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 Fund F Organization O Activity A Location L Only use Restricted and Unrestricted Funds Department Responsible for Payment Temporary or Short Duration Account A Non-Labor Expenditures Functional Classification Program P Physical Places and Sites Required SegmentsOptional Segments Chart C

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)

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Date: FISCAL YEAR

Date: FISCAL YEAR Last 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 $ that were applied to account code Item #Budget Activity Transaction Activity Commitment Activity Description 1$0+$40.00$0EH&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 #Budget Activity Transaction Activity Commitment Activity Description 1$0+ $40.00$0EH&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, f$32, =g$ 40.00

Addressing Discrepancies Self-Service Finance Documentation Request

Adjustments For 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?