dean’s academy datatel & budget management training wednesday, july 31, 2013 seher awan

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Dean’s AcademyDatatel & Budget Management Training

Wednesday, July 31, 2013Seher Awan

Agenda

Budget Facts

Fund Accounting

Account Codes

Budget Management through Datatel

Budget Transfers & Journal Entries

Purchasing using Forms & Datatel

Approving Requisitions in Datatel

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Budget Facts

Budget Facts

Fiscal Year July 1 through June 30

Role as a Budget Manager Confirm funds are available Confirm account exists Confirm correct account code is being used

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Fund Accounting

Fund Accounting

District uses fund accounting – Track revenues & expenses

Common Funds You Will See: Fund 10 – General Fund

Unrestricted funds Revenues from state and property tax All operating expenses Teaching and support staff salaries

Fund 17 – Categorical Funds Grants Categorical Programs

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Account Codes

Account Codes

District uses an 18 digit account code Account code will be composed of the following:

Fund – Generally the same for SJCC, EVC, DO Location – Where the account comes from Cost Center – Department or Division User – Grant or special allocation GL/Object Code – Revenue or expense and

purpose

Account Codes

Fund Location Cost Center UserGL/Object

XX - XX- XXXX- XXXXX - X XXXX

Account Codes

Fund will remain the same for both colleges Location

1X – SJCC 2X – EVC 9X – DO

Cost Center indicates program or division User Code attached to specific programs, grants, or

special allocations to track activity Default/most common “00000”

Account Codes

GL/Object Code First Digit is GL/General Ledger

4=Revenue 5=Expense Major Class Object Codes – Per State Accountancy

Manual 1000 – Instructional salaries 2000 – Classified salaries 3000 – Benefits 4000 – Supplies and materials 5000 – Other operating expenses and services. 6000 – Capital outlay

Account Codes

Example: 10-11-6721-00000-54300 Fund: Fund 10, General Fund Location: 11, San Jose City College Cost Center: 6721, Business Services User: 00000, User Unspecified GL/Object: 54300, Expense, Non-

Instruct. Supplies

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Budget Management in Datatel


What is Datatel Financial Module? App or Module known as CF in Datatel Financial accounting software used to track our

budgets, revenues, expenditures and account balances Authorized users can view budget balances available,

including the nature of expenditures incurred to date. Use this for budget management, purchasing,

approvals, etc.


Most Common Accounting Mnemonics for Budget Management: ACBL – Perform account balance inquiries GLBR – Create reports to view account balances by

department, division, location, fund, object code, and user codes

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ACBL in Datatel


ACBL Allows you to review the current status of accounts Real time basis View current requisitions in progress (not approved) Current encumbrances (existing PO’s) Actual expenses Balance available

Budget Management in DatatelACBL

Step 1: Login & Accept FERPA Notice

Step 2: Select the CF Application

Step 3: Type in or double click ACBL

Step 4: Enter Account #

Step 5: Enter Fiscal Year

Step 6: View Results


Step 1: Login in & Accept FERPA Notice


Step 2: Select the CF App to access the financial module


Step 3: Type ACBL or Select from Drop Down Options


Step 4: Enter Account #


Step 5: Enter Fiscal Year


Step 6: View Results


Allocated Budget

Budget awarded for the year

Drill Down Option

Can view Budget Transfers here


Actuals

Actual expenses deducted

Drill Down Option

Detailed expenses by date


Encumbrances

All existing PO’s (Purchase Orders)

The remaining balance available

Total amount of encumbrances (reserved funds)


Unencumbered Balance

Can view funds available

Does not include encumbrances

Does not include requisitions


Requisitions

Unapproved Requisitions

Still in the approval queue

Not yet BPO/PO’s

Still reserves funds within the budget


Available Funds

Funds Remaining Actuals Deducted Encumbrances Deducted Requisitions Deducted

Any other expenses incurred come from this amount Check Requests Conference Requests


Exit Screen & Enter New Account

Number

Exit Screen & Return to Menu

Page


Or Select F9 or F10 on your keyboard to Exit


Reminders: If account does not exist, redirected to home page New accounts require a budget transfer and Budget

Manager ID#

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GLBR in Datatel

Budget Management in DatatelGLBR



Step 3: Type in or double click GLBR

Step 4: Confirm correct Fiscal Year and Date Range are selected

Step 5: Type “A” in the Include All Accounts Field

Step 6: Drill Down on the GL Account Definitions and enter parameters

Step 7: Specify Sorting requirements

Step 8: Proceed with Report


Step 3: Type in or Select GLBR


Step 4: Confirm correct Fiscal Year and date range


Step 5: Type “A” in the Include All Accounts field.


Step 6: Drill Down on the GL Account Definitions Field – Press F2


Search Parameters Can Search By:

Fund

Location

Cost Center

User

Specify whether to include or exclude information


Step 7: Specify Sorting Requirements (Drill Down or F2)


Reminders: Reports may not always be accurate or in real time Allows for flexibility with reporting Accurate way to track by quarter and create

projections Can also sort by major object code and summarize

accounts

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Budget Transfers (BT’s)

Budget Transfers

Budget Transfers should take place when: Manager perceives there may be insufficient funds

to meet needs of program AND there are excess funds in another account All funds must be kept in balance

Budget Transfers

When completing a budget transfer, the accounts must have the following: Same fund Same location Same user Detailed reason for the transfer

Use ACBL to confirm funds are available for transfer

If moving funds out of object codes, board approval is needed

Employees are paid regardless of funds available This does not negate managers’ obligation to assure accounts have funds Ex. Adjunct and Hourly

Budget Transfers

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Journal Entries (JV’s)

Journal Entries

Journal entries/vouchers used to move EXPENSES from one account to another.

Expenses can transfer between funds and accounts Object code should usually remain the same (if

correct) If JV salaries, must also JV corresponding benefits

Journal Entries

Common reasons for moving expenses Incorrect object code was used Original expense in wrong division or department,

but same object code Moving expenses to have another

division/department cover expense Expenses exceeding fund balance in Grant Funds

Journal Entries

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Purchasing

Purchasing

How do I pay for an item or service? Items $500 should always be purchased through

Datatel & Requisition Process Equipment & Furniture should ALWAYS be purchased

through Datatel

Other Purchases are in two groups: Items under $500 using a Requisition in Datatel Employee Purchases being reimbursed

Purchasing

Forms to use for Purchasing: District Request for Check Form should be

used: For items already received, invoice must be attached,

amount of purchase less that $500, except furniture/equipment

For prepayments for conference costs (regardless of amount)

For memberships and subscriptions (regardless of amount)

For payment to Independent Contractors (Contract required) for contracts totaling less than $500

Employee reimbursements over $50 are discouraged, Policy 6300.5

Purchasing

Employees are also reimbursed using these forms: Petty Cash

Amounts under $50.00 If multiple receipts totaling over $50.00, use District

Request for Check Form Must come out of your budget Specify correct account # & object code

Purchasing

Employees are also reimbursed using these forms: Mileage Form

Reimburses employee travel per mile IRS rate, currently $0.565 per mile Normal commute not included

Request for Conference Attendance Used when away from campus, approve activity related

to work Use this form and District Request for Check to pay for

conferences

Purchasing through Datatel

Steps for Purchasing through Datatel:1. Requisition entered in Datatel (usually by administrative assistants)

2. Requisition goes through approval queue

3. Requisition Approved and sent to purchasing

4. Purchasing processes and sends a PO (Purchase Order) to vendor

5. Money is reserved (encumbered) in your budget and balance available reduces

6. Goods ordered by department (place your order)

7. Goods delivered by vendor

8. Vendor invoices the college

9. You approve the invoice for payment (Reference PO/BPO #) and return to AP

10. Invoice is processed and check is sent to vendor

Purchasing through Datatel

Need a good or service

Requisition entered in

Datatel

Requisition goes through approval

queue

Requisition approved and

sent to Purchasing

Purchasing processes and

sends a PO (Purchase Order)

to vendor

Money encumbered in your account

Goods ordered by you

Goods delivered by vendor

Vendor invoices the college

You approve invoice, reference PO/BPO, return to Accounts Payable

Invoice processed and check is sent to

vendor

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Approving Requisitions in

Datatel


Requisitions in Datatel must be approved by: You as the Budget Manager Business Services Supervisor Purchasing Department

Depending on Fund, additional approvers required

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Creating Approval Passwords in Datatel

Creating Approval Password in Datatel



Step 3: Type in APPW or double click Purchasing, Approvals, APPW

Step 4: Enter your user name (should be what you use to login to Datatel)

Step 5: Enter a password you would like to use to approve requisitions

Step 6: Retype password to confirm

Step 7: F10 or save to update and exit screen

Step 8: Select Finish to exit the process


Step 3: Type APPW or Select APPW-Approval Password Maintenance from drop down menu


Step 4: Enter your user name and select OK (Username to login to Datatel)


Step 5: Create a password you would like to use to approve requisitions. Then Select OK.


Step 6: Re-enter your password to confirm and then select OK.


Step 7: Press F10 to update and save password.


Step 8: Select Finish to complete the process.

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Approving Requisitions in

Datatel




Step 3: Type in or select APRN to view requisitions that need approval

Step 4: Enter your Datatel User Name when prompted for Authorization Lookup

Step 5: Enter the Fiscal Year

Step 6: Enter Approval Password

Step 7: Drill Down in each requisition and review

Step 8: Approve in approval queue and ensure forwarding, F10 to save


Step 3: Type APRN or Select APRN to access approval queue.


Step 4: Enter your Datatel User Name in the Authorization Lookup Field.


Step 5: Enter the Fiscal Year and select OK.


Step 6: Enter your Approval Password and select OK.


Step 7: F2 or Drill Down in each requisition and review.


Step 8: Approve in Approval queue, ensure forwarding, F10 to save

dean’s academy datatel & budget management training wednesday, july 31, 2013 seher awan

Documents

datatel slide

datatel acbl slide

fund accounting slide

available slide

supplies slide

purpose slide

account balances

datatel acbl step