BUDGET STATUS REPORTS

Transcription

1 ASB PROCEDURES MANUAL BUDGET STATUS REPORTS REVISED DATE 8/96 INTRODUCTION status reports are used to track building/department budgets. The following are descriptions of each to aid you in reading these reports. PROCEDURES Summary Reports (Attachments A and B) There are two summary reports (WGL/385 and WGL/410). The summary report is a cumulative report. Expenditures and revenues are recorded beginning September 1, 19XX. WGL/385 (Attachment A) Report Number Fund The report number is located in the upper left hand corner. Each different type of report has its own unique number to distinguish it from other reports. This is the date the report was printed. It is not the date that indicates what month the expenditures occurred. This will state Associated Student Body Fund. It is required by state statute that revenues and expenditures are separated by fund. Report Title Tacoma School District No. 10 Status Summary Report by BRC, Activity, Object As of August 31, 19XX The date in the report title August 31, 19XX indicates the closing date for the reporting period. Therefore, all activity for expenditures processed through the accounts payable, payroll, accounting, or budget sections before or on this date are accumulated in this report. BRC and School This lists BRC number and the name of the school R:\ASB\BUDGSTAT.doc 1 SECTION 3.2

2 COLUMNS Activity & Object This lists activity and object numbers and descriptions (example: Activity 10 General Student Body; Object 320 Classified extra work). These are set up in ascending numerical order. EXPENDITURES Payment Encumbrance Under/(Over) This lists the total budgeted expenditures for each Object number within each activity. This lists year-to-date payments for each object number within each activity. This lists the amount encumbered as of the report date (amount on P.O. but not yet paid) for each object number within each activity. This is the difference between amount budgeted and the sum of amounts paid and encumbered. ( payment encumbered = under/(over) budget). REVENUES Deposits Under/(Over) This lists the total budgeted revenues for each activity (no object numbers). This lists the year-to-date revenue amounts (i.e., amounts claimed on monthly transmittals, interest earnings, or adjustments made on journal entry). This is the difference between budgeted revenues and actual revenues. The report has a subtotal for each activity 100, 200, 300, 400, & 600. At the end of each BRC, there is a total for each BRC. WGL/035 (Attachment B) Report Number The report number is located in the upper left-hand corner. Each different type of report has its own unique number to distinguish it from other reports. This is the date the report was printed. It is not the date that indicates what month the expenditures occurred. R:\ASB\BUDGSTAT.doc 2 SECTION 3.2

3 Fund This will state Associated Student Body Fund. It is required by state statute that revenues and expenditures are separated by fund. Report Title Tacoma School District No. 10 Statement of and Expenditures by BRC and Activity As of August 31, 19XX The date in the report title August 31, 19XX indicates the closing date for the reporting period. Therefore, all activity for expenditures processed through the accounts payable, payroll, accounting, or budget sections before or on this date are accumulated in this report. BRC and School This lists BRC number and the name of the school. COLUMNS Activity This lists activity number and description (example: Activity 20 Athletics). Beginning Balance Current Month Year-To- Current Month Amount Paid Year-To- Amount Paid Outstanding Encumbrances Unencumbered Balance This is the beginning balance as of September 1, XXXX of each activity number. This is the revenues of the current month. This amount should agree with the revenue amount on your detail report (WGL/390). This is the year-to-date revenues (i.e., revenues accumulated up to the report date). This is the current amount of expenditures. This amount should agree with the expenditures on the detail report (WGL/390). This is the amount of expenditures accumulated up to the current date (to the report date). The amounts in this column reflect the amounts on your purchase orders which are still pending (i.e., not yet authorized nor paid). This is the ending balance of each activity. Ending balance = beginning balance + year-to-date revenues year-to-date expenditures outstanding encumbrances. R:\ASB\BUDGSTAT.doc 3 SECTION 3.2

4 DETAILED REPORT WGL/390 (Attachment C) The detailed report called Status Detail Report by BRC, Activity, and Object which has the following columns: Activity Object Vendor/Employee/ Source/Description TXN PO/IR Number Invoice/Receipt/JE Number Expenditures Encumbrance This lists activity number and description. This lists object number and description. This lists either vendor s name, employee s name, or any other source document such as journal entry number, and description of the transaction. This is the transaction date (invoice date, PO date, JE date, etc.) If a payment is made through Accounts Payable, the PO number is shown. In case of an order from our warehouse, the IR number will be displayed. If a purchase order is still open, the PO number will also be displayed. The invoice number will be displayed if the payment is made through Accounts Payable. The receipt number will be displayed if the amount is related to revenues. In case of an adjustment (either expenditures or revenues), the journal entry number will be displayed. This is each amount authorized for payment for the current month. Once an invoice is authorized for payment, an expenditure account is charged. This lists the amount encumbered for each purchase order as of the date of the report. This lists each revenue amount during the current month. DEPOSITORY ACCOUNT ACTIVITY BY LOCATION-CLEARING (Attachment D) Report No. WGL/030 This report lists the deposits and transmittals sent in by the individual schools, as well as any overages/shortages, or non-sufficient fund checks. R:\ASB\BUDGSTAT.doc 4 SECTION 3.2

5 J.E. Number Receipt # Group # Bank Deposit Written Deposit Transmittal(s) This Month This is the journal entry number assigned by the accounting staff in the Finance Department for processing. All deposits are written up on a receipt and the receipt number is recorded for auditing purposes. The journal entries are processed in a batch form. The group number identifies the batch in which the journal entry was processed. This number is assigned by the accounting staff in the Finance Department. The bank deposit date is the date the bank posted the deposit. The written deposit date is the date that was written on the deposit slip. This column lists all of the transmittal amounts processed for the month and provides a monthly total. Deposits This Month This column lists all of the deposits processed for the month and provides a monthly total. Balance If there is a difference between the deposit and the transmittal, there will be an amount listed in this column. R:\ASB\BUDGSTAT.doc 5 SECTION 3.2