The tracker below is intended to be a tool to help treasurers track their spending throughout the fiscal year. You can view an example and make a copy of this template and edit to your needs in Google Sheets. We recommend getting used to tracking finances in this manner in Sheets. It's helpful for you as a treasurer and helpful for SFC, so we can help fix a discrepancy if an issue arises. If you have any questions, suggestions, or want more in depth instructions on how to use this template, contact us or stop by office hours!
  1. The first column is where you would add all the items you were allocated money for by line item. The more specific the better. For example, if you were allocated money for a speaker, instead of writing one line item "speaker," separate the speaker allocation into each item, such as "honorarium quote," "hotel," "airfare," and "meal buyout." This way, if you save money on a line item and want to reallocate later, it'll be easier to find where the leftover money came from.
  2. The second column is where you'd input the dollar value at which the line item was approved. For example, if an org requests catering for four events, but only got approved for three, the value in this column will reflect the price of three catered dinners. These prices can be found in your marked up budget or any approved and marked up ad hocs you receive throughout the semester.
  3. The third column is self-explanatory; this area is where you put how much money you actually spent on the line item. Prices can fluctuate all the time, so there's a good chance you may save some money or will need to ask for additional funding to cover the rest of the cost. For example, Oberlin hotel room rates for outside performers went from $130/night to $159/night this semester, so you'll want to make sure you have enough funds to cover the extra $29. Additionally, it may be helpful to add a column for how you spent the money. Did you use a p card? ObieBuy? An RFP? Keeping track of your spending methods may be useful in the future, especially if you're missing a document!
  4. The leftover column shows your current balance on each line item. These values will be most helpful when reallocating and making sure you don't overspend.
  5. The Item column is optional, but can be useful for cases where what you were funded for can vary. for example, if you were approved for pizza for biweekly dinners for your org, you may not want the same order every week and this column is the space to get specific about what you purchased. These details can be helpful when you're looking for an itemized receipt for the Office of the Controller (accounts payable).