This guide will cover:
Navigating to the Transactional Table of Contents
Running the Project Expenditure Summary Budget to Actual Report
Narrowing Down the Report
Interpreting the Columns in the Report
Exporting the Data to Excel
Note: This report automatically downloads as an Excel Spreadsheet.
This report provides a budget to actual summary for projects by the budgeted expenditure category. Use this report to view the committed transactions and actual processed transactions to view a remaining available balance for each expenditure category for a specific project.
Project Investigators (PI's) should review the project monthly to ensure spending stays on track.
If this is the first time accessing reports, you will need to follow the steps to navigate to the reporting dashboard. To navigate to the Transactional Reporting Table of Contents, follow the quick reference guide labeled Navigating to the Transactional Reporting Table of Contents and Set Favorites in the Reports and Analytics. The guide will also outline how to locate and set frequently used reports as favorites for easier access
Under the "Grants Management - Awards and Projects" header on the Table of Contents, click on the Project Expenditure Summary Budget to Actual report.
You may use the following prompts to narrow the report to only display projects relevant to your needs. It is recommended at minimum to prompt by project number or project organization.
Note: in most cases, you can leave a prompt blank or leave the default in any or all prompts.
Project Number – project number
Project Organization Name – organization name of the department assigned to the project
Project Status – the status of the project: Active, Pending Close, Closed
Department Projects – The department name the project(s) is assigned to that will provide a listing of all organizations within that department and their projects
Subdivision Projects – The subdivision name the project(s) is assigned to that will provide a listing of all organizations and departments within that subdivision and their projects
After selecting desired prompts, click Apply.
The report will load on the screen. See example:
The following columns are included:
Column Name
Description
Project Number
Project number assigned
Project Name
Name of project
Project Status
Status of project: Active, Pending Close, Closed
Start Date
Starting date of the project
Closed Date
Date the project closed
Project Organization
Organization name the project is assigned to
Expenditure Category
High-level classification of expenditures (ex. salaries, wages, and fringe benefits)
Budget Amount
Budget/funding amount of the project
Commitment Amount
Committed costs against the project that haven’t been fully processed and paid yet
Actual Amount
Actual amount of expenses that have been fully processed and applied to the project
Available Amount
Variance between Budget Amount, Commitment Amount and Actual Amount to provide a net amount of funding remaining (Budget Amount – Commitment Amount – Actual Amount = Available Amount)
The options to export and/or print are located on the top right side of the report.
Click on the gear icon
Hover over the Export option
Click on Excel (*.xlsx)