budget training - transfers - missouri state university training - transfers ... • self service...
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10/20/20151 Office of the Provost| |
Budget Transfer GuidelinesMissouri State > Policy Library > Chapter Eight: Business
• Correction of an Error• If a transaction has already occurred and was charged to the incorrect account or
needs to be allocated to various accounts
• Shared Expense Determined After the Purchase• If the purchase has already occurred, and the department that wants to pay for part of
a cost already charged to another department. Same procedure as "Correction of an
Error“
• Budget Transfers should only be used to• Move budget from one budget line to another within a unit
• Help fund an expense incurred by another unit and properly charged to that unit. It
should not be used as a method to "pay" for an expense.
• Exceptions Require Financial Services Approval
10/20/20152 Office of the Provost| |
Three Vehicles for Transfers
• Self Service Banner (SSB)
• Single line
• Multiple line
• Budget Adjustment – Journal Voucher Form
• Journal Voucher
10/20/20153 Office of the Provost| |
Self-Service Banner (SSB) Missouri State > Financial Services > Accounting and Budgeting > Departmental Budget Queries & Transfers
• Transfers are subject to the following restrictions:
• Authorization to make transfers is based on the Fund and Organization security that has been established for an individual within Banner.
• Transfers are allowed in the General Operating (A) fund only
• The BD4 Temporary Budget Adjustment is the only available Journal Type for the budget transfer
• Transfers are allowed on Budget account codes only• See Chart of Accounts – Chart U Missouri State > Financial Services > Accounting and Budgeting > Chart of Accounts -
Chart U
10/20/20154 Office of the Provost| |
Self-Service Banner (SSB) Missouri State > Financial Services > Accounting and Budgeting > Departmental Budget Queries & Transfers
• Transfers are allowed on only selected Salary account codes: Non-
Student Part-Time (630), : Student (631), & Overtime Wages (633)
• Transfers are allowed on Travel (730), Supplies (732), Services
(734), Other Expenses (736), & Capital Outlay– Non Projects (750)
• Transfers are not allowed on Revenue (5) or Transfer (8) account
codes
• Transfers are not allowed on inactive budgets
10/20/20155 Office of the Provost| |
Self-Service Banner (SSB) Missouri State > Financial Services > Accounting and Budgeting > Departmental Budget Queries & Transfers
• SSB transfers can only be made within an open month and period
• A budget period equals the number of months into the Fiscal Year
(July = 1)
• The document amount will compute as twice the transfer amount
10/20/20158 Office of the Provost| |
Self-Service Banner (SSB) Missouri State > Financial Services > Accounting and Budgeting > Departmental Budget Queries & Transfers
• Multiple Line Budget Transfers
• Allows for transfers between up to five FOAPALs
• The pluses (transfers to) must equal the minuses (transfers from)
10/20/201510 Office of the Provost| |
Budget Adjustment-Journal
Voucher Form and Journal
Voucher
• Use is controlled by Financial Services
• Completed forms are sent to your Budget Analyst found here:
10/20/201511 Office of the Provost| |
Budget Adjustment-Journal
Voucher Form
• May be used for:• Permanent (BD02)
• Temporary (BD04)
• General Comments• Entries must balance. Pluses must equal the minuses. Debits must equal credits.
• In the description specifically state where an item is moving “TO” and where it is
coming “FR” from.
10/20/201512 Office of the Provost| |
Budget Adjustment Journal Voucher Form Transfer Example Permanent (BD02) & Temporary (BD04):
10/20/201513 Office of the Provost| |
Budget Adjustment-Journal
Voucher Form
• May also be used for:• Interfund (83000) transfers (JE16)
• General Comments• May be accomplished by sending an email to the budget analyst assigned to your cost
center.
• If granted permission by your budget analyst, budget personnel may write their own
Interfund,83000 transfers.
• A transfer from an "A" fund to a "B" fund is not allowed (check with your budget
analyst.) Funds may be transferred from a "B" fund to an "A" fund, but must utilize the
83000 transfer process.
• Interfund transfers must net to zero across Funds.
10/20/201514 Office of the Provost| |
Budget Adjustment Journal Voucher Form Transfer Example Interfund (83000) transfers (JE16) :
10/20/201515 Office of the Provost| |
Interfund (83000) transfers (JE16)
B Fund Debit A Fund Credit, -, +
10/20/201516 Office of the Provost| |
Journal Voucher Form
• Used for:
• Correction of an error
• Certain internal billings