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Monthly Budget Reconciliation & e~Print Overview
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Housekeeping
• Cell Phones
• Facilities– Restrooms
• Emergency Exits
• Breaks
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Monthly Budget Reconciliation and e~Print Overview Course Goal
This course will familiarize you with a budget reconciliation process that can be used to reconcile your department’s monthly operating budget, and take advantage of information tools in Self-Service and e~Print reports.
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Course Objectives
• Have an understanding;– of the reconciliation
process– of e~Print reports used
for reconciliation
• Identify;– tools available for
reconciliation– discrepancies
• Resolve discrepancies
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FOAPAL
FundF
OrganizationO
ActivityA
LocationL
Only use Restricted and Unrestricted Funds
Department Responsible for Payment
Temporary or Short Duration
AccountA
Non-Labor Expenditures Functional
Classification
ProgramP
PhysicalPlacesand Sites
Required Segments Optional Segments
ChartC
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Self-Service Screens
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Self-Service Screens
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Self-Service View Document Screen
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What is e~Print?
e~Print is a report distribution system that uses your Internet browser to quickly and easily retrieve and print financial reports that you are authorized to see
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e~Print Security
Sign-on
Banner Finance Security
Banner ID/Password
If a report is secured by Banner Finance Security, users can view only the pages to which they have access.
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e~Print Reports
• ZIEMPDIST – Employee Distributions
• ZAFGRPD – Monthly Transaction Detail
• ZAFGRBD – Budget Status (Summary)
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343434343434343434343434343434
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Date:FISCAL YEAR
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Date:FISCAL YEAR
Last name, First nameLast name, First name
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Date:FISCAL YEAR
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Date:FISCAL YEAR
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Monthly Budget Reconciliation
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Why Reconcile on a Monthly Basis?
• Budget available balance is up to date
• Expenses can be tracked easier
• Incorrectly applied expenses can be corrected in a timely manner
• Less time consuming than trying to reconcile at the end of the year
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Monthly Budget Reconciliation Procedure
• Gather backup documentation on expenses
• Print e~Print and Self-Service reports showing expenses
• Check account codes on expenses
• Reconcile expenses and balance budget
• File all documentation for future reference
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Backup Documentation
• Original Receipts• Requisitions• Purchase Orders• Invoices• Journal Vouchers• Direct Cash Receipts
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Self-Service Backup Documentation
• Purchase Requisitions
• Purchase Orders
• Invoices
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Check Account Codes
• Check codes for questionable accounts
• Contact Fiscal Monitor if you see questionable accounts
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Reconcile Expenses and Balance Budget
• Beginning available balance from prior month• + Total Budget Activity for the month• - Total Transaction Activity for the month• - Total Commitment Activity• =Ending Available Balance• - Expenses Available Balance on ZAFGRBD• = Balanced Budget
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Starting Available Balance
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Budget Activity
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Transaction Activity
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Commitment Activity
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Total for “e”
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Subtract “f” from “e”
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“Real World” Reconciliation
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Discrepancies
Types:• Items that show up on my report, but there is no
backup documentation
• Items that have backup documentation, but do not show up on my report
• Incorrect Amounts
• Applied toward incorrect Account Code
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Adjustment Lists
Note:• Add (+) items that show up on the report (ZAFGRPD) but
are not recognized as being applicable to your index/org.• Subtract (-) any items that should have been on the report
(ZAFGRPD) but were not.• Identified was also charges of $216.83 that were applied to
account code 738011
Item #
BudgetActivity
TransactionActivity
CommitmentActivity
Description
1 $0 +$40.00 $0 EH&S Driving Seminar
Total $0.00 $ 40.00 $0.00
Final Total +$40.00
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REAL World Available Balance
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Budget Activity
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Adjustment to Budget Activity
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Transaction Activity
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Adjustment to Transaction Activity
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Commitment Activity
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Adjustments to Commitment Activity
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Total for “e” Ending Available Balance
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Item #
BudgetActivity
TransactionActivity
CommitmentActivity
Description
1 $0 + $40.00 $0 EH&S Driving Seminar
Total $0.00 $ 40.00 $0.00
Final Total +$40.00
Subtract “f” from “e”
Net difference should equal your adjustment total if your budget is balanced.
e $32,732.26 -f $32,692.26=g $ 40.00
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Addressing Discrepancies
• Self-Service• Finance Documentation Request
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AdjustmentsFor charges that have been incorrectly applied an Electronic Journal Voucher will need to be completed by the authorized JV originator.
• The index number for the $40.00 was keyed in incorrectly.
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Adjustments Note
Note:Make sure to keep track of your adjustments and verify they are applied in the next month; otherwise you will have to carry them over to your adjustment lists for the next month.
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Restricted e~Print Reports
• ZAFGRPD
• FRRGITD
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Questions?