Monthly Budget Reconciliation & e~Print Overview

Housekeeping

• Cell Phones

• Facilities– Restrooms

• Emergency Exits

• Breaks

Monthly Budget Reconciliation and e~Print Overview Course Goal

This course will familiarize you with a budget reconciliation process that can be used to reconcile your department’s monthly operating budget, and take advantage of information tools in Self-Service and e~Print reports.

Course Objectives

• Have an understanding;– of the reconciliation

process– of e~Print reports used

for reconciliation

• Identify;– tools available for

reconciliation– discrepancies

• Resolve discrepancies

FOAPAL

FundF

OrganizationO

ActivityA

LocationL

Only use Restricted and Unrestricted Funds

Department Responsible for Payment

Temporary or Short Duration

AccountA

Non-Labor Expenditures Functional

Classification

ProgramP

PhysicalPlacesand Sites

Required Segments Optional Segments

ChartC

Self-Service Screens

Self-Service Screens

Self-Service View Document Screen

What is e~Print?

e~Print is a report distribution system that uses your Internet browser to quickly and easily retrieve and print financial reports that you are authorized to see

e~Print Security

Sign-on

Banner Finance Security

Banner ID/Password

If a report is secured by Banner Finance Security, users can view only the pages to which they have access.

e~Print Reports

• ZIEMPDIST – Employee Distributions

• ZAFGRPD – Monthly Transaction Detail

• ZAFGRBD – Budget Status (Summary)

343434343434343434343434343434

Date:FISCAL YEAR

Date:FISCAL YEAR

Last name, First nameLast name, First name

Date:FISCAL YEAR

Date:FISCAL YEAR

Monthly Budget Reconciliation

Why Reconcile on a Monthly Basis?

• Budget available balance is up to date

• Expenses can be tracked easier

• Incorrectly applied expenses can be corrected in a timely manner

• Less time consuming than trying to reconcile at the end of the year

Monthly Budget Reconciliation Procedure

• Gather backup documentation on expenses

• Print e~Print and Self-Service reports showing expenses

• Check account codes on expenses

• Reconcile expenses and balance budget

• File all documentation for future reference

Backup Documentation

• Original Receipts• Requisitions• Purchase Orders• Invoices• Journal Vouchers• Direct Cash Receipts

Self-Service Backup Documentation

• Purchase Requisitions

• Purchase Orders

• Invoices

Check Account Codes

• Check codes for questionable accounts

• Contact Fiscal Monitor if you see questionable accounts

Reconcile Expenses and Balance Budget

• Beginning available balance from prior month• + Total Budget Activity for the month• - Total Transaction Activity for the month• - Total Commitment Activity• =Ending Available Balance• - Expenses Available Balance on ZAFGRBD• = Balanced Budget

Starting Available Balance

Budget Activity

Transaction Activity

Commitment Activity

Total for “e”

Subtract “f” from “e”

“Real World” Reconciliation

Discrepancies

Types:• Items that show up on my report, but there is no

backup documentation

• Items that have backup documentation, but do not show up on my report

• Incorrect Amounts

• Applied toward incorrect Account Code

Adjustment Lists

Note:• Add (+) items that show up on the report (ZAFGRPD) but

are not recognized as being applicable to your index/org.• Subtract (-) any items that should have been on the report

(ZAFGRPD) but were not.• Identified was also charges of $216.83 that were applied to

account code 738011

Item #

BudgetActivity

TransactionActivity

CommitmentActivity

Description

1 $0 +$40.00 $0 EH&S Driving Seminar

Total $0.00 $ 40.00 $0.00

Final Total +$40.00

REAL World Available Balance

Budget Activity

Adjustment to Budget Activity

Transaction Activity

Adjustment to Transaction Activity

Commitment Activity

Adjustments to Commitment Activity

Total for “e” Ending Available Balance

Item #

BudgetActivity

TransactionActivity

CommitmentActivity

Description

1 $0 + $40.00 $0 EH&S Driving Seminar

Total $0.00 $ 40.00 $0.00

Final Total +$40.00

Subtract “f” from “e”

Net difference should equal your adjustment total if your budget is balanced.

e $32,732.26 -f $32,692.26=g $ 40.00

Addressing Discrepancies

• Self-Service• Finance Documentation Request

AdjustmentsFor charges that have been incorrectly applied an Electronic Journal Voucher will need to be completed by the authorized JV originator.

• The index number for the $40.00 was keyed in incorrectly.

Adjustments Note

Note:Make sure to keep track of your adjustments and verify they are applied in the next month; otherwise you will have to carry them over to your adjustment lists for the next month.

Restricted e~Print Reports

• ZAFGRPD

• FRRGITD

Questions?