Frequently Asked Questions

Q: Whom should I notify regarding budget distribution for a new Department Chair, Faculty/Staff member, Student Organization's Advisor or Budget Manager?
A: Contact Andrea Edwards in the Accounting Office at X-5262 or edwardsa@elon.edu. Have available the Datatel id # of the person to receive budget access and the accounts access is needed for.

Q: How often is My Budgets in OnTrack updated for transaction detail?
A: Transaction activity is updated daily. Month-end activity is processed and (monthly activity) accurate by the 15th of the following month. (Ex: January's month end reports by February 15th).

Q: To whom should questions regarding an individual transaction be directed to?
A: Faculty and Monthly Salary payroll transactions contact Kathy Beal at x-5255 or Joyce Pepper at X-5266.  Physical Plant payroll contact Christy Isley at X-5255.  Office Staff and Student payroll contact Renie Thompson at X-5284.
Pcard questions contact Jane Cone at X-5270.
ARA, Campus Shop or Athletic payables contact Christy Isley at X5255.
Vendor related contact Carolyn Moore at X-5264 for vendors A-L and Judy Bowes for vendors M-Z.
Petty Cash activity contact Brenda Douglas, in the Bursar's Office, at X-5272.
Journal entries or any other transactions call Andrea Edwards at X-5262.

Q: When should a Budget Revision Form, a Transfer of Funds Form and an Expense Correction Form be used?
A: A Budget Revision Form should be used to move BUDGET from one line item to another within the same department or division. Use My Budgets thru OnTrack to view opening budgets as well as any permanent or temporary revisions.
A Transfer of Funds Form 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 My Budgets thru OnTrack to view transaction detail for all accounts within your budget.
An 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 My Budgets thru OnTrack to view transaction detail for all accounts within your budget.

Q: Whom should I call to request that a new object code be added to my departmental account?
A: Contact Andrea Edwards in the Accounting Office at X-5262 or edwardsa@elon.edu.

Q: If I cannot view my accounts on-line how can I receive access?
A: Email budget manager's name, Datatel id # and the account/s for which access is requested, email to Andrea Edwards at edwardsa@elon.edu and cc: Lorraine Allen at allenl@elon.edu.

Q: How can I look up budgets and transactions?
A: Once account access has been granted, budgets and transaction detail can be managed thru My Budgets in OnTrack. Go to Elon's E-Net! home page. In the top right corner in maroon, click on "Tools". Then choose OnTrack. Next click "OnTrack for Employees". Use your email login and password to "Please Log In to continue". Under Employee Profile choose "My Budgets". The Budget selection report inquiry will appear with instructions on how to query for budget and transaction detail. If you need further assistance contact Andrea Edwards in the Accounting Office at X-5262 or edwardsa@elon.edu for training.