Budget Transfer TrainingConducted by the Budget Office

Corbin deNagy

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In the past, spending on non-E&G departments was not controlled by “Budget Checking.”

Starting in 2015-16, 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.

Non-E&G – Budget Checking

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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.

E&G – Budget Checking

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Unlike previous years when Carryforward was only Budget Checked at the 700001 Account level, starting in 2015-16, Carryforward will be Budget Checked at the Budgetary Account level.

You will not be controlled at the Sub-Budgetary Account level.

Carryforward – Budget Checking

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Unallocated Balance ◦Budgetary Account 999001◦Funds 126, 140, and 240 only◦Difference between budgeted expenditures and

actual July 1 carryforward balance

New Budgetary Accounts

July 1 CF Balance Budgeted Expenditures

Unallocated Balance

$50,000 $45,000 $5,000

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Addition to Fund Balance ◦Budgetary Account 999002◦Non-E&G funds only◦Result of budgeted revenues greater than

expenses

New Budgetary Accounts

Account Budget

Revenue $10,000

Expenses $8,000

Addition to Fund Balance

$2,000

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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 2015-16.

Due to budget checking changes, many non-E&G users will now need the role.

Budget Transfer Recap

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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

Requesting the Role

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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

Requesting the Role

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Requesting the Role

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Personalize Display

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Personalize Display

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Personalize Display

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New Features 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 emails) 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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New Features

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New Features - Attachments

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New Features - Notify

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Overview of Budget Transfers

Departmental Guide to Budget Adjustments

Job Aids

All will be located at: http://budget.fsu.edu/Training-Resources

Budget Transfer Resources

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Description Type Funds

Budget Journals(Budget Office use only)

Recurring Original Permanent E&G only

Non-Recurring Original Temporary Any

Recurring Adjustment Permanent E&G only

Non-Recurring Adjustment

Temporary Any

Budget Transfers Recurring Transfer Permanent E&G only

Non-Recurring Transfer Temporary Any

Types of Budget Adjustments

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

Example

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

Example

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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.

Budget Adjustments - Revenue

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Prevent expenditure transactions from posting.

Budget Errors

Budget Error To 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

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FSU_BUD_JRNL_NO_TYPE_PROMPT◦Budget Entry Type is not a prompt, but pulls in

query results

Queries

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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

Queries

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Bd Hr Status

Definitions

Bd Hdr Status Definition What does it mean?

P Posted Transfer was posted

N None Transfer saved, but not processed

S Security Error

Invalid access to one or more department/fund/account - Contact the Budget

Office

E Error Varies - Contact the Budget Office

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Questions?

Contact:

The End

Name Number

Katie Perkins 645-7164

Mary Alice Mills

644-0096

Corbin deNagy

645-0050