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Quarterly Report Template Non Profit - Download as Excel


Quarterly Report Template Non Profit document sample

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									                                    Business and Financial Services
                                           Fiscal Support Activities
                                                As of May 16, 2005

#   Type of Activity       Performance              SOLID                         ABOVE                       EXCEPTIONAL
    Transaction          Accuracy,        Takes initative to          Reviews sampling on a bi-          Pro-actively contacts
    Sampling, Auditing   Timeliness,      perform TS monthly;         weekly basis; Anticipates          and communicates
    Functions            Initiative       Requires little or no       transaction recording error        charging parties for
                                          review from the             and corrects within the same       data prior to charge on
                                          Supervisor; Make sure       accounting period                  ledgers to determine
                                          required back-up docs                                          correcting entries prior
                                          are producable. Verify                                         to recording on ledgers
                                          acct codes, indexes                                            and produces time-
                                          correct, that the                                              saving, efficiencies.
1                                         expenses, are correct;
                                          Prepare adjusting
                                          entries to correct
                                          errors, clean-up accts,
                                          budgets. Enter
                                          appropriate TS
                                          codings, follow-up
                                          actions. Make
                                          comments in modules
                                          as needed.
    Beginning Year       Initiative,      Verify that reallocations   Perform SOLID functions            Assists others in
    Budget Allocations   Timeliness,      from the permanent          within the August accounting       allocations; Adjusting
                         Accuracy,        and curernt year final      period.                            entries require no
                         Planning &       budgets have fed                                               additional adjustments
                         Organization     properly into the July                                         (all correct);
                                          ledger(s) and process
2                                         any adjusting entries
                                          (revenue balances, top-
                                          level accts, index) to
                                          corerct items within the
                                          first quarter (Sept

    Preparation of       Accuracy,        Extract EBS data into       In communicating finalization      Recommend
    Financial Reports    Communication,   Excel and present           of financial report(s), provide    appropriate course of
    (EBS Financial       Timeliness       information based on        contacts a summary,                action and provides
    Statement with                        CORE vs SSA formats         highlights of issues, areas of     solutions. Assist
    Projections)                          on a Quarterly basis.       concern.                           managers with
                                          Update projections and                                         implementing solutions.
                                          review estimated year-
3                                         end balances for
                                          completion of report via
                                          email to LO, and
                                          appropriate budget

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                                   Business and Financial Services
                                           Fiscal Support Activities
                                                As of May 16, 2005

#   Type of Activity       Performance              SOLID                       ABOVE                      EXCEPTIONAL
    Budgetary Savings    Job Knowledge,   Verify Carry-Forward      Update Monthly Budgetary          Assists/train others in
    Reporting (Larry)    Accuracy,        Budgetary Savings, Set    Savings Worksheet as              in the Budgetary
                         Timeliness       up Budgetary Savings      approved. Monthly Review          Savings process.
                                          Worksheet Information,    Budgetary Savings Activity.       Exhibits superior
                                          Enter/Adjust Budgetary    EBS-adjusting entries/Excel       knowledge and
                                          Savings Projections in    Monthly updates.Suggesting        expertise in the
                                          Financials. EBS-          ways to improve accuracy.         Budgetary Savings
                                          adjusting entries/Excel   Send OCBD email update            process. Updates
                                          Quarterly updates.        with BS amounts for monthly       Budgetary Savings
                                          Quarterly update          draw-off. Provides                Worksheet as requests
                                          Budgetary Savings         recommendations to others.        are approved, including
                                          Worksheet. Quarterly                                        notice of amounts to
                                          Review Budgetary                                            draw-off or adjust.
                                          Savings Activity.
                                          Requiring minimal
                                          second party review.
                                          Communicate with
                                          OCBD closed and
                                          inactive budget
                                          balances for AVC draw-
                                          up and verify that
                                          requests have been
                                          received and acted
                                          upon correctly. Provide
                                          requested BS draw-off
                                          figures as needed.

    Permanent Staffing   Timeliness,      Initiates the             Proactively checks the            Staffing lists are
    reconciliation and   Thoroughness     reconcilation process     Permanent Staffing list in        completed on time and
    balancing                             after receiving memo      Financial Link prior to BFS       accurately on a
    (SANDIE)                              from BFS Admin.           sending the reminder memo.        consistent basis with
                                          Completes the process     Keeps the staffing list up to     no errors.
                                          within the deadline.      date and accurate on an           Assists/trains other
                                          Using Financial Link,     ongoing basis. Completes the      team members in this
                                          ensures that all salary   reconciling process with no       area if needed. Is
                                          amounts are accurate      assistance from others.           always willing to help
                                          and the budget amount                                       out.
                                          matches the total
                                          salary amount. Make
                                          all corrections.

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                                   Business and Financial Services
                                           Fiscal Support Activities
                                                As of May 16, 2005

#   Type of Activity       Performance               SOLID                        ABOVE                      EXCEPTIONAL
    Project Costing (Lo) Thoroughness,    Working with               Independently creates and          Participates in the
                         Job Knowledge,   Controller's Office,       proposes cost tracking             compilation and writing
                         Cost-            establish & maintain       process. Initiates cost            of budget requests for
                         Effectiveness    unique index number(s)     tracking and project costing       specific projects.
                                          to track activities. Use   reports. Monitors, audits and      Independently provides
                                          FinLink to create          reports to project managers,       what-if scenarios that
                                          project reports to link    OCBD monthly status reports.       enables management
                                          all appropriate indexes.   Provides assurance that            to better assess
                                           Update module as          monies are spent according to      possible issues.
                                          needed. Conduct            approved budget guidelines-        Provides
                                          quarterly reviews of       Audit all activities.. Initiates   recommendations for
                                          EBS/financials to          requests for outstanding           adjustments to
                                          assure reports include     allocations. Provides              estimated and
                                          all relevant indexes.      management with possible           approved
                                          Verify that budget         issues well in advance of          costs/activities/allocatio
                                          allocations match          occurance. Provides periodic       ns. Conducts clean-up
                                          approved to spend          follow-up of said issues to        activities as they occur.
                                          amounts. Provide           assure closure, next steps.
                                          quarterly                  Provides speedy, and
                                          financial/status reports   thorough/accurate follow-up of
                                          to designated project      queries/information. Conducts
                                          manager and Budget         clean-up activities monthly.
                                          Director which
                                          budget costs to total
                                          project cost activities,
                                          as well as estimated
                                          project activity
                                          balances. Use
                                          transacion sampling for
                                          auditing costs. Conduct
    Projections         Planning,         clean-up activities
                                          Quarterly review of        Projections are accurately         Shares ideas with
    (SANDIE)            Thoroughness,     projected activities.      reported with no assistance        others to help the
                        Job Knowledge,    Completes/adjusts          needed from others. Is able        process go more
                        Innovation        projections for            to independently make              smoothly. Assists
                                          accounts within your       decisions, recommendations         other team members.
                                          division either through    to management.                     Is able to give yearend
                                          Financial Link or                                             projections whenever
                                          downloading the the                                           reequested in a timely
                                          finlink financial                                             manner due to
                                          statement to excel.                                           excellent planning and
7                                         This may include the                                          job knowledge. Comes
                                          zerout out of FL                                              up with ways to reduce
                                          completed entries. Use                                        expenses/projections.
                                          your knowledge of your
                                          division, financial link
                                          etc., to determine
                                          which method would be
                                          best. Make notations
                                          on any questionable

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                                  Business and Financial Services
                                         Fiscal Support Activities
                                              As of May 16, 2005

#   Type of Activity      Performance             SOLID                        ABOVE                       EXCEPTIONAL
    Chart of Accounts   Initiative,     Annual review of           Multi-year review of current      Maintain an up-to-date
    Activity (Lo)       Thoroughness    current indexes,           indexes. Inactivate indexes       list of active and
                                        account structure(s).      that are no longer required.      inactive indexes.
                                        Communicate inactive       Conduct quarterly reviews of      Process inactivations
                                        indexes to appropriate     approval hierarchies, chart of    as soon as project
                                        personnel. Review          accts and Financial Link          activity is closed;
                                        approval hierarchies,      projects and adjust as            Conduct follow-up
                                        approval trails to         needed. Assure that               activities to assure that
                                        assure that they are up-   requested adjustments to          index reports are
                                        to-date and report any     COA are performed and             correct and that
                                        adjustments to the         follow-up as necessary.           reported changes have
                                        Controller's Office.                                         been processed on a
                                        Notify appropriate DSA                                       timely manner.
                                        for any changes in
                                        hierarchy status
                                        (employee turn-overs).
    Year-End Activity   Timeliness,     Reviews May operating      Begins review & processing of     Due to quarterly and/or
    (Lo)                Thoroughness,   ledger, Financial Link     closing adjusting entries         continual processing of
                        Planning/Org    on-line reports and        beginning with March              clean-up activities, only
                                        permanent                  financials/open accounting        minimal work required
                                        budget/staffing reports    periods, on-line system           to balance accounts.
                                        prior to June              reports. Proactively reviews      Assists others in their
                                        processing deadlines.      open accounting records to        closing activities and
                                        Process closing            process needed adjustments.       provides guidance as
                                        adjusting entries (lift    Assures that recordings have      needed. Volunteers to
                                        liens, transfer funds,     been accurately posted.           assist OCBD with
                                        PET, ENPETs) to hit        Processes adjustments to hit      various AVC
                                        final ledgers, reports.    the April and May operating       allocations, including
                                        Zero out closed            ledgers with the intent of        budgetary savings,
                                        index/acct activities.     having things recorded in May     AVC approved one-
                                        Move SSA balance           ledgers. Only minimal work to     time, and net-zero
                                        amounts to unallocated     be performed using May to         activities, entries.
                                        accts. Provide OCBD        June Final recordings.
                                        year-end balance           Provides OCBD with items
                                        information for AVC        that require OCbd followup
                                        adjustments to be          and allocation. Initiates
                                        processed. Provide         various transactions to assist
                                        BFS-HR Coordinator         OCBD with closing process.
                                        with the appropriate
                                        balance to staffing

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                                      Business and Financial Services
                                               Fiscal Support Activities
                                                    As of May 16, 2005

#    Type of Activity        Performance                SOLID                           ABOVE                    EXCEPTIONAL
     Zero-Based            Job Knowledge,     Working in coordination     Independently construct           If you see you can
     Budgeting (Natalia)   Planning,          with management,            needed components of              improve budget
                           Decision-Making,   validate, complete and      budgeting information and         reporting (make it more
                           Cost-              submit permanent            provide documentation in          efficient), or reduce
                           Effectiveness      budget entries into the     support of ZBB calculations.      costs, make changes
                                              ZBB document utilizing      Review your org's PY financial    but make sure to
                                              the ZBB template.           activities to determine trends    consult with your org's
                                              Once approved, assure       and develop financial             management team.
                                              that approved ZBB is        forecasts. Interview the          Monitor closely these
                                              entered appropriately       divisional leaders to assure      activities initially (more
                                              into the September          that budget encompasses all       often then you usually
                                              operating and               required components and           would) to make sure
                                              permanent budgets.          anticipated needs.                that the changes work
                                              Understand and utilize      Proactively monitors activities   you intended them to
                                              appropriate tools,          to assure that budget follows     work. After approval of
                                              reports to compile          estimates and provide             management & OCBD,
                                              information. After          management with status            independently updates
                                              completing information,     update reports above              both the permanent
                                              verify calculated fields    standard qtrly reporting          and opearting budget
                                              as well as linked data.     process. Be able to               with significant
                                              Have back up                substantiate information and      modifications to original
                                              documentation               respond to any questionable       estimates. Assures
                                              available to validate the   information. Follows-up with      that information feeds
                                              numbers as needed.          units, contacts to assure data    correctly into
                                              Update ZBB                  is being reflected accurately.    accounting reports.
                                              information as              Significant changes to
                                              requested by OCBD.          business operations affecting
                                                                          budget information should be
                                                                          updated on official ZBB
                                                                          documents and financial
                                                                          records and reported to
                                                                          management and OCBD.
     Special Projects      Accuracy,          Performs special            Designs report formats and        Anticipates next steps
     (Jee, Pattie)         Thoroughness,      projects as requested       presents in logical and           and make suggestions
                           Timeliness,        by the supervisor.          professional manner.              on better ways of
                           Initiative,        Determine what              Requires little or no             completing the
                           Cooperation -      sources, tools will be      supervision/review from the       tasks/projects/assignme
                           Depends on         required to complete        supervisor. Completes             nts. Researches
                           Project            the assignment and          assignments early and             methods, reviews info,
                                              make sure that              accurately.                       and make
                                              assignment                                                    recommendations on
                                              deliverables are                                              improving projects.
                                              understood. Completes
                                              assignment within
                                              given time frame with
                                              minimal errors.
                                              Communicates status
                                              of assignment(s) with
                                              project updates and
                                              any complications to

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                                      Business and Financial Services
                                              Fiscal Support Activities
                                                   As of May 16, 2005

#    Type of Activity        Performance               SOLID                         ABOVE                      EXCEPTIONAL
     Team Meetings,         Teamwork,        Attend scheduled            Participates in all of the        Volunteer to share
     Activities (Natalia)   Attendance,      meetings; be prepared       discussions of the financial      expertise, tools and
                            Communication,   and on time; notify         team, shares ideas, concerns      information to assist
                            Cooperation,     team members if you         and be perceptive of              others in like tasks.
                            Ethics           will not be in              recommendations. Participate      Presents information at
                                             attendance or running       in developing meeting             meetings. Provides
                                             late; be prepared to        agendas. Volunteers to take       resources or acts as a
                                             discuss topics/agenda       on assignments.                   resource to other team
                                             items and participate                                         members. Follow up
                                             accordingly--be                                               on concerns and
                                             engaged in discussion.                                        issues, suggest the
                                             If attendance is not                                          topics for discussion for
                                             doable, proactively                                           financial team meetings
                                             acquires meeting                                              to improve the quality
                                             information,                                                  of work
                                             assignments, notes. If
                                             you are unable to
                                             attend a meeting,
                                             assures that any
                                             assignments or
                                             responsibilities are
                                             covered by another
                                             team member.

     Clean-up activities    Accuracy,        Conduct a quarterly         Monthly review Financial          Prepares clean-up
     (Natalia)              Thoroughness,    review of org financials,   Reports and Project Activity.     actions within the
                            Initiative,      reports and make the        Provides Leaders, Budget          month of occurance if
                            Timeliness       appropriate quarterly       Director with updates on          possible or as soon as
                                             adjustments to update       budget status. Making             information is available.
                                             & clean-up the ledger       adjusting entries as required.    Be proactive in
                                             to assure compliance.                                         notifying the org's
13                                           Takes the initiative to                                       manager and OCBD of
                                             follow up and                                                 any potential problems
                                             troubleshoot financial                                        in clean-up activities.
                                             transactions. Provides                                        Develops and
                                             notes and comments                                            implements follow-up
                                             as appropriate.                                               and troubleshooting

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                                  Business and Financial Services
                                           Fiscal Support Activities
                                                As of May 16, 2005

#    Type of Activity     Performance               SOLID                         ABOVE                        EXCEPTIONAL
     Self-Supporting    Job Knowledge,    Maintains current and       Uses job knowledge and              Mentors others that
     Activities         Cost              accurate Profit & Loss      decision making abilities to        have Self-Supporting
     (SANDIE)           Effectiveness,    statements at least         determine what expenses can         operations. Is
                        Decision-Making   (Quarterly). Monthly        be elminated to help the            proactive in trouble
                                          records inventory           bottom line. Monthly keeps          shooting possible
                                          values, and accounts        Manager informed on financial       problems. Needs little
                                          payable accruals.           status. Determines ways to          or no assistance from
                                          Annually record             increase profit margins and or      others. Job knowledge
                                          inventory, depreciation,    reduce costs. Assists in            is high.
                                          differential income,        developing strategies to
14                                        rebates, and                implement various budget
                                          expenditure accruals.       actions to address adhoc
                                          Balances all clearing       issues. Communicates with all
                                          accts (credit cards,        supervisors and manager.
                                          claim accts) and
                                          reports status to
                                          General Accounting
                                          contact(s). Follow the
                                          appropriate sales tax

     Training (Larry)   Job Knowledge     Keeps current in the        Takes intiative to use              Serves as an
                        Initiative        field and continues to      expertise in the subject matter     instructor/mentor.
                                          gain knowledge by           to help training others or          Develop and share
15                                        attending Financial         assist in instruction in training   training materials.
                                          Team Meetings, and          meetings.
                                          attendance in related
                                          Staff Ed. Classes.
     Preparation of     Accuracy,         Review, record,             Independently design report         Make
     Annual Report      Timeliness,       summarize and put           format and completes annual         suggestions/recommen
     (Susana) - as      Thoroughness,     together the following      report immediately following        dations on better ways
     required           Job Knowledge     information:                fiscal closing and presents to      of presenting the
                                          Organizational chart,       Manager and VCBA office.            information.
                                          statistic report such as
                                          classification structure,
                                          list of employees by
                                          sub divisions and
                                          funding, yearend
                                          balances or overview of
                                          all accounts, financial

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                                  Business and Financial Services
                                          Fiscal Support Activities
                                                As of May 16, 2005

#    Type of Activity      Performance              SOLID                          ABOVE                     EXCEPTIONAL
     Preparation of Non- Accuracy,       Provides annual non-         Independently creates report       Participates in related
     Postal budget       Timeliness,     postal budget report to      after the fiscal closing for UC    campus-wide projects.
     report (Susana)     Thoroughness,   Controller's office for      System Benchmarking.
                         Job Knowledge   the Systemwide Mail          Completes the process with
                                         Volume Report                no assistance from others.
                                         presented to the Senior      Able to process report in a
                                         management Meeting           timely manner.
                                         yearly. Process
                                         worksheet showing all
                                         non-postal expenses
                                         for all 5 accounts such
                                         as salaries, overtime,
                                         student costs, benefits
                                         and vehicle and garage
                                         expenses. Total
                                         postages for all service
                                         types gets deducted
                                         before mark-ups with
                                         surcharges added to it.
                                         The total non-budget
                                         amount goes into a
                                         systemwide mail
                                         volume report for all UC
                                         campuses showing the
                                         total incoming U.S.
                                         mail, total outgoing
                                         U.S. mail, total internal
                                         mail, total internal bulk,
                                         total F.T.E.'s, total
                                         pieces processed and
                                         cost per piece


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