Budget Transfer Form Budget Planning and Development FAR Meeting November 29, 2017 Elizabeth Bay, Associate Director Office of Financial Affairs (http://www.utsa.edu/financialaffairs/)

Objective To provide a tool that both the departments and the budget office can utilize to process budget transfers and ultimately resulting in shorter turn around time. Budget Planning and Development Office of Financial Affairs

Departments will be able to: Verify availability of funds Determine the likelihood of the Transfer Request prior to submission to the Budget Office Able to make changes if necessary before submitting the request, saving significant amount of time in completing the transfer process Contact the budget office if necessary (based on information from the matrix) to request additional information Budget Planning and Development Office of Financial Affairs

The Budget Office will be able to: Apply consistent parameters in evaluating transfers between funding sources Match entries on Budget Transfer Form to entries in PeopleSoft much easier Maintain a Stand-alone record of the transaction available for further reporting Expedite Turnaround Budget Planning and Development Office of Financial Affairs

Enhancements The new Budget Transfer Request (BTR) form has the following enhancements: The top section of the form is unchanged from the original version The cost center title is auto-filled for both the From and To cost centers The lower section of the form is auto-filled with the information from the top section, including to Transfer In and Transfer Out amounts Departments will be required to look up the Available balance of the “From” Cost Center from the Budget Overview, and enter the amount in the “Available Bal” Field Budget Planning and Development Office of Financial Affairs

Enhancements (cont’d) The Funding Status is automatically filled in with the following values: Funding Available NSFO – funding is available but cost center balance is zeroed out NSF – funding is not sufficient The Matrix Check will be filled in based on predetermined values for transfers between various funding sources: Allowed Subject to Budget or Accounting Review Not Allowed Budget Planning and Development Office of Financial Affairs

Other Information The new BTR will be available on the Financial Affairs/Forms website and will be updated monthly to captures the latest speed- type information If a new speed-type is not on the form, you can still submit the request, and the budget office will complete the missing information For any questions please contact the budget office at Budget.FMS@utsa.edu. Budget Planning and Development Office of Financial Affairs

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