How To Review Departmental Account Data Report

Owned by Aaron Wilson
Last updated: Oct 15, 2024 by Caroline Ricci
3 min read

This report gives an overview of all of the commitments associated with a given account. This report is useful when looking up your department’s instruction account.

 

  • To begin, go to CHAD and find the reports tab at the top of the page.

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  • Click on it and find “Departmental Account Data” in the dropdown.

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  • This will bring you to the landing page for this report. Choose your department from the dropdown and choose which year you want to view.

    • The Year is based off of the Fiscal Year, which is 7/1/XX-6/30/XX, which we would indicate below as FY24 (Fiscal Year 2024).

      • Then click “Run Report”

  • It will take you to this page, where it lists each account within your department. Find the account you are looking up and double click on the account number.

Instruction Account

  • If you click on your department’s instruction account, it will bring you to a page similar to this

  • At the top of the page, you will see a breakdown of the GENX and TEMP Labor budgets.

    • The first line “Total Budget by Category” shows the sum of all GENX/TEMP budgets.

    • The second line “Total FY Expenses by Category” shows the sum of all GENX/TEMP expenses.

    • The third line “Current Balance” shows the difference between the total budget and total expenses.

 

  • Below, you will see two tables with all of the commitments associated with that account. Both the Completed Commitments and Pending Commitments tables count toward your total budget.

    • You will see that TEMP Labor is split between “Special Payroll”, “Student Payroll”, and “Grad Payroll”.

    • The totals are summed at the bottom of each table. To find the total budget, you should add up the totals from each table.

  • You can also switch between years from this page, using the buttons on the top right of the screen.

  • If you have a question about a specific commitment, you can click on the description of that commitment, and it will bring you to the actual commitment.

    • Here you can view important information such as the account the funds are transferred out of and into, the KFS eDoc number associated with this commitment, the object code split (useful for TEMP commitments), and any comments associated with the commitment.

 

Account Other Than the Instruction Account

If you click on an account other than the instruction account, the page that loads will look similar to this:

 

  • It contains all of the same commitment information but does not include the budgeting information at the top like the instruction account.