presented by campus services/budget officekuali.colostate.edu/training/kfstransfers.pdfa ba document...

Presented by Campus Services/Budget Office

Transfer of Funds (TF) Overview� The Transfer of Funds (TF) document is used to

transfer funds (cash) between accounts.

� Can be used by CSU areas to fulfill a funding commitment such as transferring cash from one account to another.

� Also used by Business & Financial Services to record bond payments.

Transfer of Funds (TF) OverviewThere are two types of transfers: non-mandatory and mandatory.

� Non-mandatory transfers are most commonly used by the University.

Ex: Plant Funds

� Mandatory transfers are required to meet contractual agreements.

Ex: Bond Payments

Non-Mandatory TransfersTypes of non-mandatory transfers:

� Transfer of funds between or across sub-fund groups to provide for special purposes not related to construction.

� Transfer of funds to Plant funds for construction purposes.

Non-Mandatory Transfer

Object Codes

The following object codes are used for non-mandatory fund transfers:

� Object Code: 9900 Object Type: Income (TO)

� Object Code: 9902 Object Type: Expense (FROM)

Non-Mandatory Transfer� Entries will move cash and will be shown on the VISTA reports after the

operating expenses as “Net with Transfers”.

Unrestricted Appropriated Accounts

Transferring “TO” AND “FROM” unrestricted appropriated accounts such as EG, PVM, EXPSTA, RSRP, EXTEN, CSFS (13,14,15,16,17 and 19),

A BA document should be used to move budget.

� Exercise #1

Appropriated and Non Appropriated Accounts

� Transferring “TO” OR “FROM” an unrestricted appropriated account (13,16 etc.) and a non-appropriated account (26,12 etc.) use a TF document.

� Use a BA document only if the transfer object code (9900) is used on an appropriated account.

� Exercise #2

Special Course Fee

and Technology Fee Accounts� Special Course and Technology Fee accounts collect

student funds and are considered Appropriated Funds.

� If transferring across divisions, a TF document is needed to transfer cash.

� When transferring revenue (9900) to a Special Course or Technology fee account a BA document needs to be completed in addition to the TF document.

� Exercise #3

Non-Mandatory Transfers:

Plant Funds� Plant Fund transfers are transfers of cash for a

capital project.

� Cash is moved from an organization/department account into a Plant Fund account.

� The plant fund object codes are:

� Object Code: 9904 Object Type: Income (TO)

� Object Code 9905 Object Type: Expense (FROM)

� Exercise #4

Transfer of Funds/Budget Adj.

Mandatory Transfers � Transfers required by a non-CSU agency. I.E. Bond

agreements, CCHE (Co. Commission of Higher Education).

� Currently only made by Business and Financial Services for bond interest and principal payments.

� The plant fund object codes are:

� Object Code: 9801 Object Type: Income (TO)

� Object Code 9806 Object Type: Expense (FROM)

Process Overview� There must be at least one accounting line in the FROM

section and one accounting line in the TO section

� The total in the FROM section must equal the total in the TO section in the Accounting Lines tab

� Zero Dollar accounting lines are not allowed

� Negative amounts are not allowed (unless it is an Error Correction)

� KFS automatically generates the cash object code (1100) offsets

� View general ledger pending entries to see cash movement.

Routing� The TF document will route to:

� The Fiscal Officer of each account

� Org/Dept.

� Special approvals based upon sub-fund or Ad-Hoc

Questions

Additional Training Classes� Journal Entries

� Balance Inquiries

� Transfer of Funds

� Internal Orders/Internal Billings

� Reading Vista Reports

� ODS/Discover for Financial Management

� Accounting Basics

� Transfer of Funds

� Account Create

� Budget Adjustment

Campus Services Contacts� Valerie Monahan – Manager – Ext 3001

� Heidi Barclay – Ext 4148

� Janice Inman – Ext 6752

� David Leathers – Ext 5509

Budget Office Contacts� Genevra Scott – Ext 1359

� Angie Nielsen – Ext 1689

� Becky Trentlage – Ext 0898