Welcome to the HRDC Finances and Accounting Portal
The HRDC Financial Manager web portal provides an easy way to maintain records of your grants, budget, and expenses in collaboration with the HRDC board and your production supervisor.
The functionality of the financial manager is divided into three parts, the grants tracker, the budget spreadsheet, and the expenses tracker. On the home page of the financial manager, you should see a list of every show you are an executive staff member on that has the financial manager enabled, with your current expected and actual balances.
A Note on Terminology
Your budget is divided into two columns, “Estimate” and “Actual”. The estimate column on your budget is for planning your expenses and corresponds to your “requested” grants. The difference of those is your expected balance. Your actual balance will be updated automatically as grant funds come in and purchases are logged.
Grants Tracker
The grants tracker is accessed via the “Grants and Income” link in the sidebar under each show. You are responsible for inputting each grant you apply for (or plan to apply for), and updating the amount and status as you apply for the grant. When you receive a grant, make sure to input the amount received and update the status.
The treasurer will mark the grant as confirmed when the funds are received by the HRDC, and then the grant will move from the “Pending” section to the “Confirmed” section and will no longer be editable.
The grants form will always display a single blank grant at the bottom of the page. To add more, just fill it in and hit “Save”, and a new blank line will appear.
Note that even though your income is displayed on the budget page, you can only update it via the grants tracker.
Budget
The budget page functions like a spreadsheet, and is where you define your expense categories and plan your spending, as well as getting an overview of your show’s actual spending. Unlike the income and expenses trackers, the budget page autosaves, so there is no need to press a “Save” button.
Your income will be displayed at the top of the page, but cannot be edited here. At the bottom you will see your total income and expenses, as well as your net balance. The expenses portion of your budget page is divided into three primary categories, “Administrative” (printing, publicity, etc), “Production” (scenic, paint, sound, etc), and “Other”. Within these categories, you can create items for each subcategory you expect to spend money on and estimate how much you will spend.
As you actually start spending money, log your purchases in the expenses tracker, and the actual column will be updated automatically.
Why can’t I delete a budget line?
You can freely add and delete budget line items as long as they have no associated expenses. Once you start logging expenses in the expenses tracker, you will no longer be able to delete the category they are logged as. To delete a budget line, you must first delete or change all associated expenses to another subcategory.
Expenses Tracker
The expenses tracker allows you to log and track every purchase you make, and is also how you request reimbursement from the HRDC for purchases made with your own money. Both p-card purchases and reimburseable purchases must be entered into the expenses tracker, though in some cases your space supervisor will enter p-card purchases for you.
All purchases must have the subcategory selected (from those you have listed on your budget), the item description, the purchase amount, the purchaser, and the date purchased. Depending on how the item was purchased, you may need to provide additional information. As you log expenses, the actual column on the budget will update, with each budget line showing the total expenses listed under that subcategory.
P-Card Purchases
For p-card purchases, either you or your production supervisor may enter them. Initially, they will be listed under “New Expenses”, but once your production supervisor confirms them they will no longer be editable, and be listed under a separate “P-Card Purchases” section. P-card purchases do not require any extra information.
Reimbursable Purchases
To enter a purchase made with personal funds and request reimbursement, select “Personal Funds” from the “Purchased using” selector. You must then enter the purchaser’s email address, and make sure the purchaser name is as it should appear on the check. You also have the option to request reimbursement via a mailed check, in which case you will need to supply the mailing address. In addition, you must supply a PDF or image of the purchase receipt in order to request reimbursement.
After entering the purchase information, you MUST hit “Save Changes”. You can them come back to the item and edit it later as much as you’d like. (This also means you can enter only some of the information and add the receipt later, for example.) When you are ready and have checked that everything is correct, click “Request Reimbursement”. The expense will move to the “Requested Reimbursements” section and you will no longer be able to edit it. Once the treasurer processes the reimbursement, they will update its status.
Help and Support
If your shows appear on the home page but not in the finance portal, talk to the treasurer to have them enabled.
If you run into problems or have a question about how to use this site, please email [email protected]. If you encounter an error, please include when the error occurred, and as much specific information about what happened as possible.