FAQ
Frequently Asked Questions
Whom should I notify regarding budget distribution for a new Department Chair, Faculty/Staff member, Student Organization’s Advisor, or Budget Manager?
Contact Ashlyn Hyman in the Accounting Office at (336) 278-5271 or ahyman@elon.edu. Be sure you have the University ID # of the person requesting budget access and also be prepared to provide the list of accounts they need access to.
How often is OnTrack's Budget to Actuals updated for transaction detail?
Transaction activity is updated daily at 10:00 p.m. This includes accounts payable, purchasing, and cash deposits/receipts activity. Month-end activity is processed by the 15th of the following month. Month-end activity includes P-Card transactions, chargebacks, and Phoenix Card activity.
Who should I contact if I have questions regarding an individual transaction?
Faculty and Monthly Salary payroll transactions: Christy Isley or Anita Michael
Facilities Management payroll, Office Staff and Student Payroll: Renie Thompson
Aramark: Julie Whitaker
P-Cards and Campus Shop: Dorothy Rinehart
Vendor-related: Jennifer Matteo for vendors beginning with A-L and Julie Whitaker for vendors beginning with M-Z.
Petty Cash Activity: Alessandra Gabriel (Bursar’s Office)
Grant Activity: Courtney Saul
Journal entries or any other transactions: Robin Brown
When should a Budget Revision Form, a Transfer of Funds Form, and an Expense Correction Form be used?
- Budget Revision Form
Should be used to move budget from one line item to another within the same department or division. Use OnTrack’s Budget to Actuals to view opening budgets as well as any permanent or temporary revisions. - Transfer of Funds
Should be used to move funds from one department to another department to cover costs before the expense occurs. For example: The Office Staff Luncheon Committee requests sponsors to aid in the cost of the luncheon at Christmas. Your department gives them $50. A journal entry will be processed to charge the “expense” to your department and credit the funds to the Office Staff account. Use OnTrack’s Budget to Actuals to view transaction detail for all accounts within your budget. - Expense Correction Form
Should be used to move actual expenses already incurred from one line item to another line item within the same department or between departments. Use OnTrack’s Budget to Actuals My Budgets to view transaction detail for all accounts within your budget.
How do I request that a new object code be added to my departmental account?
To request a new object code be added to your account, please contact Ashlyn Hyman at (336) 278-5271 or ahyman@elon.edu.
How can I request access to OnTrack's Budget to Actuals?
To request access to OnTrack’s Budget to Actuals, the Budget Manager of the accounts will need to send an email request to accounting@elon.edu that includes:
- Name and user ID of the person requesting access,
- Specific account numbers for which access is requested.
- If this person is replacing a former employee, please include the name of the previous user/position.