Project Expenditure Summary Budget to Actuals Report

This guide will cover:

 

Note: This report automatically downloads as an Excel Spreadsheet.

 

Information

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.

 

Step One

Navigating to the Transactional Table of Contents

  • Navigate to WyoCloud and click on the Reporting Table of Contents tile.

Step Two

Running the Project Expenditure Summary Budget to Actual Report

  • Under the "Grants Management - Awards and Projects" header on the Table of Contents, click on the Project Expenditure Summary Budget to Actual report.

  • The report page will open in a new tab.

 

Step Three

Narrowing Down the 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:

 

 Step Four

Interpreting the Columns in the Report

  • 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)

 

Step Five

Exporting the Data to Excel

  • The options to export and/or print are located on the top right side of the report.

  1. Click on the gear icon

  2. Hover over the Export option

  3. Click on Excel (*.xlsx)

 

This completes the Running the Project Expenditure Summary Budget to Actuals Report Processes.

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