Transfer Documents Advantage Financial System

Transfer Documents There are four transfer documents to allocate funding, budgeting, and expenses Each document has a specific purpose and set of rules

Transfer Documents A1 Document Used to manage appropriation budgets TV Document Used to transfer funds between accounts IX Document Used to transfer expenditures between accounts J1 Document Used to transfer revenues, expenditures, funds

Transfer Documents Go to A1 DocumentsA1 Documents Go to TV DocumentsTV Documents Go to IX DocumentsIX Documents Go to J1 DocumentsJ1 Documents

A1 Documents Used to establish, change, or transfer an appropriation budget Use on state and local budgeted accounts Cannot transfer state appropriation between campuses Cannot be used on agency, cash-basis, or sponsored accounts

A1 Documents Each budgeted account divides the budget into appropriation categories A – All other operating expenses E – Employee related expenses P – Personal services (salaries and wages) O – Transfers out M – Miscellaneous revenues S – Sales and services revenue I – Transfers in

A1 Documents Transfer from one state account to another CK to WV Transfer between appropriation categories TR1 1001P to TR1 1001A TR5 1011P to TR5 1011A

A1 Documents A1 documents are entered by the unit that is funding the transfer The appropriation increase amount must equal the appropriation decrease amount on state accounts A1 documents must be approved by Financial Services

A1 Documents A1 documents require an appropriate description Transfers for personal services require the following: Position NumberEmployee IDDate (MM/DD/YY) /27/14

A1 Documents Additional or prior approvals may be necessary FIN FIN : Appropriation Budget Changes Financial ReferencesFinancial References: Appropriation Budget

A1: Personal Services Enter the current fiscal year

A1: Personal Services Enter the appropriate fund for the agency

A1: Personal Services Enter the line action (C to change), agency, appropriation unit, amount of transfer (whole numbers only), and I to increase or D to decrease

A1: Personal Services Enter the position number, employee ID (Affiliate ID), and modification date

A1: Personal Services Repeat for the appropriation unit being decreased with the transfer

A1: Personal Services Edit the document to validate all entries and check for errors Enter “ED” in the Function field and Enter -or- Press the F7 key

A1: Personal Services After Editing, the A1 will move to PEND1 status for approvals

TV Documents Used to transfer funds from one account to another Can transfer funds between fund groups

TV Documents Permitted on: Auxiliary accounts Budgeted local accounts Cash-basis local accounts Local or auxiliary accounts between campuses Restricted local accounts

TV Documents Not permitted on: Agency accounts Sponsored accounts State accounts Summer sessions accounts

TV Documents TVs can be used to: Process budgeted transfers in and out Move residual balance of a closed account Move funds to another account for a specific purchase/project/program

TV Documents For transfers between accounts in the same fund group – transfer in – transfer out For transfers between accounts in different fund groups – transfer in – transfer out For transfers on RID accounts* – transfer in – transfer out *See Financial References: General Purpose Accounts for more informationFinancial References: General Purpose Accounts

TV Documents Function codes are required to identify the account on the other side of the transfer Example Transfer from TR to TR Transfer out function code: TR59 Transfer in function code: TR56

TV Documents Enter the document number as Agency + TV + # (JM5TV#)

TV Documents Enter E as this is an original document

TV Documents Enter the total amount being transferred

TV Documents Enter the Agency/Org which is receiving the funds

TV Documents Enter the Function Code as Agency of Transfer Out and last digit of Org JM51007 = JM57

TV Documents Enter the Revenue Source and Sub-Revenue Code Sub-Revenue 10 for transfers with the same fund group Sub-Revenue 20 for transfers between fund groups

TV Documents These lines complete the Transfer In portion of the TV document Press Enter to move to the Transfer Out

TV Documents Enter line number to distinguish this line (start with 01)

TV Documents Enter the Agency/Org that is transferring the funds

TV Documents Enter the Function Code as Agency of Transfer In and last digit of Org TR51004 = TR54

TV Documents Enter the Object Code and Sub-Object Sub-Object 10 for transfers with the same fund group Sub-Object 20 for transfers between fund groups

TV Documents Enter a description for the transfer

TV Documents Enter the amount for the transfer out

TV Documents Edit the document to validate all entries and check for errors Enter “ED” in the Function field and Enter -or- Press the F7 key

TV Documents After Editing, the TV will move to PEND1 status for approvals

IX Documents Used to transfer expenditures from one account to another Permitted on sponsored and non-sponsored accounts and between campuses Can correct miscoded or incomplete agency org, object, subobject, suborg, function code

IX Documents Expense must have been fully charged (cannot be encumbered) Appropriate description is required Transfers for capital items, description must begin with purchase order (PC/SC/PO) and order number Description PC 30204M00025

IX Documents IX cannot be used for the following object codes: 7110Budgeted Salaries 7120Wages 7200 Employee Related Expenses (ERE) Except to fund RA/TA* 7900 Administrative Service Charges 8001 Transfers Out *See Financial References: General Purpose Accounts for more informationFinancial References: General Purpose Accounts

IX Documents State accounts have additional restrictions The following general expenditures are not allowed on state accounts (See FIN 111 for a complete list)FIN 111 Awards for recognition Food Land, buildings, and improvement costs Scholarships Holiday celebration expenditures

IX Documents Enter the document number as Agency + IX + # (TR5IX#)

IX Documents Enter E as this is the original document

IX Documents Enter the amount of expense being transferred

IX Documents Enter the Agency/Org from which the expense is being transferred

IX Documents Enter the Object Code and Sub-Object from which the expense is being transferred

IX Documents These lines complete the seller portion of the IX document Press Enter to move to the buyer portion – the account that is receiving the expense

IX Documents Enter line number to distinguish this line (start with 01)

IX Documents Enter the Agency/Org that is receiving the expense

IX Documents Enter the Object Code and Sub-Object receiving the expense

IX Documents Enter a description of the expenses being transferred

IX Documents Enter the amount of expense being received

IX Documents Edit the document to validate all entries and check for errors Enter “ED” in the Function field and Enter -or- Press the F7 key

IX Documents After Editing, the IX will move to PEND1 status for approvals

J1 Documents Used to transfer revenue, expenses, and funds The only transfer document that can be used for revenue Used by service departments to reverse internal billings (II documents)

J1 Documents Allows transfers from multiple accounts to one or multiple accounts on the same document If transfers are between funds, the J1 must include balance sheet lines for the cross fund transfer

J1 Documents Appropriate description is required Transfers for capital items, description must begin with purchase order (PC/SC/PO) and order number Description PC 30204M00025

J1: Within Fund Enter E as this is an original document

J1: Within Fund Enter comments per your department procedures

J1: Within Fund Enter the debit total for the document

J1: Within Fund Enter the credit total for the document

J1 Documents These lines complete the header portion of the J1 document Press Enter to move to the details portion

J1: Within Fund Enter the transaction type 22 Expenditures 31 Revenue 01 Assets

J1: Within Fund Enter the Agency/Org for the debit portion

J1: Within Fund Enter the Object/Sub-Object or Revenue/Sub-Revenue Code

J1: Within Fund Enter the debit amount

J1: Within Fund Enter a description of why the funds are being transferred

J1: Within Fund Repeat for the credit portion

J1 Documents Edit the document to validate all entries and check for errors Enter “ED” in the Function field and Enter Press the F7 key

J1 Documents After Editing, the J1 will move to PEND1 status for approvals

J1: Cross Funds Enter E as this is the original document

J1: Cross Funds Enter comments per your department procedures

J1: Cross Funds Enter the debit total of the document including balance sheet transfer

J1: Cross Funds Enter the credit total of the document including balance sheet transfer

J1 Documents These lines complete the header portion of the J1 document Press Enter to move to the details portion

J1: Cross Funds Enter the transaction type 22 Expenditures 31 Revenue 01 Assets

J1: Cross Funds Enter the Agency/Org for the debit portion

J1: Cross Funds Enter the Object/Sub-Object or Revenue/Sub-Revenue Code

J1: Cross Funds Enter the debit amount

J1: Cross Funds Enter a description of why the funds are being transferred

J1: Cross Funds Repeat for the credit portion

J1 Documents These lines complete the expenditure transfer To balance the transfer between funds, a balance sheet transfer cash entry is required Begin a new line for the balance sheet transfer

J1: Cross Funds Enter 01 (Assets) for the transaction type

J1: Cross Funds Enter the fund code

J1: Cross Funds Enter 1100 as the balance sheet account

J1: Cross Funds Enter an appropriate description

J1: Cross Funds Enter the credit amount

J1: Cross Funds Repeat for the debit portion of the balance sheet transfer

J1 Documents Edit the document to validate all entries and check for errors Enter “ED” in the Function field and Enter -or- Press the F7 key

J1 Documents After Editing, the J1 will move to PEND1 status for approvals