Funding Sources
Districts can use the Funding Sources setup table to define funding areas and associated budget codes for trips. The table also indicates whether a funding approver is required and identifies the party responsible for paying invoices. Funding sources can be configured by site or trip type, providing flexible options, and there is no limit to the number of funding sources that can be created. When submitting a trip request, users select an appropriate funding source, and administrators can configure when funding sources and budget codes are required. To learn how to create Budget Codes, please read this article.
To create a new Funding Source, open the Setup Tables menu in EZAT.
In the Setup Tables menu, choose Finance - Funding Sources
Click the + button to add a new funding source.
Fill out the necessary fields in the Funding Source form.
Name: This is the name that will appear in dropdown lists when selecting the Funding Source on the trip request form. We recommend making this unique and easily understandable for anyone who may be using funding sources.
Funding Source Type:
Single Budget Code Based on Requester's Loc/Dept:
When to use this option:
- Use this option if your budget code is the same for every location, except for the school/location portion of the account code.
- Example: district athletic budget code 1.5100.000.010.xxx (where xxx is the location number).
How it works for users
- When a user selects this funding source on a trip request, the full budget code is automatically populated.
- The system replaces the school/location portion of the account code with the correct value.
- The budget code field will not be editable.
Setup requirements (before using this option)
- Configure your budget code structure and identify which part of the account code is location-specific.
- Enter budget codes into the Budget Code Setup Table, using ??? in place of the location portion of the code.
- The funding source list is populated from the Budget Code Setup Table.
Single Budget Code: Allotments Allowed:
When to use this option
- Use this option when you need to tie a single, specific budget code to a funding source.
- Generic account codes with ??? placeholders cannot be used; it must be one complete budget code.
- You may leave the budget code blank, but users will not be allowed to enter a budget code on the trip request.
- Recommended: create a separate funding source for each school, with that school’s specific account code.
How it works for users
- When a user selects this funding source on a trip request, the budget code (if defined) is automatically filled in on the form.
- The budget code field will not be editable by the user.
- If an allotment is set up, invoices will show the remaining budget for trips using this funding source.
Setup requirements (before using this option)
- Select a single budget code from the Budget Code Table for this funding source (no ??? placeholders).
- To use allotments, enter a budget amount and the beginning and ending dates for the allotment (typically your fiscal year).
- Any trips within those dates will automatically be included in the pending totals for that funding source.
- If you do not need to calculate allotments, leave the dates and budget allotment fields blank.
Allotment tracking (optional)
- This option supports allotments, allowing you to enter a budget amount for this funding source.
- You can see remaining (outstanding) amounts for trips using this funding source on any invoice.
- If using this for schools, it is recommended to create a separate funding source for each school with that school’s specific budget code.
Date range for allotments
- Enter the start and end dates that apply to the allotment, typically your fiscal year dates.
- Any trips within that date range will automatically be included in the pending totals for that funding source.
- If you do not need to track allotments, leave the dates and budget allotment fields blank.
| Allotment Balances Explained | |
|---|---|
| Actual amounts used in the allotment: | |
| Budget Allotment | This is the amount allocated to this funding source for the specified beginning and ending dates. |
| Do Not Bill | These are invoices that were marked Do Not Bill and used this funding source. This information is provided for reference only and does not affect the fund’s ending balance. |
| Invoiced Approved or Pmt | This amount includes invoices marked Approved for Payment within the allotment date range. These are actual amounts and are subtracted from the budget allotment. |
| Invoices Payment Sent | This amount includes invoices marked Payment Sent within the allotment date range. These are actual amounts and are therefore subtracted from the allotment balance. |
| Invoices paid | This amount includes any invoices paid using this funding source within the allotment date range. These are actual amounts and are therefore subtracted from the allotment balance. |
| Balance | The balance is calculated by subtracting Invoices Approved for Payment, Invoices Payment Sent, and Invoices Paid from the original allotment for the funding source. In this example, the calculation is $60,000.00 - $6,532.67 - $831.25 = $52,636.08. |
| Estimated Amounts used in the allotment: | |
| Invoices Pending | This amount includes assignments and invoices in a Pending status within the allotment date range and may not yet reflect actual amounts. The dollar amount is based on the current invoice amount, excluding estimated driver costs. It does include estimated mileage costs if actual costs have not yet been entered. If actual driver times have been entered, those amounts are included as well. |
|
Est Driver Cost (on pending invoices) |
This amount reflects only estimated driver costs for pending assignments that do not yet have actual driver costs. Estimated driver costs are calculated only for funding sources that use allotments. This helps provide a more accurate allotment balance and is calculated by multiplying the estimated trip hours by the standard hourly driver rate in the configuration. Once actual driver hours are entered, the estimated driver cost is removed. |
| Trips without reservations | This amount includes trips that use the allotment funding source within the allotment date range for which no assignments have yet been made. The dollar amount is based on the trip estimate. Once an assignment is made for the trip, it is no longer included in this amount and is instead reflected in the estimated assignment amounts. |
Multiple Budget Codes Based on Requester's Loc/Dept:
When to use this option
- Use this option when a single funding source (e.g., “School Funded”) needs to support multiple budget codes that vary by the user’s location.
- Ideal when each school/location should see only the budget codes that apply to their specific location.
How it works for users
- When a user selects this funding source, they will see a list of budget codes filtered by their location.
- The list includes budget codes from the Budget Code Setup Table that:
- Use ??? in the location/department portion of the account code, or
- Have a location number that matches the user’s school/location.
Setup requirements (before using this option)
- Define your budget code structure and indicate which part of the account code is location-specific.
- Enter budget codes in the Budget Code Setup Table using either:
- ??? in place of the location/department part of the code, or
- Specific location numbers in that portion of the code.
Editable/Blank Budget Code on Trip Request:
When to use this option
- Use this option when you want a free-form budget code that can be typed or edited by the user.
- Helpful when a funding approver will enter the final budget code during the approval process.
- Commonly used when the district wants generic text such as “Paid by Transportation” or “Paid by District” instead of a specific budget code.
How it works for users
- The budget code field may be blank or pre-filled with a default code or wording on the funding source.
- When this funding source is selected on the trip request, the budget code field can be edited by the user or approver.
Setup options
- Leave the budget code blank on the funding source to require the approver to enter it.
- Enter default wording or a default budget code if you want to signal that the user does not need to supply a specific account code.
Budget Code:
ASK SHARON: What do recommend putting here?
Description:
The description will show on the trip request form when this funding source is selected. Use this space to clarify its purpose or provide extra information to the user.
Approver:
The Approver is the the person who will approve trips when this funding source is selected on a trip request. Including an approver is optional. If no approver is entered, trips using this funding source will not require an additional funding approval.
For example, a Title I funding source may include the Title I Director as an approver for trips using Title I funds. In contrast, a school-funded source may not need an additional funding approver if the principal or assistant principal is already approving the trip.
Payment Manager:
The Payment Manager is the person responsible for paying invoices associated with this funding source. This may be a director or their assistant. This person, along with the approver, will receive a weekly reminder when there are approved invoices that remain unpaid.
Notification of Use:
Notification of Use is an optional email notification that alerts someone when trips are requested using this funding source, without including them in the approval process.
Include on School Finance:
This controls whether invoices for this funding source appear on the School Finance tab used by bookkeepers. Leave selected if the bookkeeper is responsible for paying these invoices. Uncheck if a director or department is responsible for payment instead.
Location Specific:
This indicates whether this funding source is tied to a specific requesting location. This is useful when you create funding sources for individual schools that should only apply to that school. If checked, you must choose the location this funding source applies to. Only trip requests from that location will be able to select this funding source.
Display on these Trips:
Each funding source can be linked to specific trip types. This helps reduce the number of funding sources a user sees on a trip request and makes it easier to select the correct one. For example, if you have budget codes for athletic trips that are not used for field trips, you should restrict that funding source to athletic trips only.
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