FD 601

Reconciliation Best Practices

May 12, 2017
Cassandra Balent
Accounting Operations Manager
CLS Fiscal Services
Adapted from Tricia
Cook’s FD601 Training
5/17/2016
 Introductions
• Name and where you work on campus?

• What would you like to learn about reconciling

and/or what do you find frustrating or
struggle with?

• Are you a CatBooks user?

 Objectives for FD 601
• Understand what
reconciling is and why it’s
important.

• Become familiar with

reconciliation processes
and tools.

• Develop problem solving

strategies and learn about
campus resources.
 What Does “Reconcile” mean?
• Compare two sets of
records to ensure they are
in agreement.
– e.g. balancing your
checkbook to your bank
statement is a form of
reconciling.

• At MSU, we will reconcile

our departmental financial
records (checkbook) to
Banner (bank).
 Why Do We Reconcile?
• Verify the accuracy of transactions.

• Identify and resolve errors in a timely manner.

• Confirm the accuracy of fund balances.

– Accurately inform decision making.

• Ensure compliance with university, state and federal

regulations, circulars and cost accounting standards.
How Often Should You Reconcile?
• Normally, department funds should be reconciled
monthly.

• Special circumstances for more frequent

reconciliation:
– High volume
– High risk
– Time of year

• Balance effectiveness with efficiency

 Who Should Reconcile?
• Reconciling should be performed by someone
in the unit with sufficient knowledge to:

– Compare transactions on financial reports to

departmental records.

– Match all transactions to appropriate backup

documentation.
Who Should Reconcile? (cont.)
– Identify, investigate, and resolve:
• Unknown or unexpected transactions.
• Coding errors.
• Transactions that should but have not yet occurred.
• Unallowable expenditures.

– Report irregularities to appropriate authorities

and fund balances to stakeholders.
 Segregation of Duties
• “Significant transactions” should not be
controlled from start to finish by the same
person.
– High dollar transactions, e.g. procurement
– Risky transactions, e.g. cash handling, pcards

• Separate AP/AR and reconciling as

possible.
 Department Records
• Accounts Receivable
• Cash receipts
• Invoices for services performed
• Accounts Payable
• BPAs/invoices (itemized invoices, not statements,
reservations or confirmations)
• Pcard reports (itemized invoices, not statements,
reservations or confirmations; payment method shown)
• Campus autobills
• Finance and payroll correction forms
 Department Records (cont.)
• Procurement paperwork
• Purchase order and sole source or tab of bids
• Contracted services agreements
• Travel and Hospitality forms
• Student
• OSP Fee Authorization
• Third Party Billing form
• Fellowship form
• Secondary Ledger/Shadow System
• CatBooks, Quicken, QuickBooks, Excel
 Documenting Reconciliation
• Maintain a record of:
– When reconciliation was done and by whom.
– Identification and resolution of errors.
– Complete record of AP/AR.
– Proof of review by fund end user
• principal investigator, department head, director, etc.
Who Should Review Reconciliations?
• Someone with sufficient responsibility and
authority to:
– Ensure reconciliations are completed in a timely
manner and errors are satisfactorily resolved.
– Review and evaluate fund activity and balances.

Principal investigators should review grant reports

directly. Department Head/Director is ultimately
responsible for all unit funds.
 Banner Finance Reports (BANK)
• SAIS, MSU Switchboard
– https://login.montana.edu/idp/profile/cas/login?execution
=e1s1
OR
– Navigate to sais.montana.edu, click on “Banner Application
Switchboard”
• You will be prompted for your NetID credentials
 Banner Report s Web -
(MSTR )
Re?)l WE; Finance RepcrE I My Group; I I My eferencesI
:
'!!1!

Su bml Select.cl R,
ports

0 Encmu
'tranc=

DT, nu re/Non-Ten ur, PayrollfEnc

O.t; J
ACH Vendors
Budg,t elmnary mu rn,ry
Budg,t \,I F\)p and
C.g Budg,t \,I Pom
Capjjal AsseisRe1¢
Changed IDs
Course Fee;
Cours, Fee; {Misc\

My Repoe!
s

0
□
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listing

• MONTANA Mount a ins & Minds

STATE UNIVERSITY
 Banner Reports and Fund Types
General Operating Grants Restricted Gift &
(State) Designated
Index Types 41xxxx, 01XXXX, 4Wxxxx 42xxxx, 43xxxx
91xxxx, 4Sxxxx
SAIS Reports • Operating • Inception to • General Ledger
Ledger Summary Date • Operating
Run by Index (or • Operating • Operating Ledger
group type), FY, and Ledger Ledger Transaction
Month Transaction Transaction s
s s • Payroll
• Payroll • Payroll Report
Report Report

My Groups Type Index Index Fund

Run the “Index Listing (by Org)” (SAIS – Finance Reports) to see all indices
currently active in your ORG.
 Step 1: Reconcile Transactions
• For all indices use:
– Operating Ledger Transactions
– Payroll Report
• Compare departmental records (source
documents and secondary ledger if one is
used).
• Reconcile to budget or cash, YTD
expenditures, and encumbrances.
 '5'1'<\> ( \ " " " ! I ; " "
P t i y m l [ R 1Jort ,fs yr= ft01 6,mo nt 1= OGT ) Page 1

• Payrcll Report
• I m1ex . . - ,
• Fu.rui 4 11201 !111:g ani zat i oo
-­
* t ! o n t OCT

Pay
Hun Expens
S upp Da:t.e Nam Doc ft No
- e e
e l\OI' Contract
l
- Faculty 'F0101243 660 , 00
6112
3
a 10 7 , 967,67
10/08/14 FOW 1243 5,128.15
- 101 o s 114 10 6,300.00
M 10/ 08/ 14 F0i0i243
F0101243 lO 6,185.31
I'! 10/0B/ i4 F010124J
10 10 5,300.
M Tot al 61123 Cont r act Facu l t y
10/08/ FOt01243 00
14 t0/0 to 31 , 341. 13
H Contract r of essi onal
61124 8/ 14
" 10/ 08/ 14, F0101243 10 2,770.2
N1 10/ 08/ 14, F01012.4 J 8
II Tot al 61124 Contr&ct Profe.aaiona.l 10 4,166.61
6, !336. 9&
Classifisd Employee

-
11 10/08/14 F0101243 10 2, 9138 .
84
2,
61126 938 .84
61126
!! -- 10/08/14 F01Q1243 i.O 1,024.3
Mi 10/08/14 F0-1 01243 10 0
10/08/14 F0•10 1 243 t ,.0:24 . aO
"H 10/08/14 10 1, 024 , 3
° Tot a l S1126 1'0101243 10 0
Graduate Teaching Assietant 1 , 0:24 ,
61226 St udent Wor k St udy- Fedra a.l 30
M 4 , 097 .2 0
56.65
10/ 08 / l 4 - - - - - - - • FO I01 243 10
Total 61226 Student Work St 11 d :, - F 1:tl 66.6

5 1 311 Communicatian Devi ce Al l wo illlc @

H 10/ 08/1 4 . . . . . . . F0101243 6.0
10 0
Tc t a l 61311 C011111unii:;atiQn Device Allowance 25.
00
Report Generated in MST R hy MBROWN on Tue Jun 16 15:25:14 2015
 Yi E n U M.:otA
paGI.- SCJ ')io.J \l'IJOn"i'
l (LI
05,C
s i t \ f f i ovr 0

Total Billif lt a E " r , f ' S Fiiil£- ·1 ltl,.lf'

-
1b $ " " " ' W \ -, 01

A,,: T l ! ; , . Y
iotal Pera9 l 1 e ,
11,,,\ U, if- 1-4- oo,. --youe...
o i\G- L E U w M M I
l' 1ib1"'" 1"'1--.t'o-\l'"\£L-.
c . E S

• MONTANA Mount a ins & Minds

_..A,!&. STATE
UNIVERSITY
 Base Revised
R ule Doc Act\/
Accowt Cod,:, Code Des ,cr i pt i an Code Budget. Expe,.>se Encumbrance
Dat 0-it- ® - !
-lt-€) -t-1
, 611 ,ms23 ,e HGNL 10/09/14 F 0 1 Hit Payroll 2014 4M 10 31 , 341 . 13
61123 HENA1 0 / 1 2 / 1 4 F0 ! 0 1 2 8 8
01243 Encumbrance
O Salaries -63,535.29
61123 !!ENA 10/19/14 F0101381 EnCUlUlrance S a 1 a r i e i ; -4,421.75
To:tal Account 6,11 23 0 . 00 31,341.13 -67,957.04

61124 HGNL 10 / 09/ 14 F0101243 IIR Payr-,o l 2014 4M 10 0 6,936.95

61124 HE!iA 10/ 12/ 14 F0101288 En.cumbrance S a l a r i e s - 6 , 9, 3 6 9.5
To t a l Account 61124 0 .00 6 , 936 . 9 '5 - 6 , :936 . :95

61125 HCNL 1 0/ 09/ 14 f'o, 101:243 BR P a p o l l 2014 4M 10 O 2,938.84

6 1 125 BENA 1 0/ 12/ 14 F0101286 Encumbrance S a l a r i e s ( -2,729 .19
(;1125 HDIA 1 0/ 26/ 14 F0101487 Encumbrance S a l a r i e s ( 1,8
429 .69
Total Accou,it 61125 0 . 00 2, 9,38 ,. 84 15,700.50

61126 llGNL 10/09/14, f 01( 11243 HR P a y r o U 2024 4H 10 0 4,097.20

61.126 HENA 10/12/14 f,0101288 Encumbranc@ Sdari;,s -4, 09 1' .2 0
Total Account 61 12 6 0 .00 4 ,097.20 -4,09'7.20

61226 BGMl. 1 0/ 09/ 14 f\01012'¼3 ffll. P a y r o l l 2041 4M 10 0 56.65

Tota.1 Accoun , t s t 226 0 . 00 56 - 65 .-00,

61311 BGNL 10/09/14 F0 1 01243 ilR· pa yr ol l 2014 4M 10 0 25. 00

To t a l AeCOWILt 51311 (I . 00 2 .00 .00

62134 00 11 10/ 2:1/ 14 I n . 3 2 6 3 7 ll.ya.11, Timothy It. 100.00

Total. .,\,;;,;;0 1.111,t 62 134 0 . 00 100.00 .Q
O
o o E : : r -p..=1,,qL.. oF ·r
1 \ > wl t : : , Acc:r cQDt?> 1, 3 1-,'1-.1->
R e p o r t Gene!"at ed in M S T R by M B R O W N 011 'I\u); Jl,]Jl 16 15 : 25:20 2015

• MONTANA Mount a ins & Minds

STATE UNIVERSITY
 Jsyr .!.!0 '15m
, on th= OCT) Page 3

62371 JiRC l!0/21114 BT000155 SEP PROVOST TELEPliON:E CHARGES 202.47

To t a l A,;,;o\!l!'.1: 6237:1 0 .00 202.47

6231l4 .me 1 0/2 1/ 14 BT00.0155 SEP PIWVIJST TEL,El'Hm!E CHARGES 20.89

62384 JRC 10/21/14 BT00015S SEP PROVOST TELEPHONE CHARGES 1.99
f ,c,t alA,;c;ow t . 62 3M 0 .oo 22.88 . OQ

62408 I P I I I 10'127/14 S1389771 PC$illl-lST WESTERN K'ilATAijllUK !IE 113 . 39

, T01:al Account 624<lll 0 .00 11 3 . 3 9 .o
o
76 2 .2 8
62415 IP!fl 10 / 2 7 /1 4 S1385570 PC$UNits) cm37501577361
0 .00 762.28
T,ot -'1!1 A ,;, ;o -t 62415
.oo
'62498 ZM1 1 0 / 2 8 / 1 4 f01'01Sl$ Wayns S t e i n Re im.b. -822.10
!ot:a.l Acco&lt 62498 0 .00 - 622. 1 0
.00

, 6 2528 JRC 1 0 / 2 3 / 1 4 BF000181 Oct Sal.es OFS $ t o r s g . , 32.56

Tatal Account 82628 0 .00 32.56
.oo
6 2809' Il?NI 10/2 7/ 14 81390346 PCITO\IN it COUNTRY FOODS - 33 . 13
Total! .tccoi.mt 62809 0 . oo, 33 . 13 .00

62815 IlftfI 1 0 / 1 6 / 1 4 Stencla l l v e r b u l l , G<lldie & \ t h , 189. 98

11131319
Toi:all Acccount 62815 0 .00 189.98 .00
628$9E .me 10t,01/14 Bl\001872 SEP E-Scrap Charge . 65
62817Totill kI P,c!oi Illllt
10/27/14
62669E PC$PAYJ>At •AJ.IBRICANml' 0 .00 95.00
.6 .0
S1389142
5
95.00 0
.00
f o . t a l Ac,o mmt 6;2817 0 .00
62999 lNNI 1 0 / 0 2 / 1 4 11129317 Roughton, R o b e n D. 175 . 00
To t a l Account 62999 I) .00 7 .00 .o
Grand To t a l 0 .00 49,393.72 o,

u,__
63,29(1.69
1\-\IS -a. w,......_ '-0'
( ) " l \ t ' " ! \ ' \ • T
S E " ,
Report Generated iD M S T R b y M B R O W N o n Tu e Jun 1 6 1 5 2 5 : 2 0 2,
015

• MONTANA Mount a ins & Minds

STATE UNIVERSITY
 Clearing Transactions in CatBooks
• CatBooks Menu >Tools > Reconcile

• Select index from drop down menu

• Click “Begin Reconcile” or hit “enter” key

• Toggle transactions that appear on the SAIS

Operating Ledger Transactions and Payroll Reports.
– “Checked Total” field will show balance of all checked
transactions
 Cat Books Menu Reconcile CLS Acc:ount ing
Offiice
FY: 12017 I iii Month:E] I ndex: _ _ Seleot: @ All _ _ , '!' D Incl ude Encumi>ra , e i n 'Checked TDt I Begin Reco11cilel
al'
Transactionsor O Transactions Between: 10110112016 I Clear
Checked hecked Tota l: 349_25
andlo511012011I 48 T ransa.cbions

10005 Transfer Course Buy-out 61100 ($6,000.00) 08/23/2016 $0.00

D 9987 Salary Pay4 61199 $168,253.02 04/11/2017 $0.00

9988 Salary Pay 5 61199 $168,692.37 05/11/2017 $0.00
D 9989 Salary Pay 6 61199 $168,692.37 06/11/ 2017 $0.00

-
9990 Salary Pay 7 61199 $12,106.08 07/11/2017 $0.00
□ 10008 Transfer - Hl 236Q 62000 ($100.,00) 08/ 23/2016 $0.00

26140 Transfer - - ,, 62000 ($1,

62134 soo.oo)04/06/
$200.00 1112s12016 $0.00
2017 $0.00
43938
1 .,D 13612 n orarium, Guest l ecturer 1
Banner Ex t ernal Feeds Apr 4 Univ Print CC00998
62198 $55.00 04/04/2017 $0.00
[i] , 5966 MSU - University Catening-RL UFS Refreshments, Malone Lecture Series, 4/l.il/17 62198 $276.25 04/ 25/2017 $0.00

I, 6940 Banner Ext emall Feeds Pay Lot Parking March 17 62198 $a.oo 04127;2017 $0.00 I
"
16941 Banner Ext emall Feeds APR 27 Sa1les ITC ITC Systems Adm
l 46172 Banner Ext emall P>TEAR IT UP LL Dept - Shredding 106 lbs 3.23.17 #
62198
62199
$10.00 04/ 27/2017 $0.00
$39.20 04/ 25/2017 $0.00
Feeds

• MONTANA Mount a ins & Minds

STATE UNIVERSITY
 Clearing Transactions in CatBooks
(cont.)
• Click “Clear Checked”
– This will enter the “month cleared” on the selected
transactions.
– Be sure to manage this feature.
 Clearing Transactions in CatBooks
(cont.)
• Run “detail by month report” in CatBooks to
double check
 Step 2: Balance the Index
(Based on Fund Type)
General Operating/State Grants Restricted Gift and
Designated
SAIS report Operating Ledger Summary Inception to Date General Ledger

How to SAIS: Sum of the SAIS: Sum of the SAIS: “1104 Cash in
Balance “encumbered” and “encumbrance” column Treasury” or “Total
“available” columns and “free balance” Fund Balance”

**should match** **should match** **should match**

Departmental Departmental Departmental

encumbrances and available encumbrances and encumbrances and
balance available balance available balance

(CatBooks: sum of (CatBooks: sum of (CatBooks: sum of

“outstanding” and “outstanding” and “outstanding” and
“remaining” columns – “remaining” columns – “remaining” columns –
Summary Report) Summary Report) Summary Report)
CatBooks Dropdown Menu > Reports > Summary
 Paiie
1

• O p e r a t m g Ledger
-, " I U W ' ( . l"l,vr, t'O'S<T"1oi'l g,up(i-f;Y" A - m v s ,
Imi...-.: - e,..ru,f\"'l'r MQil1\-1
Fund 41120.1 1Dr ganiz"1: o:a

l -, .,
•
* (J.l1.ri1._... 'P.Prff" Of ,e'fa&--r
•
. OC.1"@ ID 'f£A'12-1'0 0 )
Bend> OCT
j..i,,, ( "5 £ '
• f i 5
20iS
Y
. .

_,,
"
t Ei,,..,.b= A..,,,,J.l abl e va.il

6 U23 C ontract Fa.Gulty . 3 1 5

79.38
.
i:1:20,315 31 , 34 1 . 13 7 1 , 25 7 . 26
Hi, 493 . Sl
::i .ea _ 37
, 193 . 4!!1
- 7 ,!l T.4
-
l7 -2.4-t¾
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61.124 Contra.Gt P r o f e a " i o 79,383 !l, 8 . 9 . 5
61126 Cl sif_ed Bnployee 57,7'37 2 2,938.8 l 0·,-"94 . 17 4::1.733 . !IT 1,304.10 6.08';1;
6t12G Gradnat:e Teachi11g 57,n.7 4 8,19.440 12,291.6 3, SCl9 .$ w .oo,
,
40:119112
Asaista 61126AGTA AdditiODa.l 0 4¢ ,!l r.:! 4, 007-20 .OD 0 20,18'6.0D :
P CD 17 654 0 .o 9,190.00 . 00· .00 .QOX
61.130 CQQ t !LCt F a
u1ty•S,..,..,r
To t a l Sa1ari.Bll 6 1 6, 05 0
•
17,654
5Ui,OOO
o
45, 314._O(J
1. 2 11 5, 5 2 9 .
. 00
31 ' 7, 10 3 . 1 9
8,46.3.Era
23,;s.i"( - 1
47_51
4 .
14 5 ::lX
61225 Stu<i!mt , 0 -00 1, 496 . 00 . -1,4915.00
(;1.2:26 Sw4.mt: Won: S1;Qdy- o 0 66- 1$.GS oo, -5 6 . 6!
J>ed"ra 0 61> .o 5
0 0 56. 65 1,55 . 65 o.0 -1,SS2. .
h 0 (l5 oo,;
J 61 34 f i : \ 111 , 1 , i (j (I , y- Oil. 0 0 ,0
735. 0(I ,OD
-735.00 .o@l
lla zs.oo
0 - . oo-
----- - - - - - --·-
61311 Coilllt1m <>ati .oD. Devfoe .ill.l o 0 0 7l L O O
75.00
z. 00, :
-
t Qt<tl
,:01.a.ll Othfil: Coiopensllioo
To t a l :Sca l !!7
l'11t'cwim.• l S e n · ·"
516 , 060
51. 6, 060
0 0

5 l6 , 00 0
516.060
i 45,395.
2.5.00
--------
tr - - -- -------.
977,
.0
810 . 00
1 1 7 , 9 901 . 7 90
0
117, 991 .79
103,_19,
- e:1.0 . 00
20 , 964 . 86
2 0, 9 6 4. 8 6
4'. 0ll)(
4,0'6):

J 62102 Oon:sult:ant I P r o f easio.ca.l

5:2134 l l -i l ! I L ; ;; / Sp . . . . i . . . ,;,
1>216(] Far, oyee l ! M . o u n d Cb.e:
0
1,
00
1, 0 00
0

9'00
4!i . 00
100.
00
100.00
201.01)
,00 7 , 1 0 3 . 1- 00
9'
. 00
. 00
.oo
900.00
69!>.00
. 00 ):
oo.oox
TT.67X
6:2Hl1 l ' d D t i l i g 0 SOO 6,1. 00 .00 , !;QoO.QO 100 . 0
62 1 92 Graphic Art services 900 0 .00 l U -68 '00 - H L6 ; B Q"A,
500 . 00 . 00 . 0 0"
.Q
R e p o r t Generated. in M S T R by M B R O l V N ,;,u 'l\l.e Jun lG Ui,21S:l4 Wl5

• MONTANA Mount a ins & Minds

STATE UNIVERSITY
 OperG-Ci"'9 T.edg.er Swnmll-!:1! ( fl f"'= Jl015 1m.q fl1h.,= QC TJ P e2
=--
62196 HSU ID:1'ern.al. bsesamenJ. -(J 2, 000 2, 000 34 . 00 l ,Oll3. 5i0 .00 !126 .so 46.33t

Tot.11 C..irtra t•d S•n-i • \1, 4.00 4:, 4¢0 ! .O(I 1., -1 8 .,oo ::!,9i.3.82 66.2:2l{

62204 Edncatianal Su,ppl:Les 500 000 . 00 24.08 .00 476 . 97 9& , l !l

62210 H m r Eqw.pne:nt 3, 260 3,'2!50 .oo 1 30. 96 .00 s, 19 . . 98
62212 Pl:iot<:I o d l i l . C t i O l ' . i Slll)f>l:i. 1, 8,01) 1. o 444.9S 464.SO .o $4 1{,19t
:225 Jo.o,k:e i: llefor "'"' ih1.t: 11 , :2 , 10 0 2,411'.lO 2:11.81 2l'i. S 6 o 1,335. 78. 06)'.
6::!245 Collplltff Eqicl_p- <tS,00 S,435 3,435 1,23. 1,262. .00 50 63. 23!:
62249 lti:nor !lo:ltw,nse <:$100,000 300 300 700 98 .0() 1,8,73.- 100.00):
, 5 0 5 0 0 .. 00
00 .00
69.!l7 ..00
00 420.03
14 Sil. ,OH,
0 6,044 l , 02 7 . 4 7 3,914.82 .00 2,129.ti.a
'2,172.02 35. 24i
tl,0 162.67 74.971
----------
60 60 . 11:1 .00 M:17
300 ..33
00
44
l C Supp:is To6 22t a99l 5uppli11<5 52290 O f : f i . .

g 16,6S, Q
87!l' 18,879 12, J23. 31 (N).25A,
Gener.u
Si!.ppl:i.i!!J!I
62-304 "'ni,gc .t 'ing - 400 2,al91..\ll
ltl.40
1555.
;,, o!al .00
.oo as,. 02- 21. 51'&
:;"'
400, 313-98
62316 Emplaym.em; . ld.s---Ont of Sta 0 0 . 00 .00 ,00 ,00 . oot

l
6 23 17 Ellployamrt .Ads - In S t a t e 0 0 ,00 200.00 .00 - 200. .oot
V
- 1)2$ 1 r..:i.. ,,l>t>,,..
l " ' " " " ' t · 11<>.. --0 :::,ooo 2 , 000 2'02-47 4-97 ,OQ 00 l , 7Q ,:i!f.'&
!'l23B4 ITSD LoJis; !lista.i,.e.e 400 400 22.8B !l6.63 .0 0 4Q& . CIS e.:s ,a4t
3 4 3. 3 7
To t a l Cormruni,eat i ons 2,soo, 2,800 2'4:1. 75 1 ,165 . 5 fl .00 1,fiM.42 S 8 . 3 7'.t
0
0 Q .00 . 00 . 00 . 00 .001
'/.. \ 62401 I.u· st "' " pgn ond , Car l'li l
2 , 800 2,800 ,00 .00 .00 2,800,00 100 .
62400 In S u t e Tr a ve 1 -ot he r 0 0'.t
-..,J 0 0 113.3 :2:96 . 97 .00 - 296,IH
624CIB lll - Sta,ta Lodging
0 Q ,00 330 . l2 . 00 -3 1' 0. 12
.oa
62400 h!- Slt,it ,: C&r !\iilnt.u t
0 0 .00 ..00 , 00 .o
62410 In - St at e K e a l a O.en,:!.gb1t
762 .oot
62415 Out; of S i . a t e ' T r a v e l [lt h eT
3 , 450
0
6 , 925
0 .28
762
. 2!1
. 00
,00 o .oo-,
62418 Out: of S t : a t e 0 , 00 ,00
io, lf,:l. 7 2 88.9!1'.,1;
0 ,00
6:2419 O\lts M' St.I.t oe Car & f l a l 0 ,00 . . 00,:
0 .0 , 00
62426 F.. ei.gn T-,-a,el 0 0 0 . 00 .OD
DO .o
62430 Out: of S t ; a . t e Mea li , 0 0 .00 .00 .00 .DO . ooi:
62497
$2498lk>n-mploy.,., In Sta
H<>n• E"Apla y,ee f n v<>e lL.od 0 0 -an .00
.10 • . 3. 00
0 .eo - 1 , 234.DO
. 30 -0
. 00 ):
. 0 () .00):.
.00
Tot:a1 TraYel 6,250 , 9, 1:25 -&1 2,tl2ll .67 . 00 .00
7, 1' 0 1. 33 78. 027;

Raporl: Ge n er at e d in M S T R by M B l t O W N <HI Tue Jun 16 U : 2 ; ; , u 2015

• MONTANA Mount a ins & Minds

STATE UNIVERSITY
 . c=BD1ll,m.o O C T Pii.¢3

G2!iOS l!oJt O:Ui<ill Eguip,o ;i - - t 0 0 . IIO .o . l) Q, ,

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J o u . l Bert 450 450 230. . 00 31S . r

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32.96
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6:2110t,! Suooc:riptJ;c;,gj J50 1M . 00 .00 . 00 154l . 10 0. Ill
6 2 8 ( ),9 M11 t-i<>n R Cons 2,00 33 . 624 . _ OO l,4T! 1"3 , 7
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fJ&5h=uiU 2, 800 0 L H .11!
H 83 -- 1
i.17
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it .-00
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Tci: ILI. c..,,t, of Gl>cda Sold. 0 Ci 1 76 . 00 17 6 - 00 -
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,
o..tal !2:1:pt:is• S'li3. S i l • L 56'6,9'a6 , U .1"J;2, !i94 . 1S • :ll, 7. Hl3 . 1 91 O
oo a.
1 1!/&:•
1 - .Le&& Expeu - - 556, 986 :3. - 1.3.2, 94,1,3 2i; , m .
i 'Rlih hl e Bil.liir.UI 55'3,GU 72 1,i; <11lli (IOX
4 7 , 288 .
"2

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@
- "IT \ . ,,,- .. s, • r •
efbTJt1..r,n

• MONTANA Mount a ins & Minds

.A,!A._ STATE UNIVERSITY
 Inception To Date (in<b: . f s yr 20 17 ,month M A Y ) Pagel

Fu.nd I nception to ITD Amou.nts to MAY FY 10-MAY-2017 03:28

Date 20 17 PM
Grant/Fund, Ti t l e : . -
-
- -, , - -- -
-
-:- ---r ► -·......
- -
-
• -- -
S-ca.tu:s, Ac-c i PI : Spou
Proj
ve Start: 01-AUG- OSP 'ID:
2016 Budget End: 31- FM:
llollUp: No Sponsor
Org:
JUL-2017 Proj End: F&A IDC': ( 41/.) MTDC Base
:
31-JUL-2021
Max Funds : 1,800,000 HAY-FY17 136 ,062.36
Period Total
[ Incept To Dai:el \ &J.c wnb r rui.ce [
Amount Commit
Casb. 360.0QQ_QQ 1,s::w.00 196,851.0
Receipt:. 0 ?<>vi ( vt..,f-1/l'\ P'"-i(;'1)f\ rep .-+J
Expenditures
Salaries 90 , 00, 0 0. 3 , 4 00 . 04 /
I ;flClcule:; I CZ, 3,!:>00 ,. 0 93 , 795 .
Benefits 0 90 , 295 ., 0 60
Co n t ra c t e d S,re vi ces 33,000.00 o.oo 60 1.27$.. 23,421! ,
Supplies 0. 22,143.6 20 87
COIIWIU11ica.tio11 00 o.o 7 o.o 5 0 0. 6 2
Travsl 110 ,05 6. 00 o 50 0. 62 o 13,065.81
A,,,arde o.oo
10,000.00 0.0.0
0 0 173 ,,143
0 6 5 . 835
1 o,.
0.00 7,143.35
14.00
253, 056..0
10,000 00 0 143,205 14.OJ
.7 1 oo20 147,983.91
10,042.66
Tot a l IDir eGt Cost 4, 321. 69 4 , 778.
0 o. 10,0 q.o
F&;A IDC' (44%) 106,944.00 oo
0 . 00 42.66
57 , 966 .0 0 o
0 . 00 57,966 .00
o,.

v
Total 3 60 , 000 .00 01 ,171.71 @ 00'JJJ
t,,,'UB 205,949.91
Expe11ditures
Cash Bal a.ii.ce : - 4 ,320 . F.-ee Balam::e: 154,0bO.O
71 rJ-
Bill TotalGB Total GB Tot al GB On !{o , Tot al G end i t ur es
Format/Frsq Billed Unbilled 196,85.0
LOG/!fo!lti:i 196, 850 .0 0 . 00 02
A.11 Purchasing Encumbrance,s2 are
[.1A.,yevd· e1'-pE'nJii-

o.
Closed YV\1'V\."WI
1,1l"eS.

o
R e p o r t Generat@d in M S T R b y C B A L E 1 T o n W e d lVlay 10 1 5: 2 8: 37 20 1 7

• MONTANA Mount a ins & Minds

STATE UNIVERSITY
 Pa el

CBALEITT
·····¥·····
• C en era l Ledge r
* · - ++• ••*••*•·· · • PRODUCTIOII•

*
·
• F=d -
• M,mth JUL
• Fi sc al Yea.r 20 l 7

Doc Nor Beginning Endi 11.g

Account Dat Nwnbe1c m B alance Debh Credit Balance
Description e Bal

Tottl Cash in Ireaeury D 13,647.6 9 ,,991. 207.06

8 25
1803 Budgeted Encllll!brances

Tot a l Budgeted Encu.'Obrances D .oo 91,639.05 . 9 1 , 6 39 . 0 5

oo
2403 En<:UCJbrazice Res er ve

Total Encumbrance C .00 .00 9 1 , 639 . 9 1 , 639. 0 5

Reserve 05

l4
t 26 05 Compens a t ed Abs eoc ej

6,775.41 . 00 . 0,VV\?tVlSI'\
Tota Compens at ed Absences C
l oo, f\v;&eVI Cl 5
"'101 Net P o s i t i o n - Unr es er ved

To t a l N,et Positio11 - Unre;::erv<id C 6 , 8 7.2 .00 . 6,872.. 27

7 00
4910 Budgeted R e enue C o n tr o l

To t a l Budgeted Re,,euue C o n t r ol D .00 180,000.00 .oo 180 ,000 ,.

00
4 9 11 R8v@nu" Co.ntr ol

To't a.l Revenue Control C .00 .00 9,991.25 9,991.25

R eport Generated in M S T R by C BAL ENT on Wed Ma,y 10 15:42:04 2017

• MONTANA Mount a ins & Minds

STATE UNIVERSITY
 G e n e r a l Ledger ( fufld yr 2017,month JUL} Page 2
4920 Budg,n:ed Personal Services Control

T'ot al Budgeted Personal S er v ic e s Con C .oo . oo 98,788.44 98,788-44

4.930 Budg@ted Expendi·t:ure Contr,ol

Total Budgeted Expend:i:t:11re Contr ,ol C .00 00 87,957.31 87,957.31

4931 Expenditure Control

Total Expenditure Control D .oo 207.06 .00 207.06

4990 Bu<ig,eted Change to Net Pos i t i on

Tot al Budgeted Cbazi_ge to Net !'oi; itio I) .oo 186,745.75 180,000.00 6,745,75

Tohl Debit 468,583.11

Total C r e d H 46B 5B3 . 11
Total Fund 16,656.46
Balan,ce
"B,/Q..hfJGtN
\.\
-r-v \I
-r--)" D

R e p o r t G e n e r a t e d i n M S T R b y C E A. L E N T on \Ved M.ay 1.0 l.5:42 :04 2017

• MONTANA Mount a ins & Minds

_.A:! STATE UNIVERSITY
 Balancing Fund Type Review
General Operating Grants Designated and
Restricted Gift
SAIS Reports (use Operating Ledger Inception to Date General Ledger
for reconciling) Summary • Balance sum of • Balance either
• Balance sum of “encumbrance” “cash” or “fund”
“encumbrance” and column and “free to dept.
“available” columns to balance” to records.
dept. records. dept. records.

Banner MSTR FGIBDST FRIGITD FGITBAL or

screens (shows FGITBSR
ongoing activity –
helpful for
researching
transactions)
 Troubleshooting!
• Research and Resolve
• Don’t just make entries so that
the index balances.
• Track down mystery
charges
• Follow up on unpaid
invoices
• Check index
expenditures
• SAIS Operating Ledger
Transaction by FY or by month
• FGIBDST/FGITRND (MSTR will
show activity to date)
• Operating Ledger Summary (use
for checking account code
balances)
 Troubleshooting! (cont.)
• Check budget and cash entries.
• SAIS Operating Ledger Summary, Inception to Date
Report, General Ledger
• FGIBDST, FRIGITD, FGITBAL
• Budget transfers will appear on SAIS Operating
Ledger Transaction report.
• Remember, SAIS rounds budget entries! Check MSTR
(FGIBDST/FGITRND) for exact amount.
• Position Budget Adjustments appear on Budget by
Position report in SAIS.
 CatBooks Troubleshooting
• Check imports by index and account code
– CatBooks dropdown menu > data entry >
index

– CatBooks dropdown menu > data entry > account

CatBooks Troubleshooting (cont.)
• Reconciling Sub-Accounts
1. Balance “main” index to
Banner
2. Sub-account all
transactions
(recommended, based on
need)
3. Balance “subs” to “main”
index in CatBooks
Helpful SAIS Reports
Helpful Banner MSTR Screens
 Campus Resources
• Salary, benefits, payroll encumbrances
– HR Payroll Tech
• AP/AR (pcard tx, BPAs), account codes, finance
corrections
– UBS, UBShelp@montana.edu; OSP
• JD1 issues
– fast@montana.edu
• Autobills
– Campus office/department making the charge, UBS can
help you look this up (by doc code)
 Campus Resources (cont.)
• General operating budget, budget transfers, position
budget adjustments
– Budget Office
• Grant budgets, sub-awards, no-cost extensions,
allowable costs
– OSP Fiscal Manager
• Transfers in 436/7/8xxx indices
– VP RED
• CatBooks questions
– catbooks@montana.edu
• Me!
– Cassandra.Balent@montana.edu, x5022
Questions?
Thanks!