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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.