Agenda
Budget Facts
Fund Accounting
Account Codes
Budget Management through Datatel
Budget Transfers & Journal Entries
Purchasing using Forms & Datatel
Approving Requisitions in Datatel
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
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
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 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
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.
Budget Management in Datatel
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
Budget Management 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
Budget Management in DatatelACBL
Allocated Budget
Budget awarded for the year
Drill Down Option
Can view Budget Transfers here
Budget Management in DatatelACBL
Actuals
Actual expenses deducted
Drill Down Option
Detailed expenses by date
Budget Management in DatatelACBL
Encumbrances
All existing PO’s (Purchase Orders)
The remaining balance available
Total amount of encumbrances (reserved funds)
Budget Management in DatatelACBL
Unencumbered Balance
Can view funds available
Does not include encumbrances
Does not include requisitions
Budget Management in DatatelACBL
Requisitions
Unapproved Requisitions
Still in the approval queue
Not yet BPO/PO’s
Still reserves funds within the budget
Budget Management in DatatelACBL
Available Funds
Funds Remaining Actuals Deducted Encumbrances Deducted Requisitions Deducted
Any other expenses incurred come from this amount Check Requests Conference Requests
Budget Management in DatatelACBL
Exit Screen & Enter New Account
Number
Exit Screen & Return to Menu
Page
Budget Management in DatatelACBL
Reminders: If account does not exist, redirected to home page New accounts require a budget transfer and Budget
Manager ID#
Budget Management in DatatelGLBR
Step 1: Login & Accept FERPA Notice
Step 2: Select the CF Application
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
Budget Management in DatatelGLBR
Search Parameters Can Search By:
Fund
Location
Cost Center
User
Specify whether to include or exclude information
Budget Management in DatatelGLBR
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
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
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
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
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
Creating Approval Password in Datatel
Step 1: Login & Accept FERPA Notice
Step 2: Select the CF Application
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
Creating Approval Password in Datatel
Step 3: Type APPW or Select APPW-Approval Password Maintenance from drop down menu
Creating Approval Password in Datatel
Step 4: Enter your user name and select OK (Username to login to Datatel)
Creating Approval Password in Datatel
Step 5: Create a password you would like to use to approve requisitions. Then Select OK.
Approving Requisitions in Datatel
Step 1: Login & Accept FERPA Notice
Step 2: Select the CF Application
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
Approving Requisitions in Datatel
Step 4: Enter your Datatel User Name in the Authorization Lookup Field.