A Fast and Easy Tool to Reconcile with CMS CSU Academic Resources Conference April 1, 2009 Edith Winterhalter, Assoc. Budget Analyst Dan Vaughn, Administrative Analyst Vincent Chavez, Accounting Tech III CSU, Northridge

AGENDA  Getting to know the workbook  Demo on reconciling with the workbook  Questions and answers

What Is It? UUUUniversity Financial Assistants (UFA) Reconciliation Workbook EEEExcel template UUUUses VLOOKUP, pivot tables, formulas BBBBoth a reconciling and a reporting tool WWWWorks like a checkbook register

Why Use the UFA Reconciliation Workbook?  Streamlines processes  All-in-one requisition log and shadow spreadsheet  No double-entry  Accommodates multiple funds and departments  Accommodates multiple users  Ease in reconciling with CMS

Getting to Know the UFA Reconciliation Workbook

Two Basic Components  CMS (PeopleSoft) Generated Reports = bank statement  General ledger summary  General ledger journal detail  Budget journal detail  UFA Reconciliation Workbook = checkbook register

UFA Reconciliation Workbook  All transactions with $ need to be entered in the workbook  All types of funds  General Fund, Trust, Lottery, IRA, Foundation, University Corp  All types of expenses  Payroll  Operating expenses  All budgets  All revenues  In short, EVERY TRANSACTION with $

Demo on Reconciling with the UFA Reconciliation Workbook

MasterLog Setting up the UFA MasterLog

Expense Codes Updated MasterLog

Results of Formulas and Lookups Account Title Tavel in State-non-Faculty Student Assistants Printing Budget Transfers Expenses-Other Supplies & Services Travel in State-non-faculty Expense Status Cost Estimate Cost Estimates Encumbrance Revenue /Expense Budget Encumbrance Revenue/Expense Cost Estimate Account B Expense Code

Lookup Tables ExpTbl Supplies & Services Misc. Operating Exp.B) O&E Classroom and Lab Materials Misc. Operating Exp.B) O&E Books Misc. Operating Exp.B) O&E Book Binding Misc. Operating Exp.B) O&E Subscription Misc. Operating Exp.B) O&E Printing Misc. Operating Exp.B) O&E Bad Debt Misc. Operating Exp.B) O&E Postage and Freight Misc. Operating Exp.B) O&E Lookup Tbls (2) Account Code Account Name Sorts Data for Summary Report

Comparing Detail Report To PeopleSoft GL Summary -80, CMS Summary Download UFA Reconciliation Workbook Detail Report

The CMS Journal Detail Report GL Jrnl Detail by Dept/ Fund 359 LedgerFundDeptProgramClass ACTUALSGADTF ACTUALSGADTF ACTUALSGADTF

Detail Report Balances to CMS Summary Report UFA Reconciliation Workbook CMS Summary Download Detail Report $71,281.33

Summary The UFA ReconWorkbook Summary Report Fund GADTF L481UDiscretionary

Uses of the Workbook in a College  College or department level  Provides most accurate current status of ALL funds  Includes received and expected budget  Up-to-date and projected payroll figures  Actual expenses and planned expenses  Useful for financial analysis and planning  Answers financial questions

Questions and Answers

Contact Information  Edith Winterhalter    Dan Vaughn    Vincent Chavez  

UFA Reconciliation Workbook Visit the CSUN UFA website at: http//

Thank You!