 Dean’s Academy Datatel & Budget Management Training Wednesday, July 31, 2013 Seher Awan

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 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:  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

 ACBL in Datatel

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 Datatel ACBL  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 Datatel ACBL Step 1: Login in & Accept FERPA Notice

Budget Management in Datatel ACBL

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

Budget Management in Datatel ACBL Step 3: Type ACBL or Select from Drop Down Options

Budget Management in Datatel ACBL

Step 4: Enter Account #

Budget Management in Datatel ACBL Step 5: Enter Fiscal Year

Budget Management in Datatel ACBL

Step 6: View Results

Budget Management in Datatel ACBL Allocated Budget  Budget awarded for the year  Drill Down Option  Can view Budget Transfers here

Budget Management in Datatel ACBL Actuals  Actual expenses deducted  Drill Down Option  Detailed expenses by date

Budget Management in Datatel ACBL

Encumbrances  All existing PO’s (Purchase Orders)  The remaining balance available  Total amount of encumbrances (reserved funds)

Budget Management in Datatel ACBL

Unencumbered Balance  Can view funds available  Does not include encumbrances  Does not include requisitions

Budget Management in Datatel ACBL Requisitions  Unapproved Requisitions  Still in the approval queue  Not yet BPO/PO’s  Still reserves funds within the budget

Budget Management in Datatel ACBL

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 Datatel ACBL

Exit Screen & Enter New Account Number Exit Screen & Return to Menu Page

Budget Management in Datatel ACBL Or Select F9 or F10 on your keyboard to Exit

Budget Management in Datatel ACBL  Reminders:  If account does not exist, redirected to home page  New accounts require a budget transfer and Budget Manager ID#

 GLBR in Datatel

Budget Management in Datatel GLBR  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 Datatel GLBR Step 3: Type in or Select GLBR

Budget Management in Datatel GLBR

Step 4: Confirm correct Fiscal Year and date range

Budget Management in Datatel GLBR

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

Budget Management in Datatel GLBR Step 6: Drill Down on the GL Account Definitions Field – Press F2

Budget Management in Datatel GLBR

Search ParametersCan Search By:  Fund  Location  Cost Center  User  Specify whether to include or exclude information

Budget Management in Datatel GLBR

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

Budget Management in Datatel GLBR

 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 (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

 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

 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

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 Passwords in Datatel

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.

Creating Approval Password in Datatel Step 6: Re-enter your password to confirm and then select OK.

Creating Approval Password in Datatel Step 7: Press F10 to update and save password.

Creating Approval Password in Datatel Step 8: Select Finish to complete the process.

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

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

Approving Requisitions in Datatel Step 5: Enter the Fiscal Year and select OK.

Approving Requisitions in Datatel Step 6: Enter your Approval Password and select OK.

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

Approving Requisitions in Datatel

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

Approving Requisitions in Datatel