FAQ

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.

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.

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

• 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.

To request a new object code be added to your account, please contact Ashlyn Hyman at (336) 278-5271 or ahyman@elon.edu.

To request access to OnTrack’s Budget to Actuals, send an email to Courtney Saul at csaul@elon.edu or Robin Brown (rbrown43@elon.edu) that includes:

• The budget manager’s name,
• Their University ID #,
• The account(s) for which access is requested.