Use the following notes when reconciling course developer compensation expenses in TD with the official Kent State Online expense totals from university reports.
NOTE: Some expenses that appear on Kent State Online spreadsheets with the official expenses are not captured in TD; for example, faculty compensation for non-credit workshops. Also, accessibility expenses are not recorded on the spreadsheet. In order to reconcile the compensation totals on the spreadsheet with the expenses it TD, an adjusted total must be calculated both the spreadsheet and TD.
Check the FY portfolio in the Portfolio component of the Analysis application in TD Next.
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Portfolio Budget number should match (should have been set at the beginning of the financial year based on budget info provided by Angie, i.e. no calculation to check).
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Project Budget total does NOT include project requests or closed projects, it is the projected budget of open projects. The Project Budget total is calculated based on all projects assigned to the Portfolio, i.e. portfolio attribute.
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Budget Used total is the actual budget used of closed projects. The Budget Used total is calculated using all expense entries with a receipt date between the start and end dates of the portfolios. The start and end dates of FY portfolios correspond to the dates of the university FY. Unlike other reports this total does not automatically update, it’s updated nightly.
Check FY expense totals reports in the Analysis application in TD Next.
- Actual Expenses (Expense Reports > "Course Development Actual Expenses by FY")
Actual dollars spent on course development. Report can be filtered by FY portfolio, expense type, and date range based on the RECEIPT date on the expense.
When entering receipt dates on expense items in TD, the receipt date should match the posted date, i.e. the date the money is withdrawn from Kent State Online’s account. The only exception is when an expense is entered so close to the end of the FY the university pushes it to the next FY. In that event, the receipt date in TD must be “updated” to also push the expense into the next FY.
- Filter and run report by Compensation + Compensation Benefits (excluding accessibility expenses). The Budget Used total should match the adjusted total on the Kent State Online Course Compensation FY’x’.xls spreadsheet.
- Current Development Projects Budget (Project Reports > "Totals - Course Development Budget by FY")
Budgeted dollars for the current FY course development projects, including both open and closed projects; this is an estimate only, and does NOT include project requests. Report can be filtered by FY portfolio attribute.
Note: Totals include accessibility expenses; there is no way to exclude them in the projects reporting source (only in expenses).
- The total number of projects in the Totals - Course Development Budget by FY report should match the total on the Projects (x) tab in the FY portfolio.
- The Sum of Budget in the Totals - Course Development Budget by FY report should match the sum of the Project Budget + Budget Used totals in the FY portfolio.
- Total Development Budget including Requests (Project And Requests Reports > "Totals - Course Development Budget by FY")
Total estimated budgeted dollars for the FY, including all open, closed, and project requests. Report can be filtered by FY portfolio attribute. Since the FY portfolio does not include requests in any of it's totals, this report is not used for reconciling TD totals against university totals. It is, however, a useful gauge for determining an estimate of remaining dollars based on current total course development budget.
Note: Totals include accessibility expenses; there is no way to exclude them in the projects reporting source (only in expenses).