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FDF Tracking Sheet Instructions

The FDF Tracking Sheet is a blank sheet which faculty can use to track their FDF award spending. You can use this to keep track of expenditures and remaining funds in your O-FOAP and your E-FOAP; track by award type (travel or research); and track totals in both of your FOAPs.

To track travel award funds:

  1. On the travel sheet(s), enter the specific amounts from your FDF award letter in column B (“Awarded amount”). Use the Travel O sheet for travel awards that went into your O-FOAP and the Travel E sheet for travel awards that went into your E-FOAP.
  2. On the travel sheet(s), enter actual expenses in column C (“Actual expense”) when you’ve completed your travel and submitted those expenses for reimbursement via Concur.
  3. You will see the remaining amount in each category, and the total remaining from that award, in column D (“Amount remaining”).

To track research/equipment award funds:

  1. On the research sheet(s), enter the specific amounts by expense type from your FDF award letter in column B (“Awarded amount”). Use the Research O sheet for research/equipment awards that went into your O-FOAP and the Research E sheet for research/equipment awards that went into your E-FOAP.
  2. On the research sheet(s), enter actual expenses in column C (“Actual expense”). Enter equipment expenses after you’ve made purchases and submitted those expenses for reimbursement via Concur. You can use the separate RA Timesheet (available on the FDF web page) to track RA hours and calculate RA pay expenditures.
  3. You will see the remaining amount in each category, and the total remaining from that award, in column D (“Amount remaining”).

Important notes:

  1. The FOAP TOTALS page will automatically summarize the totals for a quick look at your balances.
  2. This tracking sheet is for your own accounting purposes, to assist you in keeping track and in avoiding overdrawing your FOAP(s). The official amounts are in Banner Finance, and you should regular run a budget query there to make sure that the amounts correspond. (For instructions on budget queries, watch the instructional video on the FDF webpage; contact Sharon Li at pli7@usfca.edu at pli7@usfca.edu if you need assistance.)
  3. If your balance is low in any of your accounts, you are at risk of overdrawing your account. You should stop spending from that account as soon as possible. You can apply for further FDF funding as needed.