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Reading Project Budget Monitoring Reports – Top Tips
A budget monitoring report is a financial report that shows actual income and expenditure for a certain period compared to the budget for the same period. Finance staff should prepare budget monitoring reports regularly throughout each project, normally once per month
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Petty Cash Float Top-Up Example
When you operate a fixed float for petty cash (called an imprest) then the amount you top up is always equal to the amount that you spent. This form lists out all the payments made since the previous top up, as the basis for requesting the next top up. Use it every time you wish to top up your petty cash float, so that signatories can know what the money was spent on before withdrawing more cash from the bank.
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Payroll Spreadsheet
This payroll spreadsheet can be used in most countries, and is designed for small NGOs with fewer than 15 or so employees.
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Journal Voucher Example
A transaction involving money is always backed up by a payment voucher or receipt. The equivalent back up document for a transaction not involving the movement of money is called a journal voucher. Examples of 'non-cash' transactions include to recognise a donation in kind of a computer, to correct a coding error in a previous closed month, to charge interest on a loan or depreciate fixed assets.
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Funding Grid Example
A funding grid is also sometimes called an income allocation grid. As you submit funding proposals, sign grant agreements and generate unrestricted income through the year, use the funding grid to keep track of how much of your annual budget is funded. It helps you identify funding gaps and potential double funding.
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Donor Report Example
Donors may have their own codes, formats and currencies. You can use your budget worksheet as a basis for converting your budget (with your own codes, currencies etc) into the donor's required presentation.
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Commitments Register Example
If you record expenses as you actually pay for them (ie on a cash basis) it is also useful to know what payments you are committed to making, even if they aven't been paid for yet. For example, goods or services you have received but not been invoiced for, unpaid bills, orders placed, contracts signed.
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Chart of Accounts
A chart of accounts lists all the different categories of income, expenditures, assets and liabilities in your organisation, together with an account code and a description. Project codes are like cost centres, indicating different projects, donors or departments.
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Cash Flow Forecast Example
Cash flow forecast example - you can use this example to create your own, by changing the receipts and payments lines to match your own account names. This cash flow forecast is for a whole financial year, but it is also useful to do one on a rolling basis, always looking forward 3-6 months from where you are now.
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Cash and Bank Reconciliation Examples
"A cash count reconciliation is where you count the actual cash in the tin and compare it to the expected balance as shown in the cashbook. A bank reconciliation is where you see the actual bank balance as shown on the bank statement and compare it to the balance on the same date in the cashbook. These two reconciliations are two of the most important internal controls in any organisation. They should be done, checked and filed every month without fail."
Resources
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