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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: 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 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 • 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
