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United Collective Monthly Reconciliation Form

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United Collective Instructors

The Monthly Reconciliation must be completed at the end of each month to ensure all financial activity is accurate, documented, and aligned with the bank statement.

This process confirms that all income and adjustments have been properly recorded and that the calculated balance matches the official Found balance.

PURPOSE

The reconciliation process ensures:

  • Financial accuracy
  • Proper tracking of tuition, membership, vendors, and snack bar funds
  • Accountability for stipends and reimbursements
  • Clear documentation for budgeting and reporting
  • Transparency for leadership and board review

WHO COMPLETES IT

Every Instructor and Support Staff Team Member

The Finance Liaison and Campus Director or designated reviewer verifies and signs off.

WHEN IT IS COMPLETED

  • Completed at the end of every month

  • Submitted to leadership for review and record keeping

REQUIRED DOCUMENTS

The following must be gathered before starting:

  • Bank statement for the month

  • Income records (Found Card Statement)

  • Expense receipts and invoices

 

STEP-BY-STEP PROCESS

1. Record Beginning Balance

Enter the budget balance from the first day of the month.

2. Enter All Income

List and total all deposits and payments received.

3. Enter All Expenses

Record every payment made with category and method.

4. Calculate Ending Balance

Use the reconciliation formula on the form.

5. Compare to Found Statement

The calculated balance must match the ending balance.

6. Investigate Any Difference

If there is a variance, review:

  • Missing transactions

  • Duplicate entries

  • Bank fees not recorded

  • Timing differences

7. Attach Documentation

All receipts, logs, and reports must be included.

8. Sign and Submit

Finance Liaison signs → Reviewer signs → File for records.

Lastly, click the "Submit" button on the bottom of the form. The website will save a copy, notify the campus Director and send you an email with a copy of the expense reimbursement form. 

Tracking must be kept and completed by instructors and support staff.  We do not keep track of your spending and balances.  Thank you.
1. *

Instructor Name:
2. *

Physical Address:
3. *

Email:
4. *

Cell Phone Number:
5. *

Class or Event Name (please submit a separate form for each class or event):
6. *

BEGINNING BALANCE

Budget Beginning Balance (1st of month):
7. *

Receipt #1:

Date/Vendor (Target, Amazon, etc)/Description (Class Supplies, Events, etc) Amount

 
8. *

Upload legibly scanned pdf or photo image here (if purchases are from Amazon make sure to upload the invoice that has amounts not the email confirming the purchase):

Allowed extensions: csv, doc, docx, dot, gif, heic, heif, htm, html, jpeg, jpg, m4a, mov, mp3, mp4, pdf, png, pps, ppt, pptx, pub, rtf, svg, txt, xls, xlsx, yyz, zip
9. 

Receipt # 2:

Date / Vendor (Target, Amazon etc) / Description (Class Supplies, Events etc) / Amount
10. 

Upload legibly scanned pdf or photo image here (if purchases are from Amazon make sure to upload the invoice that has amounts not the email confirming the purchase):

Allowed extensions: csv, doc, docx, dot, gif, heic, heif, htm, html, jpeg, jpg, m4a, mov, mp3, mp4, pdf, png, pps, ppt, pptx, pub, rtf, svg, txt, xls, xlsx, yyz, zip
11. 

Receipt # 3:

Date / Vendor (Target, Amazon etc) / Description (Class Supplies, Events etc) / Amount
12. 

Upload legibly scanned pdf or photo image here (if purchases are from Amazon make sure to upload the invoice that has amounts not the email confirming the purchase):

Allowed extensions: csv, doc, docx, dot, gif, heic, heif, htm, html, jpeg, jpg, m4a, mov, mp3, mp4, pdf, png, pps, ppt, pptx, pub, rtf, svg, txt, xls, xlsx, yyz, zip
13. 

Receipt # 4:

Date / Vendor (Target, Amazon etc) / Description (Class Supplies, Events etc) / Amount
14. 

Upload legibly scanned pdf or photo image here (if purchases are from Amazon make sure to upload the invoice that has amounts not the email confirming the purchase):
15. 

Receipt # 5:

Date / Vendor (Target, Amazon etc) / Description (Class Supplies, Events etc) / Amount
16. 

Upload legibly scanned pdf or photo image here (if purchases are from Amazon make sure to upload the invoice that has amounts not the email confirming the purchase):

Allowed extensions: csv, doc, docx, dot, gif, heic, heif, htm, html, jpeg, jpg, m4a, mov, mp3, mp4, pdf, png, pps, ppt, pptx, pub, rtf, svg, txt, xls, xlsx, yyz, zip
17. *

Are these supplies reusable for a future class? (ie Legos, chessboards, games, digital downloads etc)
18. 

If "Yes" then please explain (Note if you are reusing the supplies in a class that you will teach the following semester please take them with you over break. Otherwise please turn them in on the last day. If you purchased a digital download it needs to be uploaded into our United Collective Resource Library google drive.  

 

Please upload and title the material you purchased via download. 

 https://drive.google.com/drive/folders/15pS8dw1qghtd4T5RdXEeyQH8Z5jsD3n5?usp=drive_link
19. *

Total Reconcilation Amount (please note you can not roll your funds or be reimbursed the difference of your class budget):
20. *

Typing your name here serves as your signature that these expenses were incurred for United Collective and have not been submitted previously.

Enter name and date of submission:
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