Transcript Budget - Miami Dade College

Upcoming Mainframe Changes &
Important Rules to Remember
Important Rules to Remember
 Processing Rules for Budget Transfers:
1.
Full-time GL Codes: These are restricted GL Codes and cannot
be used by Campus Budget Manager. (51000, 51100, 51200,
52001, 52002, 52003, 52004, 52005, 52300, 53000, 53300, 54000).
2.
Pool GL Codes: Do not process any budget transfers using the
pool GL codes (50000,60000,70000). All transactions should
be processed to/from the specific GL Code(s) with an assigned
budget. If any transactions are created using the pool GL Codes,
they will be rejected by the Budget Department.
3.
Negative Balance: Do not decrease a Budget Transfer from a GL
Code that does not have a budget, because this creates a
Negative Budget. Any transaction of this type will be rejected by
the Budget Department.
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Types of Budget Transfers (FUND 1)
 Knowing the difference between each BT type:
 TP-REALL – Temporary Reallocation (same GL Code group)
 PM-REALL – Permanent Reallocation (the funds are permanently
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moved and carried forward over to the next fiscal year).
TP-AMEND – Temporary Amendment (different GL Code group)
PM-AMEND – Permanent Amendment (the funds are permanently
moved and carried forward over to the next fiscal year).
ORIGINAL – Original Budget (used only by the Budget Department)
TP-ORIG – Original Budget for current year only (used only by the
Budget Department)
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Budget Transfers (FUND 1) Definitions
 What BT type should I use?:
 TP-REALL and PM-REALL BTs:
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Used when transferring between same GL Groups. Ex. 60501 to 60502 or
57000 to 53100.
These type of transactions will post directly to the general ledger unless
over $5,000.
BTs over $5,000 will go for approval to the Dean of Admin. for Campus
accounts or the Division Head for District accounts.
 TP-AMEND and PM-AMEND BTs:
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Used when transferring between different GL Groups. Ex. 64501 to 57000
or 70601 to 65501.
These type of transactions will go to Budget for approval and posting to
the general ledger unless over $5,000.
BTs over $5,000 will go for approval to the Dean of Admin. for Campus
accounts or the Division Head for District accounts, and then to Budget
for final approval and posting to the general ledger.
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Types of Budget Transfers (FUND 1)
 What BT type should I use? (Con’t.):
 TP-REALL, PM-REALL, TP-AMEND and PM-AMEND BTs:
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Used when transferring outside the Budget Manager’s GL Groups. Ex.
English Dept. to Mathematics Dept. or among different Campus/District
Area.
In these types of transactions the Budget Manager enters and
electronically approves the transaction; the transfer is sent to the approval
queue of the Budget Manager of the other user group for approval.
After this is approved the BT will go to Budget for final approval and then
it will post to the general ledger, unless over $5,000.
BTs over $5,000 will go for approval to the Dean of Admin. for Campus
accounts or the Division Head for District accounts, and then it will go to
Budget for final approval and posting to the general ledger.
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Mainframe Changes
Browse Posted Budget
Transfer s for a User
 Information Displayed
 Calendar Period
 Transaction Type (BT)
 Journal Number
 Total Number of Lines
 Total Debit & Total Credit
 Status (Approval Path)
 Posted Date
 Actions
 Display Budget Transfer
 Display Approval Path
 Display Notes
For Odyssey Approvers
Browse Unposted Budget
Transfers for a User
 Information Displayed
 Calendar Period
 Transaction Type (BT)
 Journal Number
 Total Number of Lines
 Total Debit & Total Credit
 Status (Approval Path)
 Responsible User
 Actions
 Display Budget Transfer
 Display Approval Path
 Display Notes
Browsing for Unposted/Posted
BT Journals
 Path: CM CB BT BU
CM CB BT BP
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Browse Unposted BT Journals - Path: CM CB BT BU
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Browse Unposted BT Journals - Path: CM CB BT BU
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Browse Posted BT Journals - Path: CM CB BT BP
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Browse Unposted BT Journals - Path: CM CB BT BP
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Browse Unposted BT Journals - Path: CM CB BT BP
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Budget Department
Contact Information
•Margarita Leal, ext. 7-0369
•Candy Villagra, ext. 7-0370
•Olga Morey, ext. 7-0396
•Yadira Codina, ext. 7-0373
•M.J. Mitzenmacher, ext. 7-0397
THANK YOU
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