Tips: Tracking 19B IFO Professional Study / Travel

Tags 19b

Possible reports to use

These reports may be used to see actual transaction detail related to 19B funds.

  • RPT00290 - Budget vs Actuals by Program -- when in doubt, use the totals from this report
    • Calculation of carry forward into Fy26 will not include any commitments or obligations.
    • System Office intended for these to roll forward at year end but the process did not work.  Financial Services researching options for manual correction  - likely will not be able to do anything in FY25.
  • RPT00072 - Expenditures by Fund and Function
    • Results should match RPT00290 
    • May have detail in more than one report line (depending on function code(s) associated with the program
  • RPT00278 - Find Journal Lines - Faceted
    • This one is more complicated to run and use, but does provide more detail like Expense Report Number. 
    • This also allows ability to run transactions for one month at a time.
    • Contact Wendy Helm or attend a Budget vs Actual Report drop in session for help getting started

 

Viewing transaction detail

View new transactions since your last reconciliation date

  • Budget vs Actual reports show financials year to date (YTD) up to the period you used in the report filter.
  • Once you are in the report's transaction detail, select the upside down triangle (filter) on the upper right icon menu, then Add

Workday transaction detail screen- filter icon in upper right

  • in the Column field, select Accounting Date

screenshot: Add filter drop down list - choose "Accounting Date"

  • in the Filter Condition field,  select is on or after (or whatever date filtering option works best for you)

Screenshot: filter selected "is on or after"

  • in the Value field, enter the day after your most recent reconciliation, then Filter

You will now have only the transactions for the filter you set.

 

NOTE: We understand that identifying the faculty member for pcard/expense report transaction can be extremely challenging.  In Early March 2025, FM worked with CCPSA staff to more specifically identify what info would be helpful, and submitted that request to System Office on ticket 194061.  We are awaiting response. 

 

Balance reconciliation

  • At the beginning of each fiscal year, tracking spreadsheet should be reviewed against the carryforward and new budget loaded to Workday.  Connect with Financial Management if amounts are not aligning or at least very close.
  • Budgeting process includes estimating the amounts.   For MSUAASF, System Office sends allocation numbers in Sept and a true up is needed. 
    • We are in process of confirming if that is also the process for IFO.  If so, budget adjustment amounts may be needed for Fy25 and Fy26.
  • Although System Office provides allocation amount - they do not provide the $ to fund these allocations.  They come from the general fund.

 

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