1. Budget vs Actual Reporting Tool

2. Budget vs Actual Reporting Tool - Budget
Add filter by description and description as drop down list
Ask how access level (cluster level, site level, etc) are changed
Budget Summary
Lists all budgets created visible to each user’s access level.
Starting point in budget encoding using the Create New Budget button

3. Budget vs Actual Reporting Tool - Budget
Add filter by description and description as drop down list
Ask how access level (cluster level, site level, etc) are changed

4. BART Budget - Add New Reference
* Add New Reference will register a reference for budget computation. This alone will not add budget to the tool.
Select the desired CE Variable
Fill up all the required details:
Value – Number of units in Sq.M., Slot, Pcs, etc
Unit – Unit of measurement (Sq.M., Slot, Pcs, etc)
Unit Cost – cost per unit or value
Sub Description - Specific description for an item (Slot 1-10, Slot 1-10 Rate Increase, 1-10F Rental, etc)
* Reference are used for the following GLs to have computation embedded in the tool:
– Building Leases
– Facility Maintenance Contracts
– Utility Cost (Fixed)
HC based GLs
– Cleaning
– Security
– Courier and Postage
– Reproduction and Printing

5. BART Budget - Add New Budget
*Add New Budget will register the budget in the tool using a reference for computation or manual input for no reference GLs.
Select the desired CE Variable (For both reference and non-reference)
Click on Look up – This will display the monthly values from a referenced GL and zero (0) on a non-referenced GL
Edit the monthly values for non-referenced GLs
Check the monthly values for the referenced GLs. Adjust if necessary
Click on save

6. BART Budget - Guidelines
GL Code
Cost Element Description
Items included
Encoding Guideline
630000
Building Leases
Building Rental, Storage, etc.
Building Rental (Cost per Sq.M)
Value: Total Sqm for all floors
Unit : Sq.M
Unit Cost: Rate per Sqm based on contract
Sub Description: Building Rental [Floor number]
Period: All months (no rate increase) or months applicable (with rate increase)
*For any FY with an increase in rate based on contract:
1. One budget reference should be created for the current/old rate for the applicable months and
2. Another budget reference should be added for the new/updated rate for the months applicable.
Parking, Riser Sleeve, Pylon, etc.
Parking Rental (Cost per Unit/Slot)
Value: Total Slots or Units with the same rate (Charged to AWS only)
Unit : Slot/s or Unit/s
Unit Cost: Rate per Slot or Unit based on contract
Sub Description: Parking [Slot number], Riser Sleeve, etc

7. BART Budget - Guidelines
GL Code
Cost Element Description
Items included
Encoding Guideline
632000
Facility Maintenance - Contracts
Common Use Service Area/ Management dues
CUSA
Value: Total Sqm for floors with same CUSA rate
Unit : Sq.M
Unit Cost: Rate per Sqm based on contract
Sub Description: CUSA [Floor number]
Period: All months (no rate increase) or months applicable (with rate increase)
*For any FY with an increase in rate based on contract or approved provision for increase:
1. One budget reference should be created for the current/old rate for the applicable months and
2. Another budget reference should be added for the new/updated rate for the months applicable.
Preventive maintenance for UPS, fire equipment, data center, PACU, Plant rentals, etc.
Encode monthly cost per item using ‘Add New Budget’ only. No need to add reference or computation.
632100, , ,
Facility Maintenance – Others and Low Value Capital GLs
On Call Services, Electrical and Plumbing consumables, repairs and other maintenance
New furniture and new equipment less than CAPEX threshold

8. BART Budget - Guidelines
GL Code
Cost Element Description
Items included
Encoding Guideline
634000
Catering Consumables
Hot Drinks – Nescafe
Hot Drinks – Creamer
Sugar, Ice, BCM Food
Encode monthly cost per item using ‘Add New Budget’ only. No need to add reference or computation.
Expected Monthly Recoveries
Recovery amount should be negative.
635000
Utility Cost
Fixed Cost
Aircon Fixed Cost
Value: Total Sqm for floors with same AC rate or Operating Hours
Unit : Sq.M
Unit Cost: Rate per Sqm based on contract
Sub Description: AC Fixed [Floor number]
Period: All months (no rate increase) or months applicable (with rate increase)
*One reference should be added per total hour of operations (ex. 24 hr, 10, hr, etc)
*For any FY with an increase in rate based on contract:
1. One budget reference should be created for the current/old rate for the applicable months and
2. Another budget reference should be added for the new/updated rate for the months applicable.
Aircon Extension (Variable)

9. BART Budget - Guidelines
GL Code
Cost Element Description
Items included
Encoding Guideline
635001
Electricity Cost
Encode monthly cost per item using ‘Add New Budget’ only. No need to add reference or computation.
635002
Water Cost
635100
Office Cleaning
Housekeeping HC
Office Cleaner HC
Value: Total number of Headcount of Cleaners per Shift and Position
Unit : HC
Unit Cost: Rate per HC per Shift and Position based on contract
Sub Description: [Position and Shift]
Period: All months
Provision for Wage Increase
Mark up of Regular Pay
Cleaning Materials, Tools and Equipment
Mark up of Materials, Tools and Equipment
Overtime
Pest Control, Carpet Cleaning, Toilet Fragrance, Trash Bags, etc.
635200
Office Security
Security Guard HC
Value: Total number of Headcount of Guards per Shift and Position

10. BART Budget - Guidelines
GL Code
Cost Element Description
Items included
Encoding Guideline
635200
Office Security
Incentives
Security Guard HC
Value: Total number of Headcount of Guards per Shift and Position
Unit : HC
Unit Cost: Rate per HC per Shift and Position based on contract
Sub Description: [Position and Shift]
Period: All months
Provision for Wage Increase
Overtime
Elevator Operators
Encode monthly cost per item using ‘Add New Budget’ only. No need to add reference or computation.
640000
Purchase Consumables
Office Supplies
Expected Monthly Recoveries
Recovery amount should be negative.
641000
Courier and Postage Cost
Messenger HC
Messenger HC (In house and POC)
Value: Total number of Headcount of Messenger per Shift and Position

11. BART Budget - Guidelines
GL Code
Cost Element Description
Items included
Encoding Guideline
641000
Courier and Postage Cost
Shared Messenger Cost,
Overtime,
Courier Charge
Encode monthly cost per item using ‘Add New Budget’ only. No need to add reference or computation.
Intermec Device,
Motorized Cost
Intermec and Motorized Cost
Value: Total number of Intermec Device, 1 for Motorized Cost
Unit : Unit
Unit Cost: Rate per Device/ Cost per site for Motorized Cost
Sub Description: [Item]
Period: All months
642000
Reproduction and Printing
Photocopier Rental,
Toners
Expected Monthly Recoveries
Recovery amount should be negative.
Photocopier Operator
UBIX Operator
Value: Total number of Headcount of Copier Operator
Unit : HC
Unit Cost: Rate per HC based on contract
Sub Description: Copier Operator
643000
Other Office Expenses
Utensils, Others

12. Budget vs Actual Reporting Tool – PO Management
Lists all Purchase order (POs) created visible to each user’s access level.

13. BART PO Management – Add New PO
* Add New PO will register a PO and will be the reference for PO-based expenses.
* Status determines if the goods/service was already delivered/rendered:
Approved – PO is already approved but the goods/services are not yet delivered/rendered
Delivered/Service Rendered – PO is both approved and the goods/services are delivered/rendered. This is a requisite before an expense can be recorded.
Will require a delivery date input
* Since delivery date is required before an expense can be recorded, there will be instances that the PO will be tagged as delivered before the actual delivery for accrual purposes. When this happen, please attach a confirmation from the vendor that the delivery will happen before the current month ends, otherwise, C&A will not accept the accrual as valid.

14. Budget vs Actual Reporting Tool – Expense Management
Lists all expense created visible to each user’s access level.
Expense are classified into:
Invoices – expenses incurred which are already paid
Accrual – expenses incurred but are not yet paid

15. BART Expense Management – Add New Expense
* Add New Expense will register an expense (either Invoice or Accrual) for a specific month for both Non-PO and PO items.
* Overall there are 4 types of expense that can be recorded:
Non-PO Invoice
Non-PO Accrual
PO Invoice
PO Accrual
*Status determines if the expense being recorded is an Invoice or Accrual:
PO and Non-PO Invoice expenses should have an Invoice number, amount and date
PO Expenses will require
An existing PO number recorded in the tool
The PO itself should be tagged as Delivered/Service Rendered
The PO should already have a delivery date
* Since delivery date is required before an expense can be recorded, there will be instances that the PO will be tagged as delivered before the actual delivery for accrual purposes. When this happen, please attach a confirmation from the vendor that the delivery will happen before the current month ends, otherwise, C&A will not accept the accrual as valid.

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