Dean’s Academy

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

2. Agenda • Budget Facts • Fund Accounting • Account Codes • Budget Management through Datatel • Budget Transfers & Journal Entries • Purchasing using Forms & Datatel • Approving Requisitions in Datatel

3. Budget Facts

4. 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

5. Fund Accounting

6. 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

7. Account Codes

8. 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

9. Account Codes Fund Location Cost Center UserGL/Object XX - XX- XXXX- XXXXX - X XXXX

10. 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”

11. 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

12. 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

13. Budget Management in Datatel

14. 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.

15. 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

16. ACBL in Datatel

17. 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

18. 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

19. Budget Management in DatatelACBL Step 1: Login in & Accept FERPA Notice

20. Budget Management in DatatelACBL

21. Budget Management in DatatelACBL Step 2: Select the CF App to access the financial module

22. Budget Management in DatatelACBL Step 3: Type ACBL or Select from Drop Down Options

23. Budget Management in DatatelACBL

24. Budget Management in DatatelACBL Step 4: Enter Account #

25. Budget Management in DatatelACBL Step 5: Enter Fiscal Year

26. Budget Management in DatatelACBL

27. Budget Management in DatatelACBL Step 6: View Results

28. Budget Management in DatatelACBL Allocated Budget Budget awarded for the year Drill Down Option Can view Budget Transfers here

29. Budget Management in DatatelACBL Actuals Actual expenses deducted Drill Down Option Detailed expenses by date

30. Budget Management in DatatelACBL

31. Budget Management in DatatelACBL Encumbrances All existing PO’s (Purchase Orders) The remaining balance available Total amount of encumbrances (reserved funds)

32. Budget Management in DatatelACBL

33. Budget Management in DatatelACBL Unencumbered Balance Can view funds available Does not include encumbrances Does not include requisitions

34. Budget Management in DatatelACBL Requisitions Unapproved Requisitions Still in the approval queue Not yet BPO/PO’s Still reserves funds within the budget

35. Budget Management in DatatelACBL

36. 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

37. Budget Management in DatatelACBL

38. Budget Management in DatatelACBL Exit Screen & Enter New Account Number Exit Screen & Return to Menu Page

39. Budget Management in DatatelACBL Or Select F9 or F10 on your keyboard to Exit

40. Budget Management in DatatelACBL • Reminders: • If account does not exist, redirected to home page • New accounts require a budget transfer and Budget Manager ID#

41. GLBR in Datatel

42. 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

43. Budget Management in DatatelGLBR Step 3: Type in or Select GLBR

44. Budget Management in DatatelGLBR

45. Budget Management in DatatelGLBR Step 4: Confirm correct Fiscal Year and date range

46. Budget Management in DatatelGLBR

47. Budget Management in DatatelGLBR Step 5: Type “A” in the Include All Accounts field.

48. Budget Management in DatatelGLBR Step 6: Drill Down on the GL Account Definitions Field – Press F2

49. Budget Management in DatatelGLBR

50. Budget Management in DatatelGLBR Search Parameters Can Search By: Fund Location Cost Center User Specify whether to include or exclude information