Budget and Expenditure Reports

Departments whose accounting records are maintained in the Controller's Office are able to access the monthly report - FBM091. This report includes all activity that occurred during the month (see ACC Proced 7 - Installing DRAS).

Account Statement in Whole Dollars

The first column of this report identifies the subcode (object code); the second column shows a description of the object; the third column shows original and revised budget information; the fourth column shows actual transaction for the current month and for year-to-date; the fifth column shows open commitments (status of encumbrances); the sixth column shows the balance available (budget minus transactions year-to-date and encumbrances); and the seventh column shows the percentage of the expended and encumbered amount compared to the total budget. This report is rounded off to whole dollars.

Report of Transactions

The first column of this report identifies the subcode (object code); the second column shows a description of the transaction; the third column shows the date of the transaction; the fourth column shows the entry code (transaction code); the fifth column shows the first reference number - the purchase order and journal entry numbers are shown in this column; the sixth column shows the second reference number - the check number is shown in this column as well as a departmental requisition number for encumbrances; the seventh column shows the journal entry offset account when journal entries are made; the eighth column shows budget entry amounts; the ninth column shows transaction amounts for expenditures and revenue accounts; the tenth column shows encumbered and unencumbered amounts; the eleventh and twelfth columns show the batch reference number and the batch date that the transaction is posted. Activity is reported in numerical order by revenue and expenditure objects; each object shows a summary total. A summary total is shown for the entire departmental activity year-to-date.

Items not Reflected on Departmental Financial Reports

When reviewing the departmental financial reports, the reviewer must keep in mind that any entries made after the end of the month are not reflected on the financial statements. To arrive at the true financial position of the department, the financial report must be adjusted by any entries made since the date of the report, purchase orders issued, purchase orders paid, and transfers requested, etc.

Last modified 04/15/2009 11:11:36 AM by Matt McNaney