actual
Balance4,892.56 44Flex-day, Fall 2010
Slide 45
Now when you add an Expense [as an example], the formula will
properly self adjust. This will also carry forward to the Summary
sheet as intended. 54110 DateNameREQ/PO#
AllocatedPostedExpenseAvailable Balance Summary 5,000.00 Office
Depot113961 $500.00 4,500.00 Mr/s Budget Administrator $27.55
Reimbursement for Kinko's copies 4,472.45 Office DepotB19056
-$125.67 $125.67 4,472.45 ETRN 11-005 ($45.78) Transferred to 54210
4,518.23 $375.19 4,143.04 $374.33 $482.63 4,143.04 Actual
Balance4,517.37 45Flex-day, Fall 2010
Slide 46
Notice the Balance on object code 54110 It has increased by the
$375 expense from the OLink1 subsheet. This means you have created
the additional expense lines correctly. Fund Name: My Fund 100
Fund/Project Manager: Me 100-xxxxxx-xxxx-xxxxx-000 Fiscal Grant
Year 2011 Object Code Fund Amount [enter in gross budget amount]
Amt Received [detail from revenue page] Fund Balance to be received
Total Fund Amount 48651 48899 Your revenue account number may be
different. Do not concern yourself with that] $ 25,000.00 $ - $
25,000.00 $ - Total Revenue $ 25,000.00 $ - $ 25,000.00 $ - Enter
Object Code Object Code Description [ this fills in automatically
by entering in the object code] Object Code Link Budget [figures
comes from Budget Entry Link page] Budget Entry Link Expenditure
[comes from object code detail page] Actual Balance [calculaated
automatically] Encumbrance [comes from object code detail page]
Balance Available [calculated automatically] 54110Instr
SuppliesOLink1 $ 5,000.00 BLink1 $ 482.63 $ 4,517.37 $ 374.33 $
4,143.04 54210Non Instr SuppliesOLink2 $ 5,000.00 BLink2 $ 45.78 $
4,954.22 $ - $ 4,954.22 54240DuplicatingOLink3 $ - BLink3 $ -
55200Travel ConferenceOLink4 $ - BLink4 $ - 55910Dues, Memberships,
FeesOLink5 $ - BLink5 $ - Subtotal : $ 10,000.00 $ 528.41 $
9,471.59 $ 374.33 $ 9,097.26 59990 Indirect Costs $ - Total
Expenses : $ 10,000.00 $ 528.41 $ 9,471.59 $ 374.33 $ 9,097.26
46Flex-day, Fall 2010
Slide 47
Fund Name: My Fund 100 Fund/Project Manager: Me
100-xxxxxx-xxxx-xxxxx-000 Fiscal Grant Year 2011 Object Code Fund
Amount [enter in gross budget amount] Amt Received [detail from
revenue page] Fund Balance to be received Total Fund Amount 48651
48899 Your revenue account number may be different. Do not concern
yourself with that] $ 25,000.00 $ - $ 25,000.00 $ - Total Revenue $
25,000.00 $ - $ 25,000.00 $ - Enter Object Code Object Code
Description [ this fills in automatically by entering in the object
code] Object Code Link Budget [figures comes from Budget Entry Link
page] Budget Entry Link Expenditure [comes from object code detail
page] Actual Balance [calculaated automatically] Encumbrance [comes
from object code detail page] Balance Available [calculated
automatically] 54110Instr SuppliesOLink1 $ 5,000.00 BLink1 $ 9.20 $
4,990.80 $ 374.33 $ 4,616.47 54210Non Instr SuppliesOLink2 $
5,000.00 BLink2 $ 45.78 $ 4,954.22 $ - $ 4,954.22
54240DuplicatingOLink3 $ - BLink3 $ - 55200Travel ConferenceOLink4
$ - BLink4 $ - 55910Dues, Memberships, FeesOLink5 $ - BLink5 $ -
Subtotal : $ 10,000.00 $ 54.98 $ 9,945.02 $ 374.33 $ 9,570.69 59990
Indirect Costs $ - Total Expenses : $ 10,000.00 $ 54.98 $ 9,945.02
$ 374.33 $ 9,570.69 Now we see the result of the Expense Transfer
Entry. IF you were to transfer the expense to someone elses
account, then you would only have a credit that would be posted to
this tracking sheet. Next we will do a Budget Transfer. 47Flex-day,
Fall 2010
Slide 48
Budget Transfer guidelines When will it post? Why does it have
to be Board approved? IF you are moving funds from the same object
code rollup number [1000 to 1000; 4000 to 4000, etc], then after
signatures, it can be posted to Datatel in one day. IF you are
moving funds from one object code rollup to another [1000 to 2000,
2000 to 4000, etc], then it MUST be Board approved before it can be
posted to Datatel. Once approved, then in a few days it can be
posted to Datatel. 48Flex-day, Fall 2010
Slide 49
Budget Transfer guidelines What do I do if it cannot be posted
right away? The purpose of the Expense Tracking spreadsheet is to
allow you the foresight for planning so these type of transfers can
happen in a more timely manner thus allowing you to make the
purchases you are needing in also, a timely manner. With the tools
presented here today, you can and should be able to plan your
spending strategies effectively. IF it cannot be posted right away,
see the Sr. Financial Analyst who works with your account for
assistance. 49Flex-day, Fall 2010
Slide 50
Fund Name: My Fund 100 Fund/Project Manager: Me
100-xxxxxx-xxxx-xxxxx-000 Fiscal Grant Year 2011 Object Code Fund
Amount [enter in gross budget amount] Amt Received [detail from
revenue page] Fund Balance to be received Total Fund Amount 48651
48899 Your revenue account number may be different. Do not concern
yourself with that] $ 25,000.00 $ - $ 25,000.00 $ - Total Revenue $
25,000.00 $ - $ 25,000.00 $ - Enter Object Code Object Code
Description [ this fills in automatically by entering in the object
code] Object Code Link Budget [figures comes from Budget Entry Link
page] Budget Entry Link Expenditure [comes from object code detail
page] Actual Balance [calculaated automatically] Encumbrance [comes
from object code detail page] Balance Available [calculated
automatically] 54110Instr SuppliesOLink1 $ 5,000.00 BLink1 $ 9.20 $
4,990.80 $ 374.33 $ 4,616.47 54210Non Instr SuppliesOLink2 $
5,000.00 BLink2 $ 45.78 $ 4,954.22 $ - $ 4,954.22
54240DuplicatingOLink3 $ - BLink3 $ - 55200Travel ConferenceOLink4
$ - BLink4 $ - 55910Dues, Memberships, FeesOLink5 $ - BLink5 $ -
Subtotal : $ 10,000.00 $ 54.98 $ 9,945.02 $ 374.33 $ 9,570.69 59990
Indirect Costs $ - Total Expenses : $ 10,000.00 $ 54.98 $ 9,945.02
$ 374.33 $ 9,570.69 We are now going to do a Budget Transfer. Here
is your CURRENT view of your Expense Tracking Spreadsheet.
50Flex-day, Fall 2010
Slide 51
West Valley-Mission Community College DistrictW.E.D. Tracking
#BTRN 11-xxx FINANCE OFFICE BUDGET CHANGE/TRANSFER Account Key
Object DescriptionCurrent BudgetRevised BudgetDifference = Zero
100-xxxxxx-xxxx-54110-000 $5,000.00$4,500.00($500.00)
100-xxxxxx-xxxx-54210-000 $5,000.00$5,500.00$500.00 $0.00 Totals:
$10,000.00 $0.00 My Fund To move funds to allow for purchase
Today's Date The budget administrators who have signature authority
for the account(s) must sign below.
Approved__________________________________ Date
____________________ Ext._________ Budget Administrator
Approved__________________________________ Date
____________________ Ext._________ Budget Administrator
Approved__________________________________ Date
____________________ Ext._________ College President/Director of
Business Services FOR FINANCE USE ONLY JOURNAL ENTRY # TRANSFER
APPROVED BUDGET TRANSFER # DEBITCREDITKEYOBJECT Budget
TechnicianDate This form is used to revise the current year budget
for the General Fund, categorical programs and restricted funds.
For transfers among General Fund accounts, the increases must equal
the decreases (i.e. the net change in expenditure budgets is zero).
For catgorical programs and restricted funds, the balance between
revenue and expense accounts must be maintained. This form is also
used to reappropriate funds left unspent at the previous year-end
closing. Any modifications to full-time accounts must be
accompanied by the Board action corresponding to a
reclassification, change in time base or turnover. Here is our
completed Budget Transfer form, moving $500 from 54110 to 54210. In
this case, it will post within one day 51Flex-day, Fall 2010
Slide 52
Fund Name: My Fund 100 Fund/Project Manager: Me
100-xxxxxx-xxxx-xxxxx-000 Fiscal Grant Year 2011 Object Code Fund
Amount [enter in gross budget amount] Amt Received [detail from
revenue page] Fund Balance to be received Total Fund Amount 48651
48899 Your revenue account number may be different. Do not concern
yourself with that] $ 25,000.00 $ - $ 25,000.00 $ - Total Revenue $
25,000.00 $ - $ 25,000.00 $ - Enter Object Code Object Code
Description [ this fills in automatically by entering in the object
code] Object Code Link Budget [figures comes from Budget Entry Link
page] Budget Entry Link Expenditure [comes from object code detail
page] Actual Balance [calculaated automatically] Encumbrance [comes
from object code detail page] Balance Available [calculated
automatically] 54110Instr SuppliesOLink1 $ 5,000.00 BLink1 $ 9.20 $
4,990.80 $ 374.33 $ 4,616.47 54210Non Instr SuppliesOLink2 $
5,000.00 BLink2 $ 45.78 $ 4,954.22 $ - $ 4,954.22
54240DuplicatingOLink3 $ - BLink3 $ - 55200Travel ConferenceOLink4
$ - BLink4 $ - 55910Dues, Memberships, FeesOLink5 $ - BLink5 $ -
Subtotal : $ 10,000.00 $ 54.98 $ 9,945.02 $ 374.33 $ 9,570.69 59990
Indirect Costs $ - Total Expenses : $ 10,000.00 $ 54.98 $ 9,945.02
$ 374.33 $ 9,570.69 Now we need to enter the Budget Transfer. Since
we are starting with 54110, click on the BLink1 hyperlink to take
you to the Budget Entry Sheet. 52Flex-day, Fall 2010
Slide 53
Budget Transfer Tracking Sheet Summary Grant NameMy Fund 100
Datatel#100-xxxxxx-xxxx-xxxxx-000 Object Code54110 BTRN Ref# [must
Hyperlink] Budget Transfer AmountPostedBudget Available Beginning
Budget Amount $ 5,000.00 Transfer $ (500.00) $ 4,500.00 Transfer $
4,500.00 Transfer $ 4,500.00 Transfer $ - $ 4,500.00 Transfer $ - $
4,500.00 Transfer $ - $ 4,500.00 Transfer $ - $ 4,500.00 Transfer $
- $ 4,500.00 Transfer $ - $ 4,500.00 Transfer $ - $ 4,500.00 Total
Transfers $ (500.00)Net Budget $ 4,500.00 Object Code54210 BTRN
Ref# [must Hyperlink] Budget Transfer AmountPostedBudget Available
Beginning Budget Amount $ 5,000.00 Transfer $ 500.00 $ 5,500.00
Transfer $ - $ 5,500.00 Transfer $ - $ 5,500.00 Transfer $ - $
5,500.00 Transfer $ - $ 5,500.00 Transfer $ - $ 5,500.00 Transfer $
- $ 5,500.00 Transfer $ - $ 5,500.00 Transfer $ - $ 5,500.00
Transfer $ - $ 5,500.00 Total Transfers $ 500.00Net Budget $
5,500.00 We are now where we need to be to enter in our Budget
Transfer. Since we are reducing 54110s budget by $500, in the cell
under the GREEN Beginning Budget Entry, we enter in - 500, and hit
the ENTER key. This will reduce our Budget Available. Next, we
scroll down to 54210 and following the instructions above, we enter
in the +500 to increase the Budget Available. Every BUDGET Entry
MUST be balanced AND can only be transferred within the same fund.
No transfers are allowed outside of your fund, meaning: from one
fund to another. Click on the Summary hyperlink to see what your
entries have done to your Summary page. 53Flex-day, Fall 2010
Slide 54
Fund Name: My Fund 100 Fund/Project Manager: Me
100-xxxxxx-xxxx-xxxxx-000 Fiscal Grant Year 2011 Object Code Fund
Amount [enter in gross budget amount] Amt Received [detail from
revenue page] Fund Balance to be received Total Fund Amount 48651
48899 Your revenue account number may be different. Do not concern
yourself with that] $ 25,000.00 $ - $ 25,000.00 $ - Total Revenue $
25,000.00 $ - $ 25,000.00 $ - Enter Object Code Object Code
Description [ this fills in automatically by entering in the object
code] Object Code Link Budget [figures comes from Budget Entry Link
page] Budget Entry Link Expenditure [comes from object code detail
page] Actual Balance [calculaated automatically] Encumbrance [comes
from object code detail page] Balance Available [calculated
automatically] 54110Instr SuppliesOLink1 $ 4,500.00 BLink1 $ 107.44
$ 4,392.56 $ 374.33 $ 4,018.23 54210Non Instr SuppliesOLink2 $
5,500.00 BLink2 $ 45.78 $ 5,454.22 $ - $ 5,454.22
54240DuplicatingOLink3 $ - BLink3 $ - 55200Travel ConferenceOLink4
$ - BLink4 $ - 55910Dues, Memberships, FeesOLink5 $ - BLink5 $ -
Subtotal : $ 10,000.00 $ 153.22 $ 9,846.78 $ 374.33 $ 9,472.45
59990 Indirect Costs $ - Total Expenses : $ 10,000.00 $ 153.22 $
9,846.78 $ 374.33 $ 9,472.45 So what has happened? Notice your
budget for 54110 and 54210. Object Code 54110 has been decreased,
while 54210 has been increased. Also, your Actual Balance and
Balance Available cells for each object have been adjusted by the
Budget Transfer and you now have new balances. 54Flex-day, Fall
2010
Slide 55
I want to print out my Summary Page. What do I do? The Summary
page is already set for printing. You do not have to do anything as
it will come to you this way whether you use 1 or 30 object codes.
Just select the PRINT Icon in Excel and the Summary Page will
print. 55Flex-day, Fall 2010
Slide 56
Other things to note about the Expense Tracking Spreadsheet For
the purposes of this presentation, I have only shown you 5 lines
for which to enter in Object Codes. There are 30 contained within
this sheet. They are hidden. To view them, highlight the lines from
19 to and including 71 and right click on your mouse and select
Unhide and you will see all 30 line items. 56Flex-day, Fall
2010
Slide 57
Other things to note about the Expense Tracking Spreadsheet You
do not have to use all of them. If you have 12 object codes, use
only 12. Hide the rest by highlighting the lines you do not wish to
use or see, and right click on your mouse and select HIDE. Seeing
all 30 will not affect the usage of this sheet. However, why print
what you do not use? Hiding what you do not need will not show up
in your printed Summary page. 57Flex-day, Fall 2010
Slide 58
An ending note: Utilizing the spreadsheet will assist you
greatly in knowing at any moment [before Datatel] where you stand
financially with your fund/grant. With this knowledge, you can
effectively strategize and plan your next fiscal move so your
department can get those needed purchases in a more timely manner.
58Flex-day, Fall 2010
Slide 59
An ending note: Usage of the spreadsheet will take a little
time to get comfortable with. Practice. Save the sheet to a
separate file name and play with it. When you are comfortable with
its operations, then save a real copy and get started using it. And
a FINAL Question: How does this relate to Datatel? 59Flex-day, Fall
2010
Slide 60
AND here is your answer It does. When you view the Summary
page, the columns of Budget, Expense, Actual Balance, Encumbrances
[Allocations], and Balance Available completely mirror GLBS [the
Detail report] in Datatel. 60Flex-day, Fall 2010
Slide 61
Another part of the answer When you view the Link subsheets for
each object code, using the report GLBS [in Datatel], you will see
all your Expenses AND Allocations along with the reductions to your
specific Purchase Orders and subsequent increases to your expense
line items for each PO purchase. 61Flex-day, Fall 2010
Slide 62
West Valley Mission Community College District 8/12/2010Detail
Budget Status ReportPage: 1 For Period 07/01/2010 Thru 06/30/2011
Fiscal Year: 2011COSTCENTER: 260000 - Com. Serv. GL
AccountAllocatedRevenue/Unexpended Unencumbered Date Sc
Ref.NoDescriptionBudgetExpensesBalanceEncumbrancesBalance/Pcnt
----------------------------------------------------------------
591-260000-6820-54210-000Com. Serv. : Non-Instr.Supplies/Materia
Opening Balances --> $ 5,900.00 08/09 PJ V0327358Office Depot,
Inc $ 84.26 07/07 EP B0019321Office Depot, Inc $ 4,000.00 08/02 EP
B0019616 Mission College Bookstore $ 150.00 08/09 EP B0019321Office
Depot, Inc $ (84.26) Current Period Totals --> $ 84.26 $
4,065.74 To Date Totals --> $ 5,900.00 $ 84.26 $ 5,815.74 $
4,065.74 $ 1,750.00 29.66% Future Totals --> Fiscal Totals
--> $ 5,900.00 $ 84.26 $ 5,815.74 $ 4,065.74 $ 1,750.00 29.66%
======================== ================ == ============ ==
============ ==== =============== == ============== = Totals for
COSTCENTER: 260000 - Com. Serv. To Date Totals --> $ 5,900.00 $
84.26 $ 5,815.74 $ 4,065.74 $ 1,750.00 This is an example of the
GLBS Detailed Datatel Report 62Flex-day, Fall 2010
Slide 63
Another note to be aware of This spreadsheet should be used for
only one [1] fund/costcenter. IF you have multiple
funds/costcenters, use multiple copies of the spreadsheet as
co-mingling of funds is not allowed. Beyond the legality of
comingling of funds, it would make it more difficult for you to
properly track your monies as to how much $$$ you actually have in
the fund[s] you are attempting to track. Thus, use a different
spreadsheet for each Fund and CostCenter. Name each one by your
costcenter and save appropriately. 63Flex-day, Fall 2010
Slide 64
So how easy is that? When can I start using it?
Slide 65
IMMEDIATELY.. It really is that easy. And!!!!!! If you have any
questions about using it; see Doug Masury [Funds 120, 121, 300,
591, 595] Queenie Chan [Funds 100, 017, 120, 712, 732] And we can
help you in getting your finances in order. Thank you.. 65Flex-day,
Fall 2010
Budget and Expense Tracking Spreadsheet Training Module By: Douglas Alan Masury Sr. Financial Analyst – Mission College.
This document is posted to help you gain knowledge. Please leave a comment to let me know what you think about it! Share it to your friends and learn new things together.
Transcript
Slide 1
Budget and Expense Tracking Spreadsheet Training Module By:
Douglas Alan Masury Sr. Financial Analyst Mission College
Slide 2
Budget and Expense Tracking Where is my money? Welcome
Slide 3
Do you have a personal checkbook? The Budget and Expense
spreadsheet is exactly like having an electronic checkbook. You
will be able to easily see where your money was spent and your
available balances. Can I really make that next purchase?
3Flex-day, Fall 2010
Slide 4
Why do I need to use this? Without it, you will not know how
much money you have left in your fund account to make that next
purchase. With it, you will know how you have spent your money, how
much is left, AND whether you will have enough to make that NEXT
purchase. 4Flex-day, Fall 2010
Slide 5
Doesnt Datatel tell me that? When you incur an expense, you
create the necessary paperwork to get it paid [or reimbursed];
After the appropriate signatures, it is sent forward to Finance for
payment; It can take up to two weeks for this to show in Datatel;
How can you effectively know your balance? 5Flex-day, Fall
2010
Slide 6
Fund Name: Enter Fund name Fund/Project Manager: Enter Budget
Administrator Enter Datatel account string Fiscal Grant Year 2011
Object Code Fund Amount [enter in gross budget amount] Amt Received
[detail from revenue page] Fund Balance to be received Total Fund
Amount 48651 48899 Your revenue account number may be different. Do
not concern yourself with that] $ - Total Revenue $ - Enter Object
Code Object Code Description [ this fills in automatically by
entering in the object code] Object Code Link Budget [figures comes
from Budget Entry Link page] Budget Entry Link Expenditure [comes
from object code detail page] Actual Balance [calculaated
automatically] Encumbrance [comes from object code detail page]
Balance Available [calculated automatically] 1#N/AOLink1 $ - BLink1
$ - 2#N/AOLink2 $ - BLink2 $ - 3#N/AOLink3 $ - BLink3 $ -
4#N/AOLink4 $ - BLink4 $ - 5#N/AOLink5 $ - BLink5 $ - Subtotal : $
- 59990 Indirect Costs $ - Total Expenses : $ - Here is the tool
that will help you manage your fund/grant. 6Flex-day, Fall
2010
Slide 7
This looks Complicated!!! It is not. Everything in this
spreadsheet is formula driven, appropriately hyperlinked, and gives
you your spending results immediately after your data [budget or
expense] entry. You will know your budget, expenses, and
encumbrance balances all on one summary sheet. 7Flex-day, Fall
2010
Slide 8
So how do I use it? EASY. 8Flex-day, Fall 2010
Slide 9
Fund Name: My Fund 100 Fund/Project Manager: Me
100-xxxxxx-xxxx-xxxxx-000 Fiscal Grant Year 2011 Object Code Fund
Amount [enter in gross budget amount] Amt Received [detail from
revenue page] Fund Balance to be received Total Fund Amount 48651
48899 Your revenue account number may be different. Do not concern
yourself with that] $ - Total Revenue $ - Enter Object Code Object
Code Description [ this fills in automatically by entering in the
object code] Object Code Link Budget [figures comes from Budget
Entry Link page] Budget Entry Link Expenditure [comes from object
code detail page] Actual Balance [calculaated automatically]
Encumbrance [comes from object code detail page] Balance Available
[calculated automatically] 54110Instr SuppliesOLink1 $ - BLink1 $ -
54210Non Instr SuppliesOLink2 $ - BLink2 $ - 54240DuplicatingOLink3
$ - BLink3 $ - 55200Travel ConferenceOLink4 $ - BLink4 $ -
55910Dues, Memberships, FeesOLink5 $ - BLink5 $ - Subtotal : $ -
59990 Indirect Costs $ - Total Expenses : $ - Enter in your
Fund/Grant Name, followed by your name, and the appropriate Datatel
account number 9Flex-day, Fall 2010
Slide 10
Enter in your TOTAL Budget amount.. Fund Name: My Fund 100
Fund/Project Manager: Me 100-xxxxxx-xxxx-xxxxx-000 Fiscal Grant
Year 2011 Object Code Fund Amount [enter in gross budget amount]
Amt Received [detail from revenue page] Fund Balance to be received
Total Fund Amount 48651 48899 Your revenue account number may be
different. Do not concern yourself with that] $ 25,000.00 $ - $
25,000.00 $ - Total Revenue $ 25,000.00 $ - $ 25,000.00 $ - Enter
Object Code Object Code Description [ this fills in automatically
by entering in the object code] Object Code Link Budget [figures
comes from Budget Entry Link page] Budget Entry Link Expenditure
[comes from object code detail page] Actual Balance [calculaated
automatically] Encumbrance [comes from object code detail page]
Balance Available [calculated automatically] 1#N/AOLink1 $ - BLink1
$ - 2#N/AOLink2 $ - BLink2 $ - 3#N/AOLink3 $ - BLink3 $ -
4#N/AOLink4 $ - BLink4 $ - 5#N/AOLink5 $ - BLink5 $ - Subtotal : $
- 59990 Indirect Costs $ - Total Expenses : $ - 10Flex-day, Fall
2010
Slide 11
Now you need to enter your line item object codes.. Why do I
need to do that? The line item object codes are the buckets where
you will be spending your money from. They determine HOW you will
be spending your money. 11Flex-day, Fall 2010
Slide 12
Fund Name: My Fund 100 Fund/Project Manager: Me
100-xxxxxx-xxxx-xxxxx-000 Fiscal Grant Year 2011 Object Code Fund
Amount [enter in gross budget amount] Amt Received [detail from
revenue page] Fund Balance to be received Total Fund Amount 48651
48899 Your revenue account number may be different. Do not concern
yourself with that] $ 25,000.00 $ - $ 25,000.00 $ - Total Revenue $
25,000.00 $ - $ 25,000.00 $ - Enter Object Code Object Code
Description [ this fills in automatically by entering in the object
code] Object Code Link Budget [figures comes from Budget Entry Link
page] Budget Entry Link Expenditure [comes from object code detail
page] Actual Balance [calculaated automatically] Encumbrance [comes
from object code detail page] Balance Available [calculated
automatically] 54110Instr SuppliesOLink1 $ - BLink1 $ - 54210Non
Instr SuppliesOLink2 $ - BLink2 $ - 3#N/AOLink3 $ - BLink3 $ -
4#N/AOLink4 $ - BLink4 $ - 5#N/AOLink5 $ - BLink5 $ - Subtotal : $
- 59990 Indirect Costs $ - Total Expenses : $ - In the Enter Object
Code column, enter in the object code for the Budget/Expenses you
will incur 12Flex-day, Fall 2010
Slide 13
How does the sheet know what to populate the Object code
Description with? AND where does it get it from? On the Summary
Page, located with a start point of cell A150, you will find the
list of object codes and their respective descriptions. The formula
reads from this list [via a V/H Lookup Table]. 13Flex-day, Fall
2010
Slide 14
What do I do if the object code I want is not on this list? At
the bottom of this list are a few blank cells. Enter in the new
object code [in column A] and the corresponding description [column
B]. Then highlight the entire list and the descriptions and sort by
column A. This will put the new object code in the correct order
with the others. The V&H Lookup Table formula will now work
with this new object code. 14Flex-day, Fall 2010
Slide 15
Do not adjust this table, you may add object codes at end of
table but do not sort once data entry has begun. Object Code Table
51110 FT Instruct Teach 51130 FT Fac Counselors 51210 Admn/Deans
Salaries 51232 FT Academic Non Teach 51310 PT Faculty,Teach 51410
PT Fac Counselors 51410 PT Fac Counselors 51412 PT Fac Non Teach
Other 51450 PT Fac Non Teach Stipends 52110 Class FT Sal 52120 FT
Mgmt Salaries 52310 Hrly Class Sal 52320 Hrly Class Sal OT 52325
Hrly Class Replacements 52350 Hrly Class Stipends 52410 Hrly Class
Instr Aide Sal 52420 Hrly Class Instr Aide Sal OT 52450 Hrly Class
Instr Aide Stipend 53100 Mandatory Fringe 53300 Health Benefits
54110 Instr Supplies 54210 Instr Books, Mags, Period 54210 Non
Instr Supplies This is what the list looks like. The descriptions
are brief and give the basics of the object code and what it is
used for. For the most part, there is usually no need to be adding
new object codes as this list comprises almost ALL of the MOST
common object codes used. 15Flex-day, Fall 2010
Slide 16
A note or two about the Summary page The Summary page currently
shows room for 5 object codes. This is for this training as in
actuality, the sheet allows for 30 object codes. How do I activate
them? Highlight the lines to the left [between the last object code
and the Subtotal line, right click, and press Unhide. All 30 will
show for usage. The spreadsheet allows for 30 individual object
codes in total. At the bottom of the Summary Spreadsheet [not shown
here] you will see 30 Olinks each one is hyperlinked to a separate
object code line on the Summary Page. Same with the Blinks. For
those you are not going to use, highlight them, right click on your
mouse, and HIDE them. The print setup will only print those that
are shown on the screen. 16Flex-day, Fall 2010
Slide 17
Fund Name: My Fund 100 Fund/Project Manager: Me
100-xxxxxx-xxxx-xxxxx-000 Fiscal Grant Year 2011 Object Code Fund
Amount [enter in gross budget amount] Amt Received [detail from
revenue page]Fund Balance to be received Total Fund Amount 48651
48899 Your revenue account number may be different. Do not concern
yourself with that] $ 25,000.00 $ - $ 25,000.00 $ - Total Revenue $
25,000.00 $ - $ 25,000.00 $ - Enter Object CodeObject Code
Description [ this fills in automatically by entering in the object
code]Object Code LinkBudget [figures comes from Budget Entry Link
page]Budget Entry LinkExpenditure [comes from object code detail
page]Actual Balance [calculaated automatically]Encumbrance [comes
from object code detail page]Balance Available [calculated
automatically] 54110Instr SuppliesOLink1 $ - BLink1 $ - 54210Non
Instr SuppliesOLink2 $ - BLink2 $ - 3#N/AOLink3 $ - BLink3 $ -
4#N/AOLink4 $ - BLink4 $ - 5#N/AOLink5 $ - BLink5 $ - 6#N/AOLink6 $
- BLink6 $ - 7#N/AOLink7 $ - BLink7 $ - 8#N/AOLink8 $ - BLink8 $ -
9#N/AOLink9 $ - BLink9 $ - 10#N/AOLink10 $ - BLink10 $ -
11#N/AOLink11 $ - BLink11 $ - 12#N/AOLink12 $ - BLink12 $ -
13#N/AOLink13 $ - BLink13 $ - 14#N/AOLink14 $ - BLink14 $ -
15#N/AOLink15 $ - BLink15 $ - 16#N/AOLink16 $ - BLink16 $ -
17#N/AOLink17 $ - BLink17 $ - 18#N/AOLink18 $ - BLink18 $ -
19#N/AOLink19 $ - BLink19 $ - 20#N/AOLink20 $ - BLink20 $ -
21#N/AOLink21 $ - BLink21 $ - 22#N/AOLink22 $ - BLink22 $ -
23#N/AOLink23 $ - BLink23 $ - 24#N/AOLink24 $ - BLink24 $ -
25#N/AOLink25 $ - BLink25 $ - 26#N/AOLink26 $ - BLink26 $ -
27#N/AOLink27 $ - BLink27 $ - 28#N/AOLink28 $ - BLink28 $ -
29#N/AOLink29 $ - BLink29 $ - 30#N/AOLink30 $ - BLink30 $ -
Subtotal : $ - 59990 Indirect Costs $ - Total Expenses : $ - Here
are all 30 Object Code lines.. How many of you need all 30?......
17Flex-day, Fall 2010
Slide 18
How do I enter my Line Item Budgets? By now, you will have
entered in your specific object codes. For each object code, click
on the corresponding BLink# and this hyperlink will take you to the
Budget Entry Link page. [and there are 30 BLink#s too] 18Flex-day,
Fall 2010
Slide 19
This is where the hyper link takes you.. To the location of the
object code selected Am I in the right place for the object code I
want? Yes as you will notice at the top : Object Code and then you
will see your object code Budget Transfer Tracking Sheet Summary
Grant NameMy Fund 100 Datatel#100-xxxxxx-xxxx-xxxxx-000 Object
Code54110 BTRN Ref# [must Hyperlink] Budget Transfer Amount
PostedBudget Available Beginning Budget Amount $ - Transfer $ -
Transfer $ - Transfer $ - Transfer $ - Transfer $ - Transfer $ -
Transfer $ - Transfer $ - Transfer $ - Transfer $ - Total Transfers
$ - Net Budget $ - 19Flex-day, Fall 2010
Slide 20
What am I seeing? This is the subsheet where budget entries are
made. By having clicked on the Blink# for your object code, the
hyperlink will take you to the appropriate budget section for that
object code. Enter in your Beginning Budget Amount in the GREEN
Cell. In this case, $5000. 00 Budget Transfer Tracking Sheet
Summary Grant NameMy Fund 100 Datatel#100-xxxxxx-xxxx-xxxxx-000
Object Code54110 BTRN Ref# [must Hyperlink] Budget Transfer Amount
PostedBudget Available Beginning Budget Amount $ 5,000.00 Transfer
$ 5,000.00 Transfer $ 5,000.00 Transfer $ 5,000.00 Transfer $ - $
5,000.00 Transfer $ - $ 5,000.00 Transfer $ - $ 5,000.00 Transfer $
- $ 5,000.00 Transfer $ - $ 5,000.00 Transfer $ - $ 5,000.00
Transfer $ - $ 5,000.00 Total Transfers $ - Net Budget $ 5,000.00
20Flex-day, Fall 2010
Slide 21
You will also notice that the Budget Available field is now
populated as the Net Budget field is also populated with the
current BUDGET available. To the right of the spreadsheet, is a
BLUE Summary button. Click on this and you will be taken to the
Summary page to see your updated entries. Budget Transfer Tracking
Sheet Summary Grant NameMy Fund 100
Datatel#100-xxxxxx-xxxx-xxxxx-000 Object Code54110 BTRN Ref# [must
Hyperlink] Budget Transfer Amount PostedBudget Available Beginning
Budget Amount $ 5,000.00 Transfer $ 5,000.00 Transfer $ 5,000.00
Transfer $ 5,000.00 Transfer $ - $ 5,000.00 Transfer $ - $ 5,000.00
Transfer $ - $ 5,000.00 Transfer $ - $ 5,000.00 Transfer $ - $
5,000.00 Transfer $ - $ 5,000.00 Transfer $ - $ 5,000.00 Total
Transfers $ - Net Budget $ 5,000.00 21Flex-day, Fall 2010
Slide 22
Now you will see your $5000 entry you made on the Budget Entry
Sheet appearing on the Summary Sheet. Every entry you make on ANY
of the subsheets will appear on the Summary Sheet and will
automatically calculate the balance for you. Now we are going to
add an EXPENSE and a PURCHASE REQUISITION for the Object Code
54110. You begin by clicking on the OLink1 hyperlink for the Object
Code 54110 Fund Name: My Fund 100 Fund/Project Manager: Me
100-xxxxxx-xxxx-xxxxx-000 Fiscal Grant Year 2011 Object Code Fund
Amount [enter in gross budget amount] Amt Received [detail from
revenue page] Fund Balance to be received Total Fund Amount 48651
48899 Your revenue account number may be different. Do not concern
yourself with that] $ 25,000.00 $ - $ 25,000.00 $ - Total Revenue $
25,000.00 $ - $ 25,000.00 $ - Enter Object Code Object Code
Description [ this fills in automatically by entering in the object
code] Object Code Link Budget [figures comes from Budget Entry Link
page] Budget Entry Link Expenditure [comes from object code detail
page] Actual Balance [calculaated automatically] Encumbrance [comes
from object code detail page] Balance Available [calculated
automatically] 54110Instr SuppliesOLink1 $ 5,000.00 BLink1 $ - $
5,000.00 $ - $ 5,000.00 54210Non Instr SuppliesOLink2 $ - BLink2 $
- 54240DuplicatingOLink3 $ - BLink3 $ - 55200Travel
ConferenceOLink4 $ - BLink4 $ - 55910Dues, Memberships, FeesOLink5
$ - BLink5 $ - Subtotal : $ 5,000.00 $ - $ 5,000.00 $ - $ 5,000.00
59990 Indirect Costs $ - Total Expenses : $ 5,000.00 $ - $ 5,000.00
$ - $ 5,000.00 22Flex-day, Fall 2010
Slide 23
As you can see, your BUDGET amount has populated this subsheet
as well. On this subsheet for Object Code 54110 [as you see at the
top of the sheet], all your entries MUST be made on the yellow
lines for the formulas to work. Anything on the white lines will
not affect the formula and that data will not adjust any balances,
either expense or budget. 54110 DateNameREQ/PO#
AllocatedPostedExpenseAvailable Balance Summary 5,000.00 $0.00
5,000.00 Actual Balance5,000.00 23Flex-day, Fall 2010
Slide 24
I have entered a Purchase Requisition for Office Depot in the
amount of $500. At this point, no purchases have been made against
the Requisition, nor has the Requisition been cleared thru
Purchasing. However, your intended expenditure IS recorded under
the Allocated column as you are intending to spend this money for
supplies. After the entry is complete, notice the Available Balance
has been updated to reflect this intended expenditure. Also, at the
bottom of the Allocated column is the balance of the outstanding
Encumbrances. Click on the Summary to return you to the Summary
Page 54110 DateNameREQ/PO# AllocatedPostedExpenseAvailable Balance
Summary 5,000.00 Office Depot113961 $500.00 4,500.00 $500.00 $0.00
4,500.00 Actual Balance5,000.00 24Flex-day, Fall 2010
Slide 25
What do you notice? Your Purchase Requisition is now showing on
the Summary page and has affected the Balance Available for the
Object Code 54110. [As always, do not forget to Save your work..]
Now we will enter in an expense that you have used a District Check
Request to pay. Click on the OLink1 Hyperlinked button to take us
to the expense sheet for 54110. Fund Name: My Fund 100 Fund/Project
Manager: Me 100-xxxxxx-xxxx-xxxxx-000 Fiscal Grant Year 2011 Object
Code Fund Amount [enter in gross budget amount] Amt Received
[detail from revenue page] Fund Balance to be received Total Fund
Amount 48651 48899 Your revenue account number may be different. Do
not concern yourself with that] $ 25,000.00 $ - $ 25,000.00 $ -
Total Revenue $ 25,000.00 $ - $ 25,000.00 $ - Enter Object Code
Object Code Description [ this fills in automatically by entering
in the object code] Object Code Link Budget [figures comes from
Budget Entry Link page] Budget Entry Link Expenditure [comes from
object code detail page] Actual Balance [calculaated automatically]
Encumbrance [comes from object code detail page] Balance Available
[calculated automatically] 54110Instr SuppliesOLink1 $ 5,000.00
BLink1 $ - $ 5,000.00 $ 500.00 $ 4,500.00 54210Non Instr
SuppliesOLink2 $ - BLink2 $ - 54240DuplicatingOLink3 $ - BLink3 $ -
55200Travel ConferenceOLink4 $ - BLink4 $ - 55910Dues, Memberships,
FeesOLink5 $ - BLink5 $ - Subtotal : $ 5,000.00 $ - $ 5,000.00 $
500.00 $ 4,500.00 59990 Indirect Costs $ - Total Expenses : $
5,000.00 $ - $ 5,000.00 $ 500.00 $ 4,500.00 25Flex-day, Fall
2010
Slide 26
You will notice I entered in an expense reimbursement for a
Kinkos purchase on the yellow line. Under Name, I entered the
expense name, meaning: who is the Payee. Under the expense column
on the very same line, I have entered the amount of the expense
reimbursement. Notice the Available Balance has been affected by
this reimbursement. Also, look at the bottom of the Expense column
and you will see the total of your expenses to date. Click on the
Summary button to return to the Summary Page. 54110 DateNameREQ/PO#
AllocatedPostedExpenseAvailable Balance Summary 5,000.00 Office
Depot113961 $500.00 4,500.00 Mr/s Budget Administrator $27.55
Reimbursement for Kinko's copies 4,472.45 $500.00 $27.55 4,472.45
Actual Balance4,972.45 26Flex-day, Fall 2010
Slide 27
You will now see the Expenditure Column has your entry in it
and the Budget Available balances have been updated with the new
balances. Let us continue with the entry of an Office Depot invoice
against the Purchase Requisition [now Purchase Order] and see how
this works. Click on OLink1 Fund Name: My Fund 100 Fund/Project
Manager: Me 100-xxxxxx-xxxx-xxxxx-000 Fiscal Grant Year 2011 Object
Code Fund Amount [enter in gross budget amount] Amt Received
[detail from revenue page] Fund Balance to be received Total Fund
Amount 48651 48899 Your revenue account number may be different. Do
not concern yourself with that] $ 25,000.00 $ - $ 25,000.00 $ -
Total Revenue $ 25,000.00 $ - $ 25,000.00 $ - Enter Object Code
Object Code Description [ this fills in automatically by entering
in the object code] Object Code Link Budget [figures comes from
Budget Entry Link page] Budget Entry Link Expenditure [comes from
object code detail page] Actual Balance [calculaated automatically]
Encumbrance [comes from object code detail page] Balance Available
[calculated automatically] 54110Instr SuppliesOLink1 $ 5,000.00
BLink1 $ 27.55 $ 4,972.45 $ 500.00 $ 4,472.45 54210Non Instr
SuppliesOLink2 $ - BLink2 $ - 54240DuplicatingOLink3 $ - BLink3 $ -
55200Travel ConferenceOLink4 $ - BLink4 $ - 55910Dues, Memberships,
FeesOLink5 $ - BLink5 $ - Subtotal : $ 5,000.00 $ 27.55 $ 4,972.45
$ 500.00 $ 4,472.45 59990 Indirect Costs $ - Total Expenses : $
5,000.00 $ 27.55 $ 4,972.45 $ 500.00 $ 4,472.45 27Flex-day, Fall
2010
Slide 28
You received an invoice for items purchased at Office Depot in
the amount of $125.67. We need to record the invoice as an expense
[see Expense column] AND as a reduction to the Purchase order in
the Allocated column. This is a double sided entry as the purchase,
in this case, also changes the balance of the Purchase Order.
Review the bottom of each column to see your new balances. ALSO,
look at the Available Balance column. It remains the same. WHY?
Because we are adjusting the Purchase Order downward and increasing
the Expense upward. They both cancel each other out. We are making
a purchase against an Allocation/Encumbrance. Return to the Summary
page to see your results. 54110 DateNameREQ/PO#
AllocatedPostedExpenseAvailable Balance Summary 5,000.00 Office
Depot113961 $500.00 4,500.00 Mr/s Budget Administrator $27.55
Reimbursement for Kinko's copies 4,472.45 Office DepotB19056
-$125.67 $125.67 4,472.45 $374.33 $153.22 4,472.45 Actual
Balance4,846.78 28Flex-day, Fall 2010
Slide 29
You will now see your Expenditure total AND your Encumbrance
totals have changed. In addition, your Actual Balance AND your
Budget Available has also been updated with the new entry. Fund
Name: My Fund 100 Fund/Project Manager: Me
100-xxxxxx-xxxx-xxxxx-000 Fiscal Grant Year 2011 Object Code Fund
Amount [enter in gross budget amount] Amt Received [detail from
revenue page] Fund Balance to be received Total Fund Amount 48651
48899 Your revenue account number may be different. Do not concern
yourself with that] $ 25,000.00 $ - $ 25,000.00 $ - Total Revenue $
25,000.00 $ - $ 25,000.00 $ - Enter Object Code Object Code
Description [ this fills in automatically by entering in the object
code] Object Code Link Budget [figures comes from Budget Entry Link
page] Budget Entry Link Expenditure [comes from object code detail
page] Actual Balance [calculaated automatically] Encumbrance [comes
from object code detail page] Balance Available [calculated
automatically] 54110Instr SuppliesOLink1 $ 5,000.00 BLink1 $ 153.22
$ 4,846.78 $ 374.33 $ 4,472.45 54210Non Instr SuppliesOLink2 $ -
BLink2 $ - 54240DuplicatingOLink3 $ - BLink3 $ - 55200Travel
ConferenceOLink4 $ - BLink4 $ - 55910Dues, Memberships, FeesOLink5
$ - BLink5 $ - Subtotal : $ 5,000.00 $ 153.22 $ 4,846.78 $ 374.33 $
4,472.45 59990 Indirect Costs $ - Total Expenses : $ 5,000.00 $
153.22 $ 4,846.78 $ 374.33 $ 4,472.45 29Flex-day, Fall 2010
Slide 30
West Valley-Mission Community College DistrictW.E.D. Tracking
#BTRN 11-xxx FINANCE OFFICE BUDGET CHANGE/TRANSFER Account Key
Object DescriptionCurrent BudgetRevised BudgetDifference = Zero
$0.00 Totals: $0.00 Date The budget administrators who have
signature authority for the account(s) must sign below.
Approved__________________________________ Date
____________________ Ext._________ Budget Administrator
Approved__________________________________ Date
____________________ Ext._________ Budget Administrator
Approved__________________________________ Date
____________________ Ext._________ College President/Director of
Business Services FOR FINANCE USE ONLY JOURNAL ENTRY # TRANSFER
APPROVED BUDGET TRANSFER # DEBITCREDITKEYOBJECT Budget
TechnicianDate What is this form? And why do I need to use it?
30Flex-day, Fall 2010
Slide 31
Budget Transfer form.. You will need to use this to: Why do I
need to do that? Make changes to your budget You do not have enough
money in an object code to make that next purchase, OR; You have
overspent an object code. 31Flex-day, Fall 2010
Slide 32
What does this form do? You will need to designate FROM which
object code to take money FROM to put into the object code you are
needing to increase the budget $$$ amount. From this form, we will
know how much $$$ to properly transfer for you. But Why do I need
to do this? If you have overspent an object code, you will need to
put it in balance, OR; You need to make a purchase from an object
code that does not have enough money in it. 32Flex-day, Fall
2010
Slide 33
West Valley-Mission Community College District Expense Tracking
# ETRN#11-xxx FINANCE OFFICE EXPENSE TRANSFER Fund-Cost
Center-Tops-Object- Grant Code Cost Center/ Object
DescriptionAmount $0.00 FROM: $0.00 Totals $0.00 TO: $0.00 Totals
$0.00 Sum to zero$0.00 REASON:Fund/Grant/Department Why am I doing
this Transfer? Date of Transfer The budget administrators who have
signature authority for the account(s) must sign below. Approv ed
Date Ext. Budget Administrator (From) Approv ed Date Ext. Budget
Administrator (To) FOR FINA NCE USE ONLY JOURNAL ENTRY# Reviewed
by: BY: SignatureDate Original To:Finance Copies To:Retained by
"TO" Budget administrator & by "FROM" administrator This form
is used to correct actual expenses only, not budget transfers or
encumbrances. Corrections should indicate date and reference of the
original transaction. The "from" is the account where the charges
currently are shown in the general ledger; the "to" is where they
should be charged. Expense Tracking form 33Flex-day, Fall 2010
Slide 34
Expense Tracking Form. You will need to use this to: Why do I
need to do that? Move expenses to the proper object code IF it has
been posted erroneously, OR; Another fund/grant is taking your
expenses per agreement. 34Flex-day, Fall 2010
Slide 35
What does this form do? You will need to designate FROM which
account to take the expense FROM to put into the account the
expense needs to be moved to. From this form, we will know how much
$$$ to properly transfer for you. But Why do I need to do this?
Maybe you placed the wrong object code on the expense payment/
reimbursement, OR; You need to transfer the expense to the proper
fund/grant. 35Flex-day, Fall 2010
Slide 36
What do I do with this form AFTER I have created it? After the
appropriate signatures, it needs to be forwarded to Finance for
posting. Why? It cannot be posted otherwise. Then you need to enter
it into your Expense Tracking Spreadsheet. Why? So you can adjust
the accounts needed by this transfer. A transfer is money spent or
received. 36Flex-day, Fall 2010
Slide 37
How do I enter this in my spreadsheet? First, locate the object
code[s] in your spreadsheet that this transfer will be posted to.
IF you are taking an expense from a different fund, then it will be
a one sided entry on your spreadsheet. In this case, it will be a
+[plus], added to your expenses. IF someone else is taking the
expense, it will also be a one sided entry on your spreadsheet. In
this case, it will be a [minus], subtracted from your expenses.
37Flex-day, Fall 2010
Slide 38
Fund Name: My Fund 100 Fund/Project Manager: Me
100-xxxxxx-xxxx-xxxxx-000 Fiscal Grant Year 2011 Object Code Fund
Amount [enter in gross budget amount] Amt Received [detail from
revenue page] Fund Balance to be received Total Fund Amount 48651
48899 Your revenue account number may be different. Do not concern
yourself with that] $ 25,000.00 $ - $ 25,000.00 $ - Total Revenue $
25,000.00 $ - $ 25,000.00 $ - Enter Object Code Object Code
Description [ this fills in automatically by entering in the object
code] Object Code Link Budget [figures comes from Budget Entry Link
page] Budget Entry Link Expenditure [comes from object code detail
page] Actual Balance [calculaated automatically] Encumbrance [comes
from object code detail page] Balance Available [calculated
automatically] 54110Instr SuppliesOLink1 $ 5,000.00 BLink1 $ 9.20 $
4,990.80 $ 374.33 $ 4,616.47 54210Non Instr SuppliesOLink2 $
5,000.00 BLink2 $ 45.78 $ 4,954.22 $ - $ 4,954.22
54240DuplicatingOLink3 $ - BLink3 $ - 55200Travel ConferenceOLink4
$ - BLink4 $ - 55910Dues, Memberships, FeesOLink5 $ - BLink5 $ -
Subtotal : $ 10,000.00 $ 54.98 $ 9,945.02 $ 374.33 $ 9,570.69 59990
Indirect Costs $ - Total Expenses : $ 10,000.00 $ 54.98 $ 9,945.02
$ 374.33 $ 9,570.69 This is the Summary Sheet AFTER the Expense
Transfer has been created. The next slide will show you how this
came to be, starting with the Expense Transfer form. 38Flex-day,
Fall 2010
Slide 39
West Valley-Mission Community College District Expense Tracking
# ETRN#11-005 FINANCE OFFICE EXPENSE TRANSFER Fund-Cost
Center-Tops-Object-Grant CodeCost Center/ Object DescriptionAmount
$0.00 FROM:100-xxxxxx-xxxx-54110-000 $45.27 $0.00 Totals $45.27
$0.00 TO:100-xxxxxx-xxxx-54210-000 $45.27 $0.00 Totals $45.27 Sum
to zero$0.00 REASON:My Fund To post to correct object code today's
date The budget administrators who have signature authority for the
account(s) must sign below. Approved Date Ext. Budget Administrator
(From) Approved Date Ext. Budget Administrator (To) FOR FINANC E
USE ONLY JOURNAL ENTRY# Reviewed by: BY: SignatureDate Original
To:Finance This form is used to correct actual expenses only, not
budget transfers or encumbrances. Corrections should indicate date
and reference of the original transaction. The "from" is the
account where the charges currently are shown in the general
ledger; the "to" is where they should be charged. This is the
completed Expense Transfer form. This will need to be entered on to
your Expense Spreadsheet to update your expenses and see the
results before it is posted to Datatel. 39Flex-day, Fall 2010
Slide 40
54110 DateNameREQ/PO# AllocatedPostedExpenseAvailable Balance
Summary 5,000.00 Office Depot113961 $500.00 4,500.00 Mr/s Budget
Administrator $27.55 Reimbursement for Kinko's copies 4,472.45
Office DepotB19056 -$125.67 $125.67 4,472.45 ETRN 11-005 ($45.78)
Transferred to 54210 4,518.23 $374.33 $107.44 4,518.23 Actual
Balance4,892.56 You will see the Expense Transfer has been entered.
In this case, we are crediting [reducing] the expense because we
are moving the $45.78 to object code 54210 from 54110. The next
slide will show the debit [increase] from this transfer.
40Flex-day, Fall 2010
Slide 41
54210 DateNamePO# AllocatedPostedExpenseAvailable
BalanceSummary 5,000.00 ETRN 11-005 $45.78 Transferred to 54210
4,954.22 $0.00 $45.78 5,000.00 Actual Balance4,954.22 In the
subsheet for object code 54210, we see the increase of expenses
from the Expense Transfer that you have posted. 41Flex-day, Fall
2010
Slide 42
What do I do if I have used all the lines on the spreadsheet
expense page? First you will need to add more lines. How do I do
this? Excel is a relational database type program. IF you add lines
outside of the formula definitions, the additional lines will not
be included in the formulas, thus the totals will not properly
transfer to the Summary Page. So, highlight an area of lines on the
OLink# page that have no expenses. Then, right click on your mouse
and select INSERT. This will insert the number of lines you have
highlighted. After that, you MUST remember to cut and paste the
formulas appropriately AND to make sure every other line is yellow
and every other line is white All of this MUST be done before the
last line of the formula cell definition. [=sum(A6..A23] You would
enter in the lines after A6 but before A23 to insure those new
lines being added to the formula, thus being carried forth to the
Summary Page properly. 42Flex-day, Fall 2010
Slide 43
The WHITE area is where we added lines. 54110 DateNameREQ/PO#
AllocatedPostedExpenseAvailable Balance Summary 5,000.00 Office
Depot113961 $500.00 4,500.00 Mr/s Budget Administrator $27.55
Reimbursement for Kinko's copies 4,472.45 Office DepotB19056
-$125.67 $125.67 4,472.45 ETRN 11-005 ($45.78) Transferred to 54210
4,518.23 $374.33 $107.44 4,518.23 Actual Balance4,892.56
43Flex-day, Fall 2010
Slide 44
By Cutting and Pasting, change the WHITE lines to White and
Yellow. Then Cut and Past the FORMULA to the White lines to fill
in. 54110 DateNameREQ/PO# AllocatedPostedExpenseAvailable Balance
Summary 5,000.00 Office Depot113961 $500.00 4,500.00 Mr/s Budget
Administrator $27.55 Reimbursement for Kinko's copies 4,472.45
Office DepotB19056 -$125.67 $125.67 4,472.45 ETRN 11-005 ($45.78)
Transferred to 54210 4,518.23 $374.33 $107.44 4,518.23 Actual
Balance4,892.56 44Flex-day, Fall 2010
Slide 45
Now when you add an Expense [as an example], the formula will
properly self adjust. This will also carry forward to the Summary
sheet as intended. 54110 DateNameREQ/PO#
AllocatedPostedExpenseAvailable Balance Summary 5,000.00 Office
Depot113961 $500.00 4,500.00 Mr/s Budget Administrator $27.55
Reimbursement for Kinko's copies 4,472.45 Office DepotB19056
-$125.67 $125.67 4,472.45 ETRN 11-005 ($45.78) Transferred to 54210
4,518.23 $375.19 4,143.04 $374.33 $482.63 4,143.04 Actual
Balance4,517.37 45Flex-day, Fall 2010
Slide 46
Notice the Balance on object code 54110 It has increased by the
$375 expense from the OLink1 subsheet. This means you have created
the additional expense lines correctly. Fund Name: My Fund 100
Fund/Project Manager: Me 100-xxxxxx-xxxx-xxxxx-000 Fiscal Grant
Year 2011 Object Code Fund Amount [enter in gross budget amount]
Amt Received [detail from revenue page] Fund Balance to be received
Total Fund Amount 48651 48899 Your revenue account number may be
different. Do not concern yourself with that] $ 25,000.00 $ - $
25,000.00 $ - Total Revenue $ 25,000.00 $ - $ 25,000.00 $ - Enter
Object Code Object Code Description [ this fills in automatically
by entering in the object code] Object Code Link Budget [figures
comes from Budget Entry Link page] Budget Entry Link Expenditure
[comes from object code detail page] Actual Balance [calculaated
automatically] Encumbrance [comes from object code detail page]
Balance Available [calculated automatically] 54110Instr
SuppliesOLink1 $ 5,000.00 BLink1 $ 482.63 $ 4,517.37 $ 374.33 $
4,143.04 54210Non Instr SuppliesOLink2 $ 5,000.00 BLink2 $ 45.78 $
4,954.22 $ - $ 4,954.22 54240DuplicatingOLink3 $ - BLink3 $ -
55200Travel ConferenceOLink4 $ - BLink4 $ - 55910Dues, Memberships,
FeesOLink5 $ - BLink5 $ - Subtotal : $ 10,000.00 $ 528.41 $
9,471.59 $ 374.33 $ 9,097.26 59990 Indirect Costs $ - Total
Expenses : $ 10,000.00 $ 528.41 $ 9,471.59 $ 374.33 $ 9,097.26
46Flex-day, Fall 2010
Slide 47
Fund Name: My Fund 100 Fund/Project Manager: Me
100-xxxxxx-xxxx-xxxxx-000 Fiscal Grant Year 2011 Object Code Fund
Amount [enter in gross budget amount] Amt Received [detail from
revenue page] Fund Balance to be received Total Fund Amount 48651
48899 Your revenue account number may be different. Do not concern
yourself with that] $ 25,000.00 $ - $ 25,000.00 $ - Total Revenue $
25,000.00 $ - $ 25,000.00 $ - Enter Object Code Object Code
Description [ this fills in automatically by entering in the object
code] Object Code Link Budget [figures comes from Budget Entry Link
page] Budget Entry Link Expenditure [comes from object code detail
page] Actual Balance [calculaated automatically] Encumbrance [comes
from object code detail page] Balance Available [calculated
automatically] 54110Instr SuppliesOLink1 $ 5,000.00 BLink1 $ 9.20 $
4,990.80 $ 374.33 $ 4,616.47 54210Non Instr SuppliesOLink2 $
5,000.00 BLink2 $ 45.78 $ 4,954.22 $ - $ 4,954.22
54240DuplicatingOLink3 $ - BLink3 $ - 55200Travel ConferenceOLink4
$ - BLink4 $ - 55910Dues, Memberships, FeesOLink5 $ - BLink5 $ -
Subtotal : $ 10,000.00 $ 54.98 $ 9,945.02 $ 374.33 $ 9,570.69 59990
Indirect Costs $ - Total Expenses : $ 10,000.00 $ 54.98 $ 9,945.02
$ 374.33 $ 9,570.69 Now we see the result of the Expense Transfer
Entry. IF you were to transfer the expense to someone elses
account, then you would only have a credit that would be posted to
this tracking sheet. Next we will do a Budget Transfer. 47Flex-day,
Fall 2010
Slide 48
Budget Transfer guidelines When will it post? Why does it have
to be Board approved? IF you are moving funds from the same object
code rollup number [1000 to 1000; 4000 to 4000, etc], then after
signatures, it can be posted to Datatel in one day. IF you are
moving funds from one object code rollup to another [1000 to 2000,
2000 to 4000, etc], then it MUST be Board approved before it can be
posted to Datatel. Once approved, then in a few days it can be
posted to Datatel. 48Flex-day, Fall 2010
Slide 49
Budget Transfer guidelines What do I do if it cannot be posted
right away? The purpose of the Expense Tracking spreadsheet is to
allow you the foresight for planning so these type of transfers can
happen in a more timely manner thus allowing you to make the
purchases you are needing in also, a timely manner. With the tools
presented here today, you can and should be able to plan your
spending strategies effectively. IF it cannot be posted right away,
see the Sr. Financial Analyst who works with your account for
assistance. 49Flex-day, Fall 2010
Slide 50
Fund Name: My Fund 100 Fund/Project Manager: Me
100-xxxxxx-xxxx-xxxxx-000 Fiscal Grant Year 2011 Object Code Fund
Amount [enter in gross budget amount] Amt Received [detail from
revenue page] Fund Balance to be received Total Fund Amount 48651
48899 Your revenue account number may be different. Do not concern
yourself with that] $ 25,000.00 $ - $ 25,000.00 $ - Total Revenue $
25,000.00 $ - $ 25,000.00 $ - Enter Object Code Object Code
Description [ this fills in automatically by entering in the object
code] Object Code Link Budget [figures comes from Budget Entry Link
page] Budget Entry Link Expenditure [comes from object code detail
page] Actual Balance [calculaated automatically] Encumbrance [comes
from object code detail page] Balance Available [calculated
automatically] 54110Instr SuppliesOLink1 $ 5,000.00 BLink1 $ 9.20 $
4,990.80 $ 374.33 $ 4,616.47 54210Non Instr SuppliesOLink2 $
5,000.00 BLink2 $ 45.78 $ 4,954.22 $ - $ 4,954.22
54240DuplicatingOLink3 $ - BLink3 $ - 55200Travel ConferenceOLink4
$ - BLink4 $ - 55910Dues, Memberships, FeesOLink5 $ - BLink5 $ -
Subtotal : $ 10,000.00 $ 54.98 $ 9,945.02 $ 374.33 $ 9,570.69 59990
Indirect Costs $ - Total Expenses : $ 10,000.00 $ 54.98 $ 9,945.02
$ 374.33 $ 9,570.69 We are now going to do a Budget Transfer. Here
is your CURRENT view of your Expense Tracking Spreadsheet.
50Flex-day, Fall 2010
Slide 51
West Valley-Mission Community College DistrictW.E.D. Tracking
#BTRN 11-xxx FINANCE OFFICE BUDGET CHANGE/TRANSFER Account Key
Object DescriptionCurrent BudgetRevised BudgetDifference = Zero
100-xxxxxx-xxxx-54110-000 $5,000.00$4,500.00($500.00)
100-xxxxxx-xxxx-54210-000 $5,000.00$5,500.00$500.00 $0.00 Totals:
$10,000.00 $0.00 My Fund To move funds to allow for purchase
Today's Date The budget administrators who have signature authority
for the account(s) must sign below.
Approved__________________________________ Date
____________________ Ext._________ Budget Administrator
Approved__________________________________ Date
____________________ Ext._________ Budget Administrator
Approved__________________________________ Date
____________________ Ext._________ College President/Director of
Business Services FOR FINANCE USE ONLY JOURNAL ENTRY # TRANSFER
APPROVED BUDGET TRANSFER # DEBITCREDITKEYOBJECT Budget
TechnicianDate This form is used to revise the current year budget
for the General Fund, categorical programs and restricted funds.
For transfers among General Fund accounts, the increases must equal
the decreases (i.e. the net change in expenditure budgets is zero).
For catgorical programs and restricted funds, the balance between
revenue and expense accounts must be maintained. This form is also
used to reappropriate funds left unspent at the previous year-end
closing. Any modifications to full-time accounts must be
accompanied by the Board action corresponding to a
reclassification, change in time base or turnover. Here is our
completed Budget Transfer form, moving $500 from 54110 to 54210. In
this case, it will post within one day 51Flex-day, Fall 2010
Slide 52
Fund Name: My Fund 100 Fund/Project Manager: Me
100-xxxxxx-xxxx-xxxxx-000 Fiscal Grant Year 2011 Object Code Fund
Amount [enter in gross budget amount] Amt Received [detail from
revenue page] Fund Balance to be received Total Fund Amount 48651
48899 Your revenue account number may be different. Do not concern
yourself with that] $ 25,000.00 $ - $ 25,000.00 $ - Total Revenue $
25,000.00 $ - $ 25,000.00 $ - Enter Object Code Object Code
Description [ this fills in automatically by entering in the object
code] Object Code Link Budget [figures comes from Budget Entry Link
page] Budget Entry Link Expenditure [comes from object code detail
page] Actual Balance [calculaated automatically] Encumbrance [comes
from object code detail page] Balance Available [calculated
automatically] 54110Instr SuppliesOLink1 $ 5,000.00 BLink1 $ 9.20 $
4,990.80 $ 374.33 $ 4,616.47 54210Non Instr SuppliesOLink2 $
5,000.00 BLink2 $ 45.78 $ 4,954.22 $ - $ 4,954.22
54240DuplicatingOLink3 $ - BLink3 $ - 55200Travel ConferenceOLink4
$ - BLink4 $ - 55910Dues, Memberships, FeesOLink5 $ - BLink5 $ -
Subtotal : $ 10,000.00 $ 54.98 $ 9,945.02 $ 374.33 $ 9,570.69 59990
Indirect Costs $ - Total Expenses : $ 10,000.00 $ 54.98 $ 9,945.02
$ 374.33 $ 9,570.69 Now we need to enter the Budget Transfer. Since
we are starting with 54110, click on the BLink1 hyperlink to take
you to the Budget Entry Sheet. 52Flex-day, Fall 2010
Slide 53
Budget Transfer Tracking Sheet Summary Grant NameMy Fund 100
Datatel#100-xxxxxx-xxxx-xxxxx-000 Object Code54110 BTRN Ref# [must
Hyperlink] Budget Transfer AmountPostedBudget Available Beginning
Budget Amount $ 5,000.00 Transfer $ (500.00) $ 4,500.00 Transfer $
4,500.00 Transfer $ 4,500.00 Transfer $ - $ 4,500.00 Transfer $ - $
4,500.00 Transfer $ - $ 4,500.00 Transfer $ - $ 4,500.00 Transfer $
- $ 4,500.00 Transfer $ - $ 4,500.00 Transfer $ - $ 4,500.00 Total
Transfers $ (500.00)Net Budget $ 4,500.00 Object Code54210 BTRN
Ref# [must Hyperlink] Budget Transfer AmountPostedBudget Available
Beginning Budget Amount $ 5,000.00 Transfer $ 500.00 $ 5,500.00
Transfer $ - $ 5,500.00 Transfer $ - $ 5,500.00 Transfer $ - $
5,500.00 Transfer $ - $ 5,500.00 Transfer $ - $ 5,500.00 Transfer $
- $ 5,500.00 Transfer $ - $ 5,500.00 Transfer $ - $ 5,500.00
Transfer $ - $ 5,500.00 Total Transfers $ 500.00Net Budget $
5,500.00 We are now where we need to be to enter in our Budget
Transfer. Since we are reducing 54110s budget by $500, in the cell
under the GREEN Beginning Budget Entry, we enter in - 500, and hit
the ENTER key. This will reduce our Budget Available. Next, we
scroll down to 54210 and following the instructions above, we enter
in the +500 to increase the Budget Available. Every BUDGET Entry
MUST be balanced AND can only be transferred within the same fund.
No transfers are allowed outside of your fund, meaning: from one
fund to another. Click on the Summary hyperlink to see what your
entries have done to your Summary page. 53Flex-day, Fall 2010
Slide 54
Fund Name: My Fund 100 Fund/Project Manager: Me
100-xxxxxx-xxxx-xxxxx-000 Fiscal Grant Year 2011 Object Code Fund
Amount [enter in gross budget amount] Amt Received [detail from
revenue page] Fund Balance to be received Total Fund Amount 48651
48899 Your revenue account number may be different. Do not concern
yourself with that] $ 25,000.00 $ - $ 25,000.00 $ - Total Revenue $
25,000.00 $ - $ 25,000.00 $ - Enter Object Code Object Code
Description [ this fills in automatically by entering in the object
code] Object Code Link Budget [figures comes from Budget Entry Link
page] Budget Entry Link Expenditure [comes from object code detail
page] Actual Balance [calculaated automatically] Encumbrance [comes
from object code detail page] Balance Available [calculated
automatically] 54110Instr SuppliesOLink1 $ 4,500.00 BLink1 $ 107.44
$ 4,392.56 $ 374.33 $ 4,018.23 54210Non Instr SuppliesOLink2 $
5,500.00 BLink2 $ 45.78 $ 5,454.22 $ - $ 5,454.22
54240DuplicatingOLink3 $ - BLink3 $ - 55200Travel ConferenceOLink4
$ - BLink4 $ - 55910Dues, Memberships, FeesOLink5 $ - BLink5 $ -
Subtotal : $ 10,000.00 $ 153.22 $ 9,846.78 $ 374.33 $ 9,472.45
59990 Indirect Costs $ - Total Expenses : $ 10,000.00 $ 153.22 $
9,846.78 $ 374.33 $ 9,472.45 So what has happened? Notice your
budget for 54110 and 54210. Object Code 54110 has been decreased,
while 54210 has been increased. Also, your Actual Balance and
Balance Available cells for each object have been adjusted by the
Budget Transfer and you now have new balances. 54Flex-day, Fall
2010
Slide 55
I want to print out my Summary Page. What do I do? The Summary
page is already set for printing. You do not have to do anything as
it will come to you this way whether you use 1 or 30 object codes.
Just select the PRINT Icon in Excel and the Summary Page will
print. 55Flex-day, Fall 2010
Slide 56
Other things to note about the Expense Tracking Spreadsheet For
the purposes of this presentation, I have only shown you 5 lines
for which to enter in Object Codes. There are 30 contained within
this sheet. They are hidden. To view them, highlight the lines from
19 to and including 71 and right click on your mouse and select
Unhide and you will see all 30 line items. 56Flex-day, Fall
2010
Slide 57
Other things to note about the Expense Tracking Spreadsheet You
do not have to use all of them. If you have 12 object codes, use
only 12. Hide the rest by highlighting the lines you do not wish to
use or see, and right click on your mouse and select HIDE. Seeing
all 30 will not affect the usage of this sheet. However, why print
what you do not use? Hiding what you do not need will not show up
in your printed Summary page. 57Flex-day, Fall 2010
Slide 58
An ending note: Utilizing the spreadsheet will assist you
greatly in knowing at any moment [before Datatel] where you stand
financially with your fund/grant. With this knowledge, you can
effectively strategize and plan your next fiscal move so your
department can get those needed purchases in a more timely manner.
58Flex-day, Fall 2010
Slide 59
An ending note: Usage of the spreadsheet will take a little
time to get comfortable with. Practice. Save the sheet to a
separate file name and play with it. When you are comfortable with
its operations, then save a real copy and get started using it. And
a FINAL Question: How does this relate to Datatel? 59Flex-day, Fall
2010
Slide 60
AND here is your answer It does. When you view the Summary
page, the columns of Budget, Expense, Actual Balance, Encumbrances
[Allocations], and Balance Available completely mirror GLBS [the
Detail report] in Datatel. 60Flex-day, Fall 2010
Slide 61
Another part of the answer When you view the Link subsheets for
each object code, using the report GLBS [in Datatel], you will see
all your Expenses AND Allocations along with the reductions to your
specific Purchase Orders and subsequent increases to your expense
line items for each PO purchase. 61Flex-day, Fall 2010
Slide 62
West Valley Mission Community College District 8/12/2010Detail
Budget Status ReportPage: 1 For Period 07/01/2010 Thru 06/30/2011
Fiscal Year: 2011COSTCENTER: 260000 - Com. Serv. GL
AccountAllocatedRevenue/Unexpended Unencumbered Date Sc
Ref.NoDescriptionBudgetExpensesBalanceEncumbrancesBalance/Pcnt
----------------------------------------------------------------
591-260000-6820-54210-000Com. Serv. : Non-Instr.Supplies/Materia
Opening Balances --> $ 5,900.00 08/09 PJ V0327358Office Depot,
Inc $ 84.26 07/07 EP B0019321Office Depot, Inc $ 4,000.00 08/02 EP
B0019616 Mission College Bookstore $ 150.00 08/09 EP B0019321Office
Depot, Inc $ (84.26) Current Period Totals --> $ 84.26 $
4,065.74 To Date Totals --> $ 5,900.00 $ 84.26 $ 5,815.74 $
4,065.74 $ 1,750.00 29.66% Future Totals --> Fiscal Totals
--> $ 5,900.00 $ 84.26 $ 5,815.74 $ 4,065.74 $ 1,750.00 29.66%
======================== ================ == ============ ==
============ ==== =============== == ============== = Totals for
COSTCENTER: 260000 - Com. Serv. To Date Totals --> $ 5,900.00 $
84.26 $ 5,815.74 $ 4,065.74 $ 1,750.00 This is an example of the
GLBS Detailed Datatel Report 62Flex-day, Fall 2010
Slide 63
Another note to be aware of This spreadsheet should be used for
only one [1] fund/costcenter. IF you have multiple
funds/costcenters, use multiple copies of the spreadsheet as
co-mingling of funds is not allowed. Beyond the legality of
comingling of funds, it would make it more difficult for you to
properly track your monies as to how much $$$ you actually have in
the fund[s] you are attempting to track. Thus, use a different
spreadsheet for each Fund and CostCenter. Name each one by your
costcenter and save appropriately. 63Flex-day, Fall 2010
Slide 64
So how easy is that? When can I start using it?
Slide 65
IMMEDIATELY.. It really is that easy. And!!!!!! If you have any
questions about using it; see Doug Masury [Funds 120, 121, 300,
591, 595] Queenie Chan [Funds 100, 017, 120, 712, 732] And we can
help you in getting your finances in order. Thank you.. 65Flex-day,
Fall 2010