A Fast and Easy Tool to A Fast and Easy Tool to Reconcile with CMSReconcile with CMS

CSU Academic Resources ConferenceCSU Academic Resources Conference

April 1, 2009April 1, 2009

Edith Winterhalter, Assoc. Budget AnalystEdith Winterhalter, Assoc. Budget Analyst

Dan Vaughn, Administrative AnalystDan Vaughn, Administrative Analyst

Vincent Chavez, Accounting Tech IIIVincent Chavez, Accounting Tech III

CSU, NorthridgeCSU, Northridge

AGENDAAGENDA

Getting to know the workbookGetting to know the workbook

Demo on reconciling with the workbookDemo on reconciling with the workbook

Questions and answersQuestions and answers

What Is It?What Is It?

University Financial Assistants (UFA) University Financial Assistants (UFA) Reconciliation WorkbookReconciliation Workbook Excel template Excel template Uses VLOOKUP, pivot tables, formulasUses VLOOKUP, pivot tables, formulas Both a Both a reconcilingreconciling and a and a reportingreporting tool tool Works like a checkbook registerWorks like a checkbook register

Why Use the UFA Why Use the UFA Reconciliation Workbook?Reconciliation Workbook? Streamlines processesStreamlines processes

All-in-one requisition log and shadow spreadsheetAll-in-one requisition log and shadow spreadsheet

No double-entryNo double-entry Accommodates multiple funds and Accommodates multiple funds and

departmentsdepartments Accommodates multiple usersAccommodates multiple users Ease in reconciling with CMSEase in reconciling with CMS

Getting to Know Getting to Know the the

UFA Reconciliation UFA Reconciliation WorkbookWorkbook

Two Basic ComponentsTwo Basic Components

CMS (PeopleSoft) Generated Reports = CMS (PeopleSoft) Generated Reports = bank statementbank statement General ledger summaryGeneral ledger summary General ledger journal detailGeneral ledger journal detail Budget journal detailBudget journal detail

UFA Reconciliation Workbook = UFA Reconciliation Workbook = checkbook registercheckbook register

UFA Reconciliation WorkbookUFA Reconciliation Workbook

All transactions with $ need to be entered in the All transactions with $ need to be entered in the workbookworkbook All types of fundsAll types of funds

General Fund, Trust, Lottery, IRA, Foundation, University CorpGeneral Fund, Trust, Lottery, IRA, Foundation, University Corp

All types of expensesAll types of expenses PayrollPayroll Operating expensesOperating expenses

All budgetsAll budgets All revenuesAll revenues

In short, EVERY TRANSACTION with $In short, EVERY TRANSACTION with $

Demo on ReconcilingDemo on Reconcilingwith the with the

UFA Reconciliation UFA Reconciliation WorkbookWorkbook

MasterLog

Setting up the Setting up the UFA MasterLogUFA MasterLog

Expense Codes UpdatedExpense Codes Updated

MasterLog

Results of Formulas and LookupsResults of Formulas and Lookups

Account Title

Tavel in State-non-Faculty

Student Assistants

Student Assistants

Student Assistants

Student Assistants

Student Assistants

Student Assistants

Student Assistants

Printing

Printing

Budget Transfers

Expenses-Other

Expenses-Other

Expenses-Other

Supplies & Services

Travel in State-non-faculty

Expense Status

Cost Estimate

Cost Estimate

Cost Estimates

Cost Estimates

Cost Estimates

Cost Estimates

Cost Estimates

Cost Estimates

Encumbrance

Revenue /Expense

Budget

Encumbrance

Revenue/Expense

Revenue/Expense

Cost Estimate

Cost Estimate

Account

630125

601710

601710

601710

601710

601710

601710

601710

620150

620150

B62090

621200

621200

621200

620100

630125

ExpenseCode

3

3

3

3

3

3

3

3

5

6

2

5

6

6

3

3

Lookup TablesLookup 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

Comparing Detail Report To PeopleSoft GL SummaryComparing Detail Report To PeopleSoft GL Summary

-80,256.33

CMS Summary Download

UFA Reconciliation Workbook

Detail Report

The CMS Journal Detail Report

GL Jrnl Detail by Dept/ Fund 359

Ledger Fund Dept Program Class

ACTUALS GADTF 14400 0406ACTUALS GADTF 14400 0406ACTUALS GADTF 14400 0406

Detail Report Balances to CMS Detail Report Balances to CMS Summary ReportSummary Report

UFA Reconciliation Workbook

CMS Summary Download

Detail Report

$71,281.33

Summary

The UFA ReconWorkbookThe UFA ReconWorkbookSummary ReportSummary Report

Fund

GADTF

L481U Discretionary

Uses of the Workbook in a Uses of the Workbook in a CollegeCollege

College or department levelCollege or department level Provides most accurate current status of Provides most accurate current status of

ALL fundsALL funds Includes received and expected budgetIncludes received and expected budget Up-to-date and projected payroll figuresUp-to-date and projected payroll figures Actual expenses and planned expensesActual expenses and planned expenses

Useful for financial analysis and planningUseful for financial analysis and planning Answers financial questions Answers financial questions

Questions and AnswersQuestions and Answers

Contact InformationContact Information

Edith WinterhalterEdith Winterhalter edith.winterhalter@csun.eduedith.winterhalter@csun.edu 818-677-4066818-677-4066

Dan VaughnDan Vaughn daniel.vaughn@csun.edudaniel.vaughn@csun.edu 818-677-5780818-677-5780

Vincent ChavezVincent Chavez vincent.chavez@csun.eduvincent.chavez@csun.edu 818-677-3735818-677-3735

UFA Reconciliation WorkbookUFA Reconciliation Workbook

Visit the CSUN UFA website at:

http//www.csun.edu/academic.resources/UFA.html

Thank You!Thank You!