Budget Tracker

About this template

When to use this

An annual budget by account code with spend tracked against it. Three sheets: Budget execution, Monthly execution and Transfers & guide. The sample year runs FY2026 (2026-01-01 ~ 12-31) with an as-of date of 2026-06-30. You enter appropriation, carry-over and spend; budget total, balance, utilization and the assessment are formulas.

Filling it in

1. Rows 13-24 take the code (100, 210, 220 and so on), account, basis of estimate, appropriation in column E, carry-over in F and spend in H. The sample holds nine accounts, from KRW 486m of Personnel to KRW 40m of Contingency.
2. Appropriation comes from the approved budget statement, carry-over only from last year’s unspent balance, and spend only from amounts with a completed expense approval. Booking contract values as spend inflates the utilization.
3. Leave columns G, I and J alone; they are formulas.
4. Fill monthly plan and spend on rows 7-18 of the Monthly execution sheet. Cumulative spend and cumulative balance chain off the row above.
5. Move money between accounts only through the budget transfer request log on the third sheet – transfer no., transfer date, from account, to account, transfer amount, reason, approval – and adjust the appropriations after approval. TR-01 to TR-03 show the format.

Worked examples

• Outsourcing: KRW 240m appropriated, 12m carried over, 168m spent gives a budget total of 252m, 84m balance and 66.7% utilization.
• Above 90% the account assessment turns to Watch; below 40% it reads Behind. The summary line at the top of the first sheet is built from the same thresholds, printing “Utilization over 90% — check remaining budget”, “Under-spending — bring spending forward” or “Within range”.
• Moving KRW 12m from Contingency to Outsourcing means one line in the log – that is TR-01 in the sample – plus a -12m and +12m edit to the two appropriations.

How the formulas work

• Budget total is =E13+F13, balance =G13-H13, utilization =IFERROR(H13/G13,0), and row 25 sums each column.
• Cumulative balance on the Monthly execution sheet is =’Budget execution’!$G$25-F7: total budget less cumulative spend.
• Account subtotals use =SUMIF(‘Budget execution’!$C$13:$C$24,B23,’Budget execution’!$H$13:$H$24), matching the account name as text. Rename an account and you must rename the label in B23:B31 on the Monthly execution sheet too.
• The assessment is =IF(F23>0.9,”Watch”,IF(F23<0.4,”Behind”,”Normal”)) — anything in between reads Normal.

Common mistakes

• Spelling an account name differently, even by a space. SUMIF misses it and the subtotal stays at zero.
• Adding accounts below the total row; the ranges stop at row 24.
• Editing an appropriation without recording the transfer, which is the first thing an audit picks up.
• Updating the Monthly execution sheet only. The sheets are partly linked — the per-account subtotals use SUMIF and the cumulative balance reads ‘Budget execution’!$G$25 — but the monthly plan and spend columns are typed by hand, so enter spend on both sheets to the same as-of date.