When I think of my budget management experience I always find it very bemusing that I managed more money while I was an undergraduate than I have as a professional in student affairs. Enough about me, you are here for the resources!
Feel free to download and edit this document to fit your needs. In this document there are three types of budget tracking documents on different worksheets.
Multiple Employees (Worksheet 1)
This particular style allows you to have one worksheet to track all employees with their budget total, total expenditures, and total budget remaining. Need more transactions? Copy and past the columns to track as many purchases as necessary!
One Sheet Per Employee (Worksheet 2)
This particular style allows you to have one worksheet per employee with their budget total, total expenditures, and total budget remaining at the top. If you want the option to add other notes about this employee, you can delete and rename some rows to fit your needs.
Budget Category Tracking (Worksheet 3/4)
This particular style focusing on breaking down employee purchases into categories in order to determine where the employee is spending their money. It does require a bit of effort to break down purchases that fit within multiple categories so this may not be realistic for all persons.
Many of these cells is linked to another cell on the Budget Category Tracking % page so be careful if you move things around. If you utilize other categories other than the ones listed, you can change them without affecting any formulas. I recommend Find and Replace.
Budget/Purchase Tracking (Worksheet 5)
This tracking sheet focuses on tracking a budget as a whole. The top left is where the document calculates the budget (in this case it is determined by a # of residents and a certain dollar amount). The formula is not required so feel free to just plug in your budget number in the B4 cell.
The first column has a drop down menu with the text “Purchase Complete” that if selected will turn the cell(s) green. This makes it easy to know when you have purchased all the things for that event. The three cells in the event and Purchase category make it easy for you to differential different types of purchases for the same event such as those when you buy plates from one store and pizza from your go-to pizza place.
The estimated total gives you the ability to project what may be spent to prevent overspending. The actual total will allow you to see how much you had actually spent because sometimes you find a bargain or sometimes prices increase. It may be beneficial to copy the estimated total in the total spent column until you make the purchase to have the most up to date version of your budget at all times.
I used the purchase column to indicate which receipt has that purchase! Check out the example on the document for a visual representation!
Shane Young, M.Ed 