From the 2010 Alliance to Save Energy Green Campus Energy Efficiency Summit – Greening the Campus, Building the Workforce

1. Expense Reports and Beyond…
Your guide to being the Green Campus treasurer
Jeff Steuben, Alliance to Save Energy
jsteuben@ase.org
Haley Gilmore, CSU Chico
haleydgilmore@gmail.com

2. Session Outline
• Introductions
• Expectations of treasurers
• Reminders and refreshers
• Something new
• Beyond Expense reports!
• Budgeting Strategies
• Excel tips
• Q&A session on both presentations
• Things you will take away from this presentation

3. Responsibilities
o Oversee and maintain team budget and VISA Buxx credit card
o Keep detailed record of all GC related expenses, including
reconciliation, reimbursement, AND credit card purchases made
by Jeff/Wen
o Complete and submit monthly reconciliation/reimbursement
reports with appropriate attachments (VISA Buxx balance
statement and numbered original receipts) postmarked by the 1st
of the month
o Ensure all expenses receive prior approval from the whole team
o Keep team up-to-date on budget
o Project team’s monthly expenses, and report projection to
Jeff/Wen
o Be on time

4. Monthly Deliverables
By the first of the month:
• Complete expense report, email to Jeff & Wen, post to
projectspaces
• Photocopy & keep
– printed expense report
– visabuxx statement
– taped receipts
– cover sheet (more on this later)
• Mail the originals to Jeff/Wen
– Number receipts matching your expense report
– Circle the total bill on each receipt
– TAPE, not staple them flat on 8.5/11 page
– Single sided (gets photocopied by others)

6. Where does it go?
Washington, DC
Jeff &
You Wen in Emily
Oakland
Merrilee
Harrigan
Funders
Finance
Carlos

7. Types of Purchases
3 Types of Purchases
1. VISA BUXX - Use the monthly RECONCILIATION report to
enter expenses
2. ALLIANCE CREDIT CARD– Enter expenses on the VisaBuxx
Transfer / ASE CC Summary sheet
3. OOPS (OUT OF POCKET SPENDING) – Use the monthly
REIMBURSEMENT report to enter expenses

8. Large Expenses (over $500)
• All purchases over $500 must be made through Jeff/Wen
You send detailed
purchase description Jeff gets
to Jeff (how much, approval from Jeff makes
where you’re buying, “The Boss” purchase
what it’s for)
• Track expenditures in the Visabuxx transfers/ ASE Credit
Card sheet

9. Credit Card & Value Loads

10. New! Cover Sheets

11. Scrolling down…
This is you

12. Cover Sheets
•One for Reconciliations
•One for Reimbursements
•Check basic information
•Pull total $$$ from expense report
Did you get
that memo…?
Consider yourself
informed

13. Recap
• Be responsible for the team’s finances
• Submit expense reports correctly and on time
• Expenses over $500 go through Jeff/ Wen
• Track your Buxx loads and transfer fees
• Submit a cover sheet with your expense report each month
• Remember that many people look at your reports
Next up…
Beyond Expense Reports!

14. Beyond Expense Reports
Budgeting for Projects
Semester/Quarter basis
Must be able to cover your team’s project, administrative, and
unexpected costs
Visa Buxx card
Monthly reload request to Jeff/Wen
Goal?

15. Beyond Expense Reports
So…how do we do that?
By becoming a PRO BUDGETER!
KNOW your expenses
PLAN your expenses
ANTICIPATE your expenses

16. Beyond Expense Reports
KNOW your expenses
Project implementation costs
Team SOW
Administrative costs
Indirect
Unexpected costs
Within the course of the semester/quarter
Reevaluate your needs
Don’t miss anything
Be creative
Think outside the box

17. Beyond Expense Reports
PLAN your expenses
Budgeting tool
Update as changes occur
Maintain excellent team communication
Weekly Meetings
Email updates/reminders

18. Beyond Expense Reports
Estimated Implementation Budget Expenditures August-December 2009 CSU, Chico
Project name: Task description: Budgeted Cost Actual Cost TD
SH Surivival Kits (Welcome gifts) $ 290.00 $ 193.97
Sustainability
Materials for welcome board in house $ 30.00 $ -
House:
SH/GC mixer; food and prizes $ 125.00 $ 33.38
Smart Cart rental for presentation $ 25.00 $ 25.00
Stakeholder's
Refreshments: Fresh Fruit Platter $ 50.00 $ 50.00
Meeting:
Lemonade (1 gal) $ 9.00 $ 9.00
Printing costs for fliers/supplies for advertising $ 20.00 $ 6.50
Take the Stairs Day: Candy/snacks to handout on day of event $ 50.00 $ 31.88
Prizes: gift cards (1) $50, (3) $25, (5) $10 $ 175.00 $ 175.00
Printing costs for new stickers $ 500.00
Sticker Art Highlight budgeted items that
Reception at TWTS to showcase artwork (AS Catering) $ 100.00 haven't been purchased yet. Add
Competition:
Prizes for 1st, 2nd, 3rd place: gift cards $ 175.00 these numbers together to get the
Shasta/Lassen ERC: Pizza party for the winners $ 120.00 $ 171.95 value in "Budgeted expenditures not
Smart Cart rental for Energy Audit Training (10/7/09) $ 25.00 $ 25.00 yet purchase (date)"
Highlight items that Business cards for Natalie Streiffer, Jackie Mercure, Haley Gilmore $ 15.00 $ 8.38
need to be purchased Unexpected
Fun Without Alcohol Fair supplies (food coloring, vinegar) 10/22/09 $ 30.00 $ 22.09
in the upcoming expenditures:
month to more Printer cartidges in 301 (see Gavin) $ 60.00 $ -
accurately request Smart strips (about 5 @ $30.00 each) $ 150.00
funds on your Visa TOTALS: $ 1,949.00 $ 752.15
Buxx card.
This number will come straight
Amount remaining in budget to date (10/31/09) $ 1,611.87
fromthe Summary Report sheet in
Budgeted expenditures not yet purchased (10/31/09) $ 925.00 your Expense Report.
Amount available to budget $ 686.87 This is a summary of what
you entered above. It shows
key expenditures for the
semester that have been
Still need to be purchased
allocated, but not yet spent.
Needed for the upcoming month (November)

19. Beyond Expense Reports
ANTICIPATE your expenses
Map out expenses with budgeting
tool
Basis for reload amount
DO RESEARCH
If you don’t know, FIND OUT!
SOW
Comparable sources

20. Making Excel Work for You
Excel is your friend!
Formulas
Reduce errors
Easy to use
Personal budgeting
sheet

21. Making Excel Work for You
Estimated Implementation Budget Expenditures August-December 2009 CSU, Chico
Project name: Task description: Budgeted Cost Actual Cost TD
SH Surivival Kits (Welcome gifts) $ 290.00 $ 193.97
Sustainability
Materials for welcome board in house $ 30.00 $ -
House:
SH/GC mixer; food and prizes $ 125.00 $ 33.38
Smart Cart rental for presentation $ 25.00 $ 25.00
Stakeholder's
Refreshments: Fresh Fruit Platter $ 50.00 $ 50.00
Meeting:
Lemonade (1 gal) $ 9.00 $ 9.00
Printing costs for fliers/supplies for advertising $ 20.00 $ 6.50
Take the Stairs Day: Candy/snacks to handout on day of event $ 50.00 $ 31.88
Prizes: gift cards (1) $50, (3) $25, (5) $10 $ 175.00 $ 175.00
Printing costs for new stickers $ 500.00
Sticker Art
Reception at TWTS to showcase artwork (AS Catering) $ 100.00
Competition:
Prizes for 1st, 2nd, 3rd place: gift cards $ 175.00
Shasta/Lassen ERC: Pizza party for the winners $ 120.00
Smart Cart rental for Energy Audit Training (10/7/09) $ 25.00 $ 25.00 This value represents the total of
Business cards for Natalie Streiffer, Jackie Mercure, Haley Gilmore $ 15.00 $ 8.38 all the amounts in this column.
Unexpected
Fun Without Alcohol Fair supplies (food coloring, vinegar) 10/22/09 $ 30.00 $ 22.09 Formula:
expenditures:
Printer cartidges in 301 (see Gavin) $ 60.00 $ - =sum(e3:e20)
Smart strips (about 5 @ $30.00 each) $ 150.00
TOTALS: $ 1,949.00 $ 580.20
Amount remaining in budget to date (10/31/09) $ 1,611.87
Budgeted expenditures not yet purchased (10/31/09) $ 925.00 This represents all of the budgeted
expenses that have NOT been spent yet
Amount available to budget $ 686.87 (highlighted in yelllow).
Formula:
key =d12+d13+d14+d20
Still need to be purchased
Needed for the upcoming month (November)

22. Making Excel Work for You
Remember:
Only reference other cells on the spreadsheet, do
NOT manually enter numbers into formulas
Windows 2007
Common Formulas:
Click “Formula” tab
Summation
“Insert function”
“=sum(number1,
Making Excel Work for
Click desired function number2)”
You Enter values Any mathematical formula
Automatically inserts function “=number1-number2”
* multiplication
/division

23. Recap
Important things to remember:
Budgeting
Essential to your success
Planning/anticipating your expenses
Project planning (SOW)
Indirect and unexpected costs (Knowledge/Awareness)
Doing research
Accuracy
Competitive Pricing
Team communication
Responsibility
For yourself AND your team

24. Contact
Haley Gilmore
CSU, Chico
haleydgilmore@gmail.com