1. 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

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

3. 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

4. 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

5. Getting to Know the UFA Reconciliation Workbook

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

7. 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 $

8. Demo on Reconciling with the UFA Reconciliation Workbook

9. MasterLog Setting up the UFA MasterLog

10. Expense Codes Updated MasterLog

11. 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 630125 601710 620150 B62090 621200 620100 630125 Expense Code 3 3 3 3 3 3 3 3 5 6 2 5 6 6 3 3

12. Lookup Tables ExpTbl 620100 Supplies & Services Misc. Operating Exp.B) O&E 620110 Classroom and Lab Materials Misc. Operating Exp.B) O&E 620120 Books Misc. Operating Exp.B) O&E 620125 Book Binding Misc. Operating Exp.B) O&E 620130 Subscription Misc. Operating Exp.B) O&E 620150 Printing Misc. Operating Exp.B) O&E 620175 Bad Debt Misc. Operating Exp.B) O&E 620200 Postage and Freight Misc. Operating Exp.B) O&E Lookup Tbls (2) Account Code Account Name Sorts Data for Summary Report

13. Comparing Detail Report To PeopleSoft GL Summary -80,256.33 CMS Summary Download UFA Reconciliation Workbook Detail Report

14. The CMS Journal Detail Report GL Jrnl Detail by Dept/ Fund 359 LedgerFundDeptProgramClass ACTUALSGADTF144000406 ACTUALSGADTF144000406 ACTUALSGADTF144000406

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

16. Summary The UFA ReconWorkbook Summary Report Fund GADTF L481UDiscretionary

17. 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

18. Questions and Answers

19. Contact Information  Edith Winterhalter  edith.winterhalter@csun.edu edith.winterhalter@csun.edu  818-677-4066  Dan Vaughn  daniel.vaughn@csun.edu daniel.vaughn@csun.edu  818-677-5780  Vincent Chavez  vincent.chavez@csun.edu vincent.chavez@csun.edu  818-677-3735

20. UFA Reconciliation Workbook Visit the CSUN UFA website at: http//www.csun.edu/academic.resources/UFA.html

21. Thank You!