About project expense tracking

You may have expenses tied to a specific initiative, activity or program. Using project expense tracking (PET), Campus cafe lets you track these expenses so you can later group or roll them up to a single total.

A project expense tracking number contains a project header and project details. For example, if you’re building a new athletic complex, you may create a header for the complex then sub-projects for each component - soccer field, football field, gym, etc.

Prerequisites

• Create fiscal years.

Required permissions

Create project

Projects are created in two parts. The header is the overall project and then details let you further segment the project. For example, the overall project is a new athletic complex while the details are the individual facilities such as the soccer field, football field, gym, etc.

Create project header

1. Go to Accounting > Project Headers.

2. Click New Record.

3. In Project Code enter a maximum of three characters to describe the project. For example, ACX for athletic complex.

4. In Project Desc enter the project’s name. For example, Athletic Complex.

5. Optionally select a Status Code. You can use this informational field to help classify the project. For example to differentiate between ongoing projects or those with discrete timelines. You can set options using STParm GMDELT.

6. Optionally enter a Location.

7. Optionally enter a Start Date and End Date corresponding to the project’s timeline.
   
   

   Open

   

   This is a project for our new Athletic Complex. We expect the project, located on the Main Campus, to run during the entire 2025 calendar year.

8. Optionally enter a First Name and Last Name of the project’s lead.

9. Optionally enter an Original Amount, Requested Amount and Revised Amount corresponding to the amount initially proposed for the project, the amount sought by the project manager and the adjusted amount. These fields are informational only.

10. Click Create.

Create project detail

Once you create the project header, create details to further segment the project. If you don’t need to segment the project, you still must create at least one detail and charge all expenses to that detail.

1. Go to Accounting > Project Details.

2. Click New Record.

3. Select the Project Code.

4. In Sub Project Code enter one character to segment the project. For example, S for soccer field.
   
   

   Open

   

   This is our project detail for the soccer field that’s part of the larger overall athletic complex project.

5. Enter the Fiscal Year associated with the project to ensure you when you post a transaction to a PET, the project actually exists in that fiscal year. Use fiscal year 0 if the project spans multiple years.

6. Optionally enter a Related Project.

7. Optionally select a Budget Type. You can use this informational field to help classify the project’s budget. For example to denote the project is part of a capital or operating budget. You can set options using STParm GDBUTY.

8. Optionally enter a Start Date and End Date corresponding to the project detail’s timeline.

9. Optionally enter an Original Amount, Requested Amount and Revised Amount corresponding to the amount initially proposed for the project, the amount sought by the project manager and the adjusted amount.

10. Click Create.