What is an Expense Request Budget Template?

Expense Budget Request templates are considered department input forms and are often used by department heads to enter their suggested funding needs to cover expenses for the upcoming year. Some of the key functionality in this type of input form is that it automatically displays the summary of the salary budget (entered in a separate, detailed employee template) and provides input for all other expenses. The left columns shows last year’s actual results as well as the target change that the budget office is expecting to see. If desired, last year’s budget can also be displayed and used as a baseline. Where desired, the department manager enters a percent or amount (or both) to increase or decrease the baseline budget. Explanations are entered in the comment column on the right and can later also be displayed in the final budget review reports. You find an example of this type of input form below.

Purpose of Expense Request Templates

Universities and colleges use Expense Request Templates to give department managers a secure and convenient web form to capture their budget. When used as part of good business practices in a Budgeting and Planning department, a higher education institution can improve its annual budgeting process and speed as well as reduce the chances that budgets are delayed or inaccurate because input users lack good information or the ability to document their requests.

Expense Request Template Example

Here is an example of a University Budget Form for Departmental Expense Requests.

Higher Education Budgeting - Expense Requests Example

Higher Education Budgeting – Expense Requests Example

You can find hundreds of additional examples here

Who Uses This Type of Input form?

The typical users of this type of input form are: Budget Officers and Department Managers.

Other Input forms Often Used in Conjunction with Expense Request Templates

Progressive Budgeting and Planning Departments sometimes use several different Expense Request Templates, along with payroll, capital expense and revenue budget templates and other management and control tools.

Where Does the Data for Analysis Originate From?

The Actual (historical transactions) data typically comes from enterprise resource planning (ERP) systems like: Microsoft Dynamics 365 (D365) Finance, Microsoft Dynamics 365 Business Central (D365 BC), Microsoft Dynamics AX, Microsoft Dynamics NAV, Microsoft Dynamics GP, Microsoft Dynamics SL, Sage Intacct, Sage 100, Sage 300, Sage 500, Sage X3, SAP Business One, SAP ByDesign, Acumatica, Netsuite and others.

In analyses where budgets or forecasts are used, the planning data most often originates from in-house Excel spreadsheet models or from professional corporate performance management (CPM/EPM) solutions.

What Tools are Typically used for Reporting, Planning and Dashboards?

Examples of business software used with the data and ERPs mentioned above are:

  • Native ERP report writers and query tools
  • Spreadsheets (for example Microsoft Excel)
  • Corporate Performance Management (CPM) tools (for example Solver)
  • Dashboards (for example Microsoft Power BI and Tableau)

Corporate Performance Management (CPM) Cloud Solutions and More Examples