Office of Budget & Financial Analysis (OBFA) Understanding eTransfers Through JSU P.A.W.S. Office of Budget & Financial Analysis (OBFA)

How to contact OBFA Staff Location H. P. Jacobs Administrative Building 5th Floor Staff Tammiko L. Harrison, Executive Director tammiko.l.harrison@jsums.edu, 979-2345, Room #513 Latashia Chambers, Budget Analyst latashia.c.chambers@jsums.edu, 979-2936, Room #514 Tina Collier, Budget Analyst tina.collier@jsums.edu, 979-2938, Room # 515

Before Completing eTransfers Ask Yourself ● Do I have access to JSU P.A.W.S? If not, how to get access? http://www.jsums.edu/finance/files/2014/08/JSU-PAWS-Finance-Access.pdf Send completed forms to the Business Office Attn: Keilani Vanish JSU Box 17250 Jackson, MS 39217

Before Completing eTransfers Ask Yourself ● Do I have authorization to do eTransfers for my area? ● Do I know how to perform a Budget Query? ● Do I know my F-O-A-P? ● Do I know the Account Codes to use? ● Do I know what the Budget/Fiscal Periods are?

What is eTransfers e-Transfers - Process that is used to move funds after the original budget is approved. The transfer of funds is accomplished by deducting an amount from one or more account codes and adding that same amount to one or more account codes. The net change total must always equal zero.

What is a FOAP(al)? (It is an acronym) Fund O Organi-zation A Account P Program a Activity l Location Where does the money come from? Who is respon-sible for the money? What kind of trans- action is taking place? How does this transaction compare to other univer-sities? Used for tracking specific activities (optional) Used for tracking physical location of an asset 6 digits 2 digits 1-6 digits 6

Budget Query 101 Step #1 - Log Into JSU P.A.W.S. Test

Budget Query 101 Step #2 – Enter User ID and PIN Step #3 - Click On the Finance Tab Step #2 – Enter User ID and PIN 8

Budget Query 101 Step #5 - Budget Status by Account Step #4 - Select Budget Queries 9

Budget Query 101 Step #6 – Choose Report Display Options, Then Continue 10

Budget Query 101 3 4 5 6 #1 Should always be current fiscal year Step #7 – Populate Query Parameters, Then Submit Query 1 2 2 3 4 5 6 #1 Should always be current fiscal year #3 Should always be “J” 11

Budget Query Results 12

Pending Documents Results 13

Budget Department Transfers (e-Tranfers) e-Transfer Matrix Budget Department Transfers (e-Tranfers)   Allowable Non-Allowable Between Operational Account Codes 71XXXX-79XXXX Between Compensation Account Codes 61XXXX-69XXXX All Funds except Restricted and Agency Utility Account Codes – 730XXX Between Funds and/or Organizations Revenue Account Codes – 5XXXXX

How to Process e-Transfers Step #2 - Click On The Finance Tab Step #1 – Enter User ID and PIN

How to Process e-Transfers Step #3 – Multiple Line Transfer

How to Process e-Transfers Step #4 – Populate Transfer Information Step #1 - Enter Document Amount Step #2 - Enter FOAP Step #3 - Enter FOAP Amount Step #4 - Enter (+) or (-) Step #5 - Enter Description Step #6 - Enter Current Month Budget Period Step #7 - Then Complete Example: Once you enter the “Document Amount”, that amount should be to total of the amount you are transferring from and to. Example: $1.00 from 710005 + $1.00 to 752030= $2.00 in Document Amount. You must also select whether you are Adding {+} or Subtracting {-} the funds.

How to Process e-Transfers Step # 6 – Incomplete with Message Step #5 – Complete With “J” Document # Although there are 14 Budget Periods, you will only need to set your Query for Period 12. If you want to see your available balance for one particular Account Code, just place the Code in the Account Section of the Budget Query. You will need to check your available balance before trying to attempt an eTransfer; to confirm that you have the funds you are trying to transfer. Make sure to check for anything PENDING on your Budget Query as well. You can do this by clicking the “View Pending Documents” button on the top right hand side of your Budget Query Screen.

How To Approve an e-Transfers Step #2 - Click On The Finance Tab Step #1 – Enter Used ID and PIN 19

How To Approve e-Transfers Step #3 – Approve Documents Step #4 - Submit Query

Approve Document Query Results (If there are documents to approve)

Approve Document Query Results (If there are no documents to approve)

How to Release Disapproved eTransfers Step #1 - Send the document J# to budget@jsums.edu with a request to release funds Step #2 - Enter correct eTransfer Note: The originator of a disapproved eTransfer will be notified via email.

Questions and Answers

How to contact OBFA Staff Location H. P. Jacobs Administrative Building 5th Floor Staff Tammiko L. Harrison, Executive Director tammiko.l.harrison@jsums.edu, 979-2345, Room #513 Latashia Chambers, Budget Analyst latashia.c.chambers@jsums.edu, 979-2936, Room #514 Tina Collier, Budget Analyst tina.collier@jsums.edu, 979-2938, Room # 515