1. Budget Transfers & Reports Pam Cadem & Jackie Pinkard Budget Office

2. Budget Transfers & Reports What We Will Cover:  Budget Transfer Rules & Limitations  Fund Types  Rule Codes/Journal Types  Account Categories  Screen Reference Chart  Important Things to Remember 2

3. Budget Transfers & Reports What We Will Cover:  Information Navigator Reports  Sample Budget Transfers 3

4. Budget Transfers & Reports Budget Transfer Rules & Limitations: Journal Types (Rule Codes) Approved by the Budget Office Approved by Research & Sponsored Programs (RSP) Limit 1 Rule Code per budget transfer Sufficient Budget Available (E&G and CF departments) Free Cash (all others) 4

5. Budget Transfers & Reports Budget Transfer Rules & Limitations Continued… Timing Notifications Cross Divisional Requests 5

6. Budget Transfers & Reports Fund Types: Approved by the Budget Office: Fund Type 11 E&G Funds with 4 or 5 digits = Journal Type W01 Fund Type 11 CF Funds beginning with C = Journal Type W02 Fund Type 12 Student Activities Funds = Journal Type W03 Fund Type 13 Auxiliary Funds = Journal Type W08 Fund Type 14 Scholarship Funds = Journal Type W07 Fund Type 15 Athletic Funds= Journal Type W04 Fund Type 16 Concession Funds = Journal Type W11 Fund Type 19 Technology Funds = Journal Type W13 Fund Type 21 Contract and Grant Funds = Journal Type W05 Fund Type 34 Board Approved Fees Funds = Journal Type W19 Fund Type 41 Financial Aid Funds = Journal Type W06 Fund Type 91 Construction Funds = Journal Type W12 6

7. Budget Transfers & Reports Fund Types Continued… Approved by Research & Sponsored Programs (RSP) Fund Type 17 SRT-Admin = Journal Type BD02 or GRTS Fund Type 18 SRT-Seed = Journal Type BD02 or GRTS Fund Type 22 SRT Grant/Match Funds = Journal Type BR24 All other Fund Types are not set up for the on-line budget transfers process. 7

8. Budget Transfers & Reports Rule Codes/Journal Types: W01 General Revenue (E&G) Budget Transfers: Only for 110000 fund which is Fund Type 11 Increases and decreases must balance. Must have available budget (categories that are decreasing). One-sided entries are not allowed Budget Categories Allowed: 6000 Salaries 6100 Salary Fringes 6200 OPS 7000 Expense 7415 OCO (Other Capital Outlay) 7419 Library Resources 8

9. Budget Transfers & Reports Rule Codes/Journal Types Continued… W02 Carry Forward Budget Transfers: Only for 110001 fund which is Fund Type 11 Increases and decreases must balance. Must have available budget (categories that will be decreasing). One-sided entries are not allowed Budget Categories Allowed: 6000 Salaries 6100 Salary Fringes 6200 OPS 7000 Expense 7415 OCO (Other Capital Outlay) 7419 Library Resources 9

10. Budget Transfers & Reports Rule Codes/Journal Types Continued… W03 Student Activity Funds Budget Transfers: Only for Fund Type 12 Increases and decreases are not required to balance. One-sided entries are allowed. Must have available budget (categories that are decreasing). Must have available Free Cash to request increases in budget. Budget Categories Allowed: 6000 Salaries 6100 Salary Fringes 6200 OPS 7000 Expense 7415 OCO (Other Capital Outlay) 8500 Transfer-Out 10

11. Budget Transfers & Reports Rule Codes/Journal Types Continued… W04 Athletic Funds Budget Transfers: Only for Fund Type 15 Increases and decreases are not required to balance. One-sided entries are allowed. Must have available budget (categories that are decreasing). Must have available Free Cash to request increases in budget. Budget Categories Allowed: 6000 Salaries 6100 Salary Fringes 6200 OPS 7000 Expense 7101 Travel (individual) 11

12. Budget Transfers & Reports Rule Codes/Journal Types Continued… 71008 Group Travel 7415 OCO (Other Capital Outlay) 8500 Transfer-Out 85004 Scholarship Transfer-Out 85005 Fee Waiver Transfer-Out 12

13. Budget Transfers & Reports Rule Codes/Journal Types Continued… W05 Contract & Grant Funds Budget Transfers: Only for Fund Type 21 Increases and decreases are not required to balance. One-sided entries are allowed. Must have available budget (categories that are decreasing). Must have available Free Cash to request increases in budget. Budget Categories Allowed: 6000 Salaries 6100 Salary Fringes 6200 OPS 7000 Expense 7415 OCO (Other Capital Outlay) 8500 Transfer-Out 13

14. Budget Transfers & Reports Rule Codes/Journal Types Continued… W06 Financial Aid Funds Budget Transfers: Only for Fund Type 41 Increases and decreases are not required to balance. One-sided entries are allowed. Must have available budget (categories that are decreasing). Must have available Free Cash to request increases in budget. Budget Categories Allowed: 7000 Expense 8500 Transfer-Out 14

15. Budget Transfers & Reports Rule Codes/Journal Types Continued… W07 Scholarships: Only for Fund Type 14 Increases and decreases are not required to balance. One-sided entries are allowed. Must have available budget (categories that are decreasing). Must have available Free Cash to request increases in budget. Budget Categories Allowed: 7000 Expense 8500 Transfer-Out 15

16. Budget Transfers & Reports Rule Codes/Journal Types Continued… W08 Auxiliary Funds Budget Transfers: Only for Fund Type 13 Increases and decreases are not required to balance. One-sided entries are allowed. Must have available budget (categories that are decreasing). Must have available Free Cash to request increases in budget. Budget Categories Allowed: 6000 Salaries 6100 Salary Fringes 6200 OPS 7000 Expense 7415 OCO (Other Capital Outlay) 7420 FCO (Fixed Capital Outlay) 8500 Transfer-Out 16

17. Budget Transfers & Reports Rule Codes/Journal Types Continued… W11 Concession Funds Budget Transfers: Only for Fund Type 16 Increases and decreases are not required to balance. One-sided entries are allowed. Must have available budget (categories that are decreasing). Must have available Free Cash to request increases in budget. Budget Categories Allowed: 6000 Salaries 6100 Salary Fringes 6200 OPS 7000 Expense 7415 OCO (Other Capital Outlay) 8500 Transfer-Out 17

18. Budget Transfers & Reports Rule Codes/Journal Types Continued… W12 Construction Funds Budget Transfers: Only for Fund Type 91 Activity Codes are Required Increases and decreases are not required to balance. One-sided entries are allowed. Must have available budget (Activity codes that are decreasing). Must have available Free Cash to request increases in budget. Budget Categories Allowed: 7420 FCO (Fixed Capital Outlay) 18

19. Budget Transfers & Reports Rule Codes/Journal Types Continued… W13 Technology Funds Budget Transfers: Only for Fund Type 19 Increases and decreases are not required to balance. One-sided entries are allowed. Must have available budget (categories that are decreasing). Must have available Free Cash to request increases in budget. Budget Categories Allowed: 6000 Salaries 6100 Salary Fringes 6200 OPS 7000 Expense 7415 OCO (Other Capital Outlay) 8500 Transfer-Out 19

20. 20 Budget Transfers & Reports Rule Codes/Journal Types Continued… W19 Board Approved Fees Funds Budget Transfers: Only for Fund Type 34 Increases and decreases are not required to balance. One-sided entries are allowed. Must have available budget (categories that are decreasing). Must have available Free Cash to request increases in budget. Budget Categories Allowed: 6000 Salaries 6100 Salary Fringes 6200 OPS 7000 Expense 7415 OCO (Other Capital Outlay) 8500 Transfer-Out Budget Transfers & Reports

21. Rule Codes/Journal Types Continued… BD02 Sponsored Research Seed/Admin Funds Budget Transfers: Only for Fund Type 17 and Fund Type 18 All lines will have the same index. One-sided entries are not allowed. Must have available budget (categories that are decreasing). Budget Categories Allowed: 6000 Salaries 6100 Salary Fringes 6200 OPS 7000 Expense 7415 OCO (Other Capital Outlay) 21

22. Budget Transfers & Reports Rule Codes/Journal Types Continued… BR24 Sponsored Research Grant Funds Budget Transfers: Only for Fund Type 22 Must have PI’s written approval prior to initiating Increases and decreases must balance within the grant fund All lines will have the same index. One-sided entries are not allowed. Must have available budget (categories that are decreasing). Budget Categories must remain as originally budgeted 22

23. Budget Transfers & Reports Rule Codes/Journal Types Continued… GRTS RSP Seed/Admin Funds Budget Transfers (w/cash): Only for Fund Type 17 and Fund Type 18 Moving budget and cash between 2 indexes Must have available budget (categories that are decreasing). Moves budget in 7000 Exp and 10099 Cash Interfund at the same time. One-sided entries are not allowed Can only use transfer account codes: 80002 Transfer-In (for index receiving budget & cash) 85001 Transfer-Out (for index giving up budget & cash) 23

24. Budget Transfers & Reports Account Categories(Rule Code/Account Code Chart): 6000 – Salary 6100 – Fringe 6200 – OPS 7000 – Exp 71001 – Travel (limited to athletics) 71008 – Group Travel (limited to athletics) 7415 – OCO 7419 – Library Resources (limited to library use) 7420 – FCO (limited to fixed capital projects use) 80002 – Transfer Interfund In (limited to GRTS) 8500 – Transfer Out 85001 - Transfer Interfund Out (limited to GTRS) 85004 – Scholarship Transfer Out (limited to athletics) 85005 – Fee Waiver Transfer Out (limited to athletics) 24

25. Budget Transfers & Reports Screen Reference Chart: FGAJVCQ- used to enter Budget Transfer FGIBAVL – used to get available balance FGIBDST – used for drill down, activity code balance & approver’s review FGIDOCR – used to query documents by number FGITBAL – used to find the cash interfund balance FOADOCU – used to call back a document prior to posting. FOAUAPP – used to approve Budget Transfers 25

26. Budget Transfers & Reports Important Things to Remember:  Use the tab and arrow keys rather than your mouse  Always check for budget/cash before you start  Use live data to determine available cash/budget  Only 1 journal type/rule code per budget transfer  Salary or Fringe must be listed first  Look at your hint line  Cash Move is separate from budget transfer except for GRTS  Keep records for auditor review  Timing  Initiator is the only one that can make a change to a budget transfer 26

27. Budget Transfers & Reports Information Navigator Reports: BUDG000003-Approvers Document Detail BUDG000008 – Budget Availability – Approver BUDG000010 – Budget Availability By Activity Code BUDG000047 – Budget Control Proof List BUDG000020 – Document Detail by Status BUDG000009 – Free Cash Approver BUDG000044 – Budget Availability Deficits FIN000009 – Fund Hierarchy FIN000014 – Orgn Hierarchy Report (in Pred. orgn order) FIN000020 – Activity Code Listing FIN000022 – Index Listing RSP000008 – Grant Inception-To-Date w/Fund 27

28. Budget Transfers & Reports Sample Budget Transfer: Assume the following: Index 8150 (Marketing & Economics) has the following information on FGIBAVL AccountBudgetYTD EncumbAvail Bal 6000 10,000 5,000 4,0001,000 6100 6,000 3,000 2,400 600 7000 20,00012,000 08,000 And 8152 (Graduate Asst-Mkting & Econ) has AccountBudgetYTD EncumbAvail Bal 6000 8,000 5,000 2,0001,000 6100 6,000 3,000 2,400 600 7000 15,00010,000 05,000 8152 needs $1,000 to hire an OPS student worker. 28

29. Budget Transfers & Reports Sample Budget Transfer: Assume the following: Index 130014 (Telecom Operations)has $77,142.68 free cash and the following: AccountBudgetYTD Encumb Avail Bal 6000 112,009 67,806 044,203 6100 39,946 24,543 015,403 7000 235,793 148,220 087,573 850088,767 13,767 075,000 130014 needs $75,000 for new equipment. 29

30. Budget Transfers & Reports Questions and Answers? Contact Information: Pam Cadem, Senior Budget Data Analyst pcadem@uwf.edupcadem@uwf.edu phone 474-2215 Jackie Pinkard, Assistant Director jpinkard@uwf.edujpinkard@uwf.edu phone 474-2023 30