MULTI Student Field Trip – Student allotment expense determined by FT cost

Instructions include

Creating Purchase Orders (Manual process at school level)
Allocating fees to student allotments (automated process in Synergy)
Partial refunds of student field trip fees (Manual process at school level)

Overview:

Uses limited to allocating field trip costs to student allotment projects. 100% of all field trip expenses/costs are paid from Program 0691 discretionary and 100% of expenses are reallocated to student allotments post field trip
Each field trip throughout the year should be assigned a separate Project String. Project strings may be renamed and reused each year
Field Trip expenses and the reallocation to student allotments are posted to Project “XXXAFTEXxx” XXX=School ABBR, xx=01-99
USE ALL CAPS
Total of all Credits and Debits must equal prior to releasing project only journal

Coding field trip expenses/costsSee More

Instructions

All Purchase orders and Pcard expenses created for expenses related to Multi Student Field trips expenses being reallocated to student allotments, should be coded using Project String “XXXAFTEXxx” and GL program 0691

Allocating field trip expenses to student allotmentsSee More

Instructions

Open Project Journal Entry/Proof (Menu) > Financials > General Ledger Menu > Project Accounting >Project Ledger > Project Journal Entry/Proof. Click ADD.
In the “MAIN” section:
1. Effective date should be field trip date
2. Short Description: STFTEXP = STUDENT FIELD TRIP EXPENSE
3. Journal Reference:
  1. SCHL =SCHOOL INITIATED/CREATED JOURNAL
  2. ACCT = ACCOUNTING DEPT INITIATED
4. Reference 2: FIELD TRIP NAME (short)
5. Reference 3: FIELD TRIP DATE
Press Accept.
LINE 1
1. In the “Journal Entry Lines” section, enter “E’ in the T (Type) column, Tab to next column.
2. Enter Multi Field Trip Project String “XXXAFTEXxx” , then click ellipse (three dots) to choose complete project string Tab to next column
3. Enter “C” (credit) in the D/C column to decrease “XXXAFTEXP” Project String
4. Enter the total amount to be allocated to Student allotments. This line amount should be the total of all invoices paid for the trip. Tab to the next column
5. In comments, enter “FT EXP” then Field trip name and date.
6. Tab to line 2
Line 2 through last Line
1. In the “Journal Entry Lines” section, enter “E’ in the T (Type) column, Tab to next column.
2. Enter the student allotment project string for the first student that a portion of the field trip expense will be allocated to, Enter project segment, then click ellipse (three dots) to choose complete project string. Tab to next column
3. Enter “D” (Debit) in the D/C column to increase Project String expenses for the specified student allotment project.
4. Enter the total amount to be allocated to the specific student allotment project. Tab to the next column
5. In comments, enter “FT EXP” then Field trip name and date (should autofill from line above)
6. Tab to add additional lines until the cost of trip in line one is 100% allocated to student allotment projects.
Verify that debits equal credits
ATTACH – Attach backup documentation to TCM. Backup documentation should include a tape or excel sheet that totals all costs of the field trip and a backup of all expenses (Invoices, pcard expenses, transportation invoices)
Release Project Journal Into Workflow:
Confirm in Project Expense String at XXXAFTEXxx is now zero in Actuals (mean all expenses have been reallocated to student allotments). If not zero, contact Accounting if additional assistance is needed.
Approvers to approve in Workflow
Accounting to Output Post

Refunding field trip expenses from student allotmentsSee More

Instructions

Open Project Journal Entry/Proof (Menu) > Financials > General Ledger Menu > Project Accounting >Project Ledger > Project Journal Entry/Proof. Click ADD.
In the “MAIN” section:
1. Effective date should be field trip date
2. Short Description: STFTEXP = STUDENT FIELD TRIP EXPENSE
3. Journal Reference:
  1. SCHL =SCHOOL INITIATED/CREATED JOURNAL
  2. ACCT = ACCOUNTING DEPT INITIATED
4. Reference 2: FIELD TRIP NAME (short)
5. Reference 3: FIELD TRIP DATE
Press Accept.
LINE 1
1. In the “Journal Entry Lines” section, enter “E’ in the T (Type) column, Tab to next column.
2. Enter Multi Field Trip Project String “XXXAFTEXxx” , then click ellipse (three dots) to choose complete project string Tab to next column
3. Enter “D” (debit) in the D/C Column to increase “XXXAFTEXP” Project String
4. Enter the total amount to be refunded to student allotments. This line amount should be the total of all refunded amounts. Tab to the next column
5. In comments, enter “FT REFUND” then Field trip name and date.
6. Tab to line 2
Line 2 through last Line
1. In the “Journal Entry Lines” section, enter “E’ in the T (Type) column, Tab to next column.
2. Enter the student allotment project string for the first student that a portion of the field trip expense will be allocated to, Enter project segment, then click ellipse (three dots) to choose complete project string Tab to next column
3. Enter “C” (credit) in the D/C Column to decrease Project String expenses for the specified student allotment project.
4. Enter the total amount to be allocated to the specific student allotment project. Tab to the next column
5. In comments, enter “FT REFUND” then Field trip name and date (should autofill from line above)
6. Tab to add additional lines until the refund amount in line one is 100% allocated to student allotment projects.
Verify that debits equal credits
ATTACH – Attach backup documentation to TCM. Backup documentation should include a tape or excel sheet that totals all costs of the field trip and a backup of all expenses (Invoices, pcard expenses, transportation invoices)
Release Project Journal Into Workflow:
Approvers to approve in Workflow
Accounting to Output Post