datatel budget management training
TRANSCRIPT
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Dean’s AcademyDatatel & Budget Management Training
Wednesday, July 31, 2013Seher Awan
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Agenda
Budget Facts Fund Accounting Account Codes Budget Management through Datatel Budget Transfers & Journal Entries Purchasing using Forms & Datatel Approving Requisitions in Datatel
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Budget Facts
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Budget Facts
Fiscal Year July 1 through June 30 Role as a Budget Manager
Confirm funds are available Confirm account exists Confirm correct account code is being used
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Fund Accounting
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Fund Accounting
District uses fund accounting – Track revenues & expenses
Common Funds You Will See: Fund 10 – General Fund
Unrestricted funds Revenues from state and property tax All operating expenses Teaching and support staff salaries
Fund 17 – Categorical Funds Grants Categorical Programs
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Account Codes
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Account Codes
District uses an 18 digit account code Account code will be composed of the following:
Fund – Generally the same for SJCC, EVC, DO Location – Where the account comes from Cost Center – Department or Division User – Grant or special allocation GL/Object Code – Revenue or expense and
purpose
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Account Codes
Fund Location Cost Center UserGL/Object
XX - XX- XXXX- XXXXX - X XXXX
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Account Codes
Fund will remain the same for both colleges Location
1X – SJCC 2X – EVC 9X – DO
Cost Center indicates program or division User Code attached to specific programs, grants, or
special allocations to track activity Default/most common “00000”
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Account Codes
GL/Object Code First Digit is GL/General Ledger
4=Revenue 5=Expense Major Class Object Codes – Per State Accountancy
Manual 1000 – Instructional salaries 2000 – Classified salaries 3000 – Benefits 4000 – Supplies and materials 5000 – Other operating expenses and services. 6000 – Capital outlay
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Account Codes
Example: 10-11-6721-00000-54300 Fund: Fund 10, General Fund Location: 11, San Jose City College Cost Center: 6721, Business Services User: 00000, User Unspecified GL/Object: 54300, Expense, Non-
Instruct. Supplies
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Budget Management in Datatel
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Budget Management in Datatel
What is Datatel Financial Module? App or Module known as CF in Datatel Financial accounting software used to track our
budgets, revenues, expenditures and account balances Authorized users can view budget balances available,
including the nature of expenditures incurred to date. Use this for budget management, purchasing,
approvals, etc.
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Budget Management in Datatel
Most Common Accounting Mnemonics for Budget Management: ACBL – Perform account balance inquiries GLBR – Create reports to view account balances by
department, division, location, fund, object code, and user codes
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ACBL in Datatel
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Budget Management in Datatel
ACBL Allows you to review the current status of accounts Real time basis View current requisitions in progress (not approved) Current encumbrances (existing PO’s) Actual expenses Balance available
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Budget Management in DatatelACBL
Step 1: Login & Accept FERPA Notice Step 2: Select the CF Application Step 3: Type in or double click ACBL Step 4: Enter Account # Step 5: Enter Fiscal Year Step 6: View Results
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Budget Management in DatatelACBL
Step 1: Login in & Accept FERPA Notice
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Budget Management in DatatelACBL
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Budget Management in DatatelACBL
Step 2: Select the CF App to access the financial module
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Budget Management in DatatelACBL
Step 3: Type ACBL or Select from Drop Down Options
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Budget Management in DatatelACBL
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Budget Management in DatatelACBL
Step 4: Enter Account #
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Budget Management in DatatelACBL
Step 5: Enter Fiscal Year
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Budget Management in DatatelACBL
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Budget Management in DatatelACBL
Step 6: View Results
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Budget Management in DatatelACBL
Allocated Budget Budget awarded for the
year
Drill Down Option
Can view Budget Transfers here
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Budget Management in DatatelACBL
Actuals Actual expenses deducted
Drill Down Option
Detailed expenses by date
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Budget Management in DatatelACBL
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Budget Management in DatatelACBL
Encumbrances All existing PO’s (Purchase
Orders)
The remaining balance available
Total amount of encumbrances (reserved funds)
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Budget Management in DatatelACBL
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Budget Management in DatatelACBL
Unencumbered Balance
Can view funds available
Does not include encumbrances
Does not include requisitions
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Budget Management in DatatelACBL
Requisitions Unapproved Requisitions
Still in the approval queue
Not yet BPO/PO’s
Still reserves funds within the budget
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Budget Management in DatatelACBL
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Budget Management in DatatelACBL
Available Funds Funds Remaining
Actuals Deducted Encumbrances Deducted Requisitions Deducted
Any other expenses incurred come from this amount Check Requests Conference Requests
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Budget Management in DatatelACBL
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Budget Management in DatatelACBL
Exit Screen & Enter New Account
Number
Exit Screen & Return to Menu
Page
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Budget Management in DatatelACBL
Or Select F9 or F10 on your keyboard to Exit
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Budget Management in DatatelACBL
Reminders: If account does not exist, redirected to home page New accounts require a budget transfer and Budget
Manager ID#
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GLBR in Datatel
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Budget Management in DatatelGLBR
Step 1: Login & Accept FERPA Notice Step 2: Select the CF Application Step 3: Type in or double click GLBR Step 4: Confirm correct Fiscal Year and Date Range are selected Step 5: Type “A” in the Include All Accounts Field Step 6: Drill Down on the GL Account Definitions and enter parameters Step 7: Specify Sorting requirements Step 8: Proceed with Report
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Budget Management in DatatelGLBR
Step 3: Type in or Select GLBR
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Budget Management in DatatelGLBR
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Budget Management in DatatelGLBR
Step 4: Confirm correct Fiscal Year and date range
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Budget Management in DatatelGLBR
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Budget Management in DatatelGLBR
Step 5: Type “A” in the Include All Accounts field.
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Budget Management in DatatelGLBR
Step 6: Drill Down on the GL Account Definitions Field – Press F2
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Budget Management in DatatelGLBR
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Budget Management in DatatelGLBR
Search Parameters Can Search By: Fund
Location
Cost Center
User
Specify whether to include or exclude information
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Budget Management in DatatelGLBR
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Budget Management in DatatelGLBR
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Budget Management in DatatelGLBR
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Budget Management in DatatelGLBR
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Budget Management in DatatelGLBR
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Budget Management in DatatelGLBR
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Budget Management in DatatelGLBR
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Budget Management in DatatelGLBR
Step 7: Specify Sorting Requirements (Drill Down or F2)
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Budget Management in DatatelGLBR
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Budget Management in DatatelGLBR
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Budget Management in DatatelGLBR
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Budget Management in DatatelGLBR
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Budget Management in DatatelGLBR
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Budget Management in DatatelGLBR
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Budget Management in DatatelGLBR
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Budget Management in DatatelGLBR
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Budget Management in DatatelGLBR
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Budget Management in DatatelGLBR
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Budget Management in DatatelGLBR
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Budget Management in DatatelGLBR
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Budget Management in DatatelGLBR
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Budget Management in DatatelGLBR
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Budget Management in DatatelGLBR
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Budget Management in DatatelGLBR
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Budget Management in DatatelGLBR
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Budget Management in DatatelGLBR
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Budget Management in DatatelGLBR
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Budget Management in DatatelGLBR
Reminders: Reports may not always be accurate or in real time Allows for flexibility with reporting Accurate way to track by quarter and create
projections Can also sort by major object code and summarize
accounts
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Budget Transfers (BT’s)
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Budget Transfers
Budget Transfers should take place when: Manager perceives there may be insufficient funds
to meet needs of program AND there are excess funds in another account All funds must be kept in balance
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Budget Transfers
When completing a budget transfer, the accounts must have the following: Same fund Same location Same user Detailed reason for the transfer
Use ACBL to confirm funds are available for transfer If moving funds out of object codes, board approval is needed Employees are paid regardless of funds available
This does not negate managers’ obligation to assure accounts have funds Ex. Adjunct and Hourly
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Budget Transfers
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Journal Entries (JV’s)
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Journal Entries
Journal entries/vouchers used to move EXPENSES from one account to another.
Expenses can transfer between funds and accounts Object code should usually remain the same (if
correct) If JV salaries, must also JV corresponding benefits
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Journal Entries
Common reasons for moving expenses Incorrect object code was used Original expense in wrong division or department,
but same object code Moving expenses to have another
division/department cover expense Expenses exceeding fund balance in Grant Funds
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Journal Entries
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Purchasing
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Purchasing
How do I pay for an item or service? Items $500 should always be purchased through
Datatel & Requisition Process Equipment & Furniture should ALWAYS be purchased
through Datatel Other Purchases are in two groups:
Items under $500 using a Requisition in Datatel Employee Purchases being reimbursed
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Purchasing
Forms to use for Purchasing: District Request for Check Form should be
used: For items already received, invoice must be attached,
amount of purchase less that $500, except furniture/equipment
For prepayments for conference costs (regardless of amount)
For memberships and subscriptions (regardless of amount)
For payment to Independent Contractors (Contract required) for contracts totaling less than $500
Employee reimbursements over $50 are discouraged, Policy 6300.5
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Purchasing
Employees are also reimbursed using these forms: Petty Cash
Amounts under $50.00 If multiple receipts totaling over $50.00, use District
Request for Check Form Must come out of your budget Specify correct account # & object code
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Purchasing
Employees are also reimbursed using these forms: Mileage Form
Reimburses employee travel per mile IRS rate, currently $0.565 per mile Normal commute not included
Request for Conference Attendance Used when away from campus, approve activity related
to work Use this form and District Request for Check to pay for
conferences
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Purchasing through Datatel
Steps for Purchasing through Datatel:1. Requisition entered in Datatel (usually by administrative assistants)2. Requisition goes through approval queue3. Requisition Approved and sent to purchasing4. Purchasing processes and sends a PO (Purchase Order) to vendor5. Money is reserved (encumbered) in your budget and balance available
reduces6. Goods ordered by department (place your order)7. Goods delivered by vendor8. Vendor invoices the college9. You approve the invoice for payment (Reference PO/BPO #) and return to AP10. Invoice is processed and check is sent to vendor
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Purchasing through Datatel
Need a good or service
Requisition entered in
Datatel
Requisition goes through approval
queue
Requisition approved and
sent to Purchasing
Purchasing processes and
sends a PO (Purchase Order)
to vendor
Money encumbered in your account
Goods ordered by you
Goods delivered by vendor
Vendor invoices the college
You approve invoice,
reference PO/BPO, return
to Accounts Payable
Invoice processed and check is sent to
vendor
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Approving Requisitions in
Datatel
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Approving Requisitions in Datatel
Requisitions in Datatel must be approved by: You as the Budget Manager Business Services Supervisor Purchasing Department
Depending on Fund, additional approvers required
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Creating Approval Passwords in Datatel
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Creating Approval Password in Datatel
Step 1: Login & Accept FERPA Notice Step 2: Select the CF Application Step 3: Type in APPW or double click Purchasing, Approvals, APPW Step 4: Enter your user name (should be what you use to login to Datatel) Step 5: Enter a password you would like to use to approve requisitions Step 6: Retype password to confirm Step 7: F10 or save to update and exit screen Step 8: Select Finish to exit the process
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Creating Approval Password in Datatel
Step 3: Type APPW or Select APPW-Approval Password Maintenance from drop down menu
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Creating Approval Password in Datatel
Step 4: Enter your user name and select OK (Username to login to Datatel)
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Creating Approval Password in Datatel
Step 5: Create a password you would like to use to approve requisitions. Then Select OK.
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Creating Approval Password in Datatel
Step 6: Re-enter your password to confirm and then select OK.
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Creating Approval Password in Datatel
Step 7: Press F10 to update and save password.
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Creating Approval Password in Datatel
Step 8: Select Finish to complete the process.
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Approving Requisitions in
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Approving Requisitions in Datatel
Step 1: Login & Accept FERPA Notice Step 2: Select the CF Application Step 3: Type in or select APRN to view requisitions that need approval Step 4: Enter your Datatel User Name when prompted for Authorization
Lookup Step 5: Enter the Fiscal Year Step 6: Enter Approval Password Step 7: Drill Down in each requisition and review Step 8: Approve in approval queue and ensure forwarding, F10 to save
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Approving Requisitions in Datatel
Step 3: Type APRN or Select APRN to access approval queue.
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Approving Requisitions in Datatel
Step 4: Enter your Datatel User Name in the Authorization Lookup Field.
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Approving Requisitions in Datatel
Step 5: Enter the Fiscal Year and select OK.
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Approving Requisitions in Datatel
Step 6: Enter your Approval Password and select OK.
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Approving Requisitions in Datatel
Step 7: F2 or Drill Down in each requisition and review.
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Approving Requisitions in Datatel
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Approving Requisitions in Datatel
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Approving Requisitions in Datatel
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Approving Requisitions in Datatel
Step 8: Approve in Approval queue, ensure forwarding, F10 to save
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Approving Requisitions in Datatel
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Approving Requisitions in Datatel
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Approving Requisitions in Datatel
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Approving Requisitions in Datatel
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Approving Requisitions in Datatel
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Approving Requisitions in Datatel
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Approving Requisitions in Datatel