Monthly Department Reports
Month-end activity departmental
reports are run and dispersed around the 10th of the
month for the prior month’s activity. Restricted and Agency reports
follow this same rule, only are run every other month. In an effort
to clarify the data in these reports you receive, I will explain the
contents of each column of data shown on your report.
The report titled “FUNC DETAIL” is a summary of
your department’s activity.
The first three columns under “Current Month”
represent your current month activity. The Budget column shows the
amount from your current fiscal year budget for the current month.
The Act + Enc column shows your actual (Act) activity for the
current month and any purchase order (Enc) activity for that month.
The variance column calculates the difference between the Budget and
Act + Enc columns for the current month.
The next three columns under “Fiscal Year to
Date” represent your July through current month activity. This time
the Budget column combines your current fiscal year budget amounts
for the months of July through the current month. This Act + Enc
column combines your actual activity and purchase order activity for
July through the current month. This variance column calculates the
difference between the Budget and Act + Enc columns for July through
the current month.
The last three columns titled “Fiscal Year
Total” display your current fiscal year budget that was approved for
your department. The Budget column shows these total budget amounts
for the fiscal year. The Variance column calculates the difference
between the annual budget amount and the “Fiscal Year to Date” Act +
Enc amount from the prior section. Basically, this variance
represents the remaining amount you have to spend for each line item
for the remainder to the fiscal year (next month through June).
If you had any actual expense activity for the
Current Month, you will have additional pages attached entitled
FUNCTION TRANSACTIONS. This data will itemize any actual expenses
that were paid during the month for the specific line items shown.
It will not show any encumbered activity. Thus, it is possible the
total of the actual amounts spent during the current month of the
function transactions will not equal the total of the Act + Enc for
the current month on the function detail if there are any
outstanding purchase orders.