budget transfers & reports - university of west...

Budget Transfers & ReportsOffice of University Budgets

Office of University Budgets

What We Will Cover:

Budget Transfer Rules & Limitations

Fund Types

Rule Codes/Journal Types

Account Categories

Screen Reference Chart

Important Things to Remember

Information Navigator Reports

Sample Budget Transfers

Budget Transfer Rules & Limitations:

Journal Types (Rule Codes)Approved by the Budget OfficeApproved by Research & Sponsored Programs (RSP)

Limit 1 Rule Code per budget transfer

Sufficient Budget Available (E&G and CF departments)

Free Cash (all others)

Budget Transfer Rules & Limitations Continued…

Timing

Notifications

Cross Divisional Requests

Fund Types:

Approved by the Budget Office:

Fund Type 11 E&G Funds with 4 or 5 digits = Journal Type W01Fund Type 11 CF Funds beginning with C = Journal Type W02Fund Type 12 Student Activities Funds = Journal Type W03Fund Type 13 Auxiliary Funds = Journal Type W08Fund Type 14 Scholarship Funds = Journal Type W07Fund Type 15 Athletic Funds= Journal Type W04Fund Type 16 Concession Funds = Journal Type W11Fund Type 19 Technology Funds = Journal Type W13Fund Type 21 Contract and Grant Funds = Journal Type W05

Fund Types Continued…

Approved by Research & Sponsored Programs (RSP)Fund Type 34 Board Approved Fees Funds = Journal Type W19Fund Type 41 Financial Aid Funds = Journal Type W06Fund Type 91 Construction Funds = Journal Type W12Fund Type 17 SRT-Admin = Journal Type BD02 or GRTSFund Type 18 SRT-Seed = Journal Type BD02 or GRTSFund Type 22 SRT Grant/Match Funds = Journal Type BR24

All other Fund Types are not set up for the on-line budget transfers process.

Rule Codes/Journal Types:

W01 General Revenue (E&G) Budget Transfers: Only for 110000 fund which is Fund Type 11Increases and decreases must balance. Must have available budget (categories that are decreasing). One-sided entries are not allowedBudget Categories Allowed:

6000 Salaries6100 Salary Fringes6200 OPS7000 Expense 7415 OCO (Other Capital Outlay)7419 Library Resources

Rule Codes/Journal Types Continued…

W02 Carry Forward Budget Transfers: Only for 110001 fund which is Fund Type 11Increases and decreases must balance. Must have available budget (categories that will be decreasing). One-sided entries are not allowedBudget Categories Allowed:

6000 Salaries6100 Salary Fringes6200 OPS7000 Expense 7415 OCO (Other Capital Outlay)7419 Library Resources


W03 Student Activity Funds Budget Transfers: Only for Fund Type 12Increases and decreases are not required to balance. One-sided entries are allowed.Must have available budget (categories that are decreasing).Must have available Free Cash to request increases in budget. Budget Categories Allowed:

6000 Salaries6100 Salary Fringes6200 OPS7000 Expense 7415 OCO (Other Capital Outlay)8500 Transfer-Out


W04 Athletic Funds Budget Transfers: Only for Fund Type 15Increases and decreases are not required to balance. One-sided entries are allowed.Must have available budget (categories that are decreasing).Must have available Free Cash to request increases in budget. Budget Categories Allowed:

6000 Salaries6100 Salary Fringes6200 OPS7000 Expense 7101 Travel (individual)71008 Group Travel7415 OCO (Other Capital Outlay)8500 Transfer-Out85004 Scholarship Transfer-Out85005 Fee Waiver Transfer-Out


W05 Contract & Grant Funds Budget Transfers: Only for Fund Type 21Increases and decreases are not required to balance. One-sided entries are allowed.Must have available budget (categories that are decreasing).Must have available Free Cash to request increases in budget. Budget Categories Allowed:



W06 Financial Aid Funds Budget Transfers: Only for Fund Type 41Increases and decreases are not required to balance. One-sided entries are allowed.Must have available budget (categories that are decreasing).Must have available Free Cash to request increases in budget. Budget Categories Allowed:

7000 Expense 8500 Transfer-Out


W07 Scholarships: Only for Fund Type 14Increases and decreases are not required to balance. One-sided entries are allowed.Must have available budget (categories that are decreasing).Must have available Free Cash to request increases in budget. Budget Categories Allowed:

7000 Expense 8500 Transfer-Out


W08 Auxiliary Funds Budget Transfers: Only for Fund Type 13Increases and decreases are not required to balance. One-sided entries are allowed.Must have available budget (categories that are decreasing).Must have available Free Cash to request increases in budget. Budget Categories Allowed:

6000 Salaries6100 Salary Fringes6200 OPS7000 Expense 7415 OCO (Other Capital Outlay)7420 FCO (Fixed Capital Outlay)8500 Transfer-Out


W11 Concession Funds Budget Transfers: Only for Fund Type 16Increases and decreases are not required to balance. One-sided entries are allowed.Must have available budget (categories that are decreasing).Must have available Free Cash to request increases in budget. Budget Categories Allowed:



W12 Construction Funds Budget Transfers: Only for Fund Type 91Activity Codes are RequiredIncreases and decreases are not required to balance. One-sided entries are allowed.Must have available budget (Activity codes that are decreasing).Must have available Free Cash to request increases in budget. Budget Categories Allowed:

7420 FCO (Fixed Capital Outlay)


W13 Technology Funds Budget Transfers: Only for Fund Type 19Increases and decreases are not required to balance. One-sided entries are allowed.Must have available budget (categories that are decreasing).Must have available Free Cash to request increases in budget. Budget Categories Allowed:



W19 Board Approved Fees Funds Budget Transfers: Only for Fund Type 34Increases and decreases are not required to balance. One-sided entries are allowed.Must have available budget (categories that are decreasing).Must have available Free Cash to request increases in budget. Budget Categories Allowed:



BD02 Sponsored Research Seed/Admin Funds Budget Transfers: Only for Fund Type 17 and Fund Type 18All lines will have the same index. One-sided entries are not allowed.Must have available budget (categories that are decreasing).Budget Categories Allowed:

6000 Salaries6100 Salary Fringes6200 OPS7000 Expense 7415 OCO (Other Capital Outlay)


BR24 Sponsored Research Grant Funds Budget Transfers: Only for Fund Type 22Must have PI’s written approval prior to initiating Increases and decreases must balance within the grant fundAll lines will have the same index. One-sided entries are not allowed.Must have available budget (categories that are decreasing).Budget Categories must remain as originally budgeted


GRTS RSP Seed/Admin Funds Budget Transfers (w/cash): Only for Fund Type 17 and Fund Type 18Moving budget and cash between 2 indexesMust have available budget (categories that are decreasing).Moves budget in 7000 Exp and 10099 Cash Interfund at the same time.One-sided entries are not allowedCan only use transfer account codes:

80002 Transfer-In (for index receiving budget & cash)85001 Transfer-Out (for index giving up budget & cash)

Account Categories(Rule Code/Account Code Chart):

6000 – Salary6100 – Fringe6200 – OPS7000 – Exp71001 – Travel (limited to athletics)71008 – Group Travel (limited to athletics)7415 – OCO7419 – Library Resources (limited to library use)7420 – FCO (limited to fixed capital projects use)80002 – Transfer Interfund In (limited to GRTS)8500 – Transfer Out85001 - Transfer Interfund Out (limited to GTRS)85004 – Scholarship Transfer Out (limited to athletics)85005 – Fee Waiver Transfer Out (limited to athletics)

Screen Reference Chart:

FGAJVCQ- used to enter Budget Transfer

FGIBAVL – used to get available balance

FGIBDST – used for drill down, activity code balance & approver’s review

FGIDOCR – used to query documents by number

FGITBAL – used to find the cash interfund balance

FOADOCU – used to call back a document prior to posting

FOAUAPP – used to approve Budget Transfers

Important Things to Remember:

Use the tab and arrow keys rather than your mouseAlways check for budget/cash before you startUse live data to determine available cash/budgetOnly 1 journal type/rule code per budget transferSalary or Fringe must be listed firstLook at your hint lineCash Move is separate from budget transfer except for GRTSKeep records for auditor reviewTimingInitiator is the only one that can make a change to a budget transfer

Information Navigator Reports:

BUDG000003-Approvers Document DetailBUDG000008 – Budget Availability – ApproverBUDG000009 – Free Cash ApproverBUDG000010 – Budget Availability By Activity CodeBUDG000020 – Document Detail by StatusBUDG000044 – Budget Availability DeficitsBUDG000047 – Budget Control Proof ListFIN000009 – Fund HierarchyFIN000014 – Orgn Hierarchy Report (in Pred. orgn order)FIN000020 – Activity Code ListingFIN000022 – Index ListingRSP000008 – Grant Inception-To-Date w/Fund

Sample Budget Transfer:

Assume the following: Index 8150 (Marketing & Economics) has the following information on FGIBAVLAccount Budget YTD Encumb Avail Bal6000 10,000 5,000 4,000 1,0006100 6,000 3,000 2,400 6007000 20,000 12,000 0 8,000

And 8152 (Graduate Asst-Mkting & Econ) hasAccount Budget YTD Encumb Avail Bal6000 8,000 5,000 2,000 1,0006100 6,000 3,000 2,400 6007000 15,000 10,000 0 5,000

8152 needs $1,000 to hire an OPS student worker.

Sample Budget Transfer:

Assume the following: Index 130014 (Telecom Operations)has $77,142.68 free cash and the following:

Account Budget YTD Encumb Avail Bal6000 112,009 67,806 0 44,2036100 39,946 24,543 0 15,4037000 235,793 148,220 0 87,5738500 88,767 13,767 0 75,000

130014 needs $75,000 for new equipment.

Contact Information:

Jeffrey Djerlek, Associate [email protected] phone 474-2759

Jacqueline R. Pinkard, Assistant Director [email protected] phone 474-2023

Pam Cadem, Senior Budget Data [email protected] phone 474-2215

Josie Warren, Accounting [email protected] phone 474-2554

Questions and Answers?

budget transfers & reports - university of west...

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