Transcript Budget Transfers Reports (V2)

Budget Transfers & Reports
Pam Cadem & Jackie Pinkard
Budget Office
Budget Transfers & Reports
What We Will Cover:
Budget Transfer Rules & Limitations
Fund Types
Rule Codes/Journal Types
Account Categories
Screen Reference Chart
Important Things to Remember
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Budget Transfers & Reports
What We Will Cover:
Information Navigator Reports
Sample Budget Transfers
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Budget Transfers & Reports
Budget Transfer Rules & Limitations:
Journal Types (Rule Codes)
Approved by the Budget Office
Approved by Research & Sponsored Programs
(RSP)
Limit 1 Rule Code per budget transfer
Sufficient Budget Available (E&G and CF departments)
Free Cash (all others)
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Budget Transfers & Reports
Budget Transfer Rules & Limitations Continued…
Timing
Notifications
Cross Divisional Requests
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Budget Transfers & Reports
Fund Types:
Approved by the Budget Office:
Fund Type 11
Fund Type 11
Fund Type 12
Fund Type 13
Fund Type 14
Fund Type 15
Fund Type 16
Fund Type 19
Fund Type 21
Fund Type 34
Fund Type 41
Fund Type 91
E&G Funds with 4 or 5 digits = Journal Type W01
CF Funds beginning with C = Journal Type W02
Student Activities Funds = Journal Type W03
Auxiliary Funds = Journal Type W08
Scholarship Funds = Journal Type W07
Athletic Funds= Journal Type W04
Concession Funds = Journal Type W11
Technology Funds = Journal Type W13
Contract and Grant Funds = Journal Type W05
Board Approved Fees Funds = Journal Type W19
Financial Aid Funds = Journal Type W06
Construction Funds = Journal Type W12
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Budget Transfers & Reports
Fund Types Continued…
Approved by Research & Sponsored Programs (RSP)
Fund Type 17 SRT-Admin = Journal Type BD02 or GRTS
Fund Type 18 SRT-Seed = Journal Type BD02 or GRTS
Fund Type 22 SRT Grant/Match Funds = Journal Type BR24
All other Fund Types are not set up for the on-line budget
transfers process.
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Budget Transfers & Reports
Rule Codes/Journal Types:
W01 General Revenue (E&G) Budget Transfers:
Only for 110000 fund which is Fund Type 11
Increases and decreases must balance.
Must have available budget (categories that are decreasing).
One-sided entries are not allowed
Budget Categories Allowed:
6000 Salaries
6100 Salary Fringes
6200 OPS
7000 Expense
7415 OCO (Other Capital Outlay)
7419 Library Resources
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Budget Transfers & Reports
Rule Codes/Journal Types Continued…
W02 Carry Forward Budget Transfers:
Only for 110001 fund which is Fund Type 11
Increases and decreases must balance.
Must have available budget (categories that will be decreasing).
One-sided entries are not allowed
Budget Categories Allowed:
6000 Salaries
6100 Salary Fringes
6200 OPS
7000 Expense
7415 OCO (Other Capital Outlay)
7419 Library Resources
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Budget Transfers & Reports
Rule Codes/Journal Types Continued…
W03 Student Activity Funds Budget Transfers:
Only for Fund Type 12
Increases 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 Salaries
6100 Salary Fringes
6200 OPS
7000 Expense
7415 OCO (Other Capital Outlay)
8500 Transfer-Out
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Budget Transfers & Reports
Rule Codes/Journal Types Continued…
W04 Athletic Funds Budget Transfers:
Only for Fund Type 15
Increases 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 Salaries
6100 Salary Fringes
6200 OPS
7000 Expense
7101 Travel (individual)
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Budget Transfers & Reports
Rule Codes/Journal Types Continued…
71008 Group Travel
7415 OCO (Other Capital Outlay)
8500 Transfer-Out
85004 Scholarship Transfer-Out
85005 Fee Waiver Transfer-Out
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Budget Transfers & Reports
Rule Codes/Journal Types Continued…
W05 Contract & Grant Funds Budget Transfers:
Only for Fund Type 21
Increases 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 Salaries
6100 Salary Fringes
6200 OPS
7000 Expense
7415 OCO (Other Capital Outlay)
8500 Transfer-Out
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Budget Transfers & Reports
Rule Codes/Journal Types Continued…
W06 Financial Aid Funds Budget Transfers:
Only for Fund Type 41
Increases 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
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Budget Transfers & Reports
Rule Codes/Journal Types Continued…
W07 Scholarships:
Only for Fund Type 14
Increases 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
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Budget Transfers & Reports
Rule Codes/Journal Types Continued…
W08 Auxiliary Funds Budget Transfers:
Only for Fund Type 13
Increases 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 Salaries
6100 Salary Fringes
6200 OPS
7000 Expense
7415 OCO (Other Capital Outlay)
7420 FCO (Fixed Capital Outlay)
8500 Transfer-Out
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Budget Transfers & Reports
Rule Codes/Journal Types Continued…
W11 Concession Funds Budget Transfers:
Only for Fund Type 16
Increases 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 Salaries
6100 Salary Fringes
6200 OPS
7000 Expense
7415 OCO (Other Capital Outlay)
8500 Transfer-Out
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Budget Transfers & Reports
Rule Codes/Journal Types Continued…
W12 Construction Funds Budget Transfers:
Only for Fund Type 91
Activity Codes are Required
Increases 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)
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Budget Transfers & Reports
Rule Codes/Journal Types Continued…
W13 Technology Funds Budget Transfers:
Only for Fund Type 19
Increases 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 Salaries
6100 Salary Fringes
6200 OPS
7000 Expense
7415 OCO (Other Capital Outlay)
8500 Transfer-Out
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Budget Transfers & Reports
Rule Codes/Journal Types Continued…
W19 Board Approved Fees Funds Budget Transfers:
Only for Fund Type 34
Increases and decreases are not required to balance.
Budget
Transfers & Reports
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 Salaries
6100 Salary Fringes
6200 OPS
7000 Expense
7415 OCO (Other Capital Outlay)
8500 Transfer-Out
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Budget Transfers & Reports
Rule Codes/Journal Types Continued…
BD02 Sponsored Research Seed/Admin Funds Budget Transfers:
Only for Fund Type 17 and Fund Type 18
All lines will have the same index.
One-sided entries are not allowed.
Must have available budget (categories that are decreasing).
Budget Categories Allowed:
6000 Salaries
6100 Salary Fringes
6200 OPS
7000 Expense
7415 OCO (Other Capital Outlay)
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Budget Transfers & Reports
Rule Codes/Journal Types Continued…
BR24 Sponsored Research Grant Funds Budget Transfers:
Only for Fund Type 22
Must have PI’s written approval prior to initiating
Increases and decreases must balance within the grant fund
All 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
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Budget Transfers & Reports
Rule Codes/Journal Types Continued…
GRTS RSP Seed/Admin Funds Budget Transfers (w/cash):
Only for Fund Type 17 and Fund Type 18
Moving budget and cash between 2 indexes
Must 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 allowed
Can only use transfer account codes:
80002 Transfer-In (for index receiving budget & cash)
85001 Transfer-Out (for index giving up budget & cash)
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Budget Transfers & Reports
Account Categories(Rule Code/Account Code Chart):
6000 – Salary
6100 – Fringe
6200 – OPS
7000 – Exp
71001 – Travel (limited to athletics)
71008 – Group Travel (limited to athletics)
7415 – OCO
7419 – Library Resources (limited to library use)
7420 – FCO (limited to fixed capital projects use)
80002 – Transfer Interfund In (limited to GRTS)
8500 – Transfer Out
85001 - Transfer Interfund Out (limited to GTRS)
85004 – Scholarship Transfer Out (limited to athletics)
85005 – Fee Waiver Transfer Out (limited to athletics)
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Budget Transfers & Reports
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
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Budget Transfers & Reports
Important Things to Remember:
Use the tab and arrow keys rather than your mouse
Always check for budget/cash before you start
Use live data to determine available cash/budget
Only 1 journal type/rule code per budget transfer
Salary or Fringe must be listed first
Look at your hint line
Cash Move is separate from budget transfer except
for GRTS
Keep records for auditor review
Timing
Initiator is the only one that can make a change to a
budget transfer
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Budget Transfers & Reports
Information Navigator Reports:
BUDG000003-Approvers Document Detail
BUDG000008 – Budget Availability – Approver
BUDG000010 – Budget Availability By Activity Code
BUDG000047 – Budget Control Proof List
BUDG000020 – Document Detail by Status
BUDG000009 – Free Cash Approver
BUDG000044 – Budget Availability Deficits
FIN000009 – Fund Hierarchy
FIN000014 – Orgn Hierarchy Report (in Pred. orgn order)
FIN000020 – Activity Code Listing
FIN000022 – Index Listing
RSP000008 – Grant Inception-To-Date w/Fund
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Budget Transfers & Reports
Sample Budget Transfer:
Assume the following: Index 8150 (Marketing &
Economics) has the following information on FGIBAVL
Account
Budget
YTD
Encumb
Avail Bal
6000
10,000
5,000
4,000
1,000
6100
6,000
3,000
2,400
600
7000
20,000
12,000
0
8,000
And 8152 (Graduate Asst-Mkting & Econ) has
Account
Budget
YTD
Encumb
Avail Bal
6000
8,000
5,000
2,000
1,000
6100
6,000
3,000
2,400
600
7000
15,000
10,000
0
5,000
8152 needs $1,000 to hire an OPS student worker.
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Budget Transfers & Reports
Sample Budget Transfer:
Assume the following: Index 130014 (Telecom
Operations)has $77,142.68 free cash and the following:
Account
6000
6100
7000
8500
Budget
112,009
39,946
235,793
88,767
YTD
Encumb Avail Bal
67,806
0
44,203
24,543
0
15,403
148,220
0
87,573
13,767
0
75,000
130014 needs $75,000 for new equipment.
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Budget Transfers & Reports
Questions and Answers?
Contact Information:
Pam Cadem, Senior Budget Data Analyst
[email protected] phone 474-2215
Jackie Pinkard, Assistant Director
[email protected] phone 474-2023
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