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10/20/20150 Office of the Provost| |

Budget Training -

Transfers

Office of the Provost


Budget Transfer GuidelinesMissouri State > Policy Library > Chapter Eight: Business

• Correction of an Error• If a transaction has already occurred and was charged to the incorrect account or

needs to be allocated to various accounts

• Shared Expense Determined After the Purchase• If the purchase has already occurred, and the department that wants to pay for part of

a cost already charged to another department. Same procedure as "Correction of an

Error“

• Budget Transfers should only be used to• Move budget from one budget line to another within a unit

• Help fund an expense incurred by another unit and properly charged to that unit. It

should not be used as a method to "pay" for an expense.

• Exceptions Require Financial Services Approval

http://www.missouristate.edu/

http://www.missouristate.edu/policy/

http://www.missouristate.edu/policy/Ch8_BusinessPolicies.htm


Three Vehicles for Transfers

• Self Service Banner (SSB)

• Single line

• Multiple line

• Budget Adjustment – Journal Voucher Form

• Journal Voucher


Self-Service Banner (SSB) Missouri State > Financial Services > Accounting and Budgeting > Departmental Budget Queries & Transfers

• Transfers are subject to the following restrictions:

• Authorization to make transfers is based on the Fund and Organization security that has been established for an individual within Banner.

• Transfers are allowed in the General Operating (A) fund only

• The BD4 Temporary Budget Adjustment is the only available Journal Type for the budget transfer

• Transfers are allowed on Budget account codes only• See Chart of Accounts – Chart U Missouri State > Financial Services > Accounting and Budgeting > Chart of Accounts -

Chart U


http://www.missouristate.edu/financialservices/

http://www.missouristate.edu/financialservices/accountingandbudgeting.htm






• Transfers are allowed on only selected Salary account codes: Non-

Student Part-Time (630), : Student (631), & Overtime Wages (633)

• Transfers are allowed on Travel (730), Supplies (732), Services

(734), Other Expenses (736), & Capital Outlay– Non Projects (750)

• Transfers are not allowed on Revenue (5) or Transfer (8) account

codes

• Transfers are not allowed on inactive budgets






• SSB transfers can only be made within an open month and period

• A budget period equals the number of months into the Fiscal Year

(July = 1)

• The document amount will compute as twice the transfer amount





Self-Service Banner Budget Transfer Example: Making an Entry


Self-Service Banner Budget Transfer Example: Completed Entry



• Multiple Line Budget Transfers

• Allows for transfers between up to five FOAPALs

• The pluses (transfers to) must equal the minuses (transfers from)





Self-Service Banner Multiple Line Budget Transfer Example:


Budget Adjustment-Journal

Voucher Form and Journal

Voucher

• Use is controlled by Financial Services

• Completed forms are sent to your Budget Analyst found here:



Voucher Form

• May be used for:• Permanent (BD02)

• Temporary (BD04)

• General Comments• Entries must balance. Pluses must equal the minuses. Debits must equal credits.

• In the description specifically state where an item is moving “TO” and where it is

coming “FR” from.


Budget Adjustment Journal Voucher Form Transfer Example Permanent (BD02) & Temporary (BD04):



Voucher Form

• May also be used for:• Interfund (83000) transfers (JE16)

• General Comments• May be accomplished by sending an email to the budget analyst assigned to your cost

center.

• If granted permission by your budget analyst, budget personnel may write their own

Interfund,83000 transfers.

• A transfer from an "A" fund to a "B" fund is not allowed (check with your budget

analyst.) Funds may be transferred from a "B" fund to an "A" fund, but must utilize the

83000 transfer process.

• Interfund transfers must net to zero across Funds.


Budget Adjustment Journal Voucher Form Transfer Example Interfund (83000) transfers (JE16) :


Interfund (83000) transfers (JE16)

B Fund Debit A Fund Credit, -, +


Journal Voucher Form

• Used for:

• Correction of an error

• Certain internal billings


Journal Voucher Transfer Example, Correction of an Error:


Journal Voucher Transfer Example, Internal Billing:

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