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New York Projects Workbook
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Use Budget, Project Register, Financial Report, Remaining Funds, and Reconciliation to manage reserve projects for one fiscal year.
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How to use this workbook
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StepAction
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1Enter the fiscal year and adopted annual reserve budget on Budget. Keep funding assumptions and reserve study support, consistent with applicable law and governing documents.
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2Document proposals and board approvals in the separate Project Proposal Workbook. Enter approved projects in Project Register, one row per project. Optional proposed rows are excluded from commitments.
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3Select Fund, Project Type, and Status from dropdowns. Enter the approval date and approved amount / not-to-exceed (NTE). Keep one unique Project ID and link approval records in Notes.
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4Update each project’s actual fiscal-year expenditures through the Financial Report as-of date. Enter 0 if none. Enter an estimated fiscal-year final cost, vendor, and completion date where applicable.
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5Enter actual YTD receipts and the as-of date on Financial Report. Project expenditure totals update automatically. Review Remaining Funds for each fund’s remaining spending budget less unspent authorizations.
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Workbook conventions
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Cell colorMeaning
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Yellow fill / blue textUnlocked user entries. Input cells remain editable while each worksheet is protected.
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Green fill / green textLocked formulas and references. Totals update automatically from their source inputs.
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White cellsLabels, notes, and instructions.
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PRF = Primary Reserve Fund; SRF = Secondary Reserve Fund. These are provisional internal management classifications for this New York template, not New York statutory fund categories. Use designations consistent with applicable law, governing documents, reserve study, and accounting records.
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Complete Reconciliation using bank / investment statements and the general ledger for the same date. Enter 0 for no timing items. Investigate differences rather than plugging them.
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Approved but unspent = MAX(0, approved amount minus actual fiscal-year expenditures). Proposed rows have no commitments. Completed or deferred projects retain unused authorizations until the board releases them; record any approved reduction in the amount and Notes.
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For a carried-over project, enter the authorization available at the fiscal-year opening plus any new approvals, and enter only this fiscal year’s expenditures. Estimated final cost uses that same fiscal-year scope. Positive authorization-less-estimate variance is headroom; negative is an expected overrun.
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Keep all reserve expenditures in Project Register, including amounts paid before approval, to reconcile with accounting records. Highlighted fields require review. Retain bids, invoices, approvals, statements, and reserve study support with association records.
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Project Register provides 200 entry rows (11–210). To add more, unprotect the sheet, extend the table and formulas, extend all summary and Financial Report SUMIFS / COUNTIFS ranges, then restore protection. Sheets have no password.
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Estimated Funds Available for Remaining Authorizations uses the annual planned spending budget remaining after actual expenditures, less approved unspent commitments. It does not measure cash available in bank accounts. Review each fund separately even when the total is positive.
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Association applicability
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Select association type on BudgetJurisdictionApplicable law / supplement
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Select association type
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New York applicability: identify whether the association is a condominium, cooperative, homeowners association/planned community, timeshare, or other form. Confirm applicable New York law, governing documents, financing requirements, and adopted policies before using this workbook. This management template is not a statement of statutory reserve categories or legal advice.
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