1. Transfer Documents Advantage Financial System

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

3. 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

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

5. 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

6. 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

7. A1 Documents Transfer from one state account to another CK1 1001 to WV1 1004 Transfer between appropriation categories TR1 1001P to TR1 1001A TR5 1011P to TR5 1011A

8. 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

9. A1 Documents A1 documents require an appropriate description Transfers for personal services require the following: Position NumberEmployee IDDate (MM/DD/YY) 115736100079700102/27/14

10. A1 Documents Additional or prior approvals may be necessary FIN 102-01FIN 102-01: Appropriation Budget Changes Financial ReferencesFinancial References: Appropriation Budget

11. A1: Personal Services Enter the current fiscal year

12. A1: Personal Services Enter the appropriate fund for the agency

13. 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

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

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

16. 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

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

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

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

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

21. 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

22. TV Documents For transfers between accounts in the same fund group 6001 10 – transfer in 8001 10 – transfer out For transfers between accounts in different fund groups 6001 20 – transfer in 8001 20 – transfer out For transfers on RID accounts* 6001 55 – transfer in 8001 55 – transfer out *See Financial References: General Purpose Accounts for more informationFinancial References: General Purpose Accounts

23. TV Documents Function codes are required to identify the account on the other side of the transfer Example Transfer from TR5 1006 to TR5 1029 Transfer out function code: TR59 Transfer in function code: TR56

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

25. TV Documents Enter E as this is an original document

26. TV Documents Enter the total amount being transferred

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

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

29. 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

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

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

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

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

34. 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

35. TV Documents Enter a description for the transfer

36. TV Documents Enter the amount for the transfer out

37. 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

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

39. 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

40. 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

41. IX Documents IX cannot be used for the following object codes: 7110Budgeted Salaries 7120Wages 7200 Employee Related Expenses (ERE) Except 7200 40 to fund RA/TA* 7900 Administrative Service Charges 8001 Transfers Out *See Financial References: General Purpose Accounts for more informationFinancial References: General Purpose Accounts

42. 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

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

44. IX Documents Enter E as this is the original document

45. IX Documents Enter the amount of expense being transferred

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

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

48. 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

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

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

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

52. IX Documents Enter a description of the expenses being transferred

53. IX Documents Enter the amount of expense being received

54. 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

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

56. 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)

57. 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

58. 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

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

60. J1: Within Fund Enter comments per your department procedures

61. J1: Within Fund Enter the debit total for the document

62. J1: Within Fund Enter the credit total for the document

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

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

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

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

67. J1: Within Fund Enter the debit amount

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

69. J1: Within Fund Repeat for the credit portion

70. 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

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

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

73. J1: Cross Funds Enter comments per your department procedures

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

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

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

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

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

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

80. J1: Cross Funds Enter the debit amount

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

82. J1: Cross Funds Repeat for the credit portion

83. 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

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

85. J1: Cross Funds Enter the fund code

86. J1: Cross Funds Enter 1100 as the balance sheet account

87. J1: Cross Funds Enter an appropriate description

88. J1: Cross Funds Enter the credit amount

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

90. 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

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