Dean’s Academy
Datatel & Budget Management Training
Wednesday, July 31, 2013
Seher Awan
S
Agenda
S Budget Facts
S Fund Accounting
S Account Codes
S Budget Management through Datatel
S Budget Transfers & Journal Entries
S Purchasing using Forms & Datatel
S Approving Requisitions in Datatel
Budget Facts
S
Budget Facts
S Fiscal Year July 1 through June 30
S Role as a Budget Manager
S Confirm funds are available
S Confirm account exists
S Confirm correct account code is being used
Fund Accounting
S
Fund Accounting
S District uses fund accounting – Track revenues & expenses
S Common Funds You Will See:
S Fund 10 – General Fund
S
Unrestricted funds
S
Revenues from state and property tax
S
All operating expenses
S
Teaching and support staff salaries
S Fund 17 – Categorical Funds
S
Grants
S
Categorical Programs
Account Codes
S
Account Codes
S District uses an 18 digit account code
S Account code will be composed of the following:
S Fund – Generally the same for SJCC, EVC, DO
S Location – Where the account comes from
S Cost Center – Department or Division
S User – Grant or special allocation
S GL/Object Code – Revenue or expense and purpose
Account Codes
Fund Location
XX -
XX-
Cost Center
XXXX-
User
XXXXX -
GL/Object
X XXXX
Account Codes
S
Fund will remain the same for both colleges
S
Location
S 1X – SJCC
S 2X – EVC
S 9X – DO
S
Cost Center indicates program or division
S
User Code attached to specific programs, grants, or special allocations to
track activity
S Default/most common “00000”
Account Codes
S GL/Object Code
S First Digit is GL/General Ledger
S
4=Revenue 5=Expense
S Major Class Object Codes – Per State Accountancy Manual
S 1000 – Instructional salaries
S 2000 – Classified salaries
S 3000 – Benefits
S 4000 – Supplies and materials
S 5000 – Other operating expenses and services.
S 6000 – Capital outlay
Account Codes
S Example:
S Fund:
S Location:
S Cost Center:
S User:
S GL/Object:
10-11-6721-00000-54300
Fund 10, General Fund
11, San Jose City College
6721, Business Services
00000, User Unspecified
54300, Expense, Non-Instruct. Supplies
Budget Management in
Datatel
S
Budget Management in Datatel
S What is Datatel Financial Module?
S App or Module known as CF in Datatel
S Financial accounting software used to track our budgets,
revenues, expenditures and account balances
S Authorized users can view budget balances available, including
the nature of expenditures incurred to date.
S Use this for budget management, purchasing, approvals, etc.
Budget Management in Datatel
S Most Common Accounting Mnemonics for Budget Management:
S ACBL – Perform account balance inquiries
S GLBR – Create reports to view account balances by department,
division, location, fund, object code, and user codes
ACBL in Datatel
S
Budget Management in Datatel
S ACBL
S Allows you to review the current status of accounts
S Real time basis
S View current requisitions in progress (not approved)
S Current encumbrances (existing PO’s)
S Actual expenses
S Balance available
Budget Management in Datatel
ACBL
S Step 1: Login & Accept FERPA Notice
S Step 2: Select the CF Application
S Step 3: Type in or double click ACBL
S Step 4: Enter Account #
S Step 5: Enter Fiscal Year
S Step 6: View Results
Budget Management in Datatel
ACBL
Step 1: Login in & Accept FERPA Notice
Budget Management in Datatel
ACBL
Budget Management in Datatel
ACBL
Step 2: Select the CF App to access the financial module
Budget Management in Datatel
ACBL
Step 3: Type ACBL or Select from Drop Down Options
Budget Management in Datatel
ACBL
Budget Management in Datatel
ACBL
Step 4: Enter Account #
Budget Management in Datatel
ACBL
Step 5: Enter Fiscal Year
Budget Management in Datatel
ACBL
Budget Management in Datatel
ACBL
Step 6: View Results
Budget Management in Datatel
ACBL
Allocated Budget
S
Budget awarded for the year
S
Drill Down Option
S
Can view Budget Transfers here
Budget Management in Datatel
ACBL
Actuals
S
Actual expenses deducted
S
Drill Down Option
S
Detailed expenses by date
Budget Management in Datatel
ACBL
Budget Management in Datatel
ACBL
Encumbrances
S
All existing PO’s (Purchase
Orders)
S
The remaining balance available
S
Total amount of encumbrances
(reserved funds)
Budget Management in Datatel
ACBL
Budget Management in Datatel
ACBL
Unencumbered Balance
S
Can view funds available
S
Does not include encumbrances
S
Does not include requisitions
Budget Management in Datatel
ACBL
Requisitions
S
Unapproved Requisitions
S
Still in the approval queue
S
Not yet BPO/PO’s
S
Still reserves funds within the
budget
Budget Management in Datatel
ACBL
Budget Management in Datatel
ACBL
Available Funds
S
Funds Remaining
S Actuals Deducted
S Encumbrances Deducted
S Requisitions Deducted
S
Any other expenses incurred
come from this amount
S Check Requests
S Conference Requests
Budget Management in Datatel
ACBL
Budget Management in Datatel
ACBL
Exit Screen & Enter New
Account Number
Exit Screen & Return to
Menu Page
Budget Management in Datatel
ACBL
Or Select F9 or F10 on your keyboard to Exit
Budget Management in Datatel
ACBL
S Reminders:
S If account does not exist, redirected to home page
S New accounts require a budget transfer and Budget Manager
ID#
GLBR in Datatel
S
Budget Management in Datatel
GLBR
S
Step 1: Login & Accept FERPA Notice
S
Step 2: Select the CF Application
S
Step 3: Type in or double click GLBR
S
Step 4: Confirm correct Fiscal Year and Date Range are selected
S
Step 5: Type “A” in the Include All Accounts Field
S
Step 6: Drill Down on the GL Account Definitions and enter parameters
S
Step 7: Specify Sorting requirements
S
Step 8: Proceed with Report
Budget Management in Datatel
GLBR
Step 3: Type in or Select GLBR
Budget Management in Datatel
GLBR
Budget Management in Datatel
GLBR
Step 4: Confirm correct Fiscal Year and date range
Budget Management in Datatel
GLBR
Budget Management in Datatel
GLBR
Step 5: Type “A” in the Include All Accounts field.
Budget Management in Datatel
GLBR
Step 6: Drill Down on the GL Account Definitions Field – Press F2
Budget Management in Datatel
GLBR
Budget Management in Datatel
GLBR
Search Parameters
Can Search By:
S
Fund
S
Location
S
Cost Center
S
User
S
Specify whether to include or
exclude information
Budget Management in Datatel
GLBR
Budget Management in Datatel
GLBR
Budget Management in Datatel
GLBR
Budget Management in Datatel
GLBR
Budget Management in Datatel
GLBR
Budget Management in Datatel
GLBR
Budget Management in Datatel
GLBR
Budget Management in Datatel
GLBR
Step 7: Specify Sorting Requirements (Drill Down or F2)
Budget Management in Datatel
GLBR
Budget Management in Datatel
GLBR
Budget Management in Datatel
GLBR
Budget Management in Datatel
GLBR
Budget Management in Datatel
GLBR
Budget Management in Datatel
GLBR
Budget Management in Datatel
GLBR
Budget Management in Datatel
GLBR
Budget Management in Datatel
GLBR
Budget Management in Datatel
GLBR
Budget Management in Datatel
GLBR
Budget Management in Datatel
GLBR
Budget Management in Datatel
GLBR
Budget Management in Datatel
GLBR
Budget Management in Datatel
GLBR
Budget Management in Datatel
GLBR
Budget Management in Datatel
GLBR
Budget Management in Datatel
GLBR
Budget Management in Datatel
GLBR
Budget Management in Datatel
GLBR
S Reminders:
S Reports may not always be accurate or in real time
S Allows for flexibility with reporting
S Accurate way to track by quarter and create projections
S Can also sort by major object code and summarize accounts
Budget Transfers (BT’s)
S
Budget Transfers
S Budget Transfers should take place when:
S Manager perceives there may be insufficient funds to meet
needs of program
S AND there are excess funds in another account
S All funds must be kept in balance
Budget Transfers
S
When completing a budget transfer, the accounts must have the following:
S
S
S
S
Same fund
Same location
Same user
Detailed reason for the transfer
S
Use ACBL to confirm funds are available for transfer
S
If moving funds out of object codes, board approval is needed
S
Employees are paid regardless of funds available
S
S
This does not negate managers’ obligation to assure accounts have funds
Ex. Adjunct and Hourly
Budget Transfers
Journal Entries (JV’s)
S
Journal Entries
S Journal entries/vouchers used to move EXPENSES from
one account to another.
S Expenses can transfer between funds and accounts
S Object code should usually remain the same (if correct)
S If JV salaries, must also JV corresponding benefits
Journal Entries
S Common reasons for moving expenses
S Incorrect object code was used
S Original expense in wrong division or department, but same
object code
S Moving expenses to have another division/department cover
expense
S Expenses exceeding fund balance in Grant Funds
Journal Entries
Purchasing
S
Purchasing
S How do I pay for an item or service?
S Items $500 should always be purchased through Datatel &
Requisition Process
S Equipment & Furniture should ALWAYS be purchased
through Datatel
S Other Purchases are in two groups:
S Items under $500 using a Requisition in Datatel
S Employee Purchases being reimbursed
Purchasing
S Forms to use for Purchasing:
S District Request for Check Form should be used:
S
For items already received, invoice must be attached, amount of
purchase less that $500, except furniture/equipment
S
For prepayments for conference costs (regardless of amount)
S
For memberships and subscriptions (regardless of amount)
S
For payment to Independent Contractors (Contract required) for
contracts totaling less than $500
S
Employee reimbursements over $50 are discouraged, Policy 6300.5
Purchasing
S Employees are also reimbursed using these forms:
S Petty Cash
S
Amounts under $50.00
S
If multiple receipts totaling over $50.00, use District Request for
Check Form
S
Must come out of your budget
S
Specify correct account # & object code
Purchasing
S Employees are also reimbursed using these forms:
S Mileage Form
S
Reimburses employee travel per mile
S
IRS rate, currently $0.565 per mile
S
Normal commute not included
S Request for Conference Attendance
S
Used when away from campus, approve activity related to work
S
Use this form and District Request for Check to pay for
conferences
Purchasing through Datatel
S Steps for Purchasing through Datatel:
1.
Requisition entered in Datatel (usually by administrative assistants)
2.
Requisition goes through approval queue
3.
Requisition Approved and sent to purchasing
4.
Purchasing processes and sends a PO (Purchase Order) to vendor
5.
Money is reserved (encumbered) in your budget and balance available reduces
6.
Goods ordered by department (place your order)
7.
Goods delivered by vendor
8.
Vendor invoices the college
9.
You approve the invoice for payment (Reference PO/BPO #) and return to AP
10. Invoice is processed and check is sent to vendor
Purchasing through Datatel
Approving Requisitions
in Datatel
S
Approving Requisitions in Datatel
S Requisitions in Datatel must be approved by:
S You as the Budget Manager
S Business Services Supervisor
S Purchasing Department
S
Depending on Fund, additional approvers required
Creating Approval
Passwords in Datatel
S
Creating Approval Password in Datatel
S
Step 1: Login & Accept FERPA Notice
S
Step 2: Select the CF Application
S
Step 3: Type in APPW or double click Purchasing, Approvals, APPW
S
Step 4: Enter your user name (should be what you use to login to Datatel)
S
Step 5: Enter a password you would like to use to approve requisitions
S
Step 6: Retype password to confirm
S
Step 7: F10 or save to update and exit screen
S
Step 8: Select Finish to exit the process
Creating Approval Password in Datatel
Step 3: Type APPW or Select APPW-Approval Password Maintenance
from drop down menu
Creating Approval Password in Datatel
Step 4: Enter your user name and select OK (Username to login to Datatel)
Creating Approval Password in Datatel
Step 5: Create a password you would like to use to approve requisitions. Then
Select OK.
Creating Approval Password in Datatel
Step 6: Re-enter your password to confirm and then select OK.
Creating Approval Password in Datatel
Step 7: Press F10 to update and save password.
Creating Approval Password in Datatel
Step 8: Select Finish to complete the process.
Approving Requisitions
in Datatel
S
Approving Requisitions in Datatel
S
Step 1: Login & Accept FERPA Notice
S
Step 2: Select the CF Application
S
Step 3: Type in or select APRN to view requisitions that need approval
S
Step 4: Enter your Datatel User Name when prompted for Authorization Lookup
S
Step 5: Enter the Fiscal Year
S
Step 6: Enter Approval Password
S
Step 7: Drill Down in each requisition and review
S
Step 8: Approve in approval queue and ensure forwarding, F10 to save
Approving Requisitions in Datatel
Step 3: Type APRN or Select APRN to access approval queue.
Approving Requisitions in Datatel
Step 4: Enter your Datatel User Name in the Authorization Lookup Field.
Approving Requisitions in Datatel
Step 5: Enter the Fiscal Year and select OK.
Approving Requisitions in Datatel
Step 6: Enter your Approval Password and select OK.
Approving Requisitions in Datatel
Step 7: F2 or Drill Down in each requisition and review.
Approving Requisitions in Datatel
Approving Requisitions in Datatel
Approving Requisitions in Datatel
Approving Requisitions in Datatel
Step 8: Approve in Approval queue, ensure forwarding, F10 to save
Approving Requisitions in Datatel
Approving Requisitions in Datatel
Approving Requisitions in Datatel
Approving Requisitions in Datatel
Approving Requisitions in Datatel
Approving Requisitions in Datatel
Approving Requisitions in Datatel