Budget Transfer Training Conducted by the Budget Office Corbin deNagy

 In the past, spending on non-E&G departments was not controlled by “Budget Checking.”  Starting in , spending will be controlled at the Budgetary Account level (Faculty, A&P Benefits, OPS, Expense, OCO, etc.).  You will not be controlled at the Sub-Budgetary Account level.  Even though non-E&G departments will go through “Budget Checking,” the Budget Office will still monitor cash balances.  Budget Managers will now be required to correct budget deficits and cash deficits. 2

 Like previous years, E&G budgets will be budget checked at the Budgetary Account level.  You will not be controlled at the Sub-Budgetary Account level. 3

 Unlike previous years when Carryforward was only Budget Checked at the Account level, starting in , Carryforward will be Budget Checked at the Budgetary Account level.  You will not be controlled at the Sub-Budgetary Account level. 4

 Unallocated Balance ◦ Budgetary Account ◦ Funds 126, 140, and 240 only ◦ Difference between budgeted expenditures and actual July 1 carryforward balance 5 July 1 CF BalanceBudgeted ExpendituresUnallocated Balance $50,000$45,000$5,000

 Addition to Fund Balance ◦ Budgetary Account ◦ Non-E&G funds only ◦ Result of budgeted revenues greater than expenses 6 AccountBudget Revenue$10,000 Expenses$8,000 Addition to Fund Balance$2,000

 Due to significant changes, we are deleting the Budget Transfer role for everyone at the end of June.  Role will need to be requested (or re-requested) in  Due to budget checking changes, many non-E&G users will now need the role. 7

 my.fsu.edu  Submit Request – Add/Remove Role  Search by your Last Name  Check Financials and click Continue  Check Add and click Continue  Check Both and click Continue  Check FSU BUDGET TRANSFER  Read Message and click OK  Scroll to the bottom and click Continue 8

 Select your “Reason for Request”  Enter the department ID(s) you need budget transfer access to in the “Justification” box  Click Submit  The Budget Office will ensure the role request is routed to the appropriate DDDHC(s) for approval  NOTE: No more Budget Transfer Role Request Form 9

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14  Some budget transfers must be posted by the Budget Office (refer to Overview of Budget Transfers).  To facilitate a quick turnaround, departments are encouraged to attach any supporting documentation (e.g., memos or s) to the budget transfers in OMNI.  Departments are encouraged to use the “Notify” button to let the Budget Office know that the transfer is ready to be posted.

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 Overview of Budget Transfers  Departmental Guide to Budget Adjustments  Job Aids  All will be located at:

DescriptionTypeFunds Budget Journals (Budget Office use only) Recurring OriginalPermanentE&G only Non-Recurring OriginalTemporaryAny Recurring AdjustmentPermanentE&G only Non-Recurring AdjustmentTemporaryAny Budget Transfers Recurring TransferPermanentE&G only Non-Recurring TransferTemporaryAny 19

 Need to transfer $5,000 to clear a negative available balance: 20

 Need to transfer $2,500 from Addition to Fund Balance to clear a negative available balance: 21

 Variances between revenue budgets and actuals will not prevent departments from posting revenue or spending.  However, departments, may transfer revenue budget between accounts if they desire to do so.  These transfers must be posted by the Budget Office. 22

 Prevent expenditure transactions from posting. 23 Budget ErrorTo Correct Budget is Closed Sponsored Research Only: Contact SRA All Others: Contact the Budget Office Exceeds Budget Tolerance (The transaction did not pass “Budget Checking”) Follow procedures to increase Available Balance No Budget Exists (The department-fund- account combination has not been activated in OMNI) If possible, process a Budget Transfer to add budget to the combination Or, contact the Budget Office

 FSU_BUD_JRNL_NO_TYPE_PROMPT ◦ Budget Entry Type is not a prompt, but pulls in query results 24

 FSU_BUD_JRNL_W_TYPE_PROMPT ◦ Budget Entry Type is a prompt and pulls in query results, but the prompt is a drop down and you can only select one at a time 25

 Bd Hr Status 26 Bd Hdr StatusDefinitionWhat does it mean? PPostedTransfer was posted NNoneTransfer saved, but not processed SSecurity Error Invalid access to one or more department/fund/account - Contact the Budget Office EErrorVaries - Contact the Budget Office

 Questions?  Contact: 27 NameNumber Katie Perkins Mary Alice Mills Corbin deNagy